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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".
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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 wants to buy a product but cannotdoes not succeed, and you need to take the hand and do it make the order while on the phone or during an e-mail conversation with the customer.
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If the customer you are creating this order for does not even have a user account already, you can create one on the fly: click the "Add a new customer" button button to open a window with the main account details ready to fill. Once the account is saved, it becomes the chosen account for the order. Note that you will also have to register the customer's address – a "Add new address" button is available at the bottom of the page, in the "Addresses" section. |
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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 list 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, in the "Combination" drop-down list that appears in that case.
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.
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The page also enables you to see the previous carts and orders from that customerscustomer, 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).
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- Scroll down the page to the "Products" section.
- Add fields a field to the product sheetorders.
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 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 Click the "red cross" icon to cancel your edit.
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The first drop-down list in the order page enables you to change its status. It is a very important part of the whole order monitoring process, as with each status change, new functionalities and documentation will be made available for the order.
You can choose between the following statuses:
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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".
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Product return is not activated by default. To activate it, go to the "Product returns" page under the "Orders" menu, and activate the option in the option at the bottom of the page. This will apply to all products and all orders. |
- Return products is to . To be used only when the customer returns has effectively returned 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 of the involved affected products, set indicate the number quantity of items that were returnreturned, 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" menu, 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 - Partial refund. 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.
When you set a product as returned, three options are available 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 credit slip 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 existing vouchers 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" menu. The cart rules creation process in the next chapter, "Creating Price rules And Vouchers".
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A credit slip is first and foremost a written proof that a product has been returned. Most of the time, the user customer can use it as a voucher. A voucher is a discount code which does not have to be tied to a merchandise return or a refund, and which can take many more forms than a simple credit slip:
You can apply a voucher to all customers, or a group of customers, or a single customer; you can set its expiration date; A cart rule is basically an advanced version of a voucher: in addition to what a voucher could do in PrestaShop 1.4, the cart rules system introduced in PrestaShop 1.5 enables you to:
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- 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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You can get an invoice for the order by clicking on the "Generate invoice" button from the "Documents" section. The invoice is also generated once you put the order in the "Payment accepted" status.
Once it is generated, the "View invoice" button below gets activated the top-bar gets activated.
When you put the order in the "DeliveredPreparation in progress" state, a delivery slip PDF is generated, which you can then download from the "Documents" section.
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The "Shipping address" section enables you to edit the destination address of the package your team is about to send. You can either choose use the drop-down menu list to choose another of the addresses that the customers has already registered on your shop, or you can use the "Edit" icon to edit the currently chosen address.
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If you need to send the package to an address that is not already registered in PrestaShop, you must first create it. To do this, go to the "Customers" menu, open the "Addresses" page, and click in the "Add new" button. Do not forget to put the correct e-mail of the customer, as this is the way PrestaShop will know to associate that new address with your existing customer! Once done, go back to the order's page, and change the address using the drop-down menulist.
Note that a small "G" icon enables you to visualize the destination of the package on Google Maps.
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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" button. This creates a simple discount, not as advanced as the vouchers/cart rules system but still useful.
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The discount will be applied to the total before the shipping costs.
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Attaching a message to
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the order
In the "New Message" section, at the bottom of the page, you can send a message attach a comment on for your team.
You can also have this message sent to the customer, in order to give him or her information concerning the order, a delay, a surprise, or keep him or her informed on offers and specials. This is key to good businessa key point of customer relationship.
There are two links available:
- Click here to add a comment or send a message to the customer.
- You can send add a message simply by writing it in the message box and clicking "Send". The message will be stored in the client's profile in your Customer Service database, which you can access either by going to the client's page, or to the Customer Service page. The message can also be sent to the client's e-mail address should you choose to.
- Pre-written message messages can be saved and used multiple times, saving you the hassle of writing them over and over again. If you would like to send one of these messages, select it from the drop-down menulist. You can then add further details to the pre-written message if needed.
