How to Edit and Manipulate Orders
How to Edit and Manipulate Orders
How to Edit and Manipulate Orders
One of the core parts of your business will be orders and ensuring a smooth flow from your eCommerce website through to your Kaerwell OMS. Most of this is completed through the backend integration done during your onboarding process, however there are always outliers and edits to be done in some cases. This can be as simple as someone mistyping their street address, to suddenly going out of town and needing their order not to be sent for a few days. The world is a crazy place, but your order flow doesn’t have to be!
- Placing an order
Occasionally you may need to place an order yourself, either to send product to you or your clinic, or any other number of reasons. Luckily, this is a simple process.
In the ‘Orders’ tab, near the upper left there is a button called ‘+ Add Order.’ This is what you click on in order to begin creating a manual order.
This opens a new page, that will look like the image below:
From here, there are several key parts of the page you will need to fill out, depending on what type of order you are placing. These sections are;
The Address Book. Much like what it sounds like, this is where all shipping and billing information is stored in the system. Clicking the red bar will bring up all previously used addresses.
In the Address Book, there are three ways to add an address to the order you’re creating. You can manually input the address by clicking ‘Add New Contact,’ search the address you’re looking for in one of the search bars, or by selecting the ‘Add’ button on the side of the address.
Clicking ’Add’ will not close the window, but if you try to add them again an error will show up to let you know the address has already been added.
Afterwards, you will need to add in what products need to be in the order. Select the ‘Add Products’ button if you need to add items individually, or if you have a .csv file you can upload that to populate the products for you with the ‘Upload CSV products’ button.
The Upload button will prompt you to immediately upload the respective file, whereas the Add Products button will pull up an additional window to pick the products from. Much like the address book, you can search for the products by the search bars, or if what you need is already at the front, simply add or subtract what quantities you need, and click the Add button.
Once the products are added in, Close the window.
Next is adding in the shipping method, utilizing the button directly underneath where the products are.
Selecting this will pull up another window once again to give you the space to specify how you want your order to ship, and any additional details required. Most of these are straightforward, but in order to save the order properly, the two required options are the carrier and the ship-code.
Options may vary from the example below, but unless an order requires it to be sent out quickly, the most common option will be Best-Rate. This tells the system to find the most price-effective way to ship the order, regardless of how long it might take. If this is an order that should not ship, the best option then would be Pick, so no shipping label is created or charged. Otherwise, you are free to select your choice of FedEx or UPS options as you like.
After the Carrier is specified, select the Ship-Code, so the system knows what code to put to the order, and how to charge and create the shipping label.
Click ‘OK’ to save.
Right above where you would save this order is a place that will allow you to Attach files to be added to the order. Personalized letters, or other files can be added in this way.
Once everything is added in and selected, at the bottom you can simply Save Order, which will make the order immediately go live and allocate product to it, Save & Download PDF if you would like to keep a record of the order for your own needs, or Return to orders which will discard any changes and not submit the order.
That’s it! You’ve created an order and sent it out to be processed and shipped.
- Editing an order
If an order needs to be edited after it was placed, the first thing to determine is if the order is in a Processing or Shipped status. If either of these are true, reach out immediately to Robert Talerico or Kelly Mitchell via Ryver to have the package stopped and reverted to Pending.
If the order is still in Pending or Backorder, you are free and welcome to edit it as needed. First, open your ‘Orders’ tab and search for the order you’re trying to edit. Oftentimes the easiest way to do so is by the Order# or Reference#.
Once the order is found, click the three-dot dropdown on the left side, above the green +. This will drop down a few different options to manipulate the order as you like. To edit the order, simply click ‘Edit.’
Doing so will bring up the order and allow you to change what you need, such as a shipping address, or the products in the order, or the shipping method. To edit the shipping address, simply click the ‘Edit’ button below the Ship Information section at the top of the order. The shipping address is exactly what is printed on the shipping label and how it is printed, so it is paramount that this is written as it should be.
If you’re looking to alter the items in the order itself, you can add products, change the quantity of an individual product already in the order, or click the ‘x’ next to a line item to remove it from the order entirely.
To change the shipping method, simply click the ‘Add Shipping Information’ button below the line(s) of product and adjust what is needed.
Once the next window is brought up, select the Carrier dropdown, and select what shipping method you want.
After the Carrier is specified, select the Ship-Code, so the system knows what code to put to the order, and how to charge and create the shipping label.
