This page is where one can view orders selected by order number, by items or with the use of filters.
Navigate to: Orders in the administrative area of the website.
Description
Order management section consists of two main blocks:
Orders filtering tools.
A block where one can deal with the results of filtering: orders and items selected by applying filters.
Filters
Filters provide a functionality that helps buyers find a particular order or group of orders by specified criteria. That is, in fact, filters are required to facilitate orders management and make a quick search for orders, for example, orders placed by your website customer Ivanov or all paid orders for a week, etc.
All available filters work together, i.e. you can assign values only for one or two filters or for all of them at once.
The default filters by statuses (Orders and Items) are the following:
Orders:
Paid.
Processing
Additional order
Processing at warehouse
Ready for packing
Ready to ship
Shipped
Items: no filters applied.
Next we will show how all filters as they follow in the “Orders” section work.
Date range
Orders can be filtered by date for:
Any time period specified by you;
Today;
Yesterday;
Current week;
Last week;
Last month;
Last 3 months;
Year to Date.
To display orders for a certain period you should select the desired value from the dropdown list that appears after you’ve clicked the drop-down arrow:
Click on the value you want on the dropdown list:
Once you’ve clicked on the desired range it will appear in the row that contains dates.
In addition, a possibility to assign a date range manually is provided. To do this, click on the row that contains a date to be altered and enter the wanted date:
Alter the date in one or two data fields.
It is also possible to enter the date using the calendar; to this end, click on the “Calendar” icon next to a date you want to change:
Select the desired day, month, year (a month or year are selected by clicking the right-hand or left-hand arrow next to a date.
Once you’ve clicked on a day, the selected value will be put in the date range field automatically.
You can alter the initial and/or final date in this way.
Customer
It is possible to filter orders and items by customer data. i.e. view all orders and items of a particular customer.
Users can filter orders and items based on the following criteria.
User ID.
Surname.
Telephone.
E-mail.
To fill in any of the fields you should click on it and type a value you need.
You can fill in just one field or all three fields to improve the accuracy of filtering (for example, if you have more than one Ivanov in your database you can make the search more specific by adding e-mail and/or phone to look for orders and items of a particular customer).
Orders
This block is meant for filtering by order data: order number and status.
Filtering by order number
To find an order by its number you need to enter the last digits of the order number other than zero (for example, if the order number is ORD-0000000020 you should enter value 20):
After doing so, click the “Apply” button.
An order you are looking for will show up on the orders list.
Filtering by order status
If it is necessary to find all orders with a definite status you can select the desired status from the statuses list and apply a filter.
Order statuses
Awaiting payment
Awaiting additional payment
Paid
Processing
Additional order
Processing at warehouse
Ready for packing
Ready to ship
Shipped
Completed
Cancelled
To select the desired status you should check or uncheck the checkboxes (for example, you need all orders with a status of “Awaiting payment”):
Check a checkbox to the left of a status name you need or uncheck those you needn’t at the moment.
Click the “Apply” button.
As a result, all orders in the selected status will be displayed on the “By orders” tab.
Items
One can also view all items chosen by definite statuses:
- Awaiting payment
- Paid
- Price confirmation
- Ordered
- Quality control
- Received
- Packed
- Ready to ship
- Posted
- Completed
- Returned to supplier
- Unable to deliver
- Cancelled
To select the status you need place the checkmarks (for example, you need all items marked as “Received”).
Place the checkmark to the left of a status name:
Click the “Apply” button.
As a result, all orders in the selected status will be displayed on the “By items” tab.
Resetting filters
If filter settings for orders and items are to be changed, one can either reset filters or narrow down the results of filtering.
Refining search results
If you need to refine your search further by adding some additional search criteria you should click on the dashed blue underlined text “All parameters”.
Clicking it will present the user with filters options. Here you can specify additional parameters to view the desired items or orders once again.
Clearing filters
To clear filters (when you want to see default data again) click the drop-down arrow which is on the “Apply” button on the right-hand side.
Once you’ve clicked it, a dropdown menu will appear where you can see the “Clear filters” menu option.
Clicking this menu item will restore filter parameters to the default state.
Orders list
Description
The orders list is displayed on the “By orders” tab. Here you can view orders that match the default filters parameters or the ones you selected (see the information on how filters work above).
A number of orders displayed per page
The default number of orders displayed per page is 10, but you can set a greater value.
The settings for displaying the number of orders per page are available on the “By orders” tab above the table with order details.
Click on the drop-down arrow next to a digit and select the desired number of orders displayed per page from the dropdown list that appears (for example, 50).
Once you’ve clicked on the wanted value the page will refresh automatically and orders will be displayed on a page the way you selected (in our example: 50 orders per page). The rest of orders (if the number of orders exceeds the selected value) will be shown in the paginated list of results beneath the orders list.
Orders list description
The orders list represents data summarized in the form of a table.
Order number. Clicking on the order number will take you to order details (where you can view information relevant to an individual order. For more information see the “Order page” section).
Creation date and time. This is where the date (dd.mm.yyyy) and time of order creation are specified.
Order status. This is an order status that is useful in orders management and search for orders using filters.
This status will also display in your customer’s personal area.
Items. Lists the statuses of items and the corresponding quantity of items. For example, “Paid 2”, Ready to ship 3”.
Sum (Paid in). This is where the price of an order in your website’s base currency is specified. The number in parentheses indicates how much your customer actually paid for goods.
Customer/ Balance. The full name of a customer who placed an order and balance information (how much money he/she has in the system to make purchases). Clicking on the customer full name will take you to customer description (for detailed information, see the “Customers” subsection.)
Operator.
