Order Management Overview

The Order Management applications set allows you to manage all orders from your Websites (online store) and other sources. Here you can download and re-render Invoices, Proforma Invoices or Credit Notes, resend order E-mails, change the State of the Order and manage generated Invoices, Proforma Invoices and Credit Notes.

Orders application

The Orders application serves as a complete management for all orders from your Websites (online store) and other sources. Here you can see all realized orders, their Order Number, PO Number, used Payment Gateway, Order ID, Customer, Order State, Order Amount and Tax Amount. These columns can be used for sorting, filtering or searching your orders.

You can also download (export) the Order in a Pohoda XML or ISDOC file format. Remember that you can set the data for the accounting software that you want to include in invoices in the Administration module in the E-shop application.

Cash Register Orders application

In this application cash register orders are created - you can easily sell in (retail) store. It is used for selling in person.

Orders are created manually in the application; for accounting purposes the sales receipt document is generated.

For detailed info please see the Cash Register Orders application help-site.

Offers application

Offers is an application located in the Sales module. Here you can manage (create and edit) particular offers and send them to customers.

Offer is the next step of the enquiry. When a customer places an enquiry through your online store, you need to check it and create the offer based on the placed enquiry. Go to a particular enquiry detail and click the Make Offer button. A new window will appear and you can change the quantity of inquired products, prices and so on. When you are done, click the Create button and this offer will be available in the Offers application.

You need to send this offer to a potential customer who has expressed an interest in your products and services in sending an equiry. Click the Send Offer button. A new window with the offer e-mail will appear and you can send it. This action will change the offer state from new to offered and the customer will be able to accept/decline it. Remember that you have to inset the form for offers to the user portal (without it are your customers unable to accept or decline the offer).

We also recommend you to add a link to the offer detail in the user portal to the offer e-mail which is send to the customer along with the new offer.

Note

Only offers that have been sent with the button Send Offer (are not in the new state) are available in the user portal and customers can accept or decline them.

You are notified (for more information see the Notifications help-site) about the acceptance of the offer and have to perform the next step – a creation of the order from the accepted offer. In case the offer has been declined you can edit it, make some changes and offer it one more time (you can do this until the customer accepts it).

When the offer is accepted (or declined) you can see that its state has changed to accepted (or declined). Declined offers can be edited and sent again (over and over).

In case the offer is accepted, you should create an order from it. Go to the detail of the particular offer and click the Make Order button located in the toolbar. You are able to create the order from declined/unaccepted order too.

Note

You are able to create an order from every offer, regardless its current state. You can create orders from offered, accepted of declined offers without any restrictions.

Now create a new order. This is just a usual order, for more info about orders please visit the related help-site. Thus created order appears in the Orders application and you can work with is as with any other order (regardless its origin).

You can tag your offers just like the orders.

Enquiries application

Enquiries application is an application located in the Sales module. It is used for complete management of all enquiries placed on your online catalog. You are also able to create enquiries manually in this application. Enquiries placed through catalog and manually created are equal. There is no difference between them. Enquiries are not processed or dispatched or anything else) automatically. They just serve as an expression of business-customer interest in products or services you present on your online catalog.

Enquiries application is an equivalent of the Orders application above. Orders application is used for orders, Enquiries application is used for enquiries. If you are using only a standard online store (defined in the E-Shop Settings) this application will never contain any records - all orders placed by your customers will appear in the Orders application.

To create a new enquiry manually, click the New button located in the toolbar and create a new enquiry. This is very suitable in case a customer has some problems with creating the enquiry on the website. You can create the enquiry in BizBox according to the customer’s needs.

BizBox sends an automatic e-mail when the Enquiry is placed through the website. As an attachment of this e-mail, the Enquiry PDF can be sent (a complete summary of the enquiry – all the demanded products and information about the supplier and the customer). To make this work, you have to define the particular e-mail template and also the Enquiry PDF template and assign them to your E-shop Settings. Without is it impossible to send this e-mail with the attachment.

For more info about the Enquiry e-mail and Enquiry PDF please visit related help-sites.

You are also able to edit an existing enquiry. In the details of an enquiry click the Edit button. A new window appears and you can change all information about the customer but not the requested products. For every record displayed here you can see a detail of it. Detail consists of 5 tabs:

  • General tab displays the base information about the customer who placed the enquiry - all info provided through the checkout form.
  • Products tab displays all products or services the particular person added to its request.
  • Documents tab displays related documents.
  • Attachments tab displays related file attachments.
  • Notes tab is used for your own notes and information you want to add to this enquiry.
  • Log tab displays all changes of the enquiry.

To accept or decline an enquiry, click the Details button located in the toolbar. There are 3 buttons – Make Offer, Make Order and Decline. You can always change your mind. In case you decline an enquiry, you are still able to create an offer/order from it in the future.

