All Orders

This screen displays all the Orders that Visitors have created.  Orders can be searched, filtered, viewed, and exported by any User that has Commerce Management rights.

Viewing Orders

You can view any Orders. You can filter the data that you want to export by using the Search and Advanced Filters located at the top of the screen.

The status pick list allows you to change the type of Orders that appear. "[Any]" means that all Orders will be shown. "Incomplete" means that only Orders that have not been submitted yet (i.e. saved carts) will be shown. "Complete" means that only Orders that have been successfully submitted (but not yet exported) will be shown. "Exported" means that only Orders that have been completed and then exported will be shown (this does not include incomplete Orders that have been exported). "Complete or Exported" means that all Orders that have been successfully submitted will appear.

If shipping is enabled in the Site Settings and an Order contains a shipping tracking number, then a truck icon will appear that links to the website for the shipping carrier. This allows you to quickly view which Orders have been shipped. If there are multiple tracking numbers for an Order, then multiple truck icons will appear. If the system cannot determine the shipping carrier for a tracking number, then a truck icon will still appear, however it will not be linked.

NOTE: If you are viewing sensitive customer/payment information on this screen, then it is recommended that your site have an SSL certificate and that secure mode be enabled. Please contact your hosting provider for more information about an SSL certificate, and please see the Site Settings for more information about secure mode.

Shipping Status

The shipping status field in the advanced filters allows you to view Orders that contain a certain shipping status. "Any" means that all Orders will be shown, regardless of shipping status. "Unshipped" means that Orders will be shown where there is at least one ordered item where the shipped quantity has not been updated yet to match the ordered quantity. "Shipped" means that Orders will be shown where, for all ordered items, the shipped quantity is greater than or equal to the ordered quantity. You can update the shipped quantity for items on the view order screen.

Date Range Type

If shipping is enabled in the site settings, then a pick list will appear before the date range, which allows you to select either "Order Date" or "Ship Date". This allows you to limit the Orders that appear by a certain type of date. "Order Date" is the date that an Order was submitted by the customer. "Ship Date" is a date that is stored for each ship to in an Order. The ship date is automatically calculated at the point of purchase and stored in the ship to. It is the date that the system recommends you ship items for a ship to in order for those items to be delivered to the recipient by the requested Arrival Date. You can update the ship date on the view order screen. You can also read the help on the view order screen to learn about how the ship date is calculated.

Creating Orders

A Order is created when an Order Preview Page or Express Order Page is successfully submitted.

Orders are the collection of information about an sales or donation transaction.

Order are linked to the Contact associated with the Customer.  If a Customer orders while logged in, the Order will also be linked to the User.

All Orders contain an Order number, Reference Code, date and time, billing information, payment information, Products ordered and their quantity and price, Order amount, and other referral data if collected.

If a Offer is applied to the Order, then the Order Code and Discount amount is also stored.

If Shipping is enabled, any Shipping amount per recipient is also collected.

If taxation is enabled and the Products ordered are taxable, and the Customer is not tax-exempt, then the Tax amount is also collected.

If a payment gateway is enabled, then the Transaction ID and Authorization Code from the processor is also retrieved and stored.

Saved Carts

All Orders begin as a "Cart" when a Visitor first selects Products from any Order Form Page or Express Order Page and clicks the submit button (Add to Cart).  A Cart is basically an incomplete Order, and data fields will begin to accumulate and be stored with the Cart as the Visitor moves through the Commerce Pages.

A Cart can be viewed at any time when a Shopping Cart Page or Express Order Page is displayed. Items in the Cart remain there until either the Visitor closes their browser, or places an Order using the Payment Preview Page or Express Order Page.

Once the Customer places the Order, the Cart is converted into a Complete Order and it is no longer visible from the Shopping Cart Page.

Carts are created in the website database and are maintained within the Customer's browser "session". In this way, they are alway "Saved Carts", so you can link to them by their unique Reference Code and retrieve them later, or send them as links in an e-mail. To find out a Save Cart's Reference Code, simply display the Shopping Cart Page and at the bottom of the page will be a link to the Saved Cart. You can also view all the Carts by looking at the "Incomplete Orders" View.

