Ask for an order's status on WhatsApp

Where to find it

The right place to see where a document stands is the screen: in Quotes, each row's status column, and inside the quote, its state and what happened to it in the ERP. See The life cycle of a quote: the statuses and what links one to the next; see The order as it ended up in the ERP.

In the conversation with Dri, you ask and she answers right away, without opening the screen.

How to ask for an order's status

The form that always works is the short one: status 412, status ORD-000412, status 1/123456 or 412 status. The message is just that, the word "status" and the number (status of order 412 also works). If Dri answers that she can't check orders, send it this way.

She may also understand the question the way you would say it: "what's the status of order 412?", "where's the invoice for order 4471?", "has order 220 shipped yet?", "has it been invoiced?". When one of those questions doesn't work, go back to the short form.

The same goes for what the sections below describe beyond the number: the order by customer, the previous order, the invoice, the DANFE, the PDF copy and the delivery depend on Dri understanding the sentence. When she doesn't handle it, the short form brings the status, and the invoice, the files and the delivery are on the quote, in the ERP order part.

How to point out WHICH order

You don't need to know the Vendria number. Dri understands:

• the Vendria number: COT-000412, ORD-412 or just 412;
• the order number in the ERP: the one that shows for whoever uses the ERP;
• the origin/order pair: 1/123456;
• the invoice number: is invoice 654321 authorized?, NF 654321/2 (number and series) or the 44 digits of the access key;
• the customer, by name ("Casa Modelo's order") or by CNPJ;
• the position: "customer X's last order", "the second most recent".

When more than one order fits, she lists the options and asks which.

"The invoice for order 123456" is a different question: it is the invoice OF order 123456, not invoice number 123456. When a loose number could be either an order or an invoice, and both exist, Dri asks which of the two you meant.

She looks for the invoice in Vendria's orders and, when the store's integration can search invoices, also in the ERP. That way she finds the invoice of an order typed straight into the ERP, as long as the customer is in your portfolio.

When you ask by customer

The answer starts by saying which customer Dri read, on a line like this: Customer: NAME · legal name · CNPJ · city/state. When what you wrote doesn't appear in the registration's name (because it is the legal name, for example), she repeats in parentheses what you mentioned. Check that line: if it isn't the customer you wanted, send the CNPJ.

Right below comes the criterion for the choice:

• if you didn't say which order, she brings the most recent and warns: "You didn't say which order, so I brought this customer's most recent one:";
• if you asked for a position: "This customer's 2nd most recent order:";
• if you mentioned the store, the sentence ends with its name ("...from this customer at Loja Centro:").

When there is more than one of your customers with the same name, she doesn't pick on her own. With a few, she shows a numbered list and you answer with the number or the name. With many, she counts how many she found, splits them by state, city or neighborhood and asks, for example, "Which city? Or send me the CNPJ." The city you answer only serves to narrow the list; it isn't read as a customer name.

Move between the same customer's orders

Right after an answer with one of the customer's orders, send just "and the previous one?" to see the next older one, or "and the next one?" for the newer one. Also valid: "the second to last", "the third to last", "the most recent", "the other one" and "the one from 28/09".

The sentence needs to be short and can't mention another customer or a number: mentioning a customer or a number is a new question, and she searches from scratch.

At the ends she warns: "This is already this customer's most recent order." or "This is already the oldest order of this customer that I have here." She moves through the orders of the last 15 days, up to 20 documents. For an order older than that, she says the customer has older ones and asks for the number.

An order placed straight in the ERP

Dri also answers about an order that wasn't born in Vendria, typed straight into the store's ERP. The answer gives the number, the stage in the ERP and ends with "This order was placed straight in the ERP and didn't go through Vendria, so I don't have a screen of it to open for you." That's why this order comes without a link.

There are two ways to get to it:

• By customer. When the store's ERP reports the customer's orders, Dri picks the most recent (or the second to last, or the previous one) also looking at the ones that were typed straight into the ERP. If the ERP doesn't answer, she answers with what is in Vendria and warns that there may be a newer order placed straight in the ERP. If the store doesn't have an ERP that reports orders, only Vendria's list applies.
• By number, in the short form. Send the number as it shows in the ERP (status 123456) or the pair with the origin (status 1/123456). Just the number also works: Dri searches it as a Vendria order, as an invoice and as an ERP order, in all your stores. Finding an ERP order, the answer starts with "By the number 123456, I found ERP order …." If she finds more than one, she asks which. With the origin, the search is direct. In an ERP where the order has a single number, send that number. If she still answers that she didn't find it, ask by customer.

