This section is intended for both site owners and designers of sites where the Catalog and Shopping Cart is enabled.

Order Processing:

• You will receive a notification email for an order with a link to the CMS system. (Note: PayPal enables sites should receive two emails, one from us and one from Pay-Pal when Pay-Pal is selected).
• When you are ready to process orders click on the link and sign in.
• Click on the orders button on the second row.
• For sites which do not do real time credit card processing or allow Purchase Orders or other special payment systems:
  
  • Click on the Order slip button to display the payment information and process the payment.
  • Optionally print off the page for your records.  Do not use this as the packing slip, it contains payment details.
  • Close the page.
• Click on the Pack Slip. button.
  • Prepare the order for shipment, marking items to be shipped with the 'Ship Now' radio button.
  • Mark any items which are cancelled as cancelled.
  • Click on the "Change These Status and Prepare Packing Slip" button.
  • Print off one or more copies of the Packing Slip and then close the packing slip window/tab. Custom shipping labels can be configured including those which include commercial shipping documents (e.g., FEDEX packing labels).
  • Until you mark an item as shipped, it will be held as protected inventory (see products).
• Continue to the next order.

Problems with orders:

• Use the search function to find an order  by Order ID, Last Name, Billing Zip or Email.  You may also search by full CC for recent orders.  For security reasons credit card numbers on orders which are shipped may be deleted.
• If you need to re-print a packing slip.
  • Select the order's Pack Slip button.
  • Reset the status of the items to be shipped to 'Pending' and click on the "Change These Status and Prepare Packing Slip" button.
  • Mark the items to be shipped with the "Ship Now" radio buttons and again press the "Change These Status and Prepare Packing Slip" button.
  • Print the revised packing slip.  (Warning, a second email will be sent).  

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Pay-Pal™ issues:

• Process: in order to use Pay-Pal, the visitor enters their shipping information, optionally selects a shipping method and then clicks on a button to leave our servers and go to Pay-Pal's server.  When they complete their payment process they are supposed to click on a button on the Pay-Pal site and return to our servers which will cause the system to record the order.
• Problem: the visitor is not forced to return to the server and if they do not there is no way for our server to know that they have completed their order (vs. have decided at the last minute not to buy the items in their cart).
• Workaround: 
  
  • Pay-Pal will send a notification email with the person's name (that they use on Pay-Pal) and payment amount to the email address you setup with Pay-Pal. 
  • When they do this the site owner needs to check the Orders tab.  If the order is not listed then click on the "Force Pay Pal" button.
  • View the orders which have not been completed and mark the one which needs to be "forced" through.  Note: pending orders can exist for three reasons: a person is actively entering information (e.g, they have entered the shipping information but not yet selected the shippng method or they've gone back to add more items to their cart), they have decided not to buy the items and have abandoned the process, or they have gone off to Pay-Pal and not come back.

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Background:

• An order consists of billing information and one or more shipments.  Initially an order will have one shipment.  Each shipment contains one or more shipping lines.  Each line refers to single SKU/Item number with identical options. The quantity is one or greater. Normally, if all items are not being shipped at once the shipping documents will mark the missing items as either already shipped or on back-order.  Specially configured systems will automatically take the items not yet shipped and convert them into a second shipment.  

Order Slip

Pack. Slip

Delete

Confirm

# of Items

Total

Order Date

Statuses P|A|S|C|O

• Each shipping line, shipment and order can be in one of several states: 
  • Pending: the item has not yet been shipped.  For shipments, this means that not all the items within a shipment have been shipped. For orders, it means that not all shipments have all their items shipped.
  • Canceled: the item has been removed from the order.  The system will attempt to re-calculate the shipping and taxes.  For systems which do real time credit card processing. a manual refund must be performed after the updated taxes and shipping charges are checked.  
  • Shipped: the item has been shipped.  For shipments and orders this means that all items have either been shipped or canceled.
  • Accepted: normally not used.  However, for items which are electronically delivered this means the item has not yet been downloaded. 
  • Other: no longer supported.
• Order Tracking can be setup allowing a visitor to come back and check the status of their order.
• Shipping Labels.  Each time one or more products marked a shipped several things happen.
  • The system displays a shipping label.  The default label lists the billing and shipping information as well as the items in the shipment and whether they are already shipped, in this shipment or on back order.  Custom shipping labels can be developed including ones which access shipping services like Federal Express and prepare actual shipping labels. 
  • An email is sent out to the visitor indicating that their shipment is going out.  The format of this email is controlled by a site specific template if available.
• Order slip is identical to a Pack. Slip except it include the payment information and you cannot mark an item as shipped. 
• Order Slip displays the complete order including payment information and the status of all items within the order.
• Packing Slip displays the order information without the payment information and the radio buttons for each of the items within shipment(s) with their current status along with a "Change These Status and Prepare Packing Slip".  There is a special status for all "Pending" items, "Ship Now".  Selecting this and pressing the button will cause the actual packing slip to be prepared.  The status of items within a  shipment will be updated to match the radio buttons.  The status of the shipment and the order will be updated as needed.  
• Once all the items within an order are either shipped or canceled the order can be deleted.  You must confirm the deletion of the order. 
• The next three columns specify the number of items in the order, the total order value and when the order was placed.  
• Status section reports the number of items in each status in that order.  
• Orders are displayed in order that they were created, latest first. 

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