Vetcove's Scheduled Order feature allows you to schedule an order to be placed automatically on a future date with your desired supplier. Scheduled orders are helpful for restocking on a specific day, planning around budget cycles, or coordinating orders in advance of teammate vacations or planned absences.
How to Create a Scheduled Order
To create a scheduled order, simply build your shopping cart as normal by adding items to the desired supplier's shopping cart.
Once your cart is built, head to the Vetcove shopping cart page and select the
Schedule Order button that is displayed beneath the typical Proceed to Checkout button:
📘 Note: The Schedule Order button will only appear if Scheduled Orders are enabled for your account and you have the Place Orders permission.
🔑 Want access?
If you have the Place Orders permission and would like to enable this feature for your clinic's account, reach out to our support team via the live chat in the lower right corner of the site to inquire about joining our beta group!
2. Proceed through the Shipping & Options stage of checkout as normal to select your shipping address, payment method, and other supplier checkout options. At the bottom of page, before continuing to the Review Order stage, you'll see two additional fields that are required to schedule an order:
Scheduled Order Date: Select the date you wish to have the order placed. Please note that the scheduled order date must be at least one day in the future:
Scheduled Order Acknowledgment: Select the box to confirm you understand that pricing, availability, shipping policies and promotions may change from creation date to the placement date. Your Scheduled Order will reflect current supplier terms and applicable fees on the date it is placed:
3. Proceed to the Review Order stage of checkout and review all of your selections for accuracy before clicking the yellow Schedule My Order button:
4. Congratulations! 🎉 You should see a confirmation screen that let's you know your order has been successfully scheduled for placement on the desired date!
By default, any user on your practice's Vetcove account with Place Order permissions will receive notification emails about scheduled orders. To adjust these settings, your colleagues can head to the Vetcove Notification Settings page and opt out of Scheduled Order Emails.
⚠️ Important Notes:
If your practice is affiliated with a group that requires order approvals, and your cart triggers an approval rule, you will not be able to proceed with scheduling an order, and your order will need to be submitted for approval instead.
If you have another active scheduled order with overlapping items, you'll see a warning with links to those orders in case you do not wish to place an additional order
How to View Your Scheduled Orders
To view and adjust your Scheduled Orders, click on Orders in the header bar and select Upcoming Orders under Orders & Invoices.
If you have Scheduled Orders enabled, you'll be taken to (or can select) the Scheduled Orders tab.
If you have any scheduled orders, you'll be able to view the following details:
Created Date
Scheduled For Date
Supplier
Submitted By
# of Items
Total
Sent to Vendor Status
Order Status
💡 Pro Tip: You can filter your scheduled orders by status (e.g. Scheduled, Ordered, Cancelled, Unplaceable) supplier, or date range:
How to Reschedule or Cancel a Scheduled Order
To reschedule or cancel a scheduled order, first head to the Scheduled Orders page, and click on the order you'd like to manage.
On the order detail page, you'll see a Modify Order section if the order is still in Scheduled status and the placement date is at least one day away.
To reschedule: Select a new date and save.
To cancel: Click Cancel and confirm.
Once you've saved your change, you should receive an email confirmation!
⚠️ Important Note: You can only reschedule or cancel an order if it's more than one day before the scheduled placement date. If you're within one day of the scheduled date, those options will be grayed out.
After Your Order Is Placed
Once the scheduled date arrives, Vetcove will automatically place your order with the selected supplier. You'll receive a confirmation email once the order has been placed, and the order will appear in your Order History with a note that it was placed from a scheduled order.
💡 Tip: Each scheduled order is tied to one supplier. If you need to schedule orders with multiple suppliers, you'll need to create a separate scheduled order for each.
Frequently Asked Questions
1. How can I update the item(s) in my scheduled order?
1. How can I update the item(s) in my scheduled order?
At this time, the Scheduled Order tool does not currently support the ability to adjust the items in your order; instead, to adjust the item(s) included in a scheduled order, we recommend canceling the existing scheduled order, and building a new cart with the desired items and submitting a new scheduled order.
2. Can I set up recurring scheduled orders?
2. Can I set up recurring scheduled orders?
Our Scheduled Order tool does not yet support recurring orders and is just for one-time future orders; however, we are hoping to expand the scope of this feature soon to include recurring orders!
3. What are the different statuses for a scheduled order?
3. What are the different statuses for a scheduled order?
Status | What it means |
Scheduled | Your order is set and waiting to be placed on the scheduled date. |
Ordered | Your order was successfully placed with the supplier. |
Cancelled | The scheduled order was cancelled before it was placed. |
Unplaceable | The system was unable to place the order after multiple attempts. Please contact support for further assistance. |
4. What happens if a promotion or cash back deal is valid when my scheduled order is created, but has expired when my order is ultimately placed?
4. What happens if a promotion or cash back deal is valid when my scheduled order is created, but has expired when my order is ultimately placed?
By scheduling an order, you acknowledge that all pricing, availability, cash back eligibility, and promotions may change over time, and that your order will reflect current terms on the date of order placement. Deals and promotions may expire or lapse, so if you are looking to ensure a particular deal or promotion applies, you may wish to place your order manually instead.
What if my clinic is affiliated with a group that requires order approvals?
What if my clinic is affiliated with a group that requires order approvals?
If your practice is affiliated with a group that requires order approvals, and your cart triggers an approval rule, you will not be able to proceed with scheduling an order, and your order will need to be submitted manually for approval instead.
Why don't I see the "Schedule Order" option on my account?
Why don't I see the "Schedule Order" option on my account?
Please note the Schedule Order button will only appear if Scheduled Orders are enabled for your account and you have the Place Orders permission.
If you have the Place Orders permission and would like to enable this feature for your clinic's account, reach out to our support team via the live chat in the lower right corner of the site to inquire about joining our beta group!
If you do not have the Place Orders permission set up for your user account, please reach out to your Vetcove account admin to request updated permissions.
How can my teammates opt out of receiving notifications about Scheduled Orders?
How can my teammates opt out of receiving notifications about Scheduled Orders?
By default, any user on your practice's Vetcove account with Place Order permissions will receive notification emails about scheduled orders. To adjust these settings, your colleagues can head to the Vetcove Notification Settings page and opt out of Scheduled Order Emails. Please note that opting out of these notifications will do so for all future scheduled orders, as these updates cannot be made on a per order basis.