Order Management

general general what is order management? what is order management? onprintshop is a print order management system that allows you to manage all orders you receive online, walk in, via email, and by phone you will be able to manage and assign your orders based on order delivery and priority you can also create offline orders on behalf of your customers from your admin panel as an admin for each of your orders, offline or online job tickets, invoices, shipping labels, and e mails are generated automatically you will have the job board with order status and workflow how secure is this order management system? how secure is this order management system? your orders can be viewed only via authorized login and access you can further assign user role based access to your ordering system you can also opt for ssl certification for your store you can contact the support team how can i collect print orders through the system? how can i collect print orders through the system? all orders you receive from storefront will be accessible from admin panel also, all the order placed via offline order, branch will also be accessible from admin panel from storefront your customers can select a product, design it, add it to the shopping cart, and place a detailed order with you specifying all the product attributes they can make payment online and have the product shipped to their doorstep you as an admin will be notified on your e mail about the receipt of new order the receipt of new order will simultaneously be notified on the admin dashboard, and in list order section what happens when i receive an order? what happens when i receive an order? when you receive an order, you’ll receive a notification in your admin panel – check the bell icon for a new orders notification you’ll also receive an email of order confirmation you can also check that from content management >> email/sms notifications can my customers cancel the order through my online print store? can my customers cancel the order through my online print store? yes, end customers will be able to raise a cancellation request depending upon the status of the order it is entirely under the admin’s control up to which status of the order he wants to allow his customers to cancel the order the admin can set the order status product wise from the order status from the orders >> order status >> order status tab and product status tab the end customers can request for cancellation of the whole order and also can send the request for a particular product from the order details page in the storefront the admin can accept/reject the order cancellation request from order list (orders>>list orders>>action>>view /update orders>>update order) to accept/reject the order from admin, navigate to orders >> list orders >> action >> view /update orders >> update order product tab imp note the refund of the payment of cancellation of the order is done offline there is no provision in the system to refund the payment to your customers can i customize the order confirmation email that i send to my customers? can i customize the order confirmation email that i send to my customers? yes, you can customize your order confirmation email for more information please refer to content management module for more information related to it order management from admin panel order management from admin panel how can i reorder for my customers from the admin panel? how can i reorder for my customers from the admin panel? you can reorder individual orders for your customers, select product(s) to reorder, make payments, select shipping type, and more learn more about the reorder from admin panel if i do not have a printing setup for a particular products(s), can i assign the orders or redirect the orders to some other printer? if i do not have a printing setup for a particular products(s), can i assign the orders or redirect the orders to some other printer? yes, you can create a printer vendor in the system, so when you receive the order for the product which you do not print, that order you can transfer to your printer vendor for more details on printer vendor, please refer to our printer vendor module can i manage my taxes on different orders from order management system? can i manage my taxes on different orders from order management system? yes, we provide a tax management module that lets you manage different kinds of taxes with flat rates and country/state specific rates you can also manage the tax for each of your product individually from the product>> products tax/vat settings from here, you will be able to set the tax for an individual product based on these, the tax will be calculated on the storefront/website when your customer places an order for the said product can i put messages on different orders? can i put messages on different orders? yes, you can assign messages to orders when you edit or change the status of an order, we provide a comments field wherein you can note down your comments the customer will be able to see these comments in order details when you change the order status an email will also be sent to the customer and he will also be able to see the comments in his my accounts on the storefront/website in order history ( my accounts >> orders >> view details >> order history ) can i provide a quote to my customers before they place their order? can i provide a quote to my customers before they place their order? yes, with the help of a quote engine you can issue the quotations to your customers before they place their order your customers can store this quote in their account and place order using this quote at a later date as well can i display the amount of discount earned by a customer to him in his order cart itself? can i display the amount of discount earned by a customer to him in his order cart itself? yes, when a discount is applied in a product, the discounted amount is mentioned on the checkout page, invoice and order details pages of the storefront/website