Page History

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You can filter the results and easily find the orders you're looking for by using the fields above. For instance, to identify Mr. Doe's orders, type Doe into the "Customer" field and then click "Filter".

Creating An Order

One of the great new features of PrestaShop 1.5 is the ability to create an order directly from the back-office. For instance, this is tremendously useful when a customer needs to buy a product but cannot, and you need to take the hand and do it while on the phone or during an e-mail conversation with the customer.

Clicking "Add new" opens a new page with a single text field, labeled "Search customers". When creating a new order through the back-office, your first task is to associate that order with a customer. Type the first letters of the customer first name, last name or e-mail address, and PrestaShop will display the matching accounts.

Click the "Choose" button for the correct customer, and the whole order form appears. Its main section, "Cart", is where you will make all the necessary product decisions for this order.

The "Search a product" field enables you to dynamically find products to add: type the first letters of its name and PrestaShop will fill a drop-down selector with matching products. Choose a product, select a quantity, and click "Add to cart" button. You can of course choose among the many combinations of a product, if any.
Note that PrestaShop gives you an indication of the remaining stock for a given product, which enables you to tell the customer that you are out of stock for said product right from the order form.

The page also enables you to see the previous carts and orders from that customers, if any. If it turns out you are dealing with a cart that a customer somehow cannot validate, you can use that older cart for this order by clicking on the "Use this cart" action button (the "two windows" icon).

If needed, you can also grant that order a voucher/cart rule, and even create one on the fly by clicking on the "Add new voucher" button.

Finally, you need to specify to which address the order should be delivery (and possibly billed). Here, again, you can create new addresses on the fly using the "Add new addresses" button.

Viewing An Order's Details

In order to process the orders you receive, you have to view the information they contain.
Click on the line containing the order, or click on the button to the right of the order.

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Orders are not unalterable. There are many reasons why you would need to change an order before its products are gathered, packed and sent to their new owner: one of the product is out of stock, the customer changed his or her mind, etc.

Adding a product

At the top of the page are , you can find the "Add a product" and "Cancel products"button, which trigger triggers two actions upon clicking:

1. Scroll down the page to the "Products" section.
2. Add fields to the product sheet.

Adding a product

When adding a product, the products table gets a row added with a handful of fields. The first text field is actually a small search engine: type the first letters of a product to see a list of corresponding products. Select the one you want to add, and the grayed-out field of the row becomes available.
If the product has combinations, you can select it in a drop-down list that appears below the name: the unit price update accordingly.
Set the quantity of products, and then click the "Add product" button: the product is added

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You cannot add more product quantity than there is of available product.

Removing products

Clicking the "Cancel product" button in the top bar adds a column in the product list, titled "Cancel". This column feature a check-box and a text field: check the box to indicate that you want to remove quantities from this product, and type a number in the text-field indicating how much of the product should be removed. Finally, click on the "Cancel product" button at the bottom of the "Products" section in order to validate your choiceTo cancel a product, go to the product list, and either delete the product by clicking on the "Delete" action (the "trashcan" icon), or by clicking on the "Edit" action if all you need is to remove some quantity of a product.

You can edit the quantity of many products at the same time.
If a product's quantity reaches 0, it is removed from the order altogether.
You cannot remove more than the quantity of product.
click the "red cross" icon to cancel your edit.

Editing the order details

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• Awaiting bank wire payment.
• Awaiting cheque payment.
• Awaiting PayPal payment.
• Canceled.
• Delivered.
• On backorder.
• Payment accepted.
• Payment error.
• Payment remotely accepted.
• Preparation in progress.
• Refund.
• Shipped.

In order to get a better view of the order's activity, every status change is recorded, and the log appears right below the status change drop-down list. Therefore, you should only change a status if it has been clearly confirmed: do not mark an order as "Delivered" when you have sent the package, use "Shipped", do not use "Preparation in progress" when in fact you have only taken a quick glance at the order, etc.

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The action buttons in the top bar change depending on the order's status. For instance, once the order is in the "Delivered" state, the "Add a product" and "Remove products" turn into two new buttons: "Return products" and "Partial refund".

• Return products is to be used when the customer returns products: once the returned product has been received, you can mark it as returned directly in the order form. Click the "Return products" and a new column will appear, title "Return". Check the box the involved products, set the number of items that were return, and click the "Return products" at the bottom of the table.
  Note that this will only work if you have enabled merchandise return for your shop! To enable merchandise return, go to the "Merchandise Returns" page under the "Orders" tab, and in the "Merchandise return (RMA) options" section, choose "Yes" for the "Enable returns" option, and save. This will apply to all products and all orders.
  Three options are available when set a product as returned, below the table:
• Re-stock products. When checked, PrestaShop will consider that the returned product as available for sale again, and will therefore increase the stock for this product.
• Generate a credit slip. When checked, a credit slip will be created for the selected items. A credit slip is an acknowledgment from your shop that merchandise has been returned and that a refund has been issued. The customer can then use it as a discount for his or her next purchase.
• Generate a voucher. When checked, a voucher will be created for the amount of the selected items. A voucher takes the form of a discount code that the customer can enter during the checkout process. You can edit the customer's voucher by viewing the customer's page: from the current order's page, click on the link under the customer's name in the "Customer information" section; once in the customer's page, reach the "Vouchers" section. You can edit each voucher by clicking on the "Edit" icon.