In both cases the order only shows if its customer is in your portfolio. Outside it, the answer is the same as for a number that doesn't exist. The PDF copy of that order doesn't come through the conversation. The carrier and the delivery forecast do, when the store's integration reports the order's logistics. Its DANFE comes when you ask for the file by name and the store's ERP delivers the file.

What the answer brings

The two sides of the state:

• the state in Vendria, with one of these labels: Draft; Waiting; Waiting for the customer; Confirmed; Exported; Expired; Rejected; Cancelled;
• the state in the ERP: the stage of your company's flow (for example, being picked), the invoices and the cancellation mark.

⚠️ "Expired" in the conversation and on screen is the same state. In Portuguese the conversation uses the short form (Vencida) and the screen another word (Expirado): if you saw one label in one place and another in the other, they aren't two documents.

On a multi-store purchase, asking by the number of one document also brings the sibling documents of the same purchase: up to six per message; beyond that, she says how many were left out. A sibling document outside your reach simply doesn't show.

When one send becomes more than one order in the ERP

"this send became 2 orders in the ERP" means the store's ERP split your send into more than one order, and Dri lists each one with its stage. It is common for the ERP to cancel on its own the order the split replaced. With the store's connector up to date, that order comes with the name of the ERP's cancellation stage, or with "cancelled in the ERP", and then the cancellation is stated. With an old connector, it usually shows only as "marked as cancelled in the ERP, check", sometimes with the reason the ERP recorded in parentheses. "Check" means check in the ERP: that mark asks for checking, it doesn't state the cancellation. To see which of the orders goes on, open the quote, in the ERP order part. See The order as it ended up in the ERP.

The invoice, the DANFE and the order copy

When the order has already been invoiced, the answer brings the invoice's number and series. Ask for the invoice ("what's the invoice for order 412?") and the issue date and amount come too. Ask for the key ("send me the key of the invoice for order 412") and it comes along and, for a valid invoice, with the SEFAZ lookup link.

The invoice file also goes out through the conversation when the store's ERP delivers it:

• ask by naming the file ("send me the DANFE for order 412") and the PDF comes as an attachment;
• ask for the invoice without saying which file ("send me the invoice for order 412") and, when there is a DANFE, she brings the data and offers: "Do you want me to send you the DANFE as PDF?";
• the XML doesn't go as an attachment: a link comes that opens the authorized XML on the site, without login.

When the file doesn't exist among the documents the ERP delivers, she says she didn't find the PDF (DANFE) or the XML, and that the public lookup confirms the invoice but doesn't deliver the document. When the ERP didn't answer, she asks you to try again in a little while. The files the store's ERP delivers are also on the quote, in the ERP order part.

For several invoices at once, ask for "latest invoices", "today's invoices" or "customer X's invoices": she lists 10, and up to 30 if you ask for a number ("the last 20 invoices").

The order copy in PDF goes out with "copy of order ORD-000123" or "duplicate of order 412". Without a number, the copy of the document Dri just showed goes out; with none in the conversation, she asks which order. On a multi-store purchase, one PDF per store comes. After the first version you can adjust it in the conversation itself: "remove the order status", "send it without the prices" or "add the photos". The adjustment only applies to that conversation and doesn't change the default.

Delivery, carrier and freight

Ask "which carrier is on order 412?", "when does it arrive?" or "is it CIF or FOB?". Dri checks the ERP right then and answers the carrier, the freight (with who pays, as in CIF (issuer)) and the Expected delivery or Delivered on. When the date doesn't exist in the ERP, she says "Expected delivery: not recorded in the ERP".

What each answer means:

• Carrier as a number (#711): the ERP's carrier isn't linked yet to one in Vendria, so its code shows.
• "(from the order)" next to the carrier or the freight: it is what was noted on the Vendria order, and the ERP hasn't confirmed it yet.
• "This order has no logistics information recorded in the ERP.": the ERP answered and has nothing recorded.
• "I couldn't check the customer's ERP right now...": the check failed; try again later.

The same question repeated within 15 minutes reuses the last read. Dri doesn't track the shipment and has no tracking code.

Each document's link

Each document in the answer comes with a link that opens that document on screen, already logged in. On a purchase with several documents there is one link per block. The link is generated in your name, after Dri checks that you have access to the document.

The documents you can look up

The lookup respects your reach: the documents of the customers in your portfolio. The draft you created (the photo that became a quote, still without a customer) can also be found by number, because it is yours, as long as you have a customer portfolio. A seller with no customers in their portfolio doesn't look up any document through Dri, not even their own draft: ask the administrator to set up your portfolio.

