Inventory orders allow you to restock equipment at Firstbase warehouses. You can order multiple products in a single order, track shipments as they're fulfilled, and view order history. This guide will walk you through creating orders, tracking their progress, and managing your order details.
Creating a New Inventory Order
To create a new inventory order:
Navigate to Asset Management > Inventory Orders in your Firstbase account
Click Actions and select New inventory order
Select the warehouse where items will be received
If your organization has regional restrictions, select the region for product availability
Search for products using the product search box
Click Select to add a product to your order
For each product, enter the quantity you need
(Optional) Enter a PO Number for your internal tracking
Review the order summary on the right side, which shows:
All selected products with quantities
Unit prices and total cost
Order subtotal (excluding tax)
Check the confirmation box to acknowledge the order details
Click Submit order
Your order will be created and appear in your inventory orders list. You'll be able to track its progress as it's fulfilled.
Important notes:
If a product includes a warranty, it will be automatically added to your order and cannot be removed
You cannot mix subscription and purchase items in the same order
Orders can only be edited or canceled before processing begins
Viewing and Tracking Orders
Finding Your Orders
To view your inventory orders:
Navigate to Asset Management > Inventory Orders
You'll see a list of all your orders displayed as cards
Use the search box to find orders by order ID or details
Click Filters to narrow down your search by:
Catalog: Brand, Category
Order: Order reason, PO number, Status, Submitted by
Location: Warehouse
Dates: Expected ship date, Order date
Specifications: Product specifications (if applicable)
Active filters appear as chips below the search bar
Viewing Order Details
To view detailed information about an order:
Click on an order card from the list
The order details page shows:
Order ID (friendly format), status, and submitted date
Warehouse and customer PO number (if provided)
Submitted by (who created the order)
Order subtotal
Shipment sections with tracking details
Awaiting shipment section for items not yet shipped
Understanding Order Status
Your order will progress through these statuses:
Submitted: Order created, awaiting processing
Processing: Items are being ordered or shipped
Partially Received: Some items received, others still in transit
Received: All items have been received at the warehouse
Cancelled: Order was cancelled
Tracking Shipments
Each shipment in your order displays:
Shipping carrier: Delivery service (when provided)
Tracking number: Click the linked tracking number to view carrier tracking page
Estimated delivery date: When the shipment is expected to arrive
Last updated: When the shipment information was last updated
Shipment status: Current stage of delivery
Shipment statuses include:
Pending
Shipped
Out for Delivery
Arrived at Processing Facility
Partially Received
Received
Delivery Exception
Cancelled
Expand each shipment to see the individual items and quantities being shipped.
Viewing Serial Numbers and Asset IDs
After items are received, you can view their details:
Open the order details page
Expand a shipment card
Expand a shipment item to view the Inventory Details table showing:
Asset ID (with copy button)
Serial number (with copy button, if provided)
Deploy status
Deploy reason
Editing and Canceling Orders
You can edit or cancel inventory orders, but only when they're in Submitted status. Once an order moves to Processing status, it can no longer be modified through your account.
Editing an Order
To edit an order:
Navigate to Asset Management > Inventory Orders
Find the order you want to edit (it must show "Submitted" status)
Click the Actions dropdown on the order card
Select Edit order
Make your changes:
Change the warehouse (this will remove all selected products)
Change the region (if applicable)
Add or remove products
Update quantities for existing products
Add or edit the PO number
Review the updated order summary
Check the confirmation box
Click Save changes
Important notes:
Changing the warehouse will clear all products from your order
You cannot mix subscription and purchase items in the same order
If you remove all products of one billing type, you can then add products of the other billing type
Canceling an Order
To cancel an order:
Navigate to Asset Management > Inventory Orders
Find the order you want to cancel (it must show "Submitted" status)
Click the Actions dropdown on the order card
Select Cancel
A confirmation dialog will appear asking if you're sure
Click Yes, cancel order to confirm
What happens after cancellation:
The order status changes to Cancelled
All order items are marked as cancelled
The cancelled order remains visible in your order list
This action cannot be undone
If Your Order Is Already Processing
Once an order moves to Processing status, you can no longer edit or cancel it yourself. At this stage, items have been ordered from vendors or shipments have been created.
If you need to make changes to a processing order, contact Firstbase Support for assistance.
