TABLE OF CONTENTS
- Introduction
- Managing Orders From Admin Application
- Order Notification Alert For Admin Users
- Reorder From Admin Application
- Modifications In Manage Order Workflow From Znode 9.7 and future Releases
Introduction
Navigate to: OMS > Orders
Orders list is a centralized location from where admin users can view, search and filter orders, download invoices and manage Orders for all the Znode stores. This article provides information about how different elements from an Order can be managed and how it impacts other features.
Managing Orders From Admin Application
Navigate to: OMS > Orders > “View” Action
Admin users can view and manage various order-related details from the Manage Order screen.
Payment History Details
Steps To Manage An Order
To manage an Order, admin users can follow the below steps:
Step 1: Click on the “View” icon from the Orders list screen
Step 2: Edit the required fields
Step 3: Click on the “Save” button. If due to any changes if the value of Order Total - Voucher Amount increases then follow the next step otherwise skip the next step. If the value of Order Total - Voucher Amount reduces then a refund gets initiated
Step 4: Select a payment method and make payments. The order saves with action confirmation
Details Of Different Order Management Features
General Sections
Store Order Information Section
This section displays the following fields/input areas:
Default Order Status
Allows users to select any of the following statuses for an Order:
Canceled
Failed
In Production
In Progress
Invoiced
Order Received
Pending Approval
Pending Payment
Sending
Shipped
Submitted
Waiting To Ship
If there is at least one Return associated with the order in an incomplete state, then admin users cannot change the status of the Order
When Order Status is selected as Cancelled, the required amount from the Order Total gets refunded. If at least one completed and approved Return is associated with the Order then Order Total - Handling Charges - Return Charges is considered as the final refunded amount, otherwise the complete Order Total is considered as the final refunded amount. Out of which Order Total - Handling Charges - Return Charges - Voucher Amount is refunded to the payment source or the Order Total - Voucher Amount respectively.
Note: The Voucher Amount is not refunded manually in all the eligible vouchers associated with the Order, therefore the respective Vouchers need to be updated manually if needed.
When all line items of an Order are returned, then the Order Status gets changed to Cancelled
Job/Project Name
Allows users to specify/update the job/project name for the order
Converted To Order
The order number is hyperlinked, clicking on the hyperlink takes the user to the respective manage order screen in the next tab.
In Hands Date
Allows users to add/update the date by which the customer is expecting the order to be delivered
Shipping Constraints
Allows users to select/update how the customer wants all items from the order to be shipped
Shipping Type
Allows users to change the shipping method associated with the order
All the current common shipping methods associated with the Store and User Profile of the customer account appears here
If there is at least one Return associated with the order in an incomplete state, then admin users cannot change the Shipping Type
If the Shipping Type is changed, all the shipping discounts get removed from the Order and the shipping amounts for every line item and shipping promotions get recalculated based on current values saved against/for the Shipping Method
- Tracking Number
- Allows users to add the shipment tracking number associated with the order
- Allows users to add the shipment tracking number associated with the order
Also, this section displays the following non-editable information:
Store Name
Indicates the Store’s Name in the heading of the section
Order Date
Indicates the order creation date and time
Order Number
Indicates the order number
Payment Method
Indicates the payment method used to make the last payments for the Order
Payment Status
Indicates the payment status
When an offline payment method is used, this field is editable
Credit Card Number
Indicates the card number of the card used to make the last payment for the Order
An empty value is displayed when a payment method that does not require the usage of a card is used to make the last payment
Transaction ID
Indicates the transaction ID provided by the payment gateway when online payments are made for the Order (if available)
An empty value is displayed when an offline payment method is used to make the last payment
Tax Transaction Number
Purchase Order Number
External ID
Indicates the ID used to associate Order with the external application (if available)
Customer Information Section
This section displays the following details/fields/input areas:
Customer details (like Customer Name, Email Address, and Phone Number)
The information displayed for Customer Name, Email Address, and Phone Number never gets changed after an order is placed, even if the changes are made to the User account from the Manage User screen
Billing Address
Allows users to edit/change the billing address
Shipping Address
