Order Management

Magnet Commerce

Online User Guide

Order Management

Managing Orders

This "How-To" guide will teach you how to:
•View incoming, existing & past orders.
•View Customer details such as order history, payment details and feedback.
•Edit & delete order information.
•Send e-mail notifications to Customers about order status.
•Perform an order on your storefront.

Managing your orders:

Once you have set up your Magnet E-Commerce store (see e-store Setup section), you will be ready to start receiving and managing your incoming orders. This can all be done from the "Orders" tab of your "Administration Panel".

Figure: To view the Orders menu, log into your Magnet account and click on the "Orders" tab in the Administration Panel.

Orders Menu:

Right below the "Orders" tab you will see the "Orders" menu. This menu consists of 2 commands, "View" and Export".
By clicking the "Orders" tab the contents of "View" will appear by default.

In the "View" tab you will see a list of all your "Orders", as shown in the following picture:

Figure: Clicking "Orders > View" in the Administration panel will allow you to see a list of all your "Orders"

Clicking on the "Export" tab will allow you to receive a .txt file of all your orders via e-mail (the e-mail will be sent to the address you have registered during setup). This txt file can be easily imported into programs such as Microsoft Excel.

Figure: The orders export file in Microsoft Excel.

Orders Search:

Right below the "Orders" tab, you will see a search function. This function allows you to view order information and make updates to orders as needed. This function's search criteria allow you to narrow down the orders and locate tracking numbers based on order #, status, date or price. In the following figure a search is performed for "new" orders placed on the first day of May 2005 only:

Figure: Orders Search function.

Orders List

Right below the search function, you will see a list of all your new, existing and past orders. This is called your Orders List.

Each order has several attributes that are represented as columns on the Orders list:

! Each column on the Orders List can be sorted in ascending or descending order, by clicking the title of the column. For example, to sort orders in ascending order by ID. Simply click on "ID". To sort back in ascending order, click on ID again.

Figure: Orders List.

The Orders List contains the following fields:

ID Number: Lists the Order ID number which is automatically given to each order as it comes in.

Customer Name: Lists your Customer Name. Names are listed by "Last Name, First, Name".

Time: Lists what day/time your orders were received at.

Total Amount: Lists the total amount of the order. This total includes taxes and shipping costs.

Order Status: Lists the order status. You can update the status of an order by clicking "Edit" in Column 6 .

Actions: Shows you "Edit/Delete". By clicking on "Edit" you will be allowed to edit order information. For example, you can change the status of an order from "New" to "Shipped" and you can also see further more specific order attributes like full customer information, payment details, shipping information, etc. You can also Delete an order out of your system by clicking on "Delete".

! When you choose to "Delete" an order, the order information will totally be deleted from the system so make sure you really want to do this. This option is different from setting the order's status to cancelled, in which case the order is still available in the system.

Detailed Order Information:

To view "Detailed Order Information" from the "Orders List", click the "Edit" link in the "Actions" Column.

Figure: To view "Detailed Order Information" for an order click the "Edit" link.

At the top of the screen you will see a section titled "Order Information".

Figure: Detailed Order Information. Top Screen.

This section will list:

A. Order ID Number.

B. Order Status and email notification: The "Order Status" tag is changed by selecting the pull-down on the right-hand side. You can set your order status to: "New", "Payment Received", "Shipped", "Completed" or "Cancelled". You also have to option to notify your customer about the order status via email. To do so tick the "Send email notification" check box. The standard content of this email can be defined and edited from "Setup > Texts > E-mail texts" form. Type any additional text for this email in the text box provided. Finally, click the "Submit" button to apply these settings.

C. Customer Notes: Feedback received from your Customers.

D. Admin Notes: Your notes concerning the order. Click the "Save" button to save your notes.

! When you change the status of an order to "shipped", include the order's tracking number in the additional text field provided for the email.
! You can change the order status keywords ("New", "Payment Received", "Shipped", "Completed" or "Cancelled") from "Setup > Texts > General Texts"
! In a multilingual shop, your customers will receive order status update notifications in the language they have used for placing their orders

Following the "Order Information" is the "Customer and Shipping Information" section.

Figure: Detailed Customer and Shipping Information. Middle Screen

This section shows:

A. Customer information: IP, First and Last name, Phone number, Company (for corporate orders) and Email.

B. Billing Information: Billing Address including City, Country, Zip Code and Continent.

C. Company Information: For corporate orders, the company's VAT, Social Security and Industry..

D. Payment Information: Payment method chosen for this order.

E. Shipping Information: Full shipping address and phone number.

The last section of the screen lists the product's name, quantity and total price:

Figure: Detailed Product and Pricing Information. Middle Screen

The third section lists:

A. Order Details: The product's name (including the variants chosen, e.g. color, service plan etc.), quantity and price.

B. Totals: Full breakdown of the final cost including subtotal, tax and shipping costs.

The ordering process from a customer's point of view:

We will assume that a customer has added all the products she wishes to buy in the shopping cart and is ready to complete the order. Pressing the "Checkout" button in the shopping cart page takes her through to the following 3 steps that complete an order:

• Step 1: Details : The customer is asked to fill in the billing (and shipping if different) details, reply to any check out questions, provide any additional information, optionally subscribe for the newsletter and select a payment method.
Once this is done the "Proceed" button takes her to Step 2.

• Step 2: Confirmation : The customer is asked to carefully review the details of her order and click the "Proceed" button if all appears correct or the back button to return to the previous page for corrections.
Pressing the "Proceed" button goes on to Step 3.

• Step 3: Payment : Details of the selected payment method are provided. If one of the credit card options is selected as a payment method, the customer is automatically transferred to the respective service provider in order to complete this step. All ecommerce transactions take place on the bank servers used by the service providers and we/you do not keep any credit card numbers or private information about customers.

Once the order is completed, an email is sent to the customer and the merchant, informing them about the details of the order: products, quantity, price, billing/shipping details and any additional information. The merchant's email(s) used is the one(s) defined in the "Sales email" text box found in the "Setup > General" tab.

! Your customers can register as members to your e-store, simply by providing their email address. A password is then sent to their email account, which they can use to login to your e-store at any time. When members login, they can view all past orders, any items they have added in their wishlist and they can edit their account details at any time. This can be done using the "Order tracking", "Wish List" and "My account" links found at the upper part of your e-store pages:

Figure: Customers can login to your e-store, and track their orders, view their wishlist and edit their account details at any time.

Summary:

To receive and manage your incoming orders go to the Orders menu by clicking the "Orders" tab in the Administration Panel.

Click "Orders > View" in the Administration panel to see a list of all your "Orders".

Click "Orders > Export" to receive a .txt file of all your orders via e-mail.

Use the Search panel to locate specific Orders.

All new, existing and past orders are listed under the "Orders List".

View "Detailed Order Information" by clicking on the "Customer Name" or "Edit" link in the "Orders List".

Change the status of an order and view customer, shipping, product and pricing information through the "Detailed Order Information" page.

Customers can login and see past orders, view any items in their wish list and edit their account details.

Customers have to go through the following last 3 steps to complete an order: provide their details, confirm the details and proceed to the payment.

When an order is placed an email is sent to the customer and the merchant. The merchant's email(s) used is the one(s) defined in the "Setup > General > Sales email" text box.