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Where to find it: Orders Your POs and SOs — the starting point for every shipment.

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Getting Orders In

  • Integration sync: orders pull in automatically from a connected ERP, WMS, or EDI; trigger a manual sync any time.
  • CSV upload: fill the Order Template and upload from the table toolbar.
  • + New Order: create one at a time (Purchase, Sales, or Transfer).
  • Suppliers: suppliers you’ve added can enter purchase orders for you in Owlery. See Suppliers.
  • Warehouse and partner sync: if Owlery integrates with a warehouse or partner portal for you, orders created there sync in too. This includes orders the warehouse creates on your behalf, so you see everything that’s moving.

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When a Synced Order Is Missing

If you can’t find an order that should come from your connected ERP, order system, or inventory system, it may not have synced to Owlery yet. You can pull it in yourself.
1

Type the Exact Order Number

In the search box above the Orders table, type the order number exactly as it appears in your system.
Search In only finds exact matches. Owlery’s own search finds part of an order number, so 1234 finds PO1234. Your system’s lookup doesn’t. If the order is PO1234 in your system, type PO1234.
2

Click Search In

When No results found appears, click Search In followed by your system’s name, for example Search In Katana. Owlery looks it up in your system and pulls it in.
Still not found? Check the order number in your system, or email support@owlery.ai.

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Where an Order Came From

The Source field at the top of the Order Drawer shows where an order came from:
  • Owlery: it was created in Owlery, by your team with + New Order or CSV upload, or by one of your suppliers.
  • A facility’s name: it synced from that warehouse or partner.
Warehouses can’t upload or create orders in Owlery directly. If an order you didn’t create appears with a facility as its Source, it came from that facility’s system through your integration. If you don’t need it, archive it.

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Working the Orders Table

  • Switch between Table, Item Summary, and Calendar views.
  • Filter by status chip; Show All reveals every status.
  • Click any row to open the Order Drawer with full detail across tabs.
  • To change a field in the drawer, click the edit button next to it. You edit one field at a time.
  • Created an order with the wrong type? Open it, click the ⋮ menu at the top of the drawer, and choose Edit Order Type. This works for orders created in Owlery, by + New Order or CSV upload. Orders synced from an integration take their type from that system.
For search, filters, columns, and downloads, see Work with Tables. Pallet counts on an order come from each SKU’s packaging hierarchy. If a count is blank or wrong, see When Something Looks Off.

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Moving Fast with Bulk Actions

Check the orders you want to act on, then click a bulk action icon in the table toolbar:
  • Edit: update fields like dates or details across all selected orders at once.
  • Quote: request pricing for every selected order in a single step. You can use the same carriers for every quote or pick them per quote.
  • Send: tender the selected orders to carriers immediately.
  • Archive: remove the selected orders from your active views.
From any open order you can also hit Quote to jump straight to pricing with that order pre-loaded.

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Sending Orders to Your Warehouse

Where to find it: Orders → click any order row → Details tab If your warehouse is connected to Owlery, Owlery can send it your orders. A pickup stop gets the order, so the warehouse knows what to ship. A drop-off stop gets an ASN (advance shipping notice), so whoever receives the shipment knows what’s coming. That’s either your warehouse or, when the order ships to a retailer, the retailer. Orders go out in two ways:
  • When you tender: if Send order to facility is on. Set your default in Tender Defaults, and change it for a lane in Tender Release Settings.
  • When you click the button: on the Details tab, click Send Order on a pickup stop or Send ASN on a drop-off stop.
If your warehouse accepts changes through Owlery, the button reads Update Order after the first send. Use it to send your changes.

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Order Sent and ASN Sent

After a successful send, the stop shows Order Sent on a pickup or ASN Sent on a drop-off, with a Last sent time. Click the clock icon to jump to that message in History. If you don’t see either label, the warehouse hasn’t received the order yet. See Troubleshoot Orders Not Reaching Your Warehouse. Last sent only counts successful sends. Failed attempts don’t change it, but they still appear under Auto Updates on the History tab. Older orders sent through an API integration may show Order Sent without a time.
Owlery doesn’t email you when an automatic send fails. If timing matters, check that Order Sent appears on the stop after you tender.

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When Your Warehouse Confirms

Warehouses confirm what actually happened, and Owlery updates the order to match.
  • The pickup warehouse confirms the shipment (945): Owlery records the quantities actually shipped, adds the BOL number, and closes the order. It then sends the drop-off stop its ASN on its own, using the shipped quantities. That’s a 943 if the drop-off is your warehouse, or an 856 if it’s a retailer.
  • The receiving warehouse confirms receipt (944): Owlery records the quantities actually received next to the expected ones, sets the delivery date, and closes the order.
Owlery only applies a confirmation if it sent that warehouse the matching order or ASN. If a warehouse confirms the same order more than once, the latest confirmation counts. Owlery doesn’t resend anything to your warehouse on its own when you change or cancel an order. Click Update Order or Update ASN on the stop to send the change.

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Checking Order History

Where to find it: Orders → click any order row → History tab The History tab shows what’s been sent and received for an order: messages with your retail partners, messages with your warehouse, and updates Owlery sent to your other systems. The tab appears on your own orders, and on any order that has EDI messages. The label next to each section name shows the latest activity in that section. It isn’t the order’s status. Each row shows:
  • Timestamp: when the message was created, not when it was acknowledged.
  • Activity: what happened, such as Order received or Shipment notice created. Could not be processed means Owlery couldn’t process the message. See When to Contact Support.
  • Receipt status: whether the other side confirmed it arrived. See Receipt Status.
  • EDI icon: hover or click to see the raw message and any acknowledgments, and download them. You’ll see the whole file the message came in, which can include other orders bundled in the same file.
The same event can appear in two sections. For example, Warehouse shipment confirmation received under Warehouse Status is the message from your warehouse. Shipment confirmation received under Auto Updates is what Owlery did with it, such as updating your ERP.

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Receipt Status

A receipt confirmation only means the message arrived. It doesn’t mean your partner approved the terms or the payment.

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When to Contact Support

For any other message that failed or is missing, if History doesn’t explain why, email support@owlery.ai with a link to the order. Our team can review the detailed integration logs.