Frequently Asked Questions
Before Creating an Order
1. Can I order multiple products in a single order?
Yes! You can add multiple products to a single inventory order. This allows you to restock several items at once for the same warehouse, making the ordering process more efficient.
2. What is the difference between Subscription and Purchase billing types?
The billing type determines how your organization is charged for equipment:
Subscription: You pay a recurring monthly fee for the equipment. Billing starts when items are received and activated.
Purchase: You pay a one-time cost to own the equipment outright.
The billing type is automatically determined by the products you select. You cannot mix subscription and purchase items in the same order.
3. Why can't I select certain products for my order?
Products may be unavailable for several reasons:
The product is not available in the selected warehouse
The product is not available in the selected region
The product's billing type conflicts with items already in your order (you cannot mix subscription and purchase items)
The product is out of stock or discontinued
Try changing your warehouse or region selection, or create separate orders for different billing types.
4. Can I add warranties to my order?
Warranties cannot be manually added or removed. If a product includes a warranty, it is automatically added to your order when you select that product. The warranty appears as a separate line item in your order summary.
5. Can I add a PO number to my order?
Yes! You can add a PO number when creating an order. There's a field labeled "PO Number" where you can enter your internal purchase order number. This field is optional but helps you track and reference the order in your own systems. You can also add or edit the PO number when editing an order that's still in "Submitted" status.
6. Why do I need to check the confirmation box before submitting an order?
The confirmation box ensures you understand that orders cannot be cancelled once processing begins. By checking the box, you confirm that you've reviewed all order details and that the products, quantities, and warehouse are correct. This prevents accidental orders and ensures you're aware of the commitment.
After Submitting an Order
7. What happens after I submit an order?
After you submit an order:
The order is created with Submitted status
The order appears in your inventory orders list
The fulfillment team reviews the order and marks items as Ordered when they place orders with vendors
Shipments are created with tracking information as items ship from vendors
The warehouse team receives items and assigns serial numbers
Order status updates to Received when all items are received
You can track progress in the order details page throughout the process
8. What does each order status mean?
Your orders will show these statuses:
Submitted: Order created, awaiting processing
Processing: Items have been ordered from vendors or shipments have been created
Partially Received: Some items received at the warehouse, others still in transit
Received: All items have been received at the warehouse
Cancelled: Order was cancelled
9. How do I track my order's progress?
To track your order:
Navigate to Asset Management > Inventory Orders
Click on your order to open the details page
View the order status at the top
Scroll down to see:
Shipments section: Shows tracking information, carrier details, and shipment status
Awaiting shipment section: Shows items that haven't been shipped yet
You can click on tracking numbers to view carrier tracking pages if available.
10. How do I find serial numbers for received items?
Serial numbers are assigned during the receiving process:
Navigate to your order details page
Expand a shipment card
Expand a shipment item to view the Inventory Details table showing asset IDs and serial numbers
You can copy asset IDs and serial numbers using the copy button next to each value.
Managing Orders
11. Can I edit or cancel an order after submitting it?
Yes, but only if the order is in Submitted status. Once the order moves to Processing status, it can no longer be edited or cancelled.
To edit: Click the Actions dropdown on the order and select Edit order. You can modify products, quantities, warehouse, region, or PO number.
To cancel: Click the Actions dropdown and select Cancel. You'll be asked to confirm the cancellation.
Once an order is processing, contact Firstbase Support if you need to make changes.
12. Can I change the warehouse or region after creating an order?
Yes, but only if the order is in Submitted status. When you edit the order and change the warehouse or region, all selected products will be removed from your order and you'll need to select products again.
13. What if I need to make changes to an order that's already processing?
Once an order moves to Processing status, you can no longer edit or cancel it yourself. At this stage, items have been ordered from vendors or shipments have been created.
If you need to make changes to a processing order, contact Firstbase Support for assistance.
14. How do I export inventory order data?
To export order data:
Navigate to Asset Management > Inventory Orders
Apply any filters you want (optional)
Click Actions > Export
Choose your export type:
Orders export: Summary data with one row per order
Line items export: Detailed data with one row per order item
Click Export
A CSV file will download with the selected data.
15. Can I access inventory orders via API?
Yes. You can access inventory orders via the API in read-only mode. We plan to support creating inventory orders through the API in a future release, enabling programmatic creation and integration with external systems.
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