Setting Up Your Storefront > Managing Orders

Managing Orders

Related Topics: Order Receipts | Failed Transactions | Fraud Orders | Refund History

 

Overview:

To manage your orders, go to Orders Menu, click View/Manage Orders or when you are in HOME, under Common Links, click View Manage Orders.

 

           

 

 

The View Manage Orders menu allows you to view or modify the existing orders in two (2) ways:

 

1) By Date Range  - refers to the start and end date that customers have ordered.  Specify the dates in this format (dd/mm/yyyy) OR click the calendar button beside the date box to set the date.

 

 

    Report Type:  refers to the style of report that you want to display

If UseDateRangeAbove is not selected, you can choose from any of these:

2) Order Qualifiers: refers to the variables a specific report/s has or have, for sorting and viewing purposes.

 

 

The Order Qualifiers section consists of the following fields:

Qualifiers

Description & Usage
 Order Number  Auto assigned by the database for every new order generated.
 Customer ID  Auto assigned by the database for every new customer.
 Customer Email  Customer's email address.
 Credit Card #  The credit card number of the customer.
 Customer Phone #  The contact number of the customer.
 Customer Name  The registered customer's name.
 Company  The company name of the customer.
 Payment Method  How the customer pays for the order
 New Orders Only  If set to YES: displays orders that are NOT yet processed by the store.
 Affiliate  Will display orders associated to the selected affiliate.
 Coupon Code #  Will display orders associated to the coupon code.
 Ship to State  The state where the orders will be shipped to.

 

 

 

 

 

How To View Orders Summary?

 

1. Choose the date range of the orders you want to view by:

 

2. Choose the Report Type.

 

For Regular Report, it will look like this. It will only display the details of the latest order. You can select any order date by clicking on the order number displayed on the result of matching orders on the upper left to view the details of that order. (Sample picture below was modified to fit the screen. Links look different on actual screen)

 

The Regular Report consists of the following fields:

Fields Description & Usage
Order Number Auto assigned by the database.
Order Date the date when the order has been received in the website.
MaxMind Fraud Score An integrated service that validates the customer's credit card information (e.g. credit card number).
Customer ID Auto assigned by the database.
Affiliate ID Auto assigned by the database, not used by customers directly. administrator use it when giving out URLs to affiliate partner sites as described above. Click on the link for more info.
Customer Email Customer's email -address.
Order History Shows the billing/ order history captured in the website in a given date range or qualifiers.
Order Total Shows the total number of orders.
Subscription Added Number of days the subscription has extended by the administrator.
Locale Settings These are the default settings a user sees for formatting date/time values and currency values. (See also Locale Settings
Store Version The version number of the program used for the aspdotnetstorefront.
Payment Method Shows how the customer pays the order.
Payment Cleared Shows if payments have been settled by the customer through the payment method chose.
Payment Gateway Shows the activated payment gateway. Click on the link for more info.
Transaction State In the example above, N/A applies for Purchase Order and Request for Quotes. We have only 2 transaction mode: Auth (verifies the card) and Auth Capture (captures funds). Click on the link for more info.
Authorized ON Shows the date when the order was authorized to be verified. (See also transaction modes)
Captured ON Shows the date when the order was captured. (See also transaction modes)
Voided ON Shows the date when the order was voided. (See also void, capture, refund of orders)
Refunded ON Shows the date when the order was voided. (See also void, capture, refund of orders)
Receipt Mail Sent ON Shows the date when the store sent the receipt to the customer's email.
Ready to Ship Shows if the order is ready to be shipped to the customer.
Order Weight Shows the weight of the order.
Shipping Method Shows the method selected for shipping the order. (See also shipping)
Shipping Status If order is marked as SHIPPED, then it will show the shipping details such as carrier, tracking number, shipped on, etc. (See also shipping)
Has Download Items Shows if customer's order/product is shipped/ downloaded through the internet.
Has Distributor Drop-Ship Items This is applicable usually if the store has ran out of stocks and the distributor will ship directly the item to the customer
Distributor Email Sent ON Shows the date when the distributor sent an email to the customer regarding th
Has Multiple Shipping Addresses If YES; customer has registered different shipping addresses. If NO: only (1) one registered shipping address.
Has Gift Registry Items A gift registry is an account kept with a store for the purposes of letting people know what to purchase for someone. The recipients indicate which items they would like to receive, and the registry tracks what has already been purchased and gives purchasers any information that the gift receivers would like to pass on, including where to ship said gifts. Gift registries are traditionally used for weddings and births.
Bill To: Shows the name and billing information of the customer who will be charged for the order.
Ship To: Shows the name of the customer and shipping information of the customer who will receive the order.

 

LINKS available on top of the Regular Report Page (actual links)

 

Links

Description & Usage
 General

 Displays the order information in detail (contains information on the above screenshot)
 Billing

 Displays the billing information only. Can modify the Payment Status, Transaction State (VOID or Capture) and Adjust Order Total

Buttons displayed on Billing Link (Regular Report)

Mark Payment Cleared - click this when customer has paid the order; triggers the store to ship the order.

Void - click this when order has verified as erroneous

Capture - click this when customer's payment has been settled.

