Orders and Their Editing

The Orders administration page serves as the central hub for managing orders within the webshop.

This administrative screen can be accessed from the sidebar under Webshop → Orders.

Let's review the data displayed on the Orders administration page and the various metrics provided:

1. In the first column, the order number is displayed.
2. Name – The name of the customer who placed the order.
3. Payment Type – The payment method selected during the checkout process.
4. Delivery Type – The shipping method or type selected during the checkout process.
5. Wholesale – Indicates whether the customer purchased at wholesale prices or not.
6. Time – The exact date and time when the order was placed.
7. Total – The final amount the customer must pay for the products.
8. Status – Indicates the order's current status.
9. To the right of the order status, there is an icon that allows store owners to adjust stock levels based on the order contents (more on this feature below).
10. By clicking the blue printer icon, the customer can download the order in PDF format.
11. By clicking the edit button, store owners can modify existing orders.
12. Clicking the search button displays the search form, which offers several search criteria.
13. Store owners can create new orders from scratch by clicking the Add New button.

Different Metrics on the Orders Page

Payment Type and Transaction Indicator

If the payment method is an online payment type and the transaction was successful, a "credit card" icon will appear next to the payment type name.

The transaction ID and transaction status are visible when hovering over the "credit card" icon.

Quick Purchase Indicator

The lightning bolt next to the order ID indicates that the order is a quick purchase, placed directly from the product page and not through the usual checkout process.

Quick purchases involve additional steps and coordination, as they do not include the payment and shipping methods pre-selected by the customer.

Shipping Type and Shipping Status Indicator

The "truck" icon next to the shipping type name indicates that the delivery is handled by an external shipping service, such as GLS, Aks, or DailyExpress.

Depending on the status between Sellvio and the external courier service, the icon can be two different colors:

• Gray – indicates that the shipping request has not yet been sent to the external shipping service.
• Green – indicates that the shipping request has been successfully processed by the external shipping service, and Sellvio has received the necessary package labels.

If you hover the mouse cursor over the green icon, the package identifiers associated with the order will appear.

Invoice and Billing Indicators

Invoices and generated invoices are visible in the last column of the Orders table.

• When an order is successfully completed (and its status is "Successfully Closed"), Sellvio allows store owners to download the invoice associated with the order. By clicking on this icon: Orders and editing them: 
• Once an order is submitted to an external billing service (e.g., Billingo, Minimax, etc.), and an invoice is successfully generated for the order, the invoice received from the external service can be downloaded by clicking on the icon associated with the respective billing service. For example, Orders and editing  for Minimax. The generated invoices appear in different colors depending on the billing service.

General Order Search

On the Orders page, by clicking the "Search" button, a search form appears with the following search options.

1. Keyword - a specific word or phrase that is part of the customer's email address or name.
2. Date Interval - the time range for displaying orders.
3. Wholesale - display only non-wholesale, wholesale, or all order types.
4. Status - administrators can specify which order statuses should appear in the list.
5. Payment type - filter search results based on selected payment types.
6. Delivery type - filter search results based on selected shipping types.
7. Search - by clicking the search button, the Orders page is updated with orders matching all the search criteria set in the search section.

Updating the store inventory based on the order content.

Sellvio does not automatically update the inventory levels, allowing store owners full control over inventory management.

However, it would be cumbersome to remember the contents of an order, navigate to the Store management admin screen, search for each item, and then manually adjust the inventory quantities.

This is where Sellvio's semi-automatic inventory management interface comes into play.

Sellvio allows store owners to control their online store's inventory levels based on the contents of an order by clicking the "Remove from Warehouse" button.

Clicking the "Remove from Warehouse" button will open the following window:

1. The order ID.
2. The order item from the order and the ordered quantity.
3. A list of all the warehouses in the system:
   1. Warehouse – the name of the warehouse.
   2. Stock – the inventory level of the ordered product in the warehouse.
   3. Quantity – Sellvio will try to automatically distribute the ordered quantity across the warehouses that currently hold stock of the product. The quantity fields can be edited freely, and store owners can manually adjust the distribution of the ordered quantity across the warehouses according to their preferences.

IMPORTANT: The sum of the distributed quantities for each product item must match the ordered quantity.

Once the distributable quantities for each order item have been allocated across the warehouses, clicking the "Save" button will automatically reduce the inventory levels in the warehouses and change the icon in the order entry line on the Orders page.

Once the store owner reduces the inventory levels, the color of the icon in the order line changes. By clicking the icon again, the store owners can return the products that were previously taken from the warehouses based on the order content.

1. Order ID.
2. Product order item from the order and the ordered quantity.
3. List of all warehouses in the system:
   1. Warehouse – the name of the warehouse.
   2. Stock – the stock level of the ordered product in the warehouse.
   3. Quantity – the Quantity fields are freely editable, and store owners can define how they want to distribute the returned quantity across the available warehouses in the webshop system. IMPORTANT: The total of the distributed quantities for the product item must match the ordered quantity.

After assigning the returned quantities to the warehouses for each order item, clicking the "Save" button will automatically increase the stock levels in the warehouses and change the icon in the order entry row on the Orders page.