does the solution have an automated job allocation based on configuration parameters with an option for manual override? does the solution have an automated job allocation based on configuration parameters with an option for manual override? yes, we have a workflow admin where the jobs are allocated automatically to the members of the work flow and the manager and the admin user will be able to override the allocation please refer to our production and workflow admin access module for more details can i download the files for an order through an ftp server where the folder has order numbers? can i download the files for an order through an ftp server where the folder has order numbers? we already store all the files on ftp server with order numbers so you can certainly download the files from ftp server can i export orders to a csv (excel) file? can i export orders to a csv (excel) file? yes, you can export all the orders to a csv file using the export to excel button given on the list orders page this will download all the orders with their details such as payment details, order status, etc in an excel file we have a system in place that sends an auto reminder to people who have to pay by bank transfer and for whom we have not checked their payment status as 'paid' do you have something like this in your solution? we have a system in place that sends an auto reminder to people who have to pay by bank transfer and for whom we have not checked their payment status as 'paid' do you have something like this in your solution? we have something similar in our order management module here, you have “pending” as order status these are orders that have been placed by the customers who would be paying via cheque or bank transfer and have not paid yet on receipt of the payment you can change the order status to “order processing” you can also give/set payon account for such customers please refer to customer module for more details can i send only part of order to the printer, e g only for lamination? can i send only part of order to the printer, e g only for lamination? no, currently in the system you can assign either the whole order or whole order product to the printer/vendor you cannot assign a specific portion of production please refer to our printer vendor module for more information how can i put the order notes for my graphics, printer, and prepress team? how can i put the order notes for my graphics, printer, and prepress team? as an admin, you will be able to add the order notes for your different teams for specific order you will have a tab in the view/update order besides ( order >> list orders >> action >> view/update ) from the order notes tab, you will be able to enter generic notes, graphics notes, prepress notes, shipping notes and invoice notes order wise the generic notes will not be displayed anywhere the graphics, prepress and shipping notes will be visible on the job ticket and the invoice notes will be displayed on the invoice you will be able to add single note order product wise for all the note types and in invoice note only note per order how can i modify the order design after an order is placed? how can i modify the order design after an order is placed? to modify an order design after the order has been placed, follow the below steps go to the admin >> order >> list orders select the order in which you wish to edit the design click on the customer’s name >> view templates under customer templates, go to the design you want to edit click on the ‘ edit design ’ button this will redirect you to the designer studio make the necessary changes in design, then save and continue again, go to admin >> order >> list order, click on the order id to edit design and on the next page, click on modify design button as shown below in the modify design pop up, under the select user design tab, click on the ‘ choose new design ’ button from the next pop up select the design that you have edited previously once done, click on the save can i modify the order’s size and job id, how? can i modify the order’s size and job id, how? yes, along with modifying the orders, you can now modify the order size and job id of the placed order once you click on the pen icon against the order, you will get the option to modify the size and job name of the order placed can i mass update orders? can i mass update orders? yes, you can mass update orders by selecting the orders to mass update then, select order bulk update or order product bulk update from the common action dropdown and then submit we also have a section of bulk order update wherein you can bulk update orders in a single shot! how can i narrow down my order search results? how can i narrow down my order search results? you can use various filter options available to run more advanced search queries that let you search by your desired criteria of orders check the advance search feature of the orders section can orders be deleted? where are they kept? can orders be deleted? where are they kept? no, you cannot delete the order received however, you can archive them and find them in the orders >> archive orders section also, when orders get completed, it gets automatically moved to the archived orders section offline orders offline orders what is an offline order? what is an offline order? offline orders are those orders which are placed by the admin on behalf of their customers from the admin panel learn to place the offline order can i create a new offline order for a new customer? can i create a new offline order for a new customer? yes, when you create new offline order, there is an option on the bottom right corner named “+ add customer” this option will allow you to add new customer while placing the new offline order if i place the offline order for my customer, how i will receive the payment? if i place the offline order for my customer, how i will receive the payment? the payment transaction has to be made offline or you need to send a payment request you can definitely