Manage Sales Orders

This section will guide you on how to manage orders across your channels (both physical stores and website).

Sales Order Management

O2vend Sales Orders allows you to generate unlimited sales orders with few clicks. You can generate sales orders for a particular customer or e-commerce login customer.

This sales order process flow depicts the action steps in SO processing as follows:

  1. Create a sales order
  2. Add the Advanced Payment method
  3. Issue the goods/services
  4. Deliver and create delivery challan
  5. Deliver and create a sales invoice

Order Lists

The Order Page contains a list of all orders.

Order Number

This is a unique number for orders.

Order Status

Order Status helps to view all the orders status like new order, payment pending, etc.,

Order Status Types

New

Created sales order comes under the new order. Indicates that order is created and no payment has been captured.

On Hold

This status can only be assigned manually. You can put any order on hold.

Pending Payment

If the order has been created on your website, but no payment initiated. Awaiting payment (unpaid).

Payment Received

If the customer paid the amount for order then the order status is payment received.

Payment Failed

If some technical problem arises while pay the amount or Payment failure happen when credit or debit card information is entered incorrectly or the card is declined by the bank. then the order status is payment failure.

Invoiced

The Seller must provide an invoice after delivering the service (once the status changes to "shipped").

Shipping

Your order has been processed, your method of payment has been approved and the shipper has prepared it for delivery.

Shipped

The seller should set the order to this status once the order has been shipped to the buyer.

Partially Shipped

A partial shipment is when you deliver a single order in multiple shipments.

Complete

This status means that order is created, paid and shipped to the customer.

Canceled

If the customer cancelled their order for any reason then time the order status is order cancelled.

Refunded

You have refunded the transaction.

Closed

An order status of 'Closed' usually means your order has been shipped to you.

Payment Status

O2vend has the following pre-defined payment status - Pending payment and payment received.

Pending payment

A payment can be pending - the bank transfer or a credit/debit card payment and the transaction is being processed or not paid.

Payment received

A payment received status updated when the payment is received via online or cash.

Customer

The Name of the ordered customer is stored in a customer field(The Order Placed by whom).

Created On

The order created date will show in a created on the field.

Order Total

The Customer total purchase amount will show in an order total.

Create Order

Create Order helps to create any order on behalf of the customer. Use shortcut key Alt+F8 easy to open the create sales order screen.

Customer Information

Enter the name of the customer and the contact information. This information will appear on sales orders print.

Address

Click + symbol, the address section will open. Update the customer address in this field.

Credit Days

The credit days is the number of days that a customer is allowed to wait before paying an invoice.

Transport

Select the transport name like van, bus or auto etc.

Advanced Payment

Advance payment is a kind of payment made in advance of its normal schedule, such as payment for a good or service before you receive it.

Goods Issue

The Goods issue items are displayed in this goods issued tab.

Note

Entered sales order note is displayed in the note tab.

History

The updated order status is displayed in the History tab.

Product

Search the product customer want to buy. This field allows to add and edit the products. When adding the products it fills the product details in all the field.

Quantity

Enter the minimum or maximum quantity of the product want to sell.

Units

Units of Measure (UOM) are used to define the measurement of the items.

Price

The product price is updated in this field. It allows to edit or change the price of the products.

Discount

Enter the discount amount on this field.

Total Amount

It shows the total amount of products. The total amount is reduced when the product has a discount.

Steps to Create Order

  1. Click Create Sales Order button in the top right corner.
  2. Enter the customer name in the customer search box. The available customer list will show the search dropdown related to your search.
  3. Select the customer name, then the customer-related information will fill automatically.
  4. After selecting the customer name enter to fill billing address, shipping address
  5. Select product name by entering the product name in a Product Name search box. The available product list will show the search dropdown related to your search.
  6. Order Summary will show at the end of the page. Kindly check the Order summary before saving the order.
  7. Finally, Click the top right corner Save button to create order.
Tip

Use Export Orders and Export Orders With Order Lines options to export the report details into a comma-separated CSV file.

Goods issue

After creating the order, click Goods issue button goods issue section will open. Stock is reduced after creating the goods issue. Check the reduced stock in stock history and stock inventory.

How to goods issue products

  1. Click Goods Issue button.
  2. The product name, UOM, SKU and quantity of the product will be shown.
  3. Enter Tracking Number of the product. Tracking numbers are useful to customers for knowing now which location ordered product is there and when it will deliver to the customer.
  4. select Location (for more details on how to create location-location section).
  5. Enter quantity to ship(Some items you want to ship).
  6. Quantity to ship cannot be larger than the order quantity and shipping quantity.
  7. If you want to create and deliver the delivery challan Click Deliver & Create Delivery Challan button or if you want to create and deliver the invoice click Deliver and Create Sales Invoice.
  8. The order of the product is the goods issued.
  9. Enter the serial number and lot number for serial and lot enable products. Click key symbol to enter the serial number based on quantity.
  10. Serial numbers are individual identifying numbers for a specific product and a lot number is an identification number assigned to products indicating the batch.
  11. If you want to print goods issue click Print Challan button.

The order is filled after creating a goods issue. Status is updated Complete.

Tip

After made changes in shipping method should change the status of the order in an order history box. This will help to manage orders.

Order Details

This section contains general information of the order like Order and customer information, address information, Payment and shipment method, order note, order status and order total.

How to view Order Details

  1. Open Back Office
  2. Go to Sales Menu.
  3. Click and open Sales Order section.
  4. View All Order List in the order section.
  5. If you double click Number it moves to the order details page.
  6. Click Close button to go order list page.

Edit Order Detail

You can also edit your order details for your customer information and add the products.

How to edit order details

  1. Open Back Office
  2. Go to Sales Menu.
  3. Click and open Sales Order section.
  4. View All Order List in the order section.
  5. If you double click Number it moves to the order details page.
  6. If you want to edit your customer information, enter your customer name and add your customer billing, shipping address.
  7. If you want to add products to enter a product name in a search by product name.
Tip

If click Download Invoice to download the PDF Order. It includes the details of your company name, company logo, Address, customer order details.

Update Status

You can update your customer order status. Click Save after selecting the order status.