Allows users to edit/change the shipping address
When Shipping Address - zip code is changed, all the shipping discounts get removed from the Order and the shipping amounts for every line item and shipping promotions get recalculated based on current values saved against the shipping method
Products Ordered Section
This section displays the following details/fields/input areas
Line Item details
Any changes made to existing products from the Edit Product screen do not reflect in Order
Note: No changes should be made to Order if the line item is inactive.Any changes made to product prices or pricelist do not reflect in Order
Line Item Status
Allows users to select a line item status and update the line item shipping amount
Line Item Shipping
Allows users to update the line item shipping amount
If Order Status is any of the following, then admin users cannot edit the line item shipping amount
Canceled
In Production
In Progress
Invoiced
Order Received
Pending Payment
Sending
Waiting To Ship
If the line item status is Failed or Shipped, then admin users cannot edit the line item shipping amount
If the line item shipping amount is changed, all the shipping discounts get removed from the Order. Also, if after users try to apply a shipping discount, it gets applied on the latest available amounts if eligible based on current values saved against the discount
Line Item Quantity
If line item status is selected as Shipped, the line item quantity input gets enabled so that admin users can enter the quantities that are shipped
If line items are split shipped, line item shipping and shipping discount is split for the shipped and non-shipped quantities. Also, no Handling Charges are additionally applied to split shipped items
Coupon Code
Allows users to view existing applied coupons and apply new coupons to the Order
Any changes made to applied coupons from Edit Promotions & Coupons screen do not reflect in the Order
Current criteria are followed to check the eligibility of coupons when a new coupon is applied
Same coupons cannot be applied more than once
Voucher
Allows users to view existing applied vouchers and apply new vouchers to the Order. After a voucher is applied, users can remove the voucher until the order is saved. When a new voucher is applied, the sequence in which the voucher is applied is considered
Note: The sequence of voucher applications for Create Order and Manage Order workflow is differentAny changes made to existing vouchers from the Edit Voucher screen do not reflect in Order
Current criteria are followed to check the eligibility of vouchers when a new voucher is applied
Same vouchers cannot be applied more than once
The value of Voucher Amount cannot be increased automatically but can reduce if the value of Order Total - Return Charges are reduced and is less than Voucher Amount
Limitation: Even Voucher Amount is reduced the same is not reflected in the applied Vouchers displayed below the Voucher input field
Tax Exemption
Allows users to exempt Tax from the Order. This makes the Tax amount $0 in Znode and accordingly required amount is refunded.
Order Summary
Allows users to view the following information calculated for the line items available in the Order:
Subtotal
Shipping
Handling Charges
Tax
Discount (on Subtotal)
CSR Discount
Shipping Discount
Return Charges
Order Total
Voucher Amount
Amount Paid
Admin users can add/update the CSR discount from this section. When a CSR discount is applied/removed/updated, the discount distribution flow is followed to calculate the distributed discount amount for the line items.
If due to any changes, the value of Order Total - Voucher Amount increases, then the difference in the payment amount is requested, otherwise refunded
Taxes are always calculated in real-time, depending on the tax settings saved against the order, but using the same Tax Rate that was used when Order was created, when
Discounts (promotion/coupon/CSR discount) are applied
Voucher is applied
Shipping Type is changed
Shipping Address - zipcode is changed
Shipping amount is changed
If there is at least one Return associated with the order in an incomplete state, then admin users cannot add/update anything from this section
Order History Section
This section displays logs of all the changes made by admin users for the Order, and also the notes submitted by admin users and customers. Also, allows users to submit Order Notes.
Cancel Order
This button sets the Order Status as Cancelled and all the cases that are followed when Order Status is manually selected as Cancelled gets followed
Refund Order
Refunds get initiated from the Manage Order screen when
Order is manually canceled
The value of Order Total - Voucher Amount is decreased due to
Applying Voucher
Applying Discount (Coupon/Promotion)
Applying CSR discounts
Updating Shipping Type
Updating Shipping Address - zipcode
Updating Shipping Price
The value of the Voucher Amount is reduced
The difference between old and new Order Total - Voucher Amount gets sent to the source automatically if an online payment method is used for making payments. Also, the difference of amounts between old and new Voucher Amounts is not refunded automatically in all vouchers, this has to be manually done by admin users if needed.