make notes in the order for your reference this will also reflect on the customer side in his my accounts >> orders >> view details >> order history you can send the payment request to your customer from the order >> list orders >> payment request when you create a payment request, you need to enter the order number and the amount along with remarks can i place the comments on my offline orders? can i place the comments on my offline orders? you will be able to place the comments on the offline orders same as the other orders to place the comments, go to the admin >> order >> list orders >> action >> view/update orders >> comments these comments will be displayed in the order history your customers will also be able to view the comments from their my account section can i add the po number in offline orders? can i add the po number in offline orders? yes, you can add a po number in offline orders to give provision of adding po number into the offline orders, a textbox is provided under the shipping & payment block (step – 3 of adding offline orders) however, the field is kept optional print ready file order print ready file order what is the output format of the print ready file? what is the output format of the print ready file? the default format for the print ready file is pdf download the order’s print ready file from orders >> list orders >> any order action menu >> download file if you want to change the print ready file format to jpeg, then we have given a product level setting enable jpeg file download find this setting under the general setting of every product how can i modify the print ready file of the orders placed? how can i modify the print ready file of the orders placed? you can modify the print ready file or the order design after an order is placed using the modify design button refer to the modify order section of orders after modifying the design, you can also run the artwork approval cycle and inform the customer about the changes in design for design proofing, we provide a proofing tool as an add on get in touch with the support and technical team to know more can i mass update print ready files of multiple orders? can i mass update print ready files of multiple orders? no, you cannot mass update print ready files of multiple orders how can i download print ready order files? how can i download print ready order files? to download print ready file of any order, go to action menu of the order >> download file this will download a zip file into your system the zip file will contain the order’s job ticket and print ready file in pdf format else jpeg format (if the product set is set as jpeg) can i have a jpeg print ready file download instead of a pdf? can i have a jpeg print ready file download instead of a pdf? yes, you can for this, navigate to the admin panel >> products >> action & settings and from the general tab, locate and enable the “ enable jpeg file download ” option artwork upload & approval artwork upload & approval what is artwork upload? what is artwork upload? when your customer creates his own artwork from his side and just wanted you to print for him in that case the artwork upload comes into picture there are three instances where your customers can upload his artwork order – artwork upload order – artwork upload later quote – artwork upload below flowchart is explained keeping in mind the quote artwork upload suppose one of your customer places a quotation for a product and you reply back with the pricing and other details now, the customer approves the quote and places an order, but he is not sending the file that he wants to print the order status will be awaiting artwork and when the customer sends the artwork, you will change the status and start processing the order further as an admin lets understand this by the below flow chart in what cases end client can use artwork upload? in what cases end client can use artwork upload? your end client/customer can upload the artwork in below three cases order – artwork upload order – artwork upload later quote art how my customers can upload their artwork from the website? how my customers can upload their artwork from the website? your customer will be able to upload their artwork from the price calculator using action button " upload design " how to get artwork approval or feedback from customers? how to get artwork approval or feedback from customers? ask for approval – there are cases where client have hired your design services where your graphic designer prepares file & would like customer input many times customer already uploads a file but you find errors in file & want a customer to approve the file with changes you made in such case, you can use ask for approval when you click on the above small box, below screen will appear and you can enable the option “ ask for approval ” the customer will be notified and will check from his end and will approve/reject the artwork is it possible that the customers save their designs and later on can place the order using the saved design? is it possible that the customers save their designs and later on can place the order using the saved design? yes, it is possible that the customers can save their creation/design the saved design will be in their portfolio section the customer will be able to save the design from the designer studio the customer has to login to your website to save their designs when the customer re login later on, he can find his saved design in his portfolio and from there he can edit/create new version his design and place the order invoices, payment & refund invoices, payment & refund how can i download an invoice for a specific order? can we also bulk download the invoices? how can i download an invoice for a specific order? can we also bulk download the invoices? you can download an invoice for specific order following the below steps go to the admin >> orders >> list order click on the action drop down and select download invoice to bulk download invoice, follow the