Xonca Orders


Log-in to the administration area of your store. NOTE: Fields with an orange bar at the end are REQUIRED fields — you must enter something.

VIEWING ORDERS

Click ORDERS.  Orders are listed chronologically and are also separated into groups according to the order status:  NEW, IN PROCESS, SHIPPED.  This order status information is also available to customers who can log into your e-commerce storefront customer area to check their order status. The system comes pre-defined with these order statuses.

Orders may be displayed in a variety of ways. Enter the search critiera according the choices below:
BY PROCESS — (drop-down box) ALL, NEW, INPROCESS, SHIPPED
START DATE / END DATE — Use 02/01/2011 format
NAME or ORDER NUMBER — Only a few characters of the name or order number are needed to retrieve the order.
ARCHIEVE (drop-down box) YES or NO
STATUS (drop-down box) APPROVED/CAPTURED, REFUNDED, CANCELED
Click SEARCH.

In the list of orders, Click VIEW next to the ORDER.  At this point, all information regarding the order is displayed including: STATUS; CUSTOMER; BILLING ADDRESS; SHIPPING ADDRESS; ITEMS PURCHASED, including options chosen, if applicable (i.e., size, color, flavor); SUBTOTAL, if a COUPON is utilized, the amount, SALES TAX, SHIPPING TOTAL, ORDER TOTAL; STATUS; SHIPPING TYPE.

PROCESSING ORDERS

In the list of orders you have selected to display, Click  VIEW next to the order to be processed.  A new window opens and displays the following:  detailed information about the order and controls to update the ORDER STATUS, SHIPPING STATUS, WEBITEM STATUS, an TRACKING INFORMATION.

You will notice that EACH webitem on the order has a box on the left (referred to from now on as LEFTBOX). The STATUS button is associated with these webitems, NOT the entire order. You must click the box next to each webitem to be processed (shipped) and change the STATUS.

To change the status of the entire order, Click ORDER STATUS (at the top left) and select InProcess or Shipped. Orders should remain as InProcess until all items are Shipped.

  • For webitems that are in stock,  Click LEFTBOX, Click STATUS and change to SHIPPED.
    Tab or Click to TRACKING NUMBER and enter one, if you desire.
    If you choose to email the customer to alert them of the status of the order, Click YES at the EMAIL USER UPDATE. Otherwise, this field defaults to NO.
    Click UPDATE ORDER INFO. The changes you have made are associated with specific webitems, not the entire order.
    If all webitems are in stock and shipped, Click ORDER STATUS and change to SHIPPED.
  • For webitems that are BACK-ORDERED, until you are ready to ship, Click the LEFTBOX next to the item(s) and change the STATUS to BACK-ORDERED, the ORDER STATUS to INPROCESS.
    Click UPDATE ORDER INFO. When you are ready to ship these webitems, Click the View button next to the order and follow the directions listed above.
  • An example of PENDING webitems would be those that are made-to-order, i.e., not common stock. Naturally, these webitems would be processed the same as back-ordered.

Shipping Notes: Each group of updates (SHIPPED, PENDING, BACK-ORDERED) must be updated separately by clicking all that are within each group and Clicking UPDATE ORDER INFO after each group.

The SHIP TYPE (drop-down box) indicates the ship type selection made by the customer in the checkout process.  If you have other ship types available, you may override the customer Ship Type selection by Clicking the drop-down box and making a selection.  Click UPDATE ORDER INFO.

Xonca Sample Order

PRINTING ORDERS

SEARCH for the ORDER.  Click VIEW.
Click PRINT, top right.  The order displays.  Click the PRINTER Icon.

ORDERS are also available on the REPORTS page to view and print individually or in a batch.

ORDER PACKING SLIPS

To view and/or print PACKING SLIP(S), View the ORDER.  On the top right, Click PACKSLIP. The PACKSLIP displays and contains the order details, including items back-ordered, but not the costs associated.
To Print the PACKSLIP,  Click the PRINTER Icon, top right. Packing slips are also available on the REPORTS page to view and print individually or in a batch.

ARCHIVING ORDERS

Once orders are fulfilled, you may ARCHIVE them to clean-up your list.  Archiving simply means filing them away so that they don’t display in your list of current orders, but you still have full access to them for record-keeping.

You may ARCHIEVE orders two ways:

  • In your list of orders, Click LEFTBOX associated with orders to archive.  Click ARCHIVE at the bottom of the screen. Remember, they are still available, just no longer visible in your current orders lists. Or,
  • Within each order, Click ARCHIVE (top right).
    You may retrieve these orders by SEARCHING for ARCHIVED (drop-down box) and selecting YES.

DELETING ORDERS

SPECIAL ATTENTION: EVEN THOUGH THE OPTION IS AVAILABLE, IT IS RECOMMENDED TO NEVER DELETE AN ORDER IN YOUR ADMIN AREA. IF YOU FEEL AN ORDER HAS BEEN PLACED IN ERROR, IT IS MUCH EASIER TO REFUND THE ORDER AND THEN ARCHIVE IT.

SEARCH for the ORDER.
Click DELETE next to the order in the list.  You will be prompted, Are you sure you wish to delete this order?  Note: This will NOT send a credit to the customer.  Click OK to delete, or CANCEL to not.

CANCEL / REFUND ORDERS

SEARCH for the ORDER and View.
You will notice a BOX next to the REFUND & CANCEL ORDER button (bottom screen).  This is an opportunity for you to enter an amount, i.e., if you want to refund only a portion of the order amount, less shipping costs, etc.  Enter an AMOUNT.
Click REFUND & CANCEL ORDER.   You will be asked to confirm your decision.  Beware:  This transaction cannot be undone.

OTHER INFO:  For convenience, you will notice at the bottom of the page that information relative to this order and your payment gateway display such as the transaction code and the status of the order within the gateway.

When you are finished updating your e-commerce store, be sure to log-out.