You can create more pre-written messages using the tool in the "Order messages" page, under the "Orders" page.
- Click here to see all messages. Rather than opening a message form, this This link will take you to the "Customer service" page of the "Customers" menu. This is fully explained in the "Managing Customers" chapter of this guide.
In both of these cases, once your message is ready, click the "Send" button. Your customer will receive your message in their inbox (the one indicated in their account).
You can create more pre-written messages using the tool in the "Order messages" page, under the "Orders" page.
Invoices
Each time an order from your shop is validated, an invoice is sent out to the customer. You can download the invoices for a single order from the order's page. The "Invoices" page under the "Orders" menu enables you to download a selection of invoices from past orders in PDF format, all at the same time (in the same PDF file).
You can print get a PDF of several invoices depending on two main criteria:
- By date. Very useful when you need to print all invoices for a given month or a given quarter. Select the start and end date, and click on the "Generate PDF file by date" button in the top bar.
- By order status. A must-have when you need to print precisely which orders are canceled, refunded or on backorder. PrestaShop helpfully indicates the number of invoices tied to each status in parentheses.
In both cases, the invoices are generated into a single PDF file, each with their own pages. You cannot get a single PDF file for each invoice of the given period or statuses using this page.
Invoice Options
You can choose whether or not invoices should available to your customers as soon as the order is made, as well as the Invoice Prefix and the invoice number you want listed on the printed version of the invoice. This feature can help you simplify the management of your account.
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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 invoicesBe default, PrestaShop has language-adapted invoice prefixes: "IN" in English, "FA" in French (for "facture"), "CU" in Spanish (for "cuenta"), etc. Or you You could directly choose to have language codes instead: "EN", "FR", "SP", etc. Of course, you can also choose to have a single prefix for every languages, or 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 the 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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- Access the "Orders History" section of his or her account.
- Select the order from which he wants to return an item.
- Select the product(s) that s/he wishes to return by checking the box next to its name(s).
- (optional) Add an explanation, in order for the shop team to better understand why the customer wants to return this product.
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A delivery slip is a notification of delivery. It can also be called "delivery note" or "advice note".
It is supposed to be put in the shipped package, along with the ordered products. It will have your shop's logo, and indicate the content. On receiving the package, the customer will be able to use the delivery slip in order to double-check the content of the package, see that nothing is missing from the order.
Printing Get a delivery slip is exactly like printing getting an invoice. Select the dates, as well as the options you would like, and then confirm them to create your documents.
You can print get a PDF file of several delivery slips depending only by date, which is very useful when you need to print all delivery slips for a given day or a given quarter. Select the start and end date, and click on the "Generate PDF file" button.
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- Delivery prefix. You might like to have language-tagged delivery slips: "DE" in English, "LI" in French (for "livraison"), "EN" in Spanish (for "entrenga"), 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 delivery slips number according to you settings: "#DE000001", "#LI000002", etc.
- Delivery number. If your business has already had orders and delivery slips before you started using PrestaShop, you can use this option to start your delivery slip number from a higher number.
PrestaShop will then generate the delivery slips number according to you settings: "#DE000001", "#LI000002", etc.
Do not forget to save your changes.
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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".
Credit slips are not created in the "Credit Slips" page, but only listed there
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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The credit slip is now created and will be available in the Order Details well as in the "Credit Slips" page.
You From there, you can click the link to download the PDF file.
Your The customer will see the slip in his or her "My Account" section.
If you have created a voucher, they customers will see it in the "My vouchers" section of their account. If they click on it, it should look something like this:
The amount of the returned item(s) is added to the voucher. The customer can use the discount code (listed in the far left of the column) next time he or she places an order.
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.
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- 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" menu. In the "Modify translations" section of the that 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 features less information, because those statuses are merely labels with no impact on the order.
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- 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 return status
You can create a new return status with the "Add New" button at the bottom. The creation form opens.
It only features one fieldtwo fields: set your desired status name and its color, and save your creation.
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