Purchase orders

  • Updated

This topic describes how to work with purchase orders on the Order Management screen.

Once a customer checks out and submits payment, the cart is converted to a purchase order. If needed, you can manually convert a cart to a purchase order from Cart Details. Alternatively, you can create a new purchase order.

While the purchase order's status is In Progress, you can edit any of its information (shipping address or method, line items, discounts, and so) on by clicking the Form Details tab.

You can add notes associated with an order. Notes are listed by creation date under the Notes tab, where you can access details like description and note creator.

Filter orders

You can filter orders by No. (order number), Created Date, Name, Market, Customer Name, Customer Email or Status.

Filter by Name, Customer Name or Customer Email

You can search for orders by customer name (partial match) or email address (exact match). Go to the Search box and begin entering the customer's first name or exact email address. Use % to search for any consecutive string of letters or numbers. Press Enter to execute the search.

For example, if the customer name is Bryan Stephens, enter B, Br, or Bry. If you want to search for the last name, you can type %ste, and you will start to see results with that string of letters. The results become more refined as you enter more characters. 

If an order is anonymous with no Name attached and you do not have the order number, you can search these orders by Customer Name or Customer Email Address.

OrdersOrderManagement.png

Filter by Created Date

You can also filter the Order Management screen using the Created Date filter. 

This filter gives you options to filter by a specific Start Date and End Date, or you can use one of the following options:

  • Anytime
  • Today
  • This Week
  • Last 7 days
  • This Month
  • Last 30 days
  • Custom

Click Apply to see the results with your filter.

CreatedOnFilter_OrderManagement.png

Status

You can filter orders by order status, such as Cancelled, Completed or In Progress.

Market

You can also filter the carts by market. You can select Any (default), Default Market, or a specific market such as USA, Australia or Germany.

Convert a cart to a purchase order

Typically, a shopping cart is converted to a purchase order when a customer proceeds to checkout and finalizes the purchase. However, you may need to manually complete a purchase by converting a shopping cart into an order for further processing. For example, you want to record manual payments towards outstanding balances, such as telephone payments.

Use the Cart Details screen to convert a cart to a purchase order.

converttopurchaseorder.png

Create an order

For example, a customer calls on the phone and orders some items. To create a new purchase order in Optimizely Customized Commerce, do the following:

  1. From the Order Management screen, click Orders > Create Order.

    CreateOrder.png

  2. Choose the order's market.

    Image: Choose market

  3. Choose an existing customer or create a new one.
    • To find an existing customer, enter any part of the customer name or email address. A list of matching customer names appears. Select the customer.
    • To enter a new customer, click New Customer. The Create Contact dialog appears. Enter the customer's name, email address, and customer group.
  4. Click Create Order.
  5. Click the context menu to the right of shipment 1 and click Edit.

    editshipment_thumb_0_500.png

  6. Enter the order's shipping address and shipping method.

    Image: Shipping address

    If you want to add a separate shipping address to this order, see Adding a new shipping address to an order.

  7. Click Save.
  8. Click Add line items.
  9. In the Product Variant field, enter a search phrase of three or more characters. Examples:
    • The entire SKU, for example, 44477844.
    • All or part of the item name or description, for example, boot.

    Image: Add Line Item

  10. Search results appear. Select the line item you want to add.

    To view detailed information of the line item, click More Details. The respective product page on your e-commerce website opens in a new tab.

  11. Choose a quantity and price. The default placed price appears, but you can change it.
  12. Click Add Line Item.
  13. After adding at least one item, click Create Order.

Although the order is created, it must be paid before it can be released.

Add a payment method

  1. From the Order Management screen, click Orders.
  2. Select the order you want to edit.
  3. Click Form Details and then Add Payment at the bottom of the form.
  4. Select the appropriate payment method from the list of payment methods available for your site. Available payment methods are site-specific.

    Image: Add payment method

  5. Click Save.

Place an order on hold

When a shopping cart is converted to a purchase order, its status is set to In Progress. You may need to place the order on hold for several reasons. As examples: the retailer needs to verify the order, a suspicious order needs attention, inventory is not available, and so on.

To place an order on hold, click Order Management and select the order. Then, on the Order Details screen, click Hold.

orderonhold.png

While an order is on hold, it cannot be released for shipment nor can it be canceled.

Cancel an order

To cancel an In Progress purchase order, click Order Management and select the order. Then, on the Order Details screen, click Cancel Order.

cancelorder.png

At that point, its order and shipment statuses change to Canceled.

Delete an order

If needed, you can delete one or more carts on the Order Management screen.

Warning: Deleting an order removes its record from the system.
  1. Select the checkbox for the order you wish to delete. If you have multiple pages, you can continue selecting orders on each page.
  2. Click Delete.
  3. Click Delete Order to confirm that you wish to delete the selected order(s).

DeleteOrders.png

Repeat an order

You can repeat past orders basing the new order on the information available in a previous order.

  1. Go to Order Management and select the order, either from the Orders list, or by opening the customer.
  2. Click Reorder. A new draft order is created with the same address, shipping method, and line item information. Should items not be available anymore you will see a notification in the order summary.
  3. Update the information if needed and click Create Order.

If the base order has coupon code, the new draft order will also apply the coupon discount. Ensure to validate that the coupon has not expired.

orderreorder.png

Adjust an order's shipment status

    1. When an order is paid in full
      • If the quantity of any item in an order exceeds the available Instock Quantity, its shipment status is set to Awaiting Inventory.

If you want to support preorders, their shipment status will be set to Awaiting Inventory.

  • If the quantity of all items in an order is less than the available Instock Quantity, its shipment status is set to Inventory Assigned.
  • When an order is paid and ready for shipping, click the Form Details tab and select Release from the context menu.

    releaseorder_thumb_0_500.png

  • To prepare an order for shipping, change the shipment status to Packing by clicking ADD TO PICKLIST.
  • When the shipment is shipped, change the shipment status to Shipped by clicking COMPLETE.

Add a new shipping address to an order

To add a new shipping address to an order without editing an existing address or adding a new address to the customer's address book, do the following:

  1. From the Order Management screen, click Orders and select an order. The Order Details screen appears.
  2. Open the Form Details tab.
  3. Click the context menu to the right of shipment 1 and click Edit.
  4. Click Add Address.

    Image: Add a new address

  5. Enter the address information.

    Image: Address information

  6. If you want to add the new shipping address to the customer's address book to use it for further orders, select the Add to customer's address book check box.
  7. Click Save > Close.

Changing the customer address does not affect the order's shipping address.