Provider (Taibao, 1688, Yahoo , etc)
Actions. The possibility to export or cancel an order (as described below) without going to the order details (see below).
Actions
Export
Export is a feature that makes it possible to download the desired order to an Excel *xls file to your PC.
One can export both an individual order and multiple orders at once.
To export an individual order, follow these steps:
Select the needed order (manually or using filters).
Click on the gear button in the “Actions” column.
Click on “Export” in the pop-up menu that appears.
You will be prompted to save the file. Please save it. After the file has been saved, it is available on your PC:
This file will contain the following information:
Customer full name
Customer address
Order number
Item (link to Taobao)
Color
Size
(color in Chinese)
(size in Chinese)
Item photo
Quantity
Item price (the original price in yuans)
Discount price (the discount price in yuans)
China delivery (the original price per unit in yuans)
Total China delivery cost for all items
Total price (the original price in yuans)
To export multiple orders in one file, follow these steps:
Select the orders you need by ticking appropriate checkboxes to the left of the order number.
Or tick the checkbox in the table header if you need to select all orders on a page automatically.
Click the “Export” button which is located above the table.
You will be prompted to save the file. Please save it. After the file has been saved, it is available on your PC.
This file will contain the following information:
Order id – order number
Full name – customer full name
Address – shipping address
Shipping method – method of delivery
Item – link to Taobao item
Color – color
Size – size
Qty – quantity
Original price (yuan) – the original price in yuans
China deliver (yuan) – China delivery cost in yuans
Total price (yuan) – total order amount
Cancelling an order
Once the order has been paid (has been purchased but not been received at the warehouse), it can be cancelled:
Select the order you want to cancel (paying attention to its status).
Click the gear button in the “Actions” column.
Select “Cancel” in the dropdown menu that appears.
Once you have clicked on “Cancel”, a confirm screen will appear asking if you are sure you want to cancel the order. If you are sure you want to cancel it click “Yes”.
After that, the order will be removed from the orders list. You can find it by applying the “Cancelled” filter.
Once you’ve clicked the “Apply” button you will see the order you cancelled.
Restoring a cancelled order
Cancelled orders can be recovered. If you need to recover an order, follow these steps:
Select a filter: orders marked as “Cancelled” (see above).
Look for the order you want to restore and click the gear button in the “Actions” column:
Clicking the gear button will bring up a menu. Select “”Restore” in the menu that appears.
Once you have clicked on “Restore”, a pop-up will appear asking if you are sure you want to restore the order. If you are sure you want to restore it click “Yes”.
After clicking “Yes” the restored order will appear in the orders list.
Items list
Description
The items list is displayed on the “By items” tab. Here you can view items that match the default filters parameters or the ones you selected (see a detailed description of how filters work above).
Items list description
The items list is represented as a table and contains the following data:
Product number. Clicking the item number will open the item page on your website.
Information. Item photo.
Product status. Item status which is used for filtering (see a detailed description of how filters work above).
Price. The price of an item in your website’s base currency.
Quantity. The number of ordered items.
Sum. This is an item price multiplied by the number of items.
Customer / Balance. The full name of the customer who placed an order and balance information (how much money he/she has in the system to make purchases). Clicking on the customer full name will take you to customer description (for detailed information, see the “Customers” subsection.)
Operator
Provider (Taibao, 1688, Yahoo , etc)
Order. Clicking the order number will bring you to the order details (i.e. all information on a specific order) (for detailed information, see the “Order page” subsection.)
Actions . The possibility to export an item or change its status (as described below).
Actions
Altering an order status
An order status shows on which stage of processing an order is and is helpful in order management.
Order statuses:
Awaiting payment
Paid
Price confirmation
Ordered
Goods quality inspection
Received at warehouse
Packing
Ready to ship
Shipped
Received
Returned to vendor
Impossible to deliver
Cancelled
An order status can be altered both for an individual item and multiple items.
To alter an order status of an individual item, follow these steps:
Select the item the order status of which you want to alter (manually or using filters).
Click on the star icon in the “Actions” column (in the row that contains the selected item).
Select an order status you need in the menu that appears (in our example: Returned to supplier).
Clicking on it will change the order status.
To alter an order status for multiple items, follow below steps:
Select the desired items by putting a mark in the checkbox to the left of an item number:
Or tick the checkbox in the table header if you need to select all items on a page automatically.
Click the “Change status” button which is located above the table.
Select the status you would like to set for selected items from the dropdown menu that appears (in the example below: Shipped).
All selected items will change the status to that one you have just chosen.
Export
Export is a feature that makes it possible to download the desired item to an Excel *xls file to your PC.
One can export both an individual item and multiple items at once.
To export an individual item, follow these steps:
Select the needed item (manually or using filters).
Click on the gear button in the “Actions” column.
Click on the “Export” in the pop-up menu that appears.
You will be prompted to save the file. Please save it. After the file has been saved, it is available on your PC.
This file will contain the following data:
Number
Link
Image
SKU
Configuration
Quantity
Price
Delivery
Total
Purchased in website base currency
Paid in website base currency
Difference
To export multiple items in one file, follow these steps:
Select the desired items by putting a mark in the checkbox to the left of an item number:
Or tick the checkbox in the table header if you need to select all items on a page automatically.
Click the “With selected” button which is located above the table.
Click on the “Export” in the pop-up menu that appears.
You will be prompted to save the file. Please save it. After the file has been saved, it is available on your PC.
This file will contain the following data:
Number
Link
Image
SKU
Configuration
Quantity
Price, ¥
Delivery, ¥
Total, ¥
Purchased in website base currency
Paid in website base currency
Difference