Skip to main content

Order Tracking

Overview

Some SONIS member institutions refer to certain student activities as "orders." The Jenzabar SONIS Order Tracking utility gives these schools a way to record and manage student order records and the Order Tracking Import utility provides a means of adding orders in bulk. The versatility of SONIS allows these utilities to be utilized by institutions that use different terminology as well. The fields and the utility itself can be relabeled using the SONIS Systems utilities Headings and Columns.

Additionally, PDF support files related to the orders can be stored on the page using the SONIS Document Management System.

Setup

To fully utilize Order Tracking, Order Type and Order SubType must be set up. When creating Order Types and SubTypes, keep in mind that SubTypes can be connected to Types when the SubTypes are configured.

Order Type

Orders can be labeled according to type, but these types must first be created in the SONIS system. To create order types, navigate to the Table Maintenance utility in the Systems hub and select Order Type.

Order_Tracking_1.png

Click the Add New Record button to create a new order type.

Order_Tracking_2.png

First, create a descriptive name for the order type in the Order Type Descr field that will be used to identify the label in SONIS. The field has a 100-character limit.

Order_Tracking_3.png

Next, create an Order Type Code, a shorter version of the description that will be used to identify the type behind the scenes. The field has a two-character limit.

Order_Tracking_4.png

Leave a 0 in the Disabled field to leave the order type active or replace it with a one to disable the type.

Order_Tracking_5.png

Click Submit to save the changes and create the order type.

Order_Tracking_6.png

Repeat the process until all order types that will be used have been created.

Order SubType

Order types can be further categorized using subtypes, and subtypes can be linked with types, but these subtypes must first be created in the SONIS system. To create order subtypes, navigate to the Order SubTypes page under the Systems menu and select Add.

Tbl_Order_SubTypes_1.png

First, select the Order Type Code from the dropdown menu that will be linked to the subtype being created.

Tbl_Order_SubTypes_2.png

Create a descriptive name for the order subtype in the Order SubType Descr field that will be used to identify the label in SONIS. The field has a 100-character limit.

Tbl_Order_SubTypes_3.png

Next, create an Order SubType Code, a shorter version of the description that will be used to identify the subtype behind the scenes. The field has a two-character limit.

Tbl_Order_SubTypes_4.png

Enter a check in the Disabled box to disable the subtype. Leave the box empty to activate the subtype.

Tbl_Order_SubTypes_5.png

Click Submit to save the changes and create the order subtype. Repeat the process until all order subtypes that will be used have been created.

Manual Entry

To add a record manually or view existing records, select a student and navigate to Order Tracking under their Records menu. Click Add to add a new record.

Order_Subtypes_6.png

On the following page, create an Order ID, a numeric or alphanumeric code that will be used to identify the order. This field has a 27-character limit.

Order_Subtypes_7.png

Select an Order Type from the dropdown menu to label the order.

Order_Subtypes_8.png

Select an Order Subtype from the dropdown menu to further categorize the order.

Order_Subtypes_9.png

Enter a Start Date and an Effective Date for the order. These can be the same day or different days depending on the type of order and when it's being entered.

Order_Subtypes_10.png
Order_Subtypes_11.png

A Memo can be added with any additional notes that may be needed.

Order_Subtypes_12.png

Click Add to save the changes and create the order.

Order_Subtypes_13.png

Once an order has been created, click on the Order ID to make changes.

Order_Subtypes_14.png

Order Tracking Import

File Creation

The import file must be a .csv file with a header row and the following columns:

A. SONIS ID

B. Order Name (27-Character Limit)

C. Order Type Code (2-Character Limit)

D. From Date (MM/DD/YYYY)

E. Effective Date (MM/DD/YYYY)

F. Memo

Order_Tracking_15.png
Order_Tracking_18.png

Importing

To import the order file and make mass changes, navigate to the Order Tracking Import utility in the Systems hub. Click Browse to locate and select the file.

Order_Tracking_16.png

Once the proper file has been selected, click Submit to upload the file.

Order_Tracking_17.png

If the upload is successful, a results page will appear listing the changes that have been made.