When a Cart is displayed on an Order Preview Page or an Express Order Page, and the [Purchase] button is clicked, all required fields are completed with appropriate information and do the following:

If a payment gateway is not selected (see Site Settings), the Saved Cart will be converted to an Order and all Order information will be stored in the website database.

If a payment gateway is selected, then the credit/debit card information is sent securely to the payment gateway. If an error occurs during processing, an error message will be displayed, and the Order will NOT be submitted. If  no errors occur and the mode is "Live", the Cart will be converted to an Order and saved in the website database. If the mode is "Test" or "Sandbox", the credit card will be processed through the payment gateway, but the charges will NOT be posted to the credit/debit card.

TIP: Use Test or Sandbox mode to verify that the payment gateway is processing valid cards properly. Once that has been confirmed, change the mode to "Live" to process actual transactions.

When a Cart is successfully converted to an Order, the Order Number is calculated (by incrementing 1 to the Next Order Number in Settings) and stored, along with the date and time of the Order, and the Order Receipt Page is displayed. Also, an optional order receipt is e-mailed to the Customer, using the e-mail address from the billing information.

Now the Order can be viewed, exported, and deleted using the Order view and Order Report views. Orders cannot be edited.

Creating e-Quotes

You can also use the Saved Cart feature to send quotes to anyone via e-mail.

To do this, create a Cart and view it in a Shopping Cart Page.  At the bottom of the Shopping Cart Page is a link to the Saved Cart. Paste or bookmark this link and include it in an e-mail to your prospect. When the prospect clicks the link, they will be directed to the Shopping Cart Page, which will be populated with the Saved Cart.  They can update the Cart as needed, checkout, and place the Order.

TIP: It does not matter who creates the Saved Cart, because no User information is stored in the Saved Cart.  The Saved Cart can be recalled at any time from the Cart's creator through the My Account Page, or by anyone using the Saved Cart link. In this way, the Saved Cart can be viewed and update by several people before it is finally converted into an Order. Once the Cart becomes an Order, the person placing the Order becomes the new owner and is the only person that can view the Order through the My Account Page.

NOTE: Since all Product information is pulled from the database in real-time when a Saved Cart is viewed, the current Product information and pricing is recalculated and displayed.

Exporting Orders

You can export Orders into a text file and view them in a spreadsheet program for importing into your back-end fulfillment system. Based on the needs of your staff or other third-party systems, you have two options for exporting your Order data.  You can export your Order data in multiple files or a single file.

You can filter the data that you want to export by using the Search and Advanced Filters located at the top of the screen. Once you are satisfied with the filtered form data, click either [Export Orders] button.

When complete Orders are exported, then the status for the Order is set to "Exported". This feature allows you to keep track of which Orders have already been processed. Please be aware that the system does not update the status of incomplete Orders when they are exported.

Understanding Order Export Files

There are three data records that make up an Order:

Here is a visual illustration of an Order:

Order Summary / Bill To Information #1
    Ship To Information #1
         Line Item Information #1
         Line Item Information #2
         Line Item Information #3
    Ship To Information #2
         Line Item Information #4
         Line Item Information #5
         Line Item Information #6
Order Summary / Bill To Information #2
    Ship To Information #3
         Line Item Information #7
    Ship To Information #4
         Line Item Information #8

Single File Order Export

Single file export files can be opened by any spreadsheet program and are easy to read by humans.  Use this method of exporting when you don't need to import the Order data into another database system.

To create a single export file, filter the Orders view to display the Orders you wish to export.

Click [Export Orders (single file)] button to create a file that contains a single CSV file contains all the records for the Orders as follows:

"Order Number", "Order Field1", Order Field 2", ...
"", "Ship To Name", "Ship To Field 1", "Ship To Field 2", ...
"", "", "Product Name", "Line Item Field 1", "Line Item Field 2", ...
"", "Ship To Name", "Ship To Field 1", "Ship To Field 2", ...
"", "", "Product Name", "Line Item Field 1", "Line Item Field 2", ...
"", "", "Product Name", "Line Item Field 1", "Line Item Field 2", ...

Multiple File Order Export

Multiple file export files are more difficult to read for humans, but are necessary for most import processes of third-party database applications such as accounting or fulfillment systems.  Multiple file export files are made up of three or four files: Order/Bill To Information, Ship To Information, Line Item Information, and Shipping Tracking Number Information (if shipping tracking numbers exist). Each file uses a unique ID (key) that joins it to it's associated records in the other files.