New Payments For Order
New Payments get requested from the Manage Order screen when the value of Order Total - Voucher Amount is increased due to
Applying Voucher
Applying Discount (Coupon/Promotion)
Applying CSR discounts
Updating Shipping Type
Updating Shipping Address - zipcode
Updating Shipping Price
When different payment methods are used during Create and Manage workflow, then for the above scenario, the payments taken from the initial payment method will be completely refunded and a new payment will be requested from the recently used payment method.
Resend Confirmation Email
This button allows users to send the Order receipt with the latest changes to the customer.
Capture Payment
This button allows users to capture payments for the Order in a scenario when it is not captured.
This button allows users to print the Order receipt.
Save
This button allows users to permanently save all the changes to the Order.
Back
This button takes the users to the Orders list page.
Order Notification Alert For Admin Users
Znode stores allows admin users to configure if order notifications should be sent over a specific amount, to a specified email address, as orders are placed or for all orders.
For e.g. Admin users can configure $1,000 if they want all orders that are greater than $1,000 in total amount to be emailed.
Reorder From Admin Application
Navigate to: OMS > Orders > “Reorder” Action
Administrators can reorder the previously ordered products from the Manage Order screen.
Steps to reorder
Step 1- Clicking on reorder action
Step 2- Clicking on reorder action the user is redirected to the Create Order -> Cart & Shipping Page
Step 3- The administrator need to manually select other details available on the create order screen
Note -
All the products that are available in the order will be added to the Cart with prefilled quantity (as per the order details)
All the details on Customer section will have the prefilled details which gets fetched and displayed from the user account for which the reorder is being created (Customer tab will be skipped and the user will be redirected to the Cart-Shipping page)
The user details are fetched at the time of recording the order. If there are any changes in the User Name, email address, phone number, shipping and billing address are reflected in the prefilled details (Updated/latest user details will be fetched and displayed in the Customer tab section)
Administrators have the ability to edit the prefilled details available but for doing the same, administrators need to click on the “Customer” tab, and only then details can be viewed.
Clicking on reorder action adds all the products in the cart that were previously ordered(if all the products are available). If the administrator wants to make any changes to the order i.e removing any product or changing the quantity of the products, it can be changed from the Cart and Shipping tab.
Modifications In Manage Order Workflow From Znode 9.7 and future Releases
The total of the following fields gets displayed in the summary:
Subtotal
This is the sum of line item total amounts
Shipping
This is the sum of line item shipping amounts
Handling Charges
This is the charge associated with the selected shipping method and is calculated for the entire order and not for every line items
Import (Visible only when Avalara tax is associated to the particular store)
This is the sum of Import amounts calculated on the line item total.
Tax
This is the sum of tax amounts calculated on line item total and line item shipping total.
