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As a shop manager, you will have to deal with heaps of orders and their accompanying invoices and customer support requests – at least, that's what we wish for you. The daily task of handling numerous orders can be daunting. Fortunately PrestaShop does its best to help you wade through them all and successfully handle your customers' purchases, along with credit slips and the unavoidable merchandise returns.
The "Orders" page under the "Orders" menu enables you to see all of the information about all the purchases from your shop. All of your shop's transactions are available there, organized by date (by default, it is set to sort from newest to oldest).
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".
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 wants to buy a product but does not succeed, and you need to take the hand and make the order 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.
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 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.
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 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.
The page also enables you to see the previous carts and orders from that customer, if any. If it turns out you are dealing with a cart that a customer somehow cannot validate, you can use that 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.
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.
The order detail sheet fills a full page.
This summary of the order gives you access to:
In the "Shipping address" section of the page, you can see a "G" icon: the enables you to use Google Maps to locate the address on a map.
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.
At the top of the page, you can find the "Add a product" button, which triggers two actions upon clicking:
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
Note that the "Add a product" button from the "Products" section triggers the same action the button of the same name in the top bat.
You cannot add more product quantity than there is of available product.
To 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.
Many sections of the order sheet can be edited, enabling you to update or correct some of the data provided by the customer.
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:
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.
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".
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.
When you set a product as returned, three options are available below the table:
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".
A credit slip is first and foremost a written proof that a product has been returned. Most of the time, the 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 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:
You can get many PDF documents out of the order page. When available, they are listed in the "Documents" section of the page.
By default, you can download the order itself as a PDF, by clicking on the "Print order" button on right.
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.
When you put the order in the "Preparation in progress" state, a delivery slip PDF is generated, which you can then download from the "Documents" section.
The shipping details of the current order can be partly edited. More specifically, you can change the tracking number: in the "Shipping" section, click on the "Edit" icon in the "Tracking number" column, and enter the new number.
The "Shipping address" section enables you to edit the destination address of the package your team is about to send. You can either use the drop-down 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.
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 list.
Note that a small "G" icon enables you to visualize the destination of the package on Google Maps.
The "Invoice address" section enables you to edit the payment address of the order. Just as for the shipping address, you can either choose the drop-down menu 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.
If you need the payment to be tied 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 menu.
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.
Clicking it will open a new form, with the following items:
The discount will be applied to the total before the shipping costs.
In the "New Message" section, at the bottom of the page, you can attach a comment on the order for your team.
You can also have this comment be 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 a key point of customer relationship.
There are two links available:
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 get a PDF of several invoices depending on two main criteria:
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.
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.
/pdf/folder of your PrestaShop installation.
Do not forget to save your changes.
When your customers ask for their invoices, you can redirect them to the "Order History" section of their user accounts, which keeps all of their invoices available for them.
Under the "Merchandise Returns" page, you have the possibility of enabling customers to send products back to you. Simply make a choice, the time of validity, and save.
Once you have activated this option in your back-office, the customer can choose to return an item (provided the order is still in the time of validity). In order to do this, s/he must do the following:
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, accessible from the account page.
A list of returns will appear in your back-office.
It is now up to you to accept it or deny it:
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.
Get a delivery slip is exactly like getting an invoice. Select the dates, as well as the options you would like, and then confirm them to create your documents.
You can 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.
The two options are the same as for the invoice options:
PrestaShop will then generate the delivery slips number according to you settings: "#DE000001", "#LI000002", etc.
Do not forget to save your changes.
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.
Below the "Products" table, do the following:
Once you have selected all the options you want, confirm by clicking on "Refund Products."
The credit slip is now created and will be available in the Order Details well as in the "Credit Slips" page.
From there, you can click the link to download the PDF file.
The customer will see the slip in his or her "My Account" section.
If you have created a voucher, 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.
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" menu.
The page displays a list of the currently registered order statuses, along with:
The return status list features less information, because those statuses are merely labels with no impact on the order.
You can create a new status with the "Add New" button at the top. The creation form opens.
Fill out the form:
You can create a return status with the "Add New" button at the bottom. The creation form opens.
It only features two fields: set your desired status name and its color, and save your creation.
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" menu. One default message is already saved: "Delay".
To add others, click on the "Add New" button. You can also edit the default message.
The form goes to the essentials:
Once done, click on "Save".
You can create as many messages as needed.
Once you pre-written messages are all set, you can send them by going directly into a customer's order:
Your customer will receive the message on the email address associated with this account.