008 — Account Management Portal: Sales Order Queues¶

The five order screens are the same screen showing different slices of your customers' business. They are ordered in the sidebar to follow the natural life of a deal.

flowchart LR
    SW["Shared Request<br/>informal interest"] --> RFQ["RFQ Quotations<br/>waiting on you"]
    RFQ --> Q["Quotations<br/>waiting on customer"]
    Q --> O["Orders<br/>being fulfilled"]
    Q --> A["Archived Orders<br/>cancelled"]
    RFQ --> A

What Each Queue Contains¶

Queue	Shows	Who acts next
Shared Request	Draft baskets a customer has flagged for your attention	You — proactively
RFQ Quotations	Requests submitted and revised requests	You — price them
Quotations	Quotations you have sent, and Purchase Orders received back	Customer, then you
Orders	Confirmed business in Processing and delivered	You — fulfil
Archived Orders	Cancelled business	Nobody

The two that need daily attention¶

RFQ Quotations is your inbox. Every record here is waiting on you.
Quotations contains two different things: quotations still awaiting a customer decision (waiting on them), and quotations where the customer has uploaded a Purchase Order (waiting on you to confirm). Use the State column to tell them apart.

The Queue Screen¶

Screen name: Shared Request / RFQ Quotations / Quotations / Orders / Archived Orders Business purpose: Find the piece of business you need to work on. Who uses it: Account Managers, Sales Representatives, Customer Service, Read Only Managers. Navigation path: Sidebar → Orders management → choose the queue.

RFQ Quotations list

Main information displayed¶

Column	What it tells you	Shown by default
Ref Name	The order reference	Yes
Label	The name the customer gave it	Yes
Created By	Which person at the customer raised it	Yes
Customer	The customer company	Yes
Create Date	When it was raised	Yes
Requested Delivery Date	When the customer needs the goods	Yes
State	Where it has reached	Yes (hidden on Archived Orders, where everything is cancelled)
Schedule Status	Late / On Time / Upcoming	Yes
Items	Number of product lines	Yes
Quotation Viewed Date	When the customer opened the quotation	No — turn on when needed
Quotation Downloaded Date	When the customer printed or downloaded it	No — turn on when needed

The two hidden columns are worth knowing about¶

Quotation Viewed Date and Quotation Downloaded Date tell you whether a customer has actually engaged with a quotation. A quotation sent five days ago with no Quotation Viewed Date usually means it has not been seen — a very different conversation from one that has been printed twice.

Turn them on from the column chooser when chasing quotations.

Search and filters¶

Tool	What it does
Search	Finds by reference, label or customer
Filters	Narrows by Created Date range and Requested Delivery Date range (From / To)
Customer filter	Restricts to one customer company
User filter	Restricts to one person at a customer company
Column chooser	Shows or hides columns; you can reveal or hide all at once
Sorting	Click any column heading
Paging	Move through the list

Available actions¶

Button	What it does
👁 View Details	Opens the order for pricing and action — see 009

All real work happens inside the order, not from the list.

Business rules¶

You see only your own customers. Every queue is already filtered to the customer companies assigned to you.
The list is filtered by business stage, so an order will move between queues as it progresses. If you cannot find something, check the queue matching its current stage.

Shared Request — the proactive queue¶

This queue is different in character from the other four. Nothing here has been formally requested — a customer has simply flagged a draft basket and asked you to look.

flowchart LR
    A["Customer builds a draft request<br/>and clicks Share"] --> B["You are notified"]
    B --> C["It appears in<br/>Shared Request"]
    C --> D["You review and<br/>advise the customer"]
    D --> E["Customer submits it<br/>as an RFQ"]

Why it matters commercially: these are deals before they become requests. A customer sharing a draft request is usually asking for help — availability, alternatives, or a sense of pricing. Acting here shapes the request before it is formalised.

Open the record, use Open Chat to talk to the customer, and when the conversation is done use Reply Done to clear the attention flag.

Daily Routine¶

flowchart TB
    A["1 · Dashboard —<br/>see everything needing you"] --> B["2 · RFQ Quotations —<br/>price new and revised requests"]
    B --> C["3 · Quotations —<br/>confirm orders where a PO has arrived"]
    C --> D["4 · Quotations —<br/>chase quotations with no Quotation Viewed Date"]
    D --> E["5 · Shared Request —<br/>advise on flagged baskets"]
    E --> F["6 · Messages —<br/>clear unread conversations"]

Tips¶

Sort by Schedule Status to bring Late items to the top. The customer's requested delivery date is the best guide to urgency.
Set up your columns once. Hide what you never read; the tables become far easier to scan.
Archived Orders is a reference, not a bin. Cancelled requests often come back — copying an archived order is a quick way to restart a conversation.