Orders

In the Orders application you can:

This help-site contains base info about orders, in case you want to know how to perform particular steps in features listed above, please visit related help-pages.

If you want to work with one particular order, just mark it and click the Details button (located in the Toolbar). The opened order tabs contains information about the order. For every order, you can see 6 (or 7, according to addons you use) tabs.

Note

You can also apply the Accounting Lock on your orders, so only users with the administrator role will be able to edit them after a defined period of time will expire. It is used to prevent possible changes for orders that has been added to your accounting so all changes on them are potentially unwanted.

Tip

If you move your cursor over an order number in various applications, the quick preview of the order will expand. With this feature you can quickly preview an order details, such as customer’s name, address, bought products, price (with and without tax), delivery address, payment method, order state and more.

General Tab

General tab is used to display the main info about the order. You can see the customer info, partner info, order info (order ID, order origin and used e-shop settings, dispatch state, tracking URL), payment and delivery details, used discounts and vouchers, assigned attributes, additional info, shipping note, deal info, order access token or order tags. In case you want to make some changes on this order, you have to edit the order as a whole - this can be done directly from the Orders application. Locate the order you want to change and click the Edit button in the toolbar. Changes made through this window are automatically applied also in the Contacts application, where the info about the customer is stored). You can change absolutely everything - customer’s info, ordered products, discounts and also payment and delivery settings.

Tip

If you use Balíkobot, you can sent the shipping info to the carrier automatically. This feature works for following carriers: DPD, Geis, In Time, PPL, PPL Sprint, TopTrans, Uloženka.

Note

Remember that order documents are not changed automatically with the changes in the order. You need to regenerate them manually if you want to see the changes on them.

Products Tab

Products tab is used to display all products the customer ordered together with all the information about it, which you need in order to provide a successful dispatch (image, code, EAN, name, bought quantity, stock info, total price and more). On this tab you can also see license and serial numbers connected to this product (in case you are using these features in the product catalog). If you want to make some changes to this tab, you have to edit the order.

For bundles a plus button on the left side of a single product row is available. Click it and the content of the bundle will be displayed together with the information about products quantity of particular bundle-product.

If there is additional information, you can view it by clicking the plus button on the left.

If an accessory is associated with a product, it is displayed in light blue and is always directly below the product to which it belongs. In order editing, the accessory is available under the small plus button (to the left of the main product name).

The Remove Reservations button is available in the toolbar – it allows you to remove resevations for selected products.

Payments Tab

Payments tab displays all payments connected to the order. If a customer makes an online payment, it will appear here automatically right after the payment is processed. In case of a bank transfer, it will be displayed here after the bank report is uploaded to the system and the payment is matched with the order. Also the payments assigned to the order directly on the Payment tab (through the Add button) are displayed here. In case you mark the order as paid by the Change State button located in the toolbar, the payment will not appear here - it will, but after you will upload a report with this payment. This situation can typically occur in case of a bank transfer payment method, when you see the accepted payment in your online banking, but don’t have the report for upload yet.

A payment displayed here can have two states:
  • Paid - if the payment has been successfully paid.

  • Waiting - if the system is waiting for the payment.

To add a new payment click the Add button on the Payments tab. A new window appears:

  • The Type field is used to define if you are creating a refund to customer or the customer is sending a payment to you.

  • Description and Note fields are used to insert your own commentary.

  • Amount is the particular amount.

  • Currency is used to define the currency of the amount defined above.

  • In the Payment Method field select how has been the payment transferred.

  • Date defines when has been the payment transferred.

  • Purpose is available only for the Income payment type. It is used to distinguish advance payments (used for the bank transfer payment method). First payment added to an order with the bank transfer payment method will be automatically marked as advance. Other is used for other payment.

  • Set the Order As Paid – set to YES to mark the order as paid (its state will be changed). In this case, other actions (send email, generate documents, …) can be performed.

On the Payments tab of a particular order detail you can see following payments:

  • Online payments - a typical example is a payment with an online credit card. This payment type is assigned to the order immediately after the payment is proceeded. All online payment are marked as unchecked, until you upload a report from the particular payment gateway.

  • Offline payments - typical examples are bank transfer or cash on delivery payment methods. These payments are added to the order thanks to Transaction Reports - when the payment is uploaded to the system, it will be automatically added to the order.

  • Refunded payments - of you create a refund, it will be automatically displayed here.

  • Payments added directly on the Payments tab.

Payments created through the Change State button are intentionally not displayed here. The payment itself is displayed after the payment is uploaded to system - as a transaction report. You can also add a payment manually.