  Warning
  In PrestaShop 1.5, vouchers are part of a new kind of discount feature: "cart rules". They can be created and edited from the "Cart Rules" page, under the "Price rules" tab. The cart rules creation process in the next chapter, "Creating Price rules".

• Partial refund is to be used when you need to refund only part of the order and not the whole order, either because the customer returned the ordered product, or simply as a sign of goodwill for a damaged product that the customer chose to keep anyway.

Documents

You can get many PDF documents out of the order page. When available, they are listed in the "Documents" section of the page.

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In the "Products" section, at the bottom of the products listing, you can find an empty table with an "Add new discount". This creates a simple discount, not as advanced as the vouchers/cart rules system but still useful.

Clicking it will open a new form, with the following items:

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• Enable invoices. When disabled, your customer will not receive an invoice after their purchase. You will be responsible for handling the invoices, if your customers ask for one.
• Invoice prefix. You might like to have language-tagged invoices: "IN" in English, "FA" in French (for "facture"), "CU" in Spanish (for "cuenta"), etc. Or you could directly choose to have language codes: "EN", "FR", "SP", etc. Of course, you can also choose to not have a prefix at all.
  PrestaShop will then generate the invoices number according to you settings: "#IN000001", "#FR000002", etc.
• Invoice number. If your business has already had orders and invoices before you started using PrestaShop, you can use this option to start your invoice number from a higher number.
• Footer text. You can use to have a custom text at the bottom of all your invoices. The text will appear below the name of your shop in then invoice.
• Invoice model. Depending on your themes, you might be able to use more than one style of invoice. Test them with a fake order, in order to choose the one you prefer. If you know how to code in HTML, you can add your own invoice models or edit the existing ones: they are located in the /pdf/ folder of your PrestaShop installation.
• Use disk as cache for PDF invoices. You can choose to store generated invoices on PrestaShop's server disk rather than in its server cache. While it saves on memory usage, it slows down the PDF generation itself, so use it knowingly.

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Once the form is complete, the customer clicks on "Make an RMA slip", and the request is sent to you. the request appears in the customer's "Return Merchandise Authorization" page, acessible from the account page.

A list of returns will appear in your back-office.

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Following your agreement on a product return, you should receive a package from the customer. Once you have received that package, you must create a credit slip. It can also be called "credit note" or "credit memo".

In your list of orders ("Orders" page), click on the order for which the customer is returning some items for more details.

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Statuses

Having different order or return statuses enables you to easily manage your orders and returns, and keep you customers informed of the evolution of their purchase.

The various available statuses are visible and editable in the "Statuses" page, under the "Orders" tabmenu.

The page displays a list of the currently registered order statuses, along with:

• Their distinctive colors: existing status have colors that help quickly decide if there's an issue with the order or if it all goes well.
• Their icons.
• Their ties to two PrestaShop behaviors (more are available):
  • Should the customer receive e-mail when the order gets this status?
  • Does this status allow the customer to download and view a PDF version of the order's invoice?
• The name of their e-mail template: you can edit these templates, language by language, in the "Translations" page under the "Localization" tab. In the "Modify translations" section of the page, choose "E-mail template translations" in the drop-down menu, and then click on the flag of the language in which you wish to edit these templates.
• Their action icons: "edit" and "delete".

The return status list feature less information, because those statuses are merely labels with no impact on the order.

Creating a new order status

You can create a new status with the "Add New" button at the top. The creation form opens.

Fill out the form:

• Status name. Keep it very short and distinctive.
• Icon. You can use any 16*16 icon; for instance, the excellent and free FamFamFam Silk icon set: http://www.famfamfam.com/lab/icons/silk/
• Color. You should strive to have the status' color match the existing colors (if relevant). The default color usages are:
  • Red/Orange: canceled or refunded orders,
  • Crimson red: payment error,
  • Blue: orders which are still awaiting payment,
  • Light green: paid orders,
  • Dark green: delivered orders,
  • Purple: shipped orders,
  • Pink: backordered orders.
• Options:
  • Consider the associated order as validated. If enabled, this status marks all associated orders as "paid", and puts them in this same status.
  • Allow customer to download and view PDF version of invoice. If disabled, you will have to send customers their invoice yourself.
  • Hide this state in order for customer. This enables you to create internal statuses, for you and your team. Customers will never see this in their order status page.
  • Send e-mail to customer when order status is changed. When enabled, a drop-down menu appears to let you choose which mail template to use.
  • Set order as shipped. Be careful: once an order is set as "shipped", it cannot be set back.
  • Set order as paid. Same here: once an order is set as "paid", it cannot be set back.

Creating a new order status

You can create a new status with the "Add New" button at the bottom. The creation form opens.

It only features one field: set your desired status name, and save your creation.

Order Messages

When you have to send a message to your customers using the PrestaShop administrative interface, you can choose to save this message in order to send it out again to other customers with similar questions, comments, or concerns.

To do this, go to the "Order Messages" page under the "Orders" tabmenu. One default message is already saved: "Delay".

To add others, click on the "Add New" button. You can also edit the default message.

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