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orders page
Admin orders page
Using the admin orders page
Hopefully the Orders Admin page will be the one
you will visit most so it is important to know your way around.
You will receive
a notification email for each order that is placed through
your store but it is a good idea to check the page regularly
in case the purchaser didn't make it back to your store
after buying and the email notification wasn't triggered.
Clicking on the View orders link in your online control panel
will bring up the orders admin page:
The interface here will provide you with all the information on
orders as well as the ability to search your order database, change
the order status, download orders etc.
The various options on this screen are outlined below:
To refine the search options you can select one or a combination
of parameters:
Orders From / On – Orders Till: This
is where you can specify a date range. Clicking on the “DP” button
will bring up a calendar for easier date selection.
It is also possible to add single numbers to the From /
Till fields. If you need to view orders between the last
2 to 4 days then place 2 in the Orders From box and
4 in the Orders Till. If you need the
orders from 4 days ago then place 4 in the Orders
From box and leave the Orders Till field
blank.
Search Text: This will allow
you to perform a search selecting from the following parameters:
Order ID
Email address
Auth code
Name
Address
Zip
Phone number
Affiliate id
Invoice number
… and can be further refined by choosing
the date selection, payment method, state, country and/or Order
Status. This will also come in useful for your marketing
when you can make advertising decisions based on where
your orders are coming from.
Click on "Search" to find the orders
you are looking for. Click on "Stats" to get the order statistics
for your search.
Dump orders to CSV file: Clicking
here will prompt a download of the orders. This can be opened
in Excel. It will give details of the order such as address,
price, quantity and shipping.
Dump details to CSV file: This
will also include the product information. New Order: Click here to manually enter an order
Packing slips: Select the orders using the
checkbox next to each order to view multiple packing slips
on the same
page. When printed they will print on separate sheets.
Invoices: Select
the orders using the checkbox next to each order to view multiple
invoices on the same page. When printed they will
print on separate sheets.
Order
details
When viewing the order admin page or looking at
the results of a search you will be presented with a table of results.
Order ID: This is the order number and the
first order on your store will be “501”. Click on
the order number or on the Name to bring up the full details
of that particular order.
Printing the invoice / packing slip
If you select Printable Packing Slip from the drop down menu
you will be presented with a printable
version.
You can add your own header, address and footer to smarten it
up – to
do this you will need to make the changes in your vsadmin/includes.asp
file - there are details in our parameters
page or for PHP version in vsadmin/includes.php where the
details are here.
Method: This will show how the client has paid. Information in
red will indicate an uncompleted order.
AVS: This stands for Address Verification Status
and indicates the address match made with card used on purchase.
Your payment provider should offer a list of possible results.
CVV: The cardholder verification
value comes from Visa. Your payment provider should offer a list
of possible results.
Auth code: This is a very important field and
particular attention should be paid to the message that appears
here. Under normal circumstances,
when an order goes through an authorization code will appear
here – this
means that the order has been received and the purchaser has returned
to your store and should have received email notification of their
purchase. If you see an “authorize” button, as in the
example above, the most likely reason is that the buyer abandoned
the cart before going through with checkout. It may be that they
changed their mind, suffered a power failure or were simply testing
the system, however it may also be possible that they never made
it back to your store after purchase. For this reason it’s
important to check with your credit card processing admin page
before deleting or authorizing. If you find that the order did
in fact take place then you can click on the authorize button and
add the authorization code given by the payment processor. If there
is no record of the order you can delete from the drop down in
the “Status” field.
IMPORTANT NOTE
If a customer goes to the checkout page then backs out to
the cart again the order totals may be shown as zero. This
is an
incomplete order and hasn't been paid for. The only reason
they are left there is for the user's information,
such as if you see a lot of incomplete orders
you might want
to
check
why
customers are not going through with the purchase.
When the customer makes payment and returns to the site the
order is "closed". IF after making payment and returning
the order is not closed (you would notice there is still an "authorize" button
on the admin orders page) then you should check the setup of
your payment processor or ask for help on our support forums.
One thing to note, if you are using the email methods of checkout
and set emailorderstatus to less than 3 then the order will
not be closed properly as orders with status less than 3 are
not authorized - ASP
emailorderstatus - PHP
emailorderstatus.
Status: This is where you can set the status
of your order and the default options are unauthorized, cancelled,
deleted, authorized,
packing, shipping, shipped, completed. It is possible to change
these values in the Admin Order Status page to give a clearer
message to the public if they choose to view the status of their
order.
Tracking number: This is where you can enter the tracking number
for each order.
Invoice number: This is where you can enter the invoice number
for each order.
Purge deleted: Once
an order is deleted, it will remain in the system for 3 days – this is a security measure in case
an order is deleted by mistake. Selecting “purge deleted” will
remove all trace of deleted orders.
At the bottom of the page it is possible to quickly flick through
date ranges, for example, orders from a month ago, a week ago,
yesterday etc.
Editing
order details
Version 4.9.0 saw the introduction of the ability to edit all
the clients' order details. To use this feature select Edit Order
Details from the drop down menu and click on the name of the purchaser.
You will then be presented with the full order details in form
fields. All of these can be edited but do remember to click on
"recalculate" and "update" after making any changes.
If you need to edit one of the product options click on the box
under Product ID and the Options field will appear with a drop
down of available choices.
If you need to add more items to the order then click on the "+"
button, to remove products click on the "-" button. Remember to
recalculate the order after changes have been made.
Client
order status page
If you want to create the publicly viewable order
status page then all you have to do is open the products.asp page
in
your web editor and "Save As..." orderstatus.asp
Then go to HTML view, and look for
<!--#include file="vsadmin/inc/incproducts.asp"-->
...and change it to...
<!--#include file="vsadmin/inc/incorderstatus.asp"-->
...for for the PHP version open the products.php page in
your web editor and "Save As..." orderstatus.php
Then go to HTML view, and look for
<?php include "vsadmin/inc/incproducts.php" ?>
...and change it to...
<?php include "vsadmin/inc/incorderstatus.php" ?>
Email
customer the order status
From version 4.5.0 it is possible to send an email to the customer
once their order status has changed, all you need to do is add
a new parameter to your vsadmin/includes.asp or vsadmin/includes.php page
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