A colleague's draft stays out, and so does a document whose customer isn't in your portfolio: being the author of a document doesn't replace the portfolio.

A quote marked as a test doesn't show in the order status, even if it is yours — nor in the "which order?" question, the copy or the order's boleto, which start from the status. The badge stays on screen. In Dri's other answers that mention documents (among them the "which quote?" question, the open quote, the customer's history, the buyer's latest orders) she adds to the number the warning (⚠️ marked as TEST). See Mark a quote as a test.

When Dri says she didn't find the order

The "didn't find it" answers are different on purpose, and each one asks for a different thing:

• I didn't find that order. Can you send me the number (ORD-000123) or the number that shows in the ERP?: she searched by the number you sent and didn't find it. The sentence is the same in all these cases, on purpose, so nobody discovers someone else's order: the number is wrong; the order is from a customer outside your portfolio or from a store you don't serve; you have no portfolio; the quote is marked as a test; or the order was placed straight in the ERP and wasn't found by number (send it in the short form, status and the number, or ask by customer).
• I didn't find an order, invoice or ERP order with the number 123456. I searched …: she searched the loose number as a Vendria order, as an invoice and as an ERP order, and the sentence says in which stores. Check the number or ask by customer.
• Which order do you want to know about? Send me the number (ORD-000123), the ERP number, or the customer's name.: your message didn't mention any order. Nothing was searched yet.
• I didn't find any order of yours. If you want someone else's from the store, send me the number (ORD-000123) or the customer's name.: you asked for your last order and there is none in your name. It isn't a search that failed: the set you asked for is empty. Ask by number or by customer.
• I didn't find any customer of yours with "X". Check the name, or send me the CNPJ or the customer code and I'll look for the order.: the name you mentioned didn't match any customer in your portfolio.
• I didn't find an order for this customer in Vendria., below the Customer line: the customer was found and has no order here.
• I didn't find an order for this customer, neither in Vendria nor in the ERP.: she searched both sides. If you mentioned the store, the sentence says "nor in that store's ERP", and when the customer has an order in another store she points out which.

An order that hasn't gone to the ERP yet

Not every document has a state in the ERP. A confirmed one that hasn't got in yet, or one that stayed only in Vendria, answers with the side that exists (the state here), without inventing a stage on the other side. If a confirmed order didn't get into the ERP, see When the confirmed order doesn't get into the ERP.

Common questions

Dri said she can't see orders already placed. Can she? She can. Send status followed by the number, like status 412 or status 1/123456, with nothing else in the message.

Dri didn't find my order. What do I do? Send the Vendria number or the ERP one, or the customer's CNPJ: with the customer's name alone she may not find it. The status is also in Quotes.

Can I find the order by the invoice number? Yes: NF 654321/2, invoice 654321 or the 44-digit key. When the store's integration can search invoices, it also works for the invoice of an order typed straight into the ERP, if the customer is in your portfolio.

Why doesn't Dri find the quote I just created? Check whether you have a customer portfolio, whether the quote's customer is in it and whether the quote isn't marked as a test.

I sent the ERP order number and she didn't find it. Why? Send it in the short form: status 123456 or, with the origin, status 1/123456. Without the origin, Dri searches the number as an order and as an invoice in all your stores and, if she finds more than one, asks which. If she still doesn't find it, ask by customer and check whether they are in your portfolio.

Did Dri bring another customer's order? Check the Customer line at the start of the answer. If it isn't the right registration, send the customer's CNPJ.

How do I see the same customer's previous order? Send "and the previous one?" right after the answer.

The customer buys straight through the ERP. Does Dri see those orders? She does, when the store's ERP reports the customer's orders. They come without a link.

Why did my order become two or three in the ERP, with one cancelled? The ERP split the send into more than one order and cancelled on its own the one the split replaced. If Dri says "cancelled in the ERP" or the name of the cancellation stage, it was cancelled; if she says "marked as cancelled in the ERP, check", check in the ERP. Which of them goes on, the quote shows in the ERP order part.

Does Dri send the order's DANFE? She does, when the store's ERP delivers the file: ask "send me the DANFE for order 412". The XML comes by link.

Why does the carrier show as a number? It is the carrier's code in the ERP, which hasn't been linked to a Vendria carrier yet.

What does "(from the order)" on the carrier mean? That the data was noted on the Vendria order and the ERP hasn't confirmed it yet.

I asked about my last order and she said she didn't find any. Is it a search error? No: there is no order in your name. Ask by number or by customer.

The status shows "Vencida" on WhatsApp and "Expired" on screen. Is it the same? It is the same state.