Order Feature Introduction

The backend of SHOPLINE orders is divided into two sections: Orders and Abandoned orders. This article will introduce the functions of the "Order Section".

1. Order List

2. Order Filter (Description of different order status)

3. Order Operations (Shipping, refund, return and other order status operations)

4. Order Archive

 

1. Order List

Proceed to the "Orders" section, you will first see the "Order List". In the Order list, it will display all order information except "Unpaid Online Payment Orders" (which are archived by default).

For unpaid online payment orders, you can view them in the "Abandoned Orders" section and send recall notices to buyers. Click to learn more about "Abandoned Checkouts".

 

2. Order Filtering

2.1 Search Order

In the order list, you can perform fuzzy matching for orders based on product name, order number, SKU, email, labels. 

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2.2 Order Filtering

You can also filter the order's "Order Status", "Payment Status" and "Shipment Status" through compound filtering. Click "More Filters" on the right side of the search bar to add more filters.

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3. Order Operations

3.1 Order Status

Status Type

Status Name

Status Description

Order Status

Processing

The initial status of the order indicating that the order can be processed and edited. 

Cancelled

After the shop cancels the order, the status of the order will be changed to cancelled.

Cancelled orders can no longer be paid or shipped, but the money paid by the buyer can still be refunded.

Archived

The store can archive completed orders, which the orders will be hidden.

They can choose to filter archived orders to view them, and un-archive so that the order can be displayed again.

Payment Status

Unpaid

The payment status when the buyer’s payment for the order has not been received.

Partially Paid

When the shop edits the order, and the new order amount is greater than the buyer's payment amount, the payment status of the order will change to partially paid.

The business can confirm whether the buyer has paid the price difference offline and then modify the partial payment status to paid. This will synchronously update the buyer's payment amount to the latest order amount.

Paid

The buyer’s payment has been received for the order successfully.

Partially Refunded

The order has been refunded, but the payment from the buyer has not been refunded in full.

Refunded

The order has been refunded, and the payment from the buyer has been refunded in full.

Shipping Status

Pending Shipment

All of the products in the order have not been shipped.

Partially Shipped

A few products from the order have been shipped.

Shipped

All the products in the order have been shipped.

 

3.2 Modify Payment Status

You can modify the payment status of the orders as a batch in the order list, or modify the payment status of a single order in the order details to paid. 

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Modification of different payment status:

Status Name

Action Description

Unpaid

1. Only orders with custom payment and COD orders can be modified to Paid on the backend. The payment status of orders paid online cannot be changed manually. 

2. When the order is in unpaid status, the refund initiated by the store will not be supported. 

Paid

You can modify the order to "Paid", but the payment status cannot be changed back to "unpaid". 

Partial Payment

It can be changed to "Paid", and the buyer’s payment for the order will be updated to the current order amount.

Partially Refunded

1. Refunds can be initiated in the cases of "Paid", "Partially Paid" and "Partially Refunded".

2. When an order is refunded, and the sum of the previous refunds is less than the buyer's payment amount (indicating the buyer's payment has not been fully returned), the payment status of the order will be a partial refund.

3. When an order is refunded, the store cannot change the payment status to "Unpaid" or "Paid".

Refunded

1. When you have refunded the buyer’s payment in full, the order’s payment status will change to "Refunded".

2. When the payment status of an order is "Refunded", you cannot continue to initiate a refund.

3. The payment status for orders with a "Refunded" status cannot be edited.

 

3.3 Order Shipment

When a buyer placed an order and you have already shipped the product, you will be able to update the order status and shipping information in a timely manner through the backend in the "Orders" page.

 

3.3.1 Manual Shipment 

You can ship a single unshipped item in order details.

In SHOPLINE Admin > [Order], click on an unshipped order to enter the order details page. Click Mark as shipped to enter the "Ship manually" page. Enter the corresponding logistic and tracking information, the order status will then be updated to "Shipped".

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3.3.2 Cancel Package Shipments

You can choose to cancel the shipment of the shipped package. When it’s canceled successfully, the package will be canceled and disappear from the order, the items in the package will be restored to the status of pending shipment.

 

Steps

SHOPLINE Admin > [Order], click on the shipped order to enter the Order details page and click [point down arrow icon] > [Cancel Shipment]

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3.3.3 Update Tracking Information

You can fill in the tracking number, logistics company name and the official website for shipment tracking of the package when modifying the shipping status. You can also enter the order details page to add and update the tracking information after modifying the shipping status. Online deliveries do not require shops to add them manually, and the system will automatically complete this information after successful shipment.

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3.3.4 Batch Update Tracking Numbers

You can export the table of shipped orders through [Order] > [Update Tracking Number],  edit and update the information such as the tracking number of shipped packages in the exported table before uploading again.

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3.4 Refund

When the payment for the order has been successfully received, the paid amount will be recorded in the order details and displayed in the funds module with the corresponding payment channel. 

In case of no refund:

The actual payment amount of the order = the sum of the successful payment amounts of each payment channel = the refundable amount of the order.

When the remaining refundable amount in the order is greater than 0, the order details will show the refund entry, and the store can refund the order in the order details.

If you choose the original channel for refund, you need to additionally select the original channel to refund and the amount to be refunded in this channel.

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3.5 Return

When there is a shipped package in the order and the items in the package have not been returned, you can initiate the return process in the order details.

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After entering the return page, you can select the items and quantity that can be returned, and enter the tracking information of the return form (optional), and then click Submit to complete the return action of delivered items.

 

4. Order Archive

When all transactions of the order have finished and the transaction is complete, you can archive the order and hide it in the order management list.

 

4.1 Batch Archive

You can select the order you want to archive in the order list, click [More Actions] > [Archive Order / Un-archive]. After clicking "Archive Order", the order status of the selected order will be changed to "Archived". Other status and functions of the archived order remain unchanged, but will be hidden on the storefront.

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4.2 Filter Archived Orders

Archived orders are not displayed by default in the order list. If you need to view archived orders, you can view them by filtering the order status.

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4.3 Batch Un-archive

After filtering out the archived orders, you can select them in batches and click "Un-archive". The order status after un-archiving will be restored to the order status before archiving, and it will be displayed normally in the order list.

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4.4 Automatic order archiving

You can also set automatic order archiving for system to auto archive order with payment status paid + shipment status shipped. Go to admin panel > settings > checkout settings > order processing > automatic order archiving.

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