All orders come in through SALES > Orders in the left menu of the back office. To open a given order you only have to click it. You will automatically be taken to the Dashboard of the order in question, where you will find an overview of all associated data. The tabs at the right at the top of the screen provide detailed order information. At the bottom of the order dashboard you will find a number of buttons, for notifying customers and/or sending payment reminders, as well as buttons for copying, suspending and cancelling orders.
Billing and shipping address
These two blocks indicate where orders and the associated should be sent. In the squares you'll find a Google map alongside, where you can find the geographical location of the address(es) provided. If no map is displayed, the address(es) have been entered incorrectly.
The area below Billing address lists the payment methods. Here you can see which method the customer used. You can set the order status to paid by clicking the blue Paid button. If the customer in question has paid immediately, for example through iDEAL, the Not paid button which you could have clicked if order payment was not received properly, will be unclickable and displayed in grey.
Below this button you will find the Print invoices button. When you click it the system will create a PDF document, consisting of all invoices listed in the Invoices area, which can be found below Payment methods.
If your online store is available in several languages, you can use the drop-down menu to select the appropriate language used to display the invoices in the PDF document.
This section will list invoices. These are created immediately after placing an order. If you prefer to do this manually or after a given invoice has been paid, navigate to GENERAL > Settings > Advanced. Select the Administration tab and configure when invoices should be created.
Return shipments may be created by clicking Create credit note at the right of the Invoices section, or by clicking Create return in the Returns area. When you click Create credit note an invoice is made immediately and the return shipment can no longer be modified. If a return shipment is done in parts, you may create a credit note for each part returned.
Invoices can be modified by clicking the blue i icon next to them. A pop-up window will open where you can set the status of the invoice in question to Paid/Not paid, as well as a delivery time which will be visible in the invoice. If you want to specify a delivery time yourself, you may do so using the custom text field. Subsequently, you can modify the invoice, or, if the invoice was already sent to the customer in question, send the invoice again.
You will the shipping methods next to the payment methods. This area indicates through which shipping methods the customer in question wishes to receive his/her orders. When the shipment has been created and sent, you can click the blue Sent button. The customer will automatically receive an email stating the order has been sent.
If you use Track & Trace codes, you will have to enter them in the corresponding input field before clicking Send. Customers will receive a Track and Trace email, instead of the regular Order sent email.
Use this area to create the packing slip. If an order has been sent but does not have the Sent status, you can click the blue i icon next to the packing slip to change the status into Sent and enter the Track & Trace code. You can also do this in the Shipment methods section. Click the printer icon to open the packing slip as a PDF document.
The drop-down menu here enables you to assign a custom status to orders. If you do not see this section listed, you will first have to create a Custom status. To do so, navigate to GENERAL > Settings > General > Workflow in the left menu of the back office and select the Order status tab. Using the dashboard, you can select one of the statuses from the drop-down menu which will replace the system status.
Below the status bar you will find the data of the customer who placed the order in question. Click View customer to see all available customer data. Through Notify customer you can send messages to the customer in question. The message text will be added to the automatic Notify customer email, which you can find/modify through SERVICES > E-mails & texts > Email >> Notify customer.
If your back office is managed by several users, you will have the option to assign tasks to yourself or staff members who have access. To do so, click Add task. A pop-up window will appear, where you can enter the date, time, status, description and other options associated with the task in question.
If customers are not satisfied with (a) product(s), they have the opportunity to return it/them within the return period. Return shipments may be managed through your back office by clicking Create return in the order dashboard of the original order. A pop-up window will open, where you can indicate which products were returned. In the drop-down menu you can select the amount of products returned. Leave the default value of 0 for products who have not been returned. In the pop-up window you can also enter the Return reason and Return action. These options can be created through SALES > Returns in the left menu of the back office, using the Return reason and Return action tabs.
A memo is a short message to yourself or another user (for example a co-worker). This differs from adding a task. The memo in question will appear on the order dashboard.
An overview of the products ordered. Here you can review product names, amounts, unit prices, discounts (if applicable) and the total order amount.
- Customer - Here you will find an overview of all data entered by the customer in question. You have the opportunity to add/modify data here.
- Products - An overview of all products ordered when the order in question was placed.
- Invoices - An overview of all created invoices associated with the order in question. Credit notes (if applicable) will also be listed here.
- Shipments - An overview of all packing slips.
- Returns - An overview of all created returns, including their reason and action, amount of products, the reimbursable amount as well as the return status.
- Tickets - Using My account in your online store, customers can ask you a question (i.e. send you a ticket), which will be listed in the Tickets section. You can see by its status whether a ticket has been answered. Tickets may be viewed by clicking the magnifying glass icon.
- History - An overview of all actions preceding the order in question, such as creating the invoice.