To create a multiple file export, filter the Orders screen to display the Orders you wish to export.

Click [Export Orders (multiple files)] button to create a compressed ZIP file containing the three or four CSV files with all the records for the Orders as follows:

orders.csv file contains:

"Order ID", "Order Number", "Order Field1", Order Field 2", ...
"Order ID", "Order Number", "Order Field1", Order Field 2", ...

ship_tos.csv file contains:

"Ship To ID", "Order ID", "Order Number", "Ship To Field 1", "Ship To Field 2", ...
"Ship To ID", "Order ID", "Order Number", "Ship To Field 1", "Ship To Field 2", ...
"Ship To ID", "Order ID", "Order Number", "Ship To Field 1", "Ship To Field 2", ...
"Ship To ID", "Order ID", "Order Number", "Ship To Field 1", "Ship To Field 2", ...
 
order_items.csv file contains:

"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...
"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...
"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...
"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...
"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...
"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...
"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...
"Line Item ID", "Order ID", "Order Number", "Ship To ID", "Line Item Field 1", "Line Item Field 2", ...

shipping_tracking_numbers.csv file contains:

"Shipping Tracking Number ID", "Order ID", "Order Number", "Ship To ID", "Number"
"Shipping Tracking Number ID", "Order ID", "Order Number", "Ship To ID", "Number"

ShipWorks

If you are selling shippable Products, then you can use ShipWorks to print shipping labels for common shipping carriers (e.g. UPS). ShipWorks is a desktop application that can be setup to download Orders from this system.

When you install ShipWorks, select the "Generic - Module" option from the list of carts. Then, enter a username and password for a Commerce Manager User that exists for this site. This could be your own login info or you can create a new User that only has access to manage commerce and enter the username and password for that User. Next, enter the following for the Module URL so that it points to the correct location for the shipworks.php file. Replace the bracket areas with your own values.

https://[www.example.com][path][software directory]/shipworks.php

To download Orders into ShipWorks, click the download button in the ShipWorks application. Once Orders are downloaded into ShipWorks, then the status in this system will be updated to be "Exported". Please do not use the Export Orders buttons on this screen to download Orders into ShipWorks, because it will not work.

If an Order contains multiple recipients, then the recipients will appear as multiple Orders in ShipWorks (e.g. 1000-1, 1000-2, etc.). If there is only one recipient, then just one Order will appear (e.g. 1000).

The ship date value for a recipient is sent as the order date to ShipWorks. This means that when ShipWorks refers to "Order Date" in its application, that is actually the "Ship Date" in this system. This allows you to do things in ShipWorks like view "Today's Orders" and see all Orders that need to ship today. The real order date is included in a note in the order in ShipWorks.

If you need to update the ship date for an Order that has already been downloaded to ShipWorks, you can update the ship date in this system and then click the download button again in ShipWorks. If you need to update the address for a recipient, then you will need to do that in ShipWorks. We recommended doing that right before you print the shipping label, because the updated address might later be reverted back when you download orders again.

You can enter weights for your Products in this system and then that weight info will be sent to ShipWorks when Orders are downloaded. This might allow you to print shipping labels without having to weigh packages. ShipWorks does require that weights be entered in pounds in this system.

If data for a recipient was collected from a custom shipping form on a Shipping Address & Arrival Page, then that data will be included in a note for the order in ShipWorks. For example, this might allow you to output a gift message on a shipping label or packing slip that is printed from ShipWorks.

Removing Card Data

Select the Orders you wish to remove card data for and click "Remove Card Data for Selected". When card data is removed, the credit card number is starred out (except for the last 4 digits) and the verification number is removed permanently. The card type (e.g. Visa), cardholder, and expiration date are preserved.

You can find Orders that still contain card data by looking for a check mark in the card data column of this screen.

In order to comply with the Payment Card Industry Data Security Standard (PCI DSS) it is recommended that you remove card data after the credit/debit card has been authorized.

Deleting Orders

Select the Orders you wish to delete and click "Delete Selected".

WARNING: Take care when deleting Orders, there is no undo.  Once you confirm the deletion, the Order data is gone!

TIP: You might want to export the Orders to create a backup copy of the data before you delete it.