Orders

Order management lets you create orders directly from the admin, update them, and monitor the information about received orders related to order status and payment status.

Each time a customer places an order you will receive a confirmation email and the new order will appear at the top of the order list.

Orders you want to view or edit can be identified more easily using the menus and filters. You can therefore:

• Change order sorting by selecting the corresponding header: status, number, creation date, billing name, taxable amount, total including VAT, last modified date, and payment status.
• Search for an order using the dedicated search, for example by entering the order number you want to view.
• Filter orders by status (new, open, etc.), creation date (today, yesterday, current week, etc.), and payment status (paid, unpaid).
• Export the list of displayed orders in XML format.

An order can be in the following status:

• New: it has not yet been processed. This is the initial status of an order.
• Open: it has been put in progress.
• Ready: the products are ready to be shipped or delivered.
• Shipped: it has been fulfilled but the products have not yet been delivered to the customer.
• Delivered: the customer has received the products but the order is not yet complete, for example the days in which the customer has the right of withdrawal have not yet passed.
• Completed: it has been fulfilled and completed in all stages, including payment execution.
• Cancelled: it has not been fulfilled or it has been cancelled. When an order is set to Cancelled it is possible, if desired, to automatically restore the stock quantities of the products in the order.

You can change the status of an order at any time.

Note: Best-selling products, visible on the site, are products ordered whose orders are in Ready, Shipped, Delivered, or Completed status in the last 30 days.

Create an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Click New Order.
4. Select the customer from the list that opens.
5. Set the fields as desired.
6. Click Add.

When the customer places an order autonomously directly from the site, they can submit special requests on individual products where this is enabled (see the product card to enable this feature). These requests remain visible on each individual line even after the order is completed both in the customer's reserved area on the site and in the order viewed by the merchant in the admin.

Create an order from a quote

1. Go to the Sales section.
2. Open the Quotes subsection.
3. Select the quote from which you want to generate the order.
4. Click New document.
5. Select Order.
6. Set the fields as desired.
7. Click Add.

When the customer makes a quote request on the site, they can submit special requests on individual products where this is enabled. These requests remain visible on each individual line even when the quote is converted into an order.

Edit an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order you want to edit.
4. Click Edit.
5. Edit the order as desired.
6. Click Save.

You can edit most aspects of an order, including adding and removing products. You can add a detailed note for each order line.

When a cart is in quote status, customers can also submit special requests on individual products where this is enabled ( see the product card

Replace a product in an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order in which you want to replace the product.
4. Click Edit.
5. Find the product line you want to replace and click the blue magnifying glass icon to its left. A new window will open.
6. Select the desired product SKU. Use the search and filters to help find the SKU.
7. Click OK.
8. Click Save.

Add a product line to an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order to which you want to add the product.
4. Click Edit.
5. Click the green + button at the bottom left. A new product line will appear.
6. If you want to add a SKU already in stock, click the blue magnifying glass icon to the left of the order line. A new window will open where you can choose the SKU.
7. If you want to add a product or service not in stock, fill in the line fields as desired.
8. If you want to add more products, repeat step 5.
9. Click Save.

Remove a product from an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order from which you want to remove the product.
4. Click Edit.
5. Find the product line you want to remove.
6. Click the gray x icon (turns red on hover) to its right. The product line will be deleted.
7. If you want to remove additional lines, repeat step 5.
8. Click Save.

Edit the billing or shipping addresses of an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order for which you want to edit billing or shipping addresses.
4. Click Edit.
5. In the Billing panel or the Shipping panel, click Edit. A new window will open.
6. Edit the address as desired. The address will be changed only for that order; the original customer record will not be changed.
7. Click OK. The window will close.
8. Click Save.

Associate a customer with an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order to associate with a customer.
4. Click Edit.
5. Next to Customer click the blue magnifying glass. A new window will open.
6. Select the customer you want to associate with the order (use search and filters to help find the customer).
7. Once selected, a window will open. If you want to also update the order's billing and shipping addresses with those of the selected customer, click OK.
8. Click Save.

Associate a customer suggested by Open2b with an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order to associate with a customer.
4. Click Edit.
5. Click Suggest. A new window will open.
6. Open2b suggests, if available, customers who share one or more elements with the order's billing data among Tax Code, VAT Number, and email address. Select the customer you want to associate with the order.
7. Once selected, a window will open. If you want to also update the order's billing and shipping addresses with those of the selected customer, click OK.
8. Click Save.

Associate a new customer record with an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order to associate with a customer.
4. Click Edit.
5. Click Create from Billing. Open2b will create a new customer record based on the billing data in the order.
6. Click Save.

Edit shipping and payment methods for an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order for which you want to edit shipping and payment methods.
4. Click Edit.
5. Next to Shipping and Payment select the desired shipping and payment methods.
6. Click Save.

Change an order's status

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order whose status you want to change.
4. Click Change at the top right next to the current status.
5. Select the new status from the displayed menu.

Notify the customer that the order has been shipped

When you set an order to Shipped, a window opens that lets you send an email to the customer to notify them that the order has been shipped.

1. Go to the Sales section.
2. Go to the Orders section.
3. Select the order that has been shipped.
4. Click Change at the top right next to the current order status.
5. Select Shipped from the dropdown. A new window will open.
6. Fill in the fields as desired. If you want to send a copy to another address, enter it in the CC field.
7. If you want to add a note to the order to record that the notification was sent to the customer, leave Add a note selected; otherwise click to deselect it.
8. Click Send.

Edit the payment status of an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order whose payment status you want to edit.
4. Select Change at the top right next to the current payment status.
5. Select the new payment status from the displayed menu.

Add notes to an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order to which you want to add notes.
4. Select the green + icon at the top right in the notes panel.
5. Write the notes to add.
6. Click Add.

Edit notes of an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order whose notes you want to edit.
4. In the notes panel, locate the note you want to edit and click the corresponding date.
5. Edit the note as desired.
6. Click Save.

Create a document (proforma, invoice, receipt, DDT) from an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order from which you want to create the new document.
4. Click New document.
5. Select Proforma, Invoice, Receipt or DDT depending on the type of document you want to create. The corresponding document will open.
6. Edit the new document as desired.
7. Click Add.

Create one or more shipments in an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order in which you want to create the new shipment.
4. Click Ship. A window will open with the option to specify:
   • the shipping date
   • the delivery date, if already known
   • the shipment tracking number
   • the URL of the site to track the shipment
   • the quantities of specific SKUs contained in the shipment
5. Click Save. A new shipment will appear in the order. Repeat the operation if you want to create additional shipments. Once all quantities of all ordered SKUs are exhausted, the Ship button will no longer be clickable.

Edit one or more shipments in an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order in which you want to edit the shipment.
4. Click Edit in the Shipments panel.
5. Click Save.

Print an order

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the order you want to print.
4. Click Print. The order will be displayed in printable format and a new window will open to start printing.

Delete one or more orders

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Select the checkboxes on the right of the orders you want to delete.
4. Click Delete Cancelled. A new confirmation window will open.
5. Verify you selected the correct orders and click OK.