Create Order

Usually, you need to manually create an order if your customer contacts you via telephone, email or chat and asks for help in placing an order.

In the create order page, in the top right of the screen, you have the Save changes button, that you have to click to register new orders. Also, you can generate Proforma or Generate an Invoice.

When you create an order, it will automatically be given a number, and the first thing you need to do is choose the order's status from the list, based on the processing status the invoice is in. Usually, you create a new order after discussing with the customer or even while you are discussing with him. So, its status will be "New Order" or "Telephone order", if you want to keep track of the orders received in this way.

The "Order was confirmed by phone" option will be automatically checked. 

Below, you need to fill in the Order's information in the following tabs:

1. Billing & Shipping
2. Products
3. Payment
4. AWB
5. Invoices
6. Files

Billing & Shipping

This tab is dedicated to information about the customer - his contact information and shipping details. The first thing you need to do is to select the type of client:

• Existing Customer

Select this option if you create an order for a customer that already ordered products from your store and has an account. A click on Select Customer button will open a pop-up with the complete list of customers where you can search for the one you are creating an order. After you select the customer, the list will close, and his details will appear on the create order page.

• New Customer

If you create an order for a new customer, you need to create a corresponding account for him. A click on the Create Account button will open a pop-up in which you need to assign a group for that customer, a sales agent, and fill in the last name, the surname, email address and a password. Also, you need to check whether the account will be enabled or not. After you fill in this information, click on the Save Customer button.

Regardless of whether we are referring to an existing customer or a new one, you have the option of adding billing information different from the shipping ones if you are asked to do so.

Products

In this tab you will add the details for the Order you are creating: the product or products and, if applicable, the services.

A click on the Add Product button will open a pop-up with a complete list of products from your store. Search and select the desired product and add the correct quantity in the button part of the window. Repeat these steps to add more products.

The Add Service button will open a list of services if you are offering them and the customer opted for them.

In this tab, you can offer a discount code, if it is the case, and select the shipping method and its cost.

You can change the shipping cost if it fluctuates based on the products ordered, their weight or other reasons. To apply the new shipping cost, click on Apply.

You can change the VAT rate. If the initial settings which you can see HERE were performed incorrectly, the VAT rate changed for the respective country, and you haven't completed the necessary update or from other reasons. To apply a new VAT rate click on Apply VAT rate.

Order splitting

If needed, you can split the Order into two standalone orders. You can do so if you click on . After you click on this button, a pop-up window will open where you can see the Order's status, the products from the Order, the Quantity and their Price. If you click on the box on the left of the products, you can choose the ones that you want to move to a new order. After you select the products, click on the Split Order button and move the products to a new order.

Print order

You can print the Order if you click on the button. On print, you will see the Order's status, the products present in the Order, the quantity and their price.

Payment

In this tab, you can choose the payment method for the customer. Initially, you will have available only the Cash on delivery option, but, if you have enabled and configured payment options, these will be displayed as well.

From this tab, you can Send Payment Link for the orders which have “Unpaid order status”. You can Send Payment Link at about 1 hour after the Order registration when you click on the Send Payment Link button that appears in the Payment tab.

After you send the payment link, the customer will receive an email from which he can go to the payment page to pay for the Order. If the customer doesn't pay for the Order in 24 h, the payment link will expire, and you will need to send a new one.

If the customer doesn't manage to pay for the Order at checkout, he can retry payment in his customer account, Order History, if he clicks on the Retry Payment button. After clicking on this button, he will be redirected to the payment processor's page to pay for the Order.

AWB

In this tab, you can select the carrier which will deliver the Order, in case you have enabled and configured one or more shipping options.

If the carrier you are working with isn't integrated into the platform, you can create a Manual AWB. Here you need to add the AWB's information; information received in the carrier's application.

For the following shipping methods: Fan Courier, Urgent Cargus and Nemo Express, after handing over the parcel to one of these carriers, you can track the exact location of the Order.

Invoices

In this tab, you can generate the invoice or the proforma for the Order, in case you have enabled and configured the SmartBill app.

Note: In this case, the "Proforma" and "Invoice Generator" buttons from the top of the create order page are no longer available.

Files

You can send different files to your customers upon request. To do so, follow the steps below:

Step 1: In the Main Menu, go to Settings, General option.

Step 2: In Checkout section-> Allow Order Attachments choose option YES.

After choosing YES, if you have enabled the Create Group app, you can choose which customer group can send you files at checkout.

If you enable the Create Group and your customers attach a file in the Checkout page, you will see that file in the Orders section, Files tab.

If you haven't enabled the Create Group app, your store's customers will not be able to send you files; you will be the only one able to attach files in the emails sent to them.

Step 3: To attach the file from Orders section, Files tab, you need to add the {{emailFiles}} variable in the email template in which you want to send the file.

Step 4: Go to the Content section, Email and select the email template you want to attach the file. Insert in the email the {{emailFiles}} variable and a text which introduces the file.

If we take the above template email example from the picture above, then the file added from the Orders section, Files tab will be sent to the customer when the Order will change to Order Delivered status. Based on the email in which you add the variable, the file will be sent when the Order will reach the status for which the email is sent.