Add Order Number to automatic notification email that goes to supplier when order cycles closes

[karlafalk]

Hub would like to have suppliers to be able to see Order Numbers (along with Customer Names) in automatic notification email that goes to a supplier when the order cycle closes.

This would help with identify, tracking and reconciling of payments between supplier and hub, which can sometimes happen weeks after the order has taken place, and can be confusing if the same customer has orders over multiple weeks. Using Order Numbers reduces confusion around orders that have been fulfilled and are being invoiced to the hub.

• Hub Managers (MCFEs)
• Producers

Potential solutions that could solve the problem?

Right now hub managers are having to send Order Numbers to suppliers outside of OFN from an OC Customers Totals report. If this info was included in the automatic notification email then it would cut down on the admin time for hub managers.

Additional context

[RachL]

@tschumilas here

to be able to see Order Numbers (along with Customer Names)

I think this means that we would link order numbers to the "display customer names" setting in shop preferences. Is that a correct assumption?

Otherwise the email does not group by customers. Also note that the email would become longer as we would need to create 1 line per order, instead of grouping by customers like we currently do. I wonder if this can cause confusion sometimes when packing 🤔

Maybe we need to sort the table by customer.

[tschumilas]

I think this issue (@karlafalk please chime in) is to put the order number on the email sent to suppliers next to the customer's name, similar to how we are putting the customer code. But, are you thinking they won't both (code and order number) won't fit?
And, I guess we have the issue of what if a customer placed more than 1 order to the same supplier for the same product (my comment about the pine cones in the example below)

Options?

[karlafalk]

Yes @RachL, the ability for producers to view order numbers would be linked to the 'display customer names' setting in shop preferences.

Yes that is correct @tschumilas. Order number would be placed beside the customer name on the email notification sent to producers when the order cycle closes. It shouldn't lengthen the email all that much as there is already one line per customer/product, which would correspond to an order. It should only be longer if a customer has placed multiple orders with the same product, as Theresa mentioned above, and the question would be in that case does more than one order number get placed beside the name or does an additional row get created for additional order #s (with the same product and customer name as a previous row)?

@tschumilas were you also looking for customer contact info to be included some way in the automatic notification email?

[tschumilas]

I was looking for customer code - which is what flower hubs need. Because these are wholesale BtoB hubs, they use 'code' for the business name of the buyer. The suppliers pack based on that. So this would save them running a report.
Buyer contact was discussed when we first introduced this notification as i recall. I think we felt that room on the email was an issue. Maybe there was also security concerns with contact info - phone numbers in particular - being sent in emails?

One option maybe - if per line space is an issue - we could use just one name - likely last name. @RachL - I'm just going to do a little post in instance managers just to see what others are thinking about these nofications now that we seem into it....