Documents Tab

Documents tab displays all the documents created directly for the order. This can typically be:

Every document is displayed along with the information about the type and the assigned number. On this tab you are able to add, view, download and (re)generate these documents. The regenerate button is used in case you have changed the info about the customer, ordered products or used services and in case you have changed and approved an E-commerce Template and want to use this new template on an older order. If you want to do so, mark the required document and click the regenerate button. After a few seconds a new document will be rendered according to the actual version of the particular e-commerce template.

For invoices, proforma invoices and packing lists the dates for issuing, payment due and tax point can be set up. These dates will be displayed on the rendered document (according to their templates). If you already have an existing document and need to change these dates, click the Regenerate button and fill in these dates.

You can also generate an invoice, proforma invoice or packing list if this document does not exist yet. Click the Add button and select a particular document you want to create.

In the adding or regenerating window the Automatic Exchange Rate is available. Is is used for the tax summary count. Set to yes, the exchange rate values will be taken from the accounting tab of the used branch. Set to NO, you will be able to insert your own exchange rate.

Trackings tab

The Trackings tab contains all tracking numbers you have assigned to this order. All numbers have to been added manually and are provided with a particular delivery service which is responsible for the delivery of the shipment packages. You can insert as many tracing numbers as you need. You can fill in the tracking URL of the order in the Tracking URL field. If specified, it will be used in preference to the system-generated for the given carrier (if available).

This tab is available only for accounts which does not use the Shipments application.

Note

If you use Zásilkovna, orders’ tracing numbers will be automatically synchronized to BizBox from the connected Zásilkovna account.

Attachments Tab

Attachments tab is available only for accounts with an active Order Attachments addon. This addon allows your customers to upload attachments and additional info to products or order as a whole on a separated page (that has to contain a form for the Cart Attachments upload). Also the uploaded information can be seen on a separate tab. In this addon, customers can assign one attachment file to more products.

Attachments tab displays all files and info attached to this order. On the Products tab, attachments or additional info indicated are represented with icons. When you click it, the Attachments tab will be displayed automatically. Here you can download and display all information about it.

Shipments Tab

Shipments tab is available only for accounts with active Shipments addon. On this tab are displayed all shipments connected to this order (in the Shipments application).

Notes Tab

Notes tab serves only for your own notes. If you want to add a note to the order, do it on this tab. The inserted note is never visible to customers, it is only for your own purposes.

Log Tab

Log tab cannot be changed and edited. It is created automatically by the system. Every change connected to the order is recorded here.

Order Detail Toolbar

In the toolbar buttons for managing the Order are situated:

  • The Edit button is used to edit the order (customer info, products, discounts, delivery and payment,…).

  • The Copy button which creates a copy of this order (a new order will be created according to the displayed one).

  • The Close button which is used to close the tab with the displayed order.

  • The Tags button which opens a new window. Here you can add tags to the displayed order. If you need, click the Tag Manager button to add/edit/delete your tags.

  • The Cancel button is used to cancel the order. When you cancel an order, you have to insert a reason. If you use stock management, all reserved products will be released back to available stock quantity.

  • The Refund button is used in case you want to refund this order. This button is active only in case there exists an invoice for the order. To make the refund fully functional you should have the Credit Note generating prepared. Only orders with existing invoice can be refunded.

  • The Process Order button sends the Purchase Confirmation e-mail (if it is added to the E-shop Settings), creates connected accounting documents (such as Invoice) and contacts the stock service to dispatch the products from the order. This button can be unavailable according to your account settings.

  • The Send to Stock button can be used if you have allowed the manual stock dispatch setting in your E-shop Settings. In such a case, if you want to dispatch an order (send it to stock), you have to click this button. The stock supply can be checked before the order is send to stock. For more information visit this help-site. This button can be unavailable according to your account settings.

  • The Order button displays the Order document connected to the selected order.

  • The Related Orders displays all orders related to the customer - orders are searched according to partner, company and contact.

  • The Send to Delivery Service sends data about selected order (or orders) to the delivery service. This button is available only if the Shipments application is not used. If you want to use this button for an order, its delivery service’s web client has to be set in the delivery service settings.

  • The Send E-mail button sends a new e-mail to the customer. You can select a predefined template or create a new one. You are also able to assign attachments (documents or files from your computer).

  • The Change States button changes state of the order and also its dispatch state. For example: if you need to mark a order as paid, use this button.

  • The Dispatch button is used to dispatch the whole order. It is used in case you are not using external Stock, but your own (internal BizBox Stock - Inhouse Stock Management). This button changes the order state to Dispatched and all connected issues will be automatically removed from your Stock, so you don’t have to go to the Products module to the Issues application and approve the issue manually.

  • The Send an Offer button is used in case you have set up the sending of offers on your online store (you prepare the whole order and send this order to a customer, who can accept or decline it), you are able to send an offer by clicking this button. The customer receives an e-mail with an accept button.

  • The Export button saves information about this order in selected format (used for communication with another services or software).