If you decide to accept it, you can create an offer by clicking the button in the toolbar. Offers are non-obligational. It is just your offer to the customer. On the basis of an offer (in case the customer accepts it) a regular order can be created.

Note

For non-dealer accounts, more columns are available: Recipient First Name, Recipient Last Name and Recipient’s E-mail. You can display them by navigating to a column name - a little arrow appears. You can click it and in the menu navigate to Column. Here select all the columns you wish to display.

You can tag your enquiries just like the orders.

Invoices application

The Invoices application contains all Invoices generated by the system. You can specify the date, so only Invoices from a particular period will be shown. This application is not available for all accounts. It has to be added with the Accounting addon. If you are interested in this application, please contact our support.

In this application you can:

  • Export all data from the grid
  • Print all data from the grid
  • Mark particular document as checked/unchecked
  • Display particular document
  • Download it as PDF or use predefined export template

For more info about inovices please visit related help-page.

Proforma Invoices application

The Proforma Invoices application contains all Proforma Invoices generated by the system. You can specify the date, so only Proforma Invoices from a particular period will be shown. This application is not available for all accounts. It has to be added with the Accounting addon. If you are interested in this application, please contact our support.

In this application you can:

  • Export all data from the grid
  • Print all data from the grid
  • Mark particular document as checked/unchecked
  • Display particular document
  • Download it as PDF or use predefined export template

Credit Notes application

The Credit Notes application displays all generated Credit Notes. You can specify the time period and display only Credit Notes from that period. This application is not available for all accounts. It has to be added with the Accounting addon. If you are interested in this application, please contact our support.

In this application you can:

  • Export all data from the grid
  • Print all data from the grid
  • Mark particular document as checked/unchecked
  • Display particular document
  • Download it as PDF or use predefined export template

Refunded Payments application

The Refunded Payments application allows you to manage the payments of orders you refunded in the details of a particular Order. In case you finished the refundation (you have returned the money to the customer), you need to mark the Order as processed in this application (the payment state of a particular order will be changed to refunded).

In this application you can add a new refund which will be automatically displayed also in the order detail in the payments tab.

Supplier Orders

The Supplier Orders application allows you to work with supplier orders. This application in only available for accounts with the Supplier Orders addon.

Shipments application

The Shipments application is used to manage the delivery of orders that contain physical products. A shipment and all packages it consists of can be created for such an order.

Abandoned Carts application

The Abandoned Carts application is an application in which information about particular carts are automatically stored and displayed. These orders were never completed (orders have not been placed). This is a powerful marketing and testing tool that can help you boost your sales and make your customers much happier.

Withdrawals application

The Withdrawals in an application used for evidence of a particular cancelation of orders from your online store.

Claims application

The Claims application is used to manage the claims from your online store. It is used only for your own evidence.

Reports in the Sales Module

The Report Summary application displays the summary of particular uploaded Transaction Reports in an overview.

Transaction Reports application

The Transaction Reports allows you to upload transaction reports from particular Payment Gateways that you use (that your customers use for their payments) on your online store. A transaction report contains information about received payments from your customers and these payments are automatically or manually matched with orders. Thanks to that you can see what orders was already paid and so you can perform another action (such as shipping of products that your customer bought and paid).

Supported formats are: ABO, MT940, PayPal CSV, Sofort CSV and FIO JSON.

This is very important for Bank Transfers, because payments through banks transfers are not automatically matched with an order after the payment is proceeded (unlike the online payments that are matched with an order automatically. But you still can upload transaction reports for online payments as well).

At first you need to get the transaction report file from the particular Payment Gateway. Then you need to upload this file in your BizBox account. Go to the Sales module and run the Transaction Reports application. Here click the New button and fill in all required fields: Name (serves only for your own purposes and is never visible to customers), Payment Gateway (select the Payment Gateway for which you will upload the transaction report file), Transaction Report (click the Browse button and select the transaction report file from your computer). You can also add a short description for this record. Click the Add button and the transaction report will be added to BizBox.

Uploaded Transaction Report is automatically divided to individual payments. You can double-click particular Transaction Report record and see all listed payments. Individual transactions from the transaction report are automatically matched with orders (thanks to variable symbols and other information from an order and transaction report). In case a transaction is automatically matched with an order, the order is automatically set as paid (and to customer is send an e-mail about payment of order). This is important especially for bank transfers, because they are not matched automatically after a customer makes a payment - you have to upload the Transaction Report (unlike online payments that are matched automatically and directly after the payment is done).

In case there are some unmatched transactions, you can pair them with orders manually. Select the particular unmatched transaction and click the match button. Use the search field (full text searching) to find the right order and match it together. You can also set if you want to change the state of the order automatically or manually.

In case you have matched or resolved all transactions successfully, you can set the whole transaction report as checked.