Bulk Update of Store Inventory Based on Order Contents

To streamline the processes described above, store owners can select multiple order entries by checking the checkbox in the first column of each row and initiate one of the processes associated with the selected orders.

The bulk actions are located at the bottom of the Orders page.

To initiate a bulk operation, administrators need to select the desired operation to apply to the chosen orders and then click the "Go" button.

The bulk process will run through the selected orders and display the appropriate inventory management modal window based on the chosen operation. If a selected order has already been processed with the chosen operation, administrators can skip that order and proceed with the next one.

Adding and Editing Orders

Administrators can modify the contents, parameters, and add additional products to the order. Let's review the Order Edit Screen by sections.

Ordered Items - Section

In the Ordered Items section, administrators can modify the items included in the order.

1. Order ID.
2. The exact date and time when the customer placed the order.
3. Product - the name of the product. Clicking on it will directly take us to the edit page of the ordered product.
4. Unit price - the net and gross price of a single unit of the product.
5. Quantity - the amount that the customer has ordered for the product.
6. Gross weight - the total gross weight of the product (unit weight x ordered quantity).
7. VAT value - the value of the value-added tax (VAT) applied to the product's price.
8. Price - the total net and gross price of the product (unit price x quantity).
9. By clicking the "edit" button, store owners can modify a product that is already part of the order.
10. Products can be removed from the order by clicking the red "trash" icon at the end of the product entry.
11. Sellvio automatically calculates the shipping cost based on the order content and the selected shipping type. However, store owners can easily override this value by checking the checkbox next to the calculated shipping price and entering a custom amount.
12. Additional product items can be added to orders at any time by clicking the "plus" button at the bottom of the Order Items section.

Editing existing order items

When clicking the "edit" icon at the end of an order item row, the item edit modal opens, allowing administrators to modify the quantity and prices for that particular order item.

1. Quantity - the quantity of the product for the specific order.
2. Store information - the available stock quantity of the product in the different warehouses used by the webshop. IMPORTANT: Only warehouses available for online sales are listed.
3. Netto price - the net price of a product item.
4. VAT - the value-added tax (VAT) applied to the product's price.
5. Brutto price - the gross price of a product item (net price x VAT).
6. By clicking the "Save" button, any changes made to the product item will be saved (but only for the edited order).

By clicking the "X" button in the top right corner, the window will close without saving the changes made to the product item.

Adding new products to an existing order

Administrators can also add new product items to existing orders by editing the order and clicking the green "plus" icon at the bottom of the order items table.

1. Product - store owners can search for a specific product by name. Selecting the product automatically fills in the other fields within the modal window with the selected product's prices and VAT. The system always pulls the product prices from the pricing assigned to the customer.
2. Quantity - the quantity of the product for the specific order.
3. Netto price - the net price of a product item.
4. VAT - the value-added tax (VAT) applied to the product's price.
5. Brutto price - the gross price of a product item (net price x VAT).

By clicking the "Save" button, any changes made will be saved (but only for the edited order).

By clicking the "X" button in the top right corner, the window will close without saving the changes made.

Customer data - section

1. Email - the email address of the customer who placed the order.
2. Delivery type - the delivery type selected by the customer at checkout. This option can only be changed if no shipping request has been sent to the external shipping company yet.
3. Payment type - the payment method selected by the customer at checkout. This option can only be changed if the order does not have a transaction ID, indicating that the order has not been paid using any of the online payment methods (in the case of the screenshot above, this order has already been paid through WSPay).
4. Transaction ID - the transaction ID received from the payment gateway upon successful online payment. This column does not appear if the customer selected an offline payment method, such as cash on delivery.
5. Payment status - the status of the online payment. This column does not appear if the customer selects an offline payment method, such as cash on delivery.
6. Status - the status of the order.
7. "Exception from warehouse" button - clicking this button opens the "Take from warehouse" modal, which allows store owners to decrease the stock in the store's warehouses based on the order content.
8. The customer's IP address at the time of order placement.

IMPORTANT: Administrators can flexibly modify the order's shipping and payment types as long as the order has not been forwarded to any external services or providers, such as payment gateways or external shipping services.

Shipping and billing address section

In this section, we will not go into too much detail about the fields, as they are quite self-explanatory. The only thing worth mentioning is that the fields and their content in the shipping address section may vary depending on the selected shipping method.

External shipping services also have their own separate section under the order edit admin screen. More information about the different external shipping services offered in Sellvio and their settings can be found in this article.

Comments Section

The comments section is reserved exclusively for administrators to leave notes, reminders, or for internal communication between administrators. Comments created under the order will not be sent to the customers.

Files Section

The files section is also for internal use only. It allows administrators to attach various types of documents to a specific order.

Custom Parameters

This feature allows administrators to add custom data to their orders, enabling store owners to customize and expand the order information according to their store's specific needs.

You can read more about the basic settings of order parameters in this article.

When editing an order, the custom parameters can be set at the following location (at the bottom).

1. Custom Order Parameter Name
2. Search Type - The value of the specified parameter can be set by selecting options or entering free-text information.
3. Add New Custom Parameter
4. Delete Custom Parameter