Managing Your Pharos Bookings

Using the left hand tool bar notice Pharos bookings

This tab allows you to view all of your bookings. The above screenshot acts as a filter to locate a specific/group of invoice(s). 

To search for a booking(s), simply utilize the search bar. However, there are also various filters to select from, which include; 

• Company: Company name or account number
• Rep of Record: The rep who created an invoice(s)
• Order Taker: The rep who filed the order 
• Source: This is where the order originated from. This can include; Pharos CRM, Spotlight, Pharos Web, External and Others. 
• Date: The specific date of the order or range 
  • Please note the default date range for the past week.
  • This is for performance optimization. If you need to search for orders older than a week, you will need to adjust (or remove) the filter as needed.
• Status: The current status of the order. Options include; Accepted, Delivered, Modified, Rejected, Review and Closed. 

Definitions of order status: 

Accepted - Order accepted within Pharos CRM

Closed -  Order has been commissioned

Delivered - Does not mean the order has been processed or the order has been shipped it is more so that the order has been taken care of. The order has been taken out of Pharos CRM and entered into the ERP system 

Modified - Order has been edited after initial acceptance. Modified status is manually set by the order Modifier. Used to note which orders have been changed from their original submission.

N/A (Vendor Status) - Order is a direct order, written in CRM. Direct orders do not go to Vendor and therefore will show the vendor status of N/A. 

Rejected - Order denied

Review - Order pending approval

On Hold Web Bookings Tab:

On this tab you will have the option to Approve or Reject On Hold Bookings
- If your account includes an integration to receive on hold bookings, users will need to
approve or reject them for processing.

On the edit details screen of the booking you will see 3 options: Approve & Submit to Vendor, Approve as Summary Order, or Reject

Selecting Approve and Submit to Vendor will approve the booking within your own account and also deliver the booking to the vendor for fulfillment.

PLEASE NOTE:

**This action is not reversible, so please be sure before confirming.

Selecting Approve as Summary Order will approve the booking within your own account (i.e for tracking, reporting) but will NOT deliver the booking to the vendor for fulfillment.

PLEASE NOTE:
**This action is not reversible, so please be sure before confirming.

Selecting Reject will reject the booking within your own account (it will still remain for tracking and reporting with a status of rejected) but will NOT deliver the booking to the vendor for fulfillment.

PLEASE NOTE:

**This action is not reversible, so please be sure before confirming.

When and how to Edit bookings:

To edit a edit a booking; Pharos bookings>select the booking>select 'EDIT'.

• This will populate drop downs for each information instance regarding that booking. 
• Here you will be able to make any necessary edits. Such as, updating the Order Take, Order Status, Notes, etc. 
• Certain fields will not be editable. Such as, Booking Number, Created Date, etc. 

Screenshot of order status: 

If the vendor has any kind of automated export via API then the status will automatically change from accepted to delivered.