below steps go to admin >> orders >> list order check the orders for which you want to download invoices from the drop down, select “ download invoice ” and click on the submit what is a payment request and how does it work? what is a payment request and how does it work? the payment request is the request you raise and send to your customer for remaining part of the payment which is partly paid by your customer e g if your regular customer has placed an order of 1000 business cards and he has made the payment online for that, but the next day he calls you and ask to increase the quantity of business cards to 2000 instead of 1000 now in this situation, the customer has already paid for 1000 qty, but the next 1000 is remaining to pay, so here you can raise a payment request for the remaining amount from the order >> list orders >> payment request your customer will receive an e mail regarding this payment request also, he will get the option to make the payment on the storefront from his my account from here, your customer can accept and make the payments or can reject the payments how can i refund the payment back to my customer? how can i refund the payment back to my customer? on the view/update order page, you will see a refund button you will find one button on the order level next to the customer details grid, and one each in every product row you will be able to refund full order or refund any order product once you refund the order, the buttons from the order product will be deactivated if you refund the order product, then the system will deactivate the refund button at order level and refund button for the specific order product when you will click on the refund button, you will see the refund type to be used there are four types of refund methods order cancel only there will be no refund processed for the order but the order or order product will be cancelled manual refund the refund process will be done offline by you payment method refund the refund amount will be credited back to the payment method used using which the customer has made the payment for e g if the payment method for an order is pay on account, then the refund amount will be added back to the pay on balance online method the refund will be credited back to the online payment method through which order payment was made ( note the refund type will be available only if the payment method has refund provision and that is integrated with the solution) refund via coupon the refund will in a coupon, which can be used to place another order (the coupon will be for specific user and only one time use coupon this option will only appear when the coupon module is enabled in the system) once the refund is completed, you will not be able to cancel the refund once you have processed the refund in the order details, you and your customer both will see one additional line in the order pricing details named refund amount you can enter the refund amount from the modify order page and save the amount on this action, all the previous transactions for the refund will be overwritten and then entered amount will be saved as the refund amount with manual refund type the customer will be able to see the same on the order details page in the storefront shipment & tracking shipment & tracking can i create address labels for shipping and print them along with the invoice? can i create address labels for shipping and print them along with the invoice? yes, you can create address labels for shipping and download the pdf files for the same you can print these address labels can i change the size of the shipping label from a4 to some other size? can i change the size of the shipping label from a4 to some other size? no it is not possible to change the size of the shipping label can i add tracking numbers to all the orders? can i add tracking numbers to all the orders? yes, you can add a shipping tracking number to the orders from the update order button can i allow my customers to track their orders from the storefront without login? can i allow my customers to track their orders from the storefront without login? yes, you can allow your users (including the guest users) to track their orders from the storefront via a link this can be done from the admin >> store personalization >> link header/footer section here, we have added the “ track order ” page for the admin to create the link order status order status what is order status? what is order status? order status is the status of the order during the order process when you receive the order, it will be in pending status when you send the order to your printing staff then the order status will be order processing when you as an admin change the status of the order, your customer will receive an e mail regarding the current status of the order also, in his my account he will be able to see the current status of the order will i be able to manage the order status? will i be able to manage the order status? yes, the order management system lets you set status for every single order every order will have a unique order id you can change the status of these orders depending on the production status and send an email notification to the customer you can also create new order status as per your requirement you will also be able to set the status based on the product can i delete order statuses? can i delete order statuses? no, you cannot delete order statuses or order product statuses export order api export order api what is export api order? what is export api order? with the help of export/api order, you will be able to export your orders either in csv file or in xml file format from the admin panel ( orders >> export/api orders ) learn more about export/api orders can i export the order list based on the order status? can i export the order list based on the order status? yes, you can export the order list based on the orders status from the orders >> export/api order >> order status and select the order status from the drop down