How to set rules for order prioritization?


The Pio app functionalities presented in this article are only visible for Pio Admins.

Topics covered in this article

Order prioritization types
How to set the rules
How to block specific orders from going automatically to picking
Important to remember when setting up the rules
When do rules come into effect?

Order prioritization types

Pio Admin can choose how to prioritize orders that come to picking by adding business rules. There are three types of order prioritization rules:

  1. Shipping methods: you can prioritize specific shipping methods. If you for example know that DHL always comes to pick the packages at 2 PM, you can set a prioritization rule which prioritize all the orders that have DHL as a delivery method and makes sure that they are sent to ports before 1PM so you have time to pack them all before they are getting collected. 

  2. Handling time for a whole channel/webshop: if you have several webshops and orders from a specific webshop needs to be packed before the other orders, you can add a rule that orders from that specific store need to be picked before 11 AM for example.

  3. Tags: you can also use tags that you have in your webshop and create a rule for them. You can for example create a tag 'Urgent' in your webshop and create a rule that matches with that tag and sends those orders to picking immediately. Note that the tag name in your webshop and tag variant name in Pio has to be 100% match. Note also that your webshop and integration towards Pio need to support tagging. This is default functionality in Shopify and Pio<>Shopify integration. 


How to set the rules

Go to Dashboard - System Settings - Organisation settings - Order priorisation. Note that these settings are only visible for Pio Admin.

If this is the first time you are creating prioritization rules, click on the green 'Create new rule' button. If you have created rules before, but want to add another rule, click on 'Create new rule' button on the top right corner: 



Choose first the type of rule you want to make (category). Then choose the rule variant. If you are making a rule for shipping methods or webshop Pio will automatically show you the variant options that are available for you (shipping methods/webshops that you have).

If you create a rule for a tag, you need to write the tag name under Variant. The tag name has to be 100% match to tag name that you use in your webshop (for example 'Urgent'). 

Lastly, choose handling time. You can also set custom handling time.

The following example shows how to set up a rule that makes sure all orders that have delivery method 'Helthjem' will be sent to picking before 10:00 o'clock:





You can also set up custom handling time for any type of rules: 



How to block specific orders from going automatically to picking

It is also possible to block specific orders from going automatically to picking by using order prioritization rules. In that case choose first the category and variant you want to block. After that choose 'Set custom time' and the option 'Block' under Custom time. These orders will transfer to Pio but they will not go to picking and stay as 'Blocked' until someone manually changes them.

This functionality is recommended when you have one online store for both B2B and B2C orders. You can use tags to block the B2B orders and control when the order is ready to go to picking. 

The following example shows how to block all orders that have delivery method 'Helthjem' from automatically going to picking:   





When you want to send the blocked orders to picking, you need to find the order in Dashboard - Orders and choose 'Queue all missing items': 


Important to remember when setting up the rules

Having many rules will have a negative impact on the performance of the system, so we recommend having a maximum of 5 rules. 

You can drag and drop the rules in the overview list to prioritize them by holding the dot icons on the left-hand side circled below.

If rules are in conflict with each other (same handling time for example), the rule on top of the overview of rules will be prioritized. 


When do rules come into effect?

The rules will be applied immediately. This is something to take into account if you create new rules or change existing rules that are very different from existing rules.

The new rules will also affect the orders that are already in progress and planned by Pio system, so it can greatly slow down the system while the system plans everything again. That's why we recommend creating rules outside of busy picking periods.

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