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.

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.

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.

When you receive an order, you’ll receive a notification in your Admin Panel –

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.

Yes, you can customize your order confirmation email. For more information please refer to content management module for more information related to it.

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.

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.

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.

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)

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.

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.

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.

We already store all the files on FTP server with order numbers. So you can certainly download the files from FTP server.

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 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.

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.

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.

To modify an order design after the order has been placed, follow the below steps:

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:

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!

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

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 are those orders which are placed by the Admin on behalf of their customers from the admin panel. Learn to place the offline order.

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.

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.

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.

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.

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.

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.

No, you cannot mass update print-ready files of multiple orders.

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).

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.

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:



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:

Your end client/customer can upload the artwork in below three cases:

Your customer will be able to upload their artwork from the price calculator using action button "Upload Design".

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.

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.

You can download an invoice for specific order following the below steps:



To bulk Download Invoice, follow the below steps:

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.

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:



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.

Yes, you can create address labels for shipping and download the PDF files for the same. You can print these address labels.

No. It is not possible to change the size of the Shipping Label.

Yes, you can add a shipping tracking number to the orders from the Update Order button.

Yes, you can allow your users (including the Guest Users) to track their orders from the front store 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 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.

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.

No, you cannot delete order statuses or order product statuses.

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.

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.