The tax amount is calculated based on the input saved against the following admin settings:
Include Shipping In Taxes
Calculate Tax On Discounted Amount
Discount (on Subtotal)
This is the sum of all line items and order discounts
The discount is applicable and the discount amount is calculated based on the input saved against the following admin settings:
Is Allowed With Other Coupons
Allow Promotion And Coupon Together
Promotions With Exceptions
CSR Discount
Shipping Discount
This is the sum of all shipping discounts
The discount is applicable and the discount amount is calculated based on the input saved against the following admin settings:
Is Allowed With Other Coupons
Allow Promotion And Coupon Together
Promotions With Exceptions
Return Charges
This is the sum of all the non-refunded shipping and tax calculated on shipping amounts from all the approved Returns associated with the Order
Order Total
This is calculated using this formula: Subtotal + Shipping + Handling Charges + Tax - Discount (on Subtotal) - CSR Discount - Shipping Discount + Return Charges
Note: This formula is different for creating order workflow
Voucher Amount
This is the sum of all voucher amounts applied to the Order
Amount To Be Paid
This is the difference between Order Total and Voucher Amount that is taken from the user
The following shipping related information gets displayed and saved separately for all the Order screens in admin and web store:
Shipping
Handling Charges
Shipping Discount
Once an order is placed the following additional information gets saved along with the Order so that the same values (and not the current values) can be used while managing the Order, or creating or managing a Return:-
Line item wise Unit Price
Line item wise included quantities of child products for every bundle product
Line item wise value of “Out Of Stock Options” setting
Line item wise shipping amount
Line item wise tax amount
Line item wise Import amount
Line item wise tax rate (only if the custom tax is used)
Line item wise sum of all line item discount amount
Line item wise line item discount for every applied discount
Line item wise order discount amount for every applied discount
Line item wise CSR discount amount for every applied discount
Line item wise sum of all line item shipping discount amount
Line item wise shipping discount amount for every applied discount
Note: This is available from Znode 9.7.1Order wise value of “Calculate Tax On The Discounted Price” setting
Order wise value of “Include Shipping In Taxes” setting
Order wise handling charges
Order wise voucher amount for every applied voucher
Line item and Order wise applied Discount Types
Admin users cannot make any changes to the following Order unless all the Returns associated with the Order are complete i.e. has any one of the following statuses- Approved or Return Processed or Rejected:
Order Status
Shipping Type
Shipping Address - zipcode
Coupon
Voucher
Tax Exemption
CSR Discount
Line Item Status
Shipping
If the line item status is Failed or Shipped, then admin users cannot edit the line item shipping amount
If line item status is selected as Shipped, the line item quantity input gets enabled so that admin users can enter the quantities that are shipped. Product level Ship Separately setting is removed. Admin users can ship any line item from any order separately. Also, irrespective of product is shipped separately or together, still, the handling charges be still applicable on the entire order
If line items are split shipped, line item shipping and shipping discount is split for the shipped and non-shipped quantities. Also, no Handling Charges are additionally applied to split shipped items
If line item shipping amount or Shipping Type or Shipping Address - zip code is changed, all the shipping discounts get removed from the Order and the shipping amounts for every line item and shipping promotions get recalculated based on real-time values saved against the Shipping Method
Taxes
Taxes are always calculated in real-time, depending on the tax settings saved against the order, the same Tax Rate will be used when
Discounts (promotion/coupon/CSR discount) are applied
Voucher is applied
Shipping Type is changed
Shipping Address - zipcode is changed
The shipping amount is changed
Tax Rate for custom Tax service is saved along with the Order
Note :Price Is Inclusive Of Tax setting is Yes and Tax Exemption setting (User Profile and/or Manage Order) is ON Znode will not be performing any further calculations
Amount/Percent Off Displayed Product Price discount value is sent to Avalara irrespective of whether the discount setting is applicable or not since Amount/Percent Off Displayed Product Price type of promotion does not actually behave like discount and the discounted value is directly applicable on PLP and PDP.
Limitation of Avalara- When the value of ‘This company is the importer of record’ setting is False, no tax and import duty bifurcations are displayed in the Avalara account
Import
Imports are always calculated in real-time, depending on the tax settings saved against the order.
If the shipping address is changed from one country to another then only the import duty calculations changes
Vouchers
The Voucher Amount does not get subtracted from Order Total since it is considered a payment method
The value of Voucher Amount cannot be increased automatically but can reduce if the value of Order Total - Return Charges are reduced and is less than Voucher Amount
Even Voucher Amount is reduced the same is not reflected in the applied Vouchers displayed below the Voucher input field
Refunds
If Order status is manually selected as Cancelled, the required amount from the Order Total gets refunded. If at least one completed and approved Return is associated with the Order then Order Total - Handling Charges - Return Charges are refunded, otherwise the complete Order Total is refunded
If Order status is selected Cancelled since all line items of Order are refunded then Refund if needed is only initiated from the Manage Return screen
The Return Charges can never be refunded
Voucher Amount is refunded conceptually, but admin users require to manually update the Vouchers to indicate the refunded amount
The following are not supported:
Increasing/decreasing the line item quantity
Deleting a line item
Handling Charges application at a line item level
Removing Vouchers from Order
Automatic refunds to vouchers