Click ‘OK’ to save.
Once everything is set as it should be and your edits are complete, you must click the ‘Save Order’ button, otherwise the order will remain in an Editing status and will not ship. This is true even if nothing has been edited or changed. The save order button must always be pressed before leaving the order page.
Best practice is to ensure that your edits are correct, so simply click the green ‘+’ button on the order to open it and make sure that all products are there, as well as the shipping address being what it needs to in order to reach your customer. Edits should be instantly saved onto any order once the save button is pressed, so if something looks incorrect, you will need to edit it again.
If everything looks good to go, you’re done!
- Splitting an order
Splitting an order means to send a part of an order out while another is on backorder, or otherwise waiting to ship out to the customer. There are two ways to do this; by having the system send what is available, or by separating products into different order numbers (or ‘boxes’) yourself.
If you’re looking to see what might be available or not to send out from a singular order, click the green ‘+’ button (it will turn into the red ‘-’ seen below) to expand the view. If all items are ready to ship, the order will already be in Pending (as seen below) or Processing, or even Shipped. If there are one or more items not yet ready (even if part of the total is accounted for in inventory) it will be in a Backorder status.
To split the order, click the three dots above the green ‘+’ or red ‘-’ and click the ‘Divide’ option. This will open a new page that will give you the ability to allocate products to one ‘order’ (or ‘box’) or another. If the option is not there, ensure that the order does not have one unit of one sku in it; the system would not allow orders to ‘split’ if there are not at least two units or two skus of product in it.
Once on the new page, there are two key options for you to choose from. Send what’s available and Divide in boxes. The first option will tell the system to allocate the items that it already has assigned to the order into one ‘box’ and everything else into another. This does account for items that are only partially available (I.e. the customer ordered 10, but only 9 are available in the system, the system would send 9).
‘Divide in boxes’ brings you to the next step; selecting which box the item is to go in, based on the availability. Select as desired, and click ’Submit.’
This will bounce you back to the previous page, now with the items in the boxes as desired for reviewing. If everything looks as needed, click ‘Continue’ above or below the order.
The final step of splitting an order is the final review. At this stage, pressing ‘Submit’ will permanently alter the order (even if you click ‘cancel’ on the popup window that appears afterwards). There is no way to revert this change without editing the order(s) manually. This will also create a change in the reference number and change the shipping number associated with the order, so be mindful when trying to search or reference the order after the fact.
That’s it!
- Cancel an order
Clicking the three dots above the green ‘+’ will open a new menu; to cancel an order, click the ‘Cancel’ button.
The system will pop up with a window ensuring this is the order and number you are looking to cancel. If not, select ‘NO,’ otherwise click ‘YES.’
When the order is canceled, it will be marked with the ‘CANCELLED’ status, and append an ‘_C’ to the order number.
If for whatever reason you need to reactivate a canceled order, click the ‘View’ button.
In the order page that this leads you to, on the top left side there is an option to Re-enter This Order, which you will want to select. This will append a ‘_ReEnter’ to the end of the order number.
It will then pop up this window to allow you to review the re-enter action and the reference number to ensure you’re doing this for the correct order.
When ‘OK’ is pressed, it will reenter the order as if it were a new one at the top of the system, and be put into Backorder or Pending status based on product availability.
- Holds
Holding an order allows orders to come through the system but not yet be processed and shipped out. This can be especially useful if there is a large order that needs to be approved of by another, or if there are changes that need to be made and verified to be correct. There are plenty of reasons to place an order on hold, and least of these is the customer suddenly needing to be out of town.
Whatever the reason, it is only a matter of a few button clicks and an order can be placed on hold without interrupting the flow of other orders.
- Putting an order on hold
When clicking the three dots for the dropdown on the order, simply click the ‘Put on hold’ text. This will immediately place the order on hold for any edits or alterations to be made. A small pop-up window will appear, allowing you a chance to add any comments for why it was put on hold (or perhaps when it needs to be released, to be reviewed later), or to cancel the action before the status is changed.
The second method can be done when the order is created manually, or through the Editing page of an existing order. This can be done by clicking the small checkbox on the right side of the page, underneath the Order # and Reference #. This also allows you to set the date for when the order is to be released for future reference.
- Releasing a hold
This can be undone at any time by clicking the three dots again on any order on hold and now clicking ‘Release.’ A final notification will ask to confirm the action, and then the order is good to go again!
