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This information is a part of Manage Paper Tests.


Some features are only available to some user accounts. Each user account has a user role(s) and permissions associated with it. These permissions control the data the user can view and actions the user can perform. If you do not see a specific feature, your account is not configured to access it. See Manage Users for more information.

Your testing program will provide information identifying user roles and what each is permitted to do and see.

Orders specify the quantity of testing-related materials to be shipped. Many orders for large quantities of testing materials are based on estimates of the numbers of students who are expected to test at any given customer location. For more information on managing enrollment data, see Manage Enrollment Counts.

Other orders for materials are created and managed using the procedures on this page. Typical uses of this method of ordering materials are to expedite the delivery of extra quantities of materials previously shipped, to request items needed in smaller volumes (such as braille and large print booklets), or to order miscellaneous materials necessary to support to the testing process (like administrator manuals or calculators).

Orders must be approved before they are filled. It is important to verify that the shipping and contact information for your organization is accurate. Some of the actions presented below are dependent on the particular status of your order (see the status descriptions in the table under View Orders). You can track the status of your orders for shipped materials and resolve related issues, as described in Track Material Shipments.

Create an Order

To create an order, follow these steps: 

  1. From Setup > Orders & Shipment Tracking, click the Select Tasks drop-down and select Create / Edit Orders. Click Start.

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  2. Select Create Additional Order. Enter the required details about the order.

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  3. Click Add Items under Materials Order. Enter the amount of each item and click Save.

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  4. Click Create.

View Orders

  1. From Setup > Orders & Shipment Tracking, search to find your order(s). You can change the search to find orders placed or updated during a longer period of time by changing the setting in the box next to the Search button. Click the information icon next to the order number to view order details. 

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  2. View orders and their statuses (where they are in the delivery process). To see more detailed information about orders, click Show Order Details

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Edit an Existing Order

To edit an existing order, follow these steps: 

  1. From Setup > Orders & Shipment Tracking, search to find your order(s). You can change the search to find orders placed or updated during a longer period of time by changing the setting in the box next to the Search button. Select your order.

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    Before you make edits to the order, view order details by clicking the information icon next to the order number.

  2. Click the Select Tasks drop-down and select Create / Edit Orders. Click Start.

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  3. Select your order from the Additional Orders list.

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  4. Click Show Order Details to view the previously entered details, including shipping information, materials ordered, and current shipping status.

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    Click the X in the upper right of the Order Details window when you are done viewing.

  5. Depending on the status of the order, different options will be available:

    If the order has been submitted, but not yet approved, you can adjust the details and change the number of materials ordered, using the same steps as above. After you have made your changes, click Save.

    If the order has been processed, it cannot be edited, but you can view the order status.

Approve Orders

Once an order is submitted, it must be approved before the order may be submitted to Pearson to be filled.

To approve an order, follow these steps:

  1. From Setup > Orders & Shipment Tracking, search to find your order(s). You can change the search to find orders placed or updated during a longer period of time by changing the setting in the box next to the Search button. Select the check box(es) next to the order(s) you want to approve. Orders must have a status of submitted.

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  2. Open the task list and select Approve Orders. Click Start.

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  3. Select the order(s) from the list, select a shipping method, enter a release date if approval is not needed immediately, and click Approve.

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Reject Orders

Once an order is submitted, it can be rejected before it is sent to Pearson to be filled. A record of rejected orders will remain listed in the system, but the rejection is permanent. To reinstate the order, a new order must be created.

To reject an order, follow these steps:

  1. From Setup > Orders & Shipment Tracking, search to find your order(s). You can change the search to find orders placed or updated during a longer period of time by changing the setting in the box next to the Search button. Select the check box(es) next to the order(s) you want to reject. Orders must have a status of submitted.

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  2. Open the task list and select Reject Orders. Click Start.

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  3. Select the order(s) from the list and enter a reason or other note. Click Reject.

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Cancel Orders

Orders can be canceled. Canceled orders are deleted from the system and no record remains.

To cancel an order, follow these steps:

  1. From Setup > Orders & Shipment Tracking, search to find your order(s). You can change the search to find orders placed or updated during a longer period of time by changing the setting in the box next to the Search button. Select the check box(es) next to the order(s) you want to cancel. Orders must have a status of submitted.

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  2. Open the task list and select Cancel Orders. Click Start.

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  3. Select the order(s) from the list and click Cancel Orders.

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Related Information

  • To understand how to track material shipments, and report and resolve shipping issues, see Track Material Shipments.
  • To learn about managing contact and shipping information for your organization, see Manage Contacts.
  • Order Statuses

    These are the available order statuses, in chronological order:

    StatusDescription
    SubmittedOrder was created and is waiting for Approval, Rejection or Cancellation.
    Pending

    Order was approved, and sent to Pearson.

    At this stage the status of the order cannot be changed in the system.

    Processing

    Order was received, and is being processed at Pearson. 

    Transit

    Order was processed, and the system received the shipment information.

    Delivered

    Order was processed and delivered.

    RejectedOrder was denied.
    Backordered

    Order was processed, and Pearson will deliver available ordered materials. Pearson will ship the remainder of ordered materials as they become available.


    An email notification is sent when order status changes to rejected, approved, or shipped.

     

     


 

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