Matching payment with an order

After you upload a Transaction Report, individual records from it (reports) are automatically matched with orders in case they can be recognized as matching with constant symbols, variable symbols (unnecessary zeros in the variable symbol’s beginning will be automatically ignored) and other information from the individual report that matches these information in the report. In case a record is not recognized (for example when the variable symbol is missing), you can do it manually. You can search for the order and match it with a record.

In case the Amount from the report is lower than a total price of an order, the order is matched with this report but its state is not changed to paid until you match another report with which is the final sum paid equal to the price of the order. In case the Amount from the order is higher than the price of the order, the order state is automatically changed to paid. You can also unmatch reports and orders.

Checking and Unchecking records (or the whole Transaction Reports) serves only for your own purposes. It can make the work with reports more transparent and easier. In case you mark some record as Checked, nothing in the system (nothing functional) will be changed - the marked record will be only distinguished by the green mark, so you can see this record was already solved.

Cash Register Amounts

Cash Register Amounts application allows you to display your daily sales created through the Cash Register Orders application.

For every day when a cash register order has been placed a new row with the total amount of daily sales for both cash and credit cart payment methods is displayed. You can double-click particular record to display a detailed info about all orders from the selected day/payment method.

Bank Statements application

The Bank Statements application offers you another view on particular transactions from uploaded Transaction Reports. You can filter them by date (button in the right upper corner) and by particular columns.

This is a list of individual transactions and you can work with it in the same way as with particular translations displayed in the Transaction Reports application. You can see if they are automatically matched with an order, manage these matches and also match them manually.

Tax Reports application

The Tax Reports application displays taxes paid in individual Countries in a sheet form. This is only an overview and you can’t change it. You can only print or export these data in Excel, CSV, PDF or HTML file format.

Events

The Events application can be used only in combination with the Event product type. If you do not sell at least one Event product type, this application is not meant for you.

Otherwise all Event product types are displayed here. Each one has its own record which displays basic information about the product (Code, Name, Product Group, Total Tickets, Sold Tickets, Available Tickets and Unit) together with sales stats. To see detailed info, select one of the records and click the Detail button located in the toolbar. A new tab will appear.

Basic info and information about participants is displayed on the first General tab.

  • Total Tickets defines the sum of tickets that has been received on a stock (to use this feature you have to use a Stock Service and receive this product in it).
  • Sold Tickets is the sum of tickets that have been ordered (both paid and unpaid).
  • Paid Tickets is the sum of tickets that are successfully sold (paid).
  • Available is current stock supply of this event.

On the Tickets tab, all customers who have ordered this event are listed together with the info about quantity, order state and number, order additional info, product additional info and date of creation. As a default, a filter on paid orders is applied. You can change it in the grid menu (select view and reset filters settings).

Some columns are not displayed as a default, you need to display them manually if needed (click on the little arrow on a column and select columns you want to display). To display the whole content of the Order and Product Additional Info columns just move the mouse over the particular cell.

Order States

All Orders made on your e-shop can acquire several states. Some of them are necessary to happen in order to finish the order properly, some are acquired only in special situations.

List of Order States

Prepared This is the first state of a newly (manually) created order.
Waiting Order’s checkout occurred and the process of order payment started on the selected payment gateway. Waiting state indicates waiting for the finish of a payment. This is the first state of a newly created order (from web).
Reserved Manual order state.
Cash on Delivery Order in special state (the order was sent to the customer, but was not paid yet - used for the Cash on Delivery payment gateway).
Invoiced Order in special state (the order was sent to the customer, but was not paid yet - used for the Invoice payment gateway).
Partly Paid Order is partly paid (order is connected with transactions, that are lower than is the complete price of the order).
Paid Order has been successfully paid through the selected payment gateway (the system received information about successful payment; Order is connected to a transaction with higher amount of money than is the price of the order; Administrator set order as paid manually in BizBox Admin).
Refunded Order has been refunded (including the money refund to a customer).
Canceled Order has been cancelled by the e-shop administrator or the customer did not take the order in case of the Cash on Delivery payment gateway.
Payment Canceled Payment on the payment gateway has been canceled by the customer.
Payment Failed The payment process ended on the payment gateway (payment gateway problem/error).

List of Order Dispatch States

Created This is the first state of a newly created order.
Pending Used for orders for which has been a new shipment created.
Waiting This state is set up on the stock (Waiting button in the Shipments application).
Packing This state is set up on the stock (Packing button in the Shipments application).
Packed This state is set up on the stock (Packed button in the Shipments application).
Dispatched This state is set up on the stock (Dispatched button in the Shipments application) - shipment has been handed over to a carrier.
Delivered This state is set up on the stock (Delivered button in the Shipments application) - shipment has been successfully delivered to the customer.
Canceled This state is set up on the stock (Cancel button in the Shipments application).
Returned Manual state, used for shipments which have been returned by the customer.