Custom Vantage Web™ How to Work with Orders Placed on your Website

 

by Amanda Seaman

 

Orders are the main contributors to your businesses success. This month we will explore working with orders on your website to demonstrate the most efficient and effective way to help your shop process online orders. Working with orders on your website couldn’t be any easier with status tracking lights, merchant note areas, receiving payments, and so much more! The system built into Stamp Shop Web™ for order processing is easy to use and will help in office employees keep track of their customer’s orders, order history, and better assist their customer base with any ordering questions. Let’s dig into the Order Manager section and uncover all the secrets to optimizing your order processing!

 

To begin, as with all Stamp Shop Web™ lessons, first sign-in to the admin area of your Stamp Shop Web™ site. Once you are logged in, click the Orders Tab. Next click the Order Manager link, once clicked you will see the order management screen where you can control how you work with orders placed on your website (this is also the screen you see by default when you click on the Orders tab) (Picture-1). 

 

 

Within the Order Manager link you will find a listing of all the orders currently on your site. You can view the orders by setting a date range which is located at the top of the screen or by clicking on the gray tabs in the table in middle of your screen (i.e.: On Hold, Problem, Unpaid, Unshipped, and Completed) (Picture-2).

 

 

To view inside a particular order first you must check the box (located on the left of the table) to select the order and then select an Action from the action drop down menu, you can also view an order by clicking directly on the order number or clicking on the username (Picture3).

 

 

HELPFUL TIP: You have the ability to check the checkbox to the left of each order number in the order manager main screen and perform many of the same tasks on one order on multiple orders at the same time. You can also use this feature for voiding orders and printing packing slips, invoices, admin receipts, and production slips (Picture-4).

 

 

 You also have the ability of changing your orders status in the areas of processing (creating the order), payment, and shipping. The end goal is to have each order marked as green in all three status areas to show that the order has been completely taken care of. The status column marked as SSM is for Stamp Shop Manager™ users only. This indicator will appear green when it has been imported into manager (Picture-5).

 

 

As you go through your order process in manager it will indicate the same statuses on your website. At the bottom of the screen you will see we have included a key for your reference. Each symbol and color is explained for your reference (Picture-6).

 

 

To perform actions choose from the drop down menu and then click the arrow button.

 

View Order Details: this action will allow you to view the order details on another page. You may also view order details by clicking on the order number or the username. On this page you can preview customized text as an image and get all the custom details needed to produce that product under the CP Details link. This page is a simple overview of the order (Picture-7).

 

 

Receive Payment: this action will obtain the payment for the order. On this screen you are able to receive a payment for the order with forms of payment including cash, credit card, check, email, fax, gift certificate, PayPal, or purchase orders. You also have the ability to issue credits, void credit card transactions and issue refund checks (Picture-8).

 

 

Mark Unpaid: this action will mark the order status as unpaid and it will mark the payment status in grey.

 

Mark Paid: this action will mark the order status as paid and turn the status indicator on payment to green.

 

Ship Items: this action will mark the item to be shipped; it will also bring you to a section where you may print a packing slip to be placed inside the package as well as a place to print an invoice (Picture-9).

 

 

Mark Part. Shipped: this action will mark the order status as partially shipped turning the status indicator for shipping to yellow.

 

Mark Shipped: this action will mark the order status as shipped and turn the shipping status indicator to green when all items have been shipped for that order.

 

Edit Order: this action will bring you into a screen where you are able to edit the order, make adjustments to the customer contact information, status, quantity, unit price, shipped/returned, discounts, shipping discounts, and the ability to add items to the order (Picture-10).

 

 

Mark in Progress: this action will mark the order status as in progress (grey color indicator on status icon).

 

Mark on Hold: this action will mark the order status as on hold, changing the status indicator color to yellow.

 

Mark as Problem: this action will mark the order status as a problem, changing the status indicator color to red.

 

Packing Slip: this action will bring you to a screen where the packing slip can be viewed or printed to include in package when shipping.

 

Print Invoice: this action will bring you to a screen where you can view or print the invoice for a particular order.

 

Print Admin Receipt: this action will bring you to a screen where you can view or print the admin receipt of the order.

 

Print Production Slip: this action will bring you to a screen where you can view or print the production slip of the order. This production slip gives you the details of each customizable line item in the order including information such as text, fonts, sizes, color choice and more (Picture-11).

 

 

Resend Admin E-mail: this action will re-send the admin e-mail that is initially sent when a new order is placed on your website. This email is sent to the email(s) that have been setup under the Settings tab, then the orders link (see September 2013 article for reference).

 

Quick Complete: this action will change the order status to all green circles, meaning that the order has been filled, shipped, and paid in full (Picture-12).

 

 

HELPFUL TIP: In order for your site to be PCI Compliant it is important that you mark your orders as complete so the order payment information is removed properly from your site. To view how long your store holds CC payment information go to the Settings Tab > Orders > "Clear CC numbers from completed orders older than" and enter the number of days.

 

The next link in the Order Manager menu is the UPS Shipping link where you will find UPS Online Tools. Here you can work with UPS right within Stamp Shop Web™ to ship your packages, attach tracking numbers to orders and send tracking information to customers (Picture-13).

 

 

Ship Packages: this button will bring you to a screen where you can fill out the shipping information to ship packages. You can fill in the "From" information as well as the type of "Service." (Picture-14)

 

 

Additionally you can specify the Quantum View Notification as well as the Payment method.

 

Void a Shipment: this button will bring you to a screen where you are able to enter a UPS Tracking Number to void the shipment. By clicking the "Submit" button you are sending the void information to UPS to void the shipment.

 

Recover a Label: this button will bring you to a screen where you are able to enter a UPS Tracking Number to perform a search.

 

 

Within the Orders tab you can search for specific orders on you site under the Search Orders link. Here you are able to search for any orders on your site by order number, email, name, order status, payment status or by a specific date (Picture-15).

 

 

Keyword: type any keyword(s) inside this field to be searched within all your orders. This includes information such as customers name, order number or email address

 

Order Status: choose from the drop down menu which order status you would like to find in the search (shopping cart, in process, completed, or canceled).

 

Payment Status: choose from the drop down menu which payment status you would like to find in the search (no payment info, authorized, paid or payment error).

 

Any Date: select this option if you would like to search all dates available for the criteria entered in the above fields.

 

Date Range of: select this option if you would like to search between two different specific dates (example: 1 January 2014 to 1 March 2014).

 

Click the Search button when you have specified your search criteria.

 

Order #: when this field is blank an order was not completely placed on your site. It simply means the customer could have not placed the order or the items are sitting in their cart.

 

User: this column displays the customer's username/email address.

 

Total: this column displays the total amount in dollars of the order.

 

Time: this column displays the time in which the order was created.

 

Ref #: this column displays the internal reference number that is generated by the site to track orders/potential orders that have not been made yet (i.e. items that are in a shopping cart, waiting to be purchased).

 

Details: this button will show you the products that make up the order by bringing you to the view order details page for that specific order number.

 

Receive Payment: this button will bring you to a page where you can select the type of payment received and the system will collect only what is due on the order.

 

Ship Items: this button will ship items from the order using UPS only. The system will generate a tracking number and a bar coded shipping label that you may print and place on the package to be picked up by UPS.

 

Now that you know how to work with orders on your websites you’re ready to sell, sell, sell! Remember those helpful tips and if you have any questions regarding your websites feel free to contact Technical Support at 800-556-9932 or support@cwebtechnologies.com. Stay tuned for next month’s instalment as we begin our adventure into how to utilize the sales /order entry feature in Stamp Shop Manager!