Adjust Order Total - allows the administrator to make adjustments on the order
 Shipping

 Displays the shipping information only.

Buttons displayed on Shipping Link (Regular Report)

        Mark As Ready To Ship - click this when order/product is ready to ship to the customer

        Re-Send Distributor's Email - sends an email to the distributor when clicked
 Customer

 Displays the customer's information only. Can Modify the Customer Id and Customer's E-Mail address.

Buttons displayed on Customer Link (Regular Report)

Change Order Email- changing the customer's email address will permanently update the records on all orders
 Notes

Contains the Finalization Data

Text Boxes displayed on Notes Link (Regular Report)

Customer's Notes- allows the customer to include special instructions regarding the order

Customer's Service Notes - special instructions regarding shipment of order
 Receipt  Shows the softcopy of Receipt sent to the customer with the website link at the bottom.
 XML  Shows the link for XML source code.
 Distributor  Shows the distributor's information. No information can be modified.

        

 

 

For Bulk Printing Report. It displays ALL the orders covered on the date range. You may print the receipt/s of order/s by checking the box of the order/s and click the Print Receipt button when done.

Buttons displayed on General Link

Buttons

Description & Usage
 Delete  The order will be permanently deleted from the records as well as in the database.
 Mark As Fraud  The order will be permanently moved to quarantine tables for later forensics.
 Resend Receipt Email  The order receipt will be emailed to the customer, make sure you have cleared payments first.
 Mark As Ready To Ship  Should be enabled if item is completely ready for shipment.
 Adjust Weight  Can change the weight of the order.
 Mark As Shipped  Should be enabled if item has been shipped to the carrier (or in transit) .
 Send Distributor Email  Sends an email to the distributor.

 

 

The Bulk Printing Report consists of the following fields:

Field Description & Usage
Order Number Auto assigned by the database for every new order generated..
Order Date The date when the order has been received in the website.
Order Total Shows the total number of orders.
Ship to Address Shows the registered shipping address of the customer.
Items Shows the detail of the product/item ordered.
Is shipped If YES : product/item has been shipped to the customer ;
Is Printed If YES: order receipt has been printed.
Print It Now Check the box for the order receipts to be printed.

 

 

For Summary Report. It displays ALL the orders (covered dates) in detail. (Order Numbers 100002 and 100003 were deleted so they will not appear in this sample screenshot. Screenshot has been modified for easy viewing)

 

 

 

 

The Summary Report consists of the following fields:

Fields Description & Usage
Order Number Auto assigned by the database for every new order generated.
Order Date The date when the order has been received in the website.
Order Total Shows the total number of orders.
Is New Shows the registered shipping address of the customer.
Customer ID Auto assigned by the database. Not to be used directly by the customer.
Password Shows the password of the customer's account in the store.
First and Last Name The customer's name.
Notes Any special instructions or comments of the customer on the order.
Phone Customer's contact numbers.
Affiliate ID Auto assigned by the database. (See also Affiliates)
Card Type Credit card the customer wish to use to pay his/her order.
Credit Card Details Credit card  information of the holder such as customer's name, card number, card expiration (month & year)
Payment Method Shows the method of payment customer has selected. (See also payment method)
Order Notes Any special instructions regarding the notes coming from the customer/administrator.
Finalization Data Customer's email address
PO Number Number assigned for the purchased order.
Download Email Sent On Shows the date when the store sent an email regarding the downloaded item of the customer.
Receipt Email Sent On Shows the date when the store sent the receipt to the customer's email.
Payment Cleared On Shows the date when the payment was settled by the customer.
Shipping Tracking Number Tracking number assigned by the shipping company. (See also Shipping)
Shipped VIA Shows the carrier/shipping company that customer has selected.
AVS Result Address Verification System is an integrated system in the storefront which verifies the address registered by the customer. This system will return a code to you telling you how well the addresses match up with the address that the customer submitted.
Locale Setting This is the default settings a user sees for formatting date/time and currency values

 

3. OR you can filter the order report  by typing in any specification on the fields of Order Qualifiers (e.g. customer's email address). Make sure that you set the filter accordingly for each qualifier for this will greatly affect filtering your orders. Then click .

 

 

The Order Qualifiers section consists of the following fields:

Qualifiers

Description & Usage
 Order Number  Auto assigned by the database for every new order generated.
 Customer ID  Auto assigned by the database for every new customer.
 Customer Email  Customer's email address.
 Credit Card #  The credit card number of the customer.
 Customer Phone #  The contact number of the customer.
 Customer Name  The registered customer's name.
 Company  The company name of the customer.
 Payment Method  How the customer pays for the order.
 New Orders Only  If set to YES: displays orders that are NOT yet processed by the store.
 Affiliate  Will display orders associated to the selected affiliate.
 Coupon Code #  Will display orders associated to the coupon code.
 Ship to State  The state where the orders will be shipped to.

 

 

It will display all orders containing the variable/s specified (e.g. all orders of customer's email add) depending on the Report Type set.

 

 

See also Regular Report for information on fields.

 

 

 

 

 

4. Click the Reset Cache for the changes to successfully update.

 

 

 

Important Reminder: Always perform RESET CACHE for every changes you make in the admin site!

   

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