Each time an order is placed, you will receive a notification via e-mail at the address(es) you specified in the following variables:

Config_EmailAddress_OrderNotification1*
Config_EmailAddress_OrderNotification2*

Each day that you have orders, it is recommended that you process them in this fashion:

1) Click "Review / Process Orders" from the home page of the admin area.
2) Click on the OrderID you wish to process
3) Follow the steps and links in the "Quick Order Processing" box.

Recommended Steps:

#1: Lock Order
If you've chosen to process payments at the time of shipment, all orders are editable by the customer via the customer's "My Account" manager immediately after placing the order. Each time you begin to process an order, it is recommended that you click the "Lock Order" link inside the "Quick Order Processing" box, so that the customer may not edit the order any longer. You can also auto-lock all orders to prevent the customer's from editing an order after it's been placed. To do this disable the variable "Config_EnableOrderEditing".

#2: Collect Payment
Depending on the "Authorization Mode" you've set on the QuickSetup page of your store, you may be collecting payment at the time of sale, or you may be collecting payment at this time...
(a) If you're collecting payment at shipping: In the green section on the left side titled "Payment Log" you'll see the payment details for this order. To collect payment you'll want to have the dropdown menu selected as "DEBIT", verify that the amount in the textbox is correct, then hit the "Receive" button.
(b) If you're authorizing payment at sale, and capturing at shipping: In the green section on the left side titled "Payment Log" you'll see the payment details for this order. Since you have it authorizing payment at sale you should see a payment log record displaying a successful authorization of funds. Now to collect the funds you'll need to click the "Capture" button. So to explain further, authorizing funds at sale only, checks if funds are available. Capturing funds at shipping actually charges the customer's credit card.
(c) If you're collecting payment at sale: In the green section on the left side titled "Payment Log" you'll see the payment details for this order. Since you're authorizing + capturing at sale, there is nothing to do now except review that the payment log record shows a successful charge for the correct amount.

#3: Print Invoice / Packing Slips
To print an invoice or packing slip, simply click the appropriate link on step #3 of the light blue section titled "Quick Order Processing" in the top right corner of the page. There are four possible invoice versions to print:
(a) Print Order - This prints an invoice including complete payment details, which is intended only for internal staff use, not meant to be sent to a customer.
(b) Print Invoice - This prints a standard invoice, hiding sensitive payment details.
(c) Print Gift Invoice - This only shows up if the customer selected gift options including "my item is a gift" checkbox during checkout. A gift invoice hides all pricing and payment information.
(d) Print Packing Slip - This prints an invoice without any pricing information.

#4: Ship Items / Add Tracking Numbers
This step simply means that it's time to physically ship the items. Go ahead and physically pack them up and send them off to your shipping company. Your shipping company will then provide you with tracking numbers for the packages. Once you get the tracking numbers, return to the software and input the tracking numbers into the section of this page titled "Shipping / Tracking Numbers". Please contact your preferred shipping company for more details on how to ship packages using their interface such as UPS.com, FedEx.com, etc.

#5: Complete Order / Send Emails
Now that the packages have been shipped, you can mark this order as completed, and send the customer and e-mail notifying them that their order has shipped. Just click the "Complete Order / Send E-mails" link to mark the order as "Shipped" and automatically send the customer a confirmation e-mail letting them know that their packages are on their way! They e-mail sent to the customer contains a link to login to their "My Account" section of your store and track their packages through your website. NOTE: The "Send Emails" dropdown list of templates is to re-send any e-mails to the customer. The "Complete Order / Send E-mails" link sends out the "order has shipped" e-mail automatically.

Understanding Inventory on Orders:
Scroll down on this order details page to the section titled "Items Purchased", which displays all the items purchased through this order. You can edit any details of each item listed and then click the "Save Changes" button below. Usually this is not necessary, the only thing you'll do regularly is check the following 4 columns:

Locked (shows a lock icon) - This checkbox will be checked if the item or entire order is locked, meaning it is no longer editable by the customer. You, the administrator, can always edit anything regardless of this.

Quantity - This is the quantity that the customer ordered.
Qty On Backorder - This is the quantity that was NOT in-stock at the time the order was placed.
Qty On Hold - This is the quantity that was in-stock at the time the order was placed.
Qty Shipped - This is the quantity that's been shipped.

