OrderTrac Web is (almost) here!

After great anticipation, the new and improved web based OrderTrac is almost ready for prime time!

A special preview link has been set up for select customers to check out the new version of OrderTrac. Please feel free to create an account and play around with the new app. Please provide any feedback you have, especially if you notice any errors or something that does not appear to be working properly.

Keep in mind, this is an early release version of the software so there may be a few bugs to iron out.

What hasn’t changed

OrderTrac Web is very similar to OrderTrac Classic. Most features in OrderTrac classic have been added to OrderTrac web so far. You will mostly likely feel at home soon after getting used to the new user interface.

You still add items when you order them for your inventory or when a customer orders a custom item. You can still add items from your inventory to an invoice (now sales orders). You can still track all your vendor invoices and track the status of every item individually. The dashboard still alerts you of overdue items, payments due, and displays sales history charts. Use the item description wizard to build item descriptions and the timeclock to track employee time punches. So much has stayed the same, but there are some differences as well…

What has changed

OrderTrac Web is very similar to OrderTrac Classic. You will mostly likely feel at home soon after getting used to the new user interface. Most features in OrderTrac classic have been added to OrderTrac web so far. There are a few differences from classic to web to keep in mind though:

Web based

The biggest change is OrderTrac is now web based. This means it can be used on any device, at any location. No more installations, updates, or backups. All you need is a device connected to the internet and you can access OrderTrac from the browser. So you can now use OrderTrac from Windows, Mac, Linux, Android, iOS, Chromebook, etc. All data is stored securely and backed up automatically and regularly, so no need to manage that yourself anymore. You can log in to OrderTrac even when traveling or at home, no need to be on the same network as the server or remote in to your store anymore.

Invoices are now Sales Orders

Invoices are now called Sales orders. They act the same, but are just called sales orders since that is a more accurate name for their function.

UPC Items are now POS items

UPC items have been renamed to POS items. They function the same (best for your small items like jams, artwork, lamps, etc). You can still sell a POS item on a POS transaction or on a sales order.

No Item ID splitting/merging

One major advantage of OT web is the new ability for a single itemID to be in multiple places. For example, if you have Item ID 1000 which is 6 arm chairs. You could add 2 to a sales order, add 1 to another sales order, add 1 to a quote, and have 1 at each of your locations – they would all retain the same Item ID. So no more splitting up a single itemID into multiple item ID’s when adding a partial qty to an invoice or transferring to another location for example. This makes it much, much easier to keep track of your items.

Item status tweaks

Now that an item can be on multiple sales orders at once, the status of an item is now tracked at 2 levels – the item itself (to be ordered, on order, received) and a sales order item (hold for customer, ready for customer, picked up, delivered, etc). The item status will just track the order status up until it is received, then the sales order item status will track the status of the particular item qty added to a sales order, so you can track if the item is ready for the customer to pick up, or if it has been delivered etc which would only effect the qty that customer has purchased, not the rest of the qty with the same itemID that may be on another sales order or still in your inventory.

Convert Sales orders to quotes, quotes to sales orders

Because Item ID’s no long split, you can now convert a sales order to a quote, or a quote to a sales order without having to worry about removing and re-adding items to the sales order/quote. For example, you can add an item from inventory to a quote, then later on convert it to a sale – at that time, it will auto deduct the items from inventory. Convert it back to a quote, and it will place the items back in inventory.

Purchase Orders

Items are now added to a purchase order rather than just generating a purchase order from 1 or more items. This allows you to track which items were included on each PO. For example, to create a new PO, you select the vendor, then you can add all items with a status of “to be ordered” to that PO. You can always look up that purchase order and see all the items on that specific PO.

Point of Sale inventory

POS items are very similar, however there is 1 major difference for customers with multiple store locations: You only need to add a POS item once for all locations, then you track the qty of that POS item at each individual location. This way if you sell the same lamp at each location, you don’t have to enter the item for each location but you just enter it once, and add the qty on hand at each location.

Custom Reports

Custom reports can still be created on OT web. However, instead of you being provided with the custom report query to run on your end, instead the custom report will be written on my end and will become visible in the Reports section. Rather than having to enter dates in the query, you now will just select dates from a dropdown which will be a much better user experience.

Integrated Payment Processing

OrderTrac has partnered with a great payment processor to support processing payments directly in OrderTrac. No need to use a separate credit card machine, you can now enter the payment amount in OrderTrac, then either type in or swipe the card number to complete the payment. Eventually, customers will be able to pay online as well (feature not available yet).

There are many other small tweaks and improvements, however this is a good starting list to get you acquainted with all the ways OrderTrac Web will make things easier for you. I am excited to get many cool new features and integrations added now that they are possible through the new web based architecture!

How to check it out

Click the link below to go to the new app preview. You will need to create an account. Click the Create Account link and fill out the new account form.

This is just a preview environment and this data will not be transferred to the new live environment so feel free to add as much test/dummy data as you want.

Once again, please provide any feedback you have, especially if you notice any errors or something that does not appear to be working properly. This is an early release version of the software so there may be a few bugs to iron out.