Managing Orders: Complete Guide

Order Statuses indicate the current state your orders are in throughout the fulfillment process. Understanding these statuses helps you track progress and identify where action is needed.

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Order Status Flow Overview

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📥 Received

What it means: When orders come into Cahoot they begin in the Received status. From here, Cahoot automatically moves orders to the Processing status.

⚙️ Processing

What it means: For Warehouse Exchange SKUs, Cahoot computes and compares rates from all your supported carriers and services and determines the best locations orders should be fulfilled from. If it's more cost-effective to ship the order from a Partner location, it will move to the Match Confirmed status. If no Partner is available or it's not most cost-effective to ship from a Partner location, the order will move to the No Match Found status instead.

✅ Match Confirmed

What it means: Applicable only for SKUs that are open for optimization. If the item is in stock at a Partner location and shipping savings are available, the order is put into Match Confirmed status and assigned to your Shipping Partner for fulfillment.

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🔍 No Match Found

What it means: Orders for non-Warehouse Exchange SKUs are automatically moved to the No Match Found (NMF) status. Orders for Warehouse Exchange SKUs that are not more cost-effective to fulfill from a Partner location will also move to NMF status.

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🏷️ Shipping Label Ready

What it means: If the Account-Level setting, 'Automate Label Generation' is enabled, Cahoot will auto-create shipping labels for orders using the most cost-effective carriers/services. The Order Status will then change to Shipping Label Ready, which means your shipping labels are ready to be printed. If 'Automate Label Generation' is not enabled, orders will be moved to Shipping Label Ready status once you queue orders for label generation. Shipping labels can otherwise be created manually with no automation.

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📦 Shipped

What it means: Once an order's shipping label is printed in Cahoot, the Order Status will change from 'Shipping Label Ready' to 'Shipped.' Note that when a label gets created, Cahoot automatically sends the tracking information to your integrated sales channels and will update the Order Status as Shipped in those channels, which in turn, typically notifies your customer that the order is shipped (depending on the sales channel and your account settings).

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🎯 Delivered

What it means: Once an order is delivered to your customer, Cahoot will change the Order Status from 'Shipped In Transit' to 'Delivered'

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❌ Excluded

What it means: Cahoot will exclude orders for many different reasons. For example, some Sellers do not want to optimize certain orders (e.g. International) so they might choose to exclude them from Cahoot. While you can manually exclude orders as needed, Cahoot can also be configured to automatically exclude orders. Please reach out to your Account Manager to discuss your needs for identifying and excluding specific order types.

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Cahoot automatically adds "Order Tags" to orders to update their status making it easier for you to find out more about the order. Order Tags can also be used to easily filter, sort and/or otherwise search for orders of interest.

Standard Cahoot Order Tags

Failed Automatic Label Generation Tags

Cahoot offers several ways to view, search, and sort your orders for easy order management. Use the Orders menu in the top navigation to find an order by current status, or search through All Orders using a number of different search options.

Basic Grid Navigation

1Go to Orders All Orders.

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2Default filters are available in the top sections of each report.

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Managing Columns

3Click and hold on the column header you want to move and simply drag it left or right to move the columns to your preferred location. Short-click the column header label once to sort the grid by that parameter.

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4Click the three dots next to a column header to add or remove columns.

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Default Sorting Behavior

5On the Print and Ship My Orders page, the default sorting when displaying orders is by Seller Fulfilled Prime Flag (SFP), then by SKU. The SFP primary sort cannot be changed, but you can change the SKU default sort on the Packing Slip tab in your Cahoot Settings, or by simply adding a new filter or sort option to this page.

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6On the Print and Ship My Orders Assigned to Partner tab, the default sorting is Cahoot Ship By Date, oldest to newest. On the Assigned to Me tab you can create additional filters or sort options to quickly identify the orders you want to see and hide the ones you don't.

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Learn how to find (search, sort and filter) orders, products, and inventory for easy management of workflows and tasks. Customize grid views, organize their display, and use all the available filters to create lists, export custom reports, and more.

Understanding Grid Types

There are 2 types of grids (aka data tables) in Cahoot: full access grids, and partial access grids.

• Full Access Grids: Nearly all grids are full access and allow you to add and remove columns, drag and rearrange columns, sort ascending/descending, and filter columns by field value using operators like 'equal to', 'greater than', 'is null', etc.
• Partial Access Grids: All the Orders grids in the Orders top nav menu are partial access grids, which allow you to add and remove columns, drag and rearrange columns, but don't support the sort and filter functionality.

Full Access Grids - Step by Step

Example: All Products page

1Use the Top Filters to search the database.

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2Add or Remove Columns by selecting the three dots from any column header and choose the columns you want displayed.

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3Filter the grid by selecting the three dots from any column header, choose the Filter option, and enter up to two values using the operators available, and join them using the AND or OR condition.

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4Sort ascending or descending by clicking the column header or by selecting the 3 dots on the column to be sorted and click one of the sort options. In this screenshot, the user clicked the ASIN column header so an 'up' arrow is displayed indicating the column is sorted ascending, and the Sort Ascending option is highlighted yellow in the side nav window.

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Partial Access Grids - Step by Step

Example: All Orders page

1Use the Top Filters to search.

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2Add or Remove Columns by selecting the three dots from any column header and choose the columns you want displayed. Notice there is no Filter option like in the Full Access example above.

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Create custom Order Filters on the Print and Ship My Orders page using multiple criteria such as SKU, mapped carrier, number of line items, channel, personalization, and many others, to create custom sorted order lists and more organized and efficient fulfillment workflows.

Creating Custom Filters - Step by Step

1On the Print and Ship My Orders page, click the Order Filters dropdown and select Add New.

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2Alternatively, you can go to Orders Order Filters from in the top nav bar and click Add New Filter.

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3Customize your filter (Name, Description, Criteria, Sort) and click Save.

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Available Filter Criteria

When creating custom filters, you can use multiple criteria including:

• SKU: Filter by specific product SKUs
• Mapped Carrier: Filter by assigned shipping carrier
• Number of Line Items: Single vs multi-item orders
• Channel: Filter by sales channel (Amazon, eBay, etc.)
• Personalization: Orders requiring custom work
• Order Tags: Use any of the tags mentioned earlier
• Date Ranges: Filter by order date, ship date, etc.
• Geographic Location: Filter by shipping destination

Daily Order Management Workflow

Follow this recommended daily workflow for efficient order processing:

1Morning Review: Check the Print and Ship My Orders Assigned to Me tab for orders ready to fulfill.

2Priority Processing: Use filters to identify and process priority orders first (SFP, expedited shipping, etc.).

3Problem Resolution: Review orders with error tags and resolve issues before they impact delivery dates.

4Bulk Operations: Group similar orders using filters for efficient batch processing.

Monitoring & Troubleshooting

Efficiency Tips

• Set Up Default Views: Configure your most-used columns and sorting preferences
• Create Workflow Filters: Set up filters for different types of orders you process regularly
• Use Bulk Actions: When available, use bulk operations for label generation and printing
• Monitor Tag Patterns: Look for recurring tag patterns that might indicate system issues or optimization opportunities
• Regular Grid Cleanup: Periodically review and clean up your custom filters and column arrangements

Common Issues & Solutions

Navigating Order Grids

Creating Custom Order Filters

Related Articles

• Creating Shipping Labels: Complete Guide
• Managing Shipping Labels
• Cahoot Account Settings
• Sales Channel Integration Guide

External Resources

• Download Sales Orders Report