Examples of Inventory on Orders:

Let's say a customer orders 10 of an item, and you have all 10 in-stock, here's what will show in the above mentioned fields:
Quantity = 10
Qty On Backorder = 0
Qty On Hold = 10
Qty Shipped = 0

Then to ship this product, you'd just enter "10" into the "Qty Shipped" field.

Let's say a customer orders 10 of an item, and you have all 7 in-stock, here's what will show in the above mentioned fields:
Quantity = 10
Qty On Backorder = 3
Qty On Hold = 7
Qty Shipped = 0

Then to ship this product, you'll need to change the "Qty On Backorder" to 0, and the "Qty On Hold" to 10 before you'll be able to completely ship this order. Obviously you'll have to wait until you get the extra 3 in stock. To make these change mentioned, you'll need to scroll down on this page to the link titled "Edit OrderDetails records for this order". After making this change, then just enter "10" into the "Qty Shipped" field.

Adjusting Order Totals / Adding Discounts:

To adjust an order total, it is recommended that from the Process Order page (when viewing / processing a single order) you scroll down to the Discounts section of the page, the light-green area. To add a new price adjustment simply change the discount name from "Special Discount" to whatever you want, and then you can enter either a negative or positive price. Therefore you can add a discount to either add or subtract from the total order price.

Changing Order Information / Adding Notes:

To change a customer's Billing Address, Shipping Address, Payment Method, or Shipping Method, simply click the appropriate pencil icon next to each.

You can also add both public and private order notes anytime. Simply use the yellow section on the right side of the page titled "Order Comments". The "Public" notes are viewable to the customer and appear on their invoice, and can be seen when they check the status of their order online. Public notes can also be filled in by the customer when they place their order if you have the config variable "Config_EnableOrderComments" enabled. After they've placed their order they can no longer edit the public notes. Private notes are only viewable to administrators.

How to manually drop-ship an order:

First of all, an item on an order can only be drop-shipped if it is out-of-stock. So if the item is out-of-stock the "Qty On Backorder" for the item on this order will be 10 for example, and the "Qty On Hold" would be 0. Next thing to check is that on this order the "Drop Shipped" (abbreviated as "Drop Shpd") column has the checkbox checked.

Now simply hit the "Drop Ship" button toward the bottom left corn of this page. If the drop-ship was successful, you'll see the "Qty On Backorder" change from 10 down to 0. You'll also see the "Drop Shipped" column now show 10, and the "Qty Shipped" column also show 10. If you do not see this happen, you'll want to verify that this product is setup properly to support drop shipping. To check the product, click on the link titled "view" on the very left side of the "Items Purchased" section of this page. This will take you to the edit product page... scroll down to the very bottom where you'll see the "Vendor Rules". Make sure the "Vendor Rules" are filled in correctly. For more details on setting up "Vendor Rules", please see the following section of this manual: Vendors & Drop-Shipping >>> Vendor Management

Returns / RMAs

If a customer calls in requesting to return an item, you'll want to:

1) Click on "Review / Process Orders" from the home page of your admin area.
2) Search for the customer's order, then when you find it, click to view / edit it individually.
3) Scroll down to the "Items Purchased" section and locate the item they wish to return.
4) On the very right side of the page you'll see the column titled "Qty to Return". Simply enter the quantity they're requesting to return, then scroll down the page and click the "Save Changes" button.

5) You'll now notice that a new section has appeared above the "Items Purchased" section called "RMAs". This new section lists all RMAs associated with this order. You can now enter the "Refund Type" and if appropriate you may enter what OrderID the returned merchandise was exchanged for. Both of these two fields "Refund Type" and "Exchange for OrderID" are only for your notes and are not used by the system.

Once you receive the merchandise from the customer, you may click on the "Inventory: Shipping & Receiving" link from the home page of your admin area. From the first dropdown menu select "RMA#". Then in the textbox beside it type in the RMA#, for example 17. Then click the "Prepare" button. This will pull up all the details of this RMA. You may then enter in the "Qty Sellable" and the "Qty Damaged" and then click "Save Changes". The "Qty Sellable" means the item you've received is going back into inventory and thereby automatically adds this quantity to the "Stock Status" of the product in your store. The "Qty Damaged" on the other hand does not adjust the "Stock Status" of the product in your store. Once all items on this RMA are received, the status of the RMA will be changed automatically from "WAITING" to "RECEIVED".