Summary #

Shared Orders lets authorized teammates collaborate on unsubmitted orders before they're submitted. Instead of creating duplicate orders or re-keying information, your team can work together on a single draft.

Two ways to share:

• QR Code Handoff: Transfer an in-progress order to another iPad in the showroom by scanning a QR code.
• Remote Pickup: Download and continue a teammate's unsubmitted order from the All Orders & Quotes screen (when you have access to that customer).

This is great for team selling at markets, letting sub-reps continue orders started by the primary rep, or helping reps finalize orders during busy periods.

Note: Shared Orders only works with unsubmitted orders. Once an order is submitted, it cannot be edited through Shared Orders.

Overview #

What Shared Orders Does:

• Lets multiple authorized users open and continue unsubmitted orders for the same customer
• Enables in-person handoff via QR code between two iPads
• Shows a list of shared, unsubmitted orders you can download to your iPad
• Keeps the latest changes in sync when users are online

What Shared Orders Does Not Do:

• No editing of submitted orders (you may resubmit a copy if your company allows)
• No built-in audit log for who changed what on in-progress orders
• Scanning a QR does not bypass customer visibility rules (the receiver must have access to the customer)

How It Works Behind the Scenes:

When you share an order, it is saved on the server as a shared draft with a unique ID. Only the latest version is visible to collaborators. Territory and customer access rules still apply, so users only see orders for customers they are permitted to access. The shared draft disappears from the shared list once it is submitted.

Prerequisites #

Before using Shared Orders, ensure the following requirements are met:

• Company setting enabled: Shared Orders must be enabled for your organization (SuperCat toggles this).
• User group enabled: Your user group must have Shared Orders turned on.
• Customer visibility: Users must be able to see the customer to access that customer's shared orders.
• Data requirement: Your customer file must include a 'ShipToCode' column.
  • If each bill-to has a single ship-to, populate 'ShipToCode' with 1 for all rows, but the column must exist and be populated.
• App version: eCat 2021.2 or later is required.
• Connectivity: Users may build orders offline, but submission should be online for reliable sync.

Tip: For best results, enable Require Online Order Submission at the company level to keep the server and iPad perfectly in sync at submit time.

Setup #

1. Enable at Company Level (SuperCat Admin)

1. Go to Organization Settings in the Admin Portal.
2. Open Super Admin Fields.
3. Check Enable Shared Orders.
4. Optionally check Require Online Order Submission to ensure reliable sync.
5. Save your changes.

Note: Client admins typically do not see Super Admin settings. If you do not see these options, contact SuperCat Support to enable Shared Orders for your organization.

2. Enable for User Groups (Client Admin)

1. Go to User Types in the Admin Portal.
2. Edit the user group you want to give access to.
3. Under General, find Enable Shared Orders for this user group.
4. Check the box and save.

Note: This option only appears if Shared Orders is enabled at the company level.

3. Verify Data and Visibility

• Confirm your customer file includes the 'ShipToCode' column (populated).
• Ensure user groups grant access to the customers you expect to collaborate on.
• Verify territory associations do not unintentionally hide customers from sub-reps or assistants.
• Confirm all users are on eCat 2021.2 or later.

Using Shared Orders #

Showroom Handoff via QR Code

Use this method when you are in the same physical location and need to transfer an order to another rep.

Sender (Rep A):

1. Open the active unsubmitted order.
2. Tap View Order then tap the Share icon (box with arrow).
3. Tap Share Order with iPad to display a QR code.

Receiver (Rep B):

1. Tap Select Customer (do not pick one yet).
2. Tap the QR icon at the top (Scan QR Code).
3. Scan the QR code on Rep A's iPad. The order transfers to your device.

Important: Both iPads must be online, Shared Orders must be enabled for both users, and Rep B must have customer access via user groups.

Pick Up a Teammate's Order Remotely

1. Open Territory then tap All Orders & Quotes.
2. You will see your own unsubmitted orders and teammates' unsubmitted orders for customers you can access.
3. Tap an order then tap Download Order to pull it onto your iPad.
4. If prompted about a price level mismatch, tap the gear icon and switch your catalog price level to match the order.
5. Continue editing, set the Order Type, add any Notes, and Submit.

Tip: A star icon indicates which order will become active if you select that customer/ship-to.

Viewing Shared Orders by Customer

1. Select a customer.
2. Tap the customer chip in the left nav then tap Orders.
3. At the top: your orders (submitted and unsubmitted). Below: other users' drafts for that customer (if you have access).

Behavior and Visibility Rules #

The shared orders list is scoped to reduce noise and show only relevant orders.

You will see:

• Unsubmitted orders for customers you can access (based on user group/territory)
• Most recently changed orders first

You typically will not see:

• Submitted orders (these are finalized)
• Your own draft when yours is already the latest on your iPad
• Orders unchanged for more than 90 days (older drafts are hidden)
• Orders for customers outside your territories
• Orders for locally created customers whose creator's territory does not overlap yours
• Orders from users on older app versions (pre-2021.2)

Note: Filters can vary by client configuration. If you believe something is missing, confirm your user group visibility, app version, and whether Shared Orders is enabled for your company.

Best Practices #

At Markets and Showrooms

• Use QR handoff to keep traffic flowing when multiple buyers arrive.
• Station an order desk to monitor All Orders & Quotes and help finish/submit orders.
• Encourage brief order notes when taking over (e.g., 'Picked up by Jamie; added lighting SKUs; ready to submit.').

For Rep Teams

• Align user groups so collaborators share the necessary customer visibility.
• Agree on price level conventions to avoid mismatches when multiple people add items.
• Decide your policy for resubmitting copies of submitted orders (if allowed).

Pricing Hygiene

• Before adding items to a downloaded order, match the catalog price level to the order's order price level.

Who Owns the Order?

The rep tied to the customer is typically used for commissions. The system also records who submitted the order. Since there is no mid-process edit log, use order notes for accountability when multiple users touch a draft.

Troubleshooting #

'You do not have access to this order's customer.'
The receiver lacks customer visibility. Update the user group or territory so they can see the customer, then retry.

Cannot find the order in All Orders & Quotes?
It may be submitted, too old (more than 90 days unchanged), outside your territory, or for a local customer with non-overlapping territory. Check order status, date, territories, and customer type. Ask an admin to adjust visibility or convert/align the customer.

Price level warning when adding items?
Your catalog view does not match the order's price level. Tap the gear icon and switch the catalog price level to match the order.

Unsubmitted orders do not appear in reports?
Your organization may not be configured to include them in reporting. Contact SuperCat Support to verify your reporting setup.

QR scan does not transfer the order?
Ensure both iPads are online, Shared Orders is enabled for both users, and the receiver has proper customer access.

Does QR handoff require both users to see the customer?
Yes. QR does not bypass permissions. The receiver must have customer access via user group/territory.

Can we collaborate while offline?
You can stage items offline, but online submission is recommended with Shared Orders enabled to avoid sync issues.

Why did my shared draft disappear from the list?
Shared lists only show unsubmitted orders. Once submitted, it is removed from the shared list.

Need More Help? #

If you continue to experience issues after following the steps above, our support team is here to help.

Contact Support with:

• Your organization name
• Screenshots of any error messages
• Details about user group settings and customer visibility