Receiving External Orders
New Orders are accessed from the left-hand menu in RideInbox.
An External Order (XO) refers to a booking instruction received from outside of RideSuite. These orders can be received via email, API, spreadsheet upload, or manually entered by a user.
When an External Order is received, RideSuite creates a corresponding External Order record to capture each booking instruction. This record may contain unstructured data (such as an email) that the system cannot interpret, or highly structured data (like XML) that can be imported automatically. External Orders are processed within RideInbox and are used to create or update the related Sales Order and Works Order records.
Field Mapping
Before RideSuite can read and import External Orders, a field mapping exercise must be completed. Once configured, RideSuite recognises the sender of the External Order and uses the corresponding schema to automatically validate and import data, creating one or more Sales Orders and their accompanying Works Orders.
Below are the typical fields found in an External Order:
Customer Data
| Subagent | Abas |
Ride Data
Pick-up / Drop-off Gateway (e.g., Flight)
Pick-up / Drop-off Town or City
Processing External Orders
The External Order information is displayed on the left-hand side as a field list in raw format (email, XML, etc.). Fields that are successfully imported will have a green tick, while those that have not been imported will have a red cross.
To process unimported data:
- Click on the paper icon to copy the unimported data. This will mark the field with a green tick to indicate it has been processed.
- All fields should eventually have a green tick, indicating that the order has been correctly processed.
Accepting or Rejecting External Orders
Once all fields have been imported and validated, the [Accept] button will be enabled. The [Reject] button is always enabled, allowing you to decline an order at any time.
If the External Order contains accept/reject links, these will be triggered when you click the [Accept] or [Reject] button to confirm or decline the order.
Please note: Our first version of the RideSuite platform does not support triggering external links that are not connected via API.
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