Orders Management

In this Article

The Split Order module, is a perfect solution for the vendors to manage their orders. 

So, from now on when a customer adds products of the different seller to their cart. There will be separate order id for every seller with the admin and customer.  Thus, this will allow the vendors to have better management of Return, Refund, and Replacement.

Before split order module, the whole order flow get carried out by WooCommerce. Hence, even one order contained products with different sellers, it used to have one order number. So, all the vendors from that order only used to see their part of the product. Therefore, the whole order management used to get carried out by admin. 

But, now we create a sub (child) order for each parent order. Here the parent order will show the whole order summary of this site, whereas child order will only show one particular vendor’s order. 

In short, this split order module will help you out in many ways : 

  • Better communication- The customer can now clearly specify the ordered id to refer a particular order with admin/vendor as per their need. 
  • Easy Management Of Vendor Orders-  The admin can now review the Order Status for each sub order. This will allow the admin to overview the progress of each order.
  • Quick Order Management- If the customer has placed an order with multiple seller products in the order list. Then separate order id for each seller product is generated. So, all the sellers will receive the order ids in their respective account’s order section. This will allow them to easily monitor the order.

When customer will place an order successfully, a complete overview of the order will be displayed on the Thank You page. The same will be sent in their “Complete New Order” mail. 

Customer View #

When customers will go to their Order section, where they can view the Parent order and corresponding sub-orders. Here a customer can also check the progress of each order.  

Reference 1: Split Order module view ( customer end )

Admin’s view #

The admin can also view the suborder from their order menu. Besides each parent order section, the admin can also see the suborder section. 

Now, if the admin wants to check the Vendor‘s order specifications, ( i.e. products/ tax/shipping etc) , he can view them like this : 

Reference 2: Split Order module view ( admin end )

Vendor Orders Page #

When the vendor will start taking orders, the Orders management page begins to fill up. Vendors can view the order at: Dashboard >> Orders.

These orders are created when a customer completes the checkout process. Now, with the split order module, we will create a sub-order for each vendor. So, here vendors can see a small summary of their orders. 

Each row displays useful details, such as order number, date of purchase, order status, vendor’s earning.

Reference 3: Split Order module view ( vendor end )

Filter orders by Date (month/year)  or Search for a (registered) Customer in the stats/reports section of the vendor’s dashboard.

Reference 4: Stat and Report view ( vendor end )

In this page you can see a section called Download CSV. This generally creates a csv with all the order id, date of purchase, time of purchase, vendor name, items bought and quantity.

Now using our quick action tool, a vendor can easily view the order details/ provide shipping details. 

The download icon lets them download  CSV file of the order and using the truck icon, vendors can provide the shipment tracking details (i.e. Shipment Tracking URL, Tracking ID). 

Managing Orders

Order rows have a Preview ‘eye’, this option lets the vendor see the Single Order page, where vendor can also Update Status, and Add Notes as shown in the video : 

Update Status

Each vendor’s order has it’s own status, irrespective of the parent order. Order statuses let the vendor inform the customer and admin, on how far along the order is, starting with Pending and ending with Completed. 

The following order statuses are used:

Pending payment – Order received, no payment initiated. Awaiting payment (unpaid).

Failed – Payment failed or was declined (unpaid). Note that this status may not show immediately and instead show as Pending until verified (e.g., PayPal).

Processing – Payment received (paid) and stock has been reduced; order is awaiting fulfillment. All product orders require processing, except those that only contain products which are both Virtual and Downloadable.

Completed – Order fulfilled and complete – requires no further action.

On-Hold – Awaiting payment – stock is reduced, but you need to confirm payment.

Canceled – Cancelled by the vendor or the customer – stock is increased, no further action required.

Refunded – Refunded by the vendor – no further action required.

All the Order Statuses are color-coded and descriptive.

Canceled – Grey

Completed – Blue

Failed – Red

On Hold – Orange

Pending Payment – Grey

Processing – Green

Refunded – Grey

Diagram of order statuses 

This visual representation follows an order from Pending to Completed, Canceled or Refunded.

Vendor can add a Note to the order:

Vendor can add note to an order and set the note status as ’private’ or ‘to customer’. For “note to customer”, customer will get a notification for every note added. For “the private note” only the vendor will also get a notification.You can also check the attached video for more clarification. 

Editing/viewing single orders

From the Single Order page not only can you view all order data, and update.

  • Change the order status
  • Refund the order 

Order Data 

The Order Data panel lets you modify the order status. 

You can also find customer billing and shipping addresses.

Order Items

The next panel on the order page is the Order Items panel. It lists items in the order, quantities, and prices, Tax , vendor’s commission earned on the product .

Order/Customer Notes

 The Order Notes panel displays notes attached to the order and can be used for storing event details, such as payment results or reducing stock levels, or adding notes to the order for customers to view. 

Notes can be a powerful tool for communicating with customers. To send a note to a customer on an order, enter the note, then select: Note to Customer > Add Note as shown in the attached screenshot :

Need to add a tracking number for shipping? Is stock delayed? Add a customer note, and they are automatically notified. on their mail.

The “Tracking Number” option asks you to provide the shipment tracking details – Shipment Tracking URL and Tracking ID. The URL and ID entered here is mailed to the customer so that they can track their order as shown in the attached screenshot.

These tracking details will be shown on the customer’s order section. On clicking on the suborder id, it’s corresponding shipment details will be shown on the order updates section as shown in the below picture.

Permission to Downloadable products: 

Here vendor can manage download permission if the product is downloadable. He/she can add or delete download file and control access(grant/revoke)  to download the file.

For further clarification, you can see our youtube  video: 

Banking Overview: #

In Banking overview page the vendor can see all the economic transaction details. You can also view the commission disbursement status (paid/unpaid) of each order here.

Here we present 4 specific data, which generally informs the vendor on how much they paid earlier and how much they will get paid. The vendor can select their preferred date, which will help them understand how much they were paid within this time range. 

1.Initial Balance: Initial balance is the amount vendor has been paid previously before that time-range.   

2.Total credit: Total credit is the amount that the vendor has earned by selling his products within the time range.

3.Total Debit: Total debit is the amount that is debited from the vendor’s account during withdrawal of commissions.

4.Ending balance: Ending balance is the amount that the vendor is left with after completing transactions. Below Screenshot needs more explanations. And a gif also required.

Here, the unpaid commissions will show up in the credit column. Once the commission is being disbursed from the admin’s end, it will show up in the debit column and the ‘type’ status will change from ‘commission’ to ‘withdrawal’.  The debited amount will also show up in the total debit box. 

Order Email Notification: #

Once an order is placed, we shoot mails to admin, vendor and the customer to brief them about the order details and also verify in the way.

Vendor’s Refund Management #

The vendor’s refund module is manual. Means, when the customer will submit the refund request, the vendor can follow these steps :

  1. Check: Consult the documentation of your payment gateway, or support, on whether manual refunds are available. You will either need to: a) log in to your payment gateway account and process the refund there or b) transfer the money from your bank account manually.
  2. Scope: Refunds normally extend to products, taxes, and shipping fees. However, transaction fees charged by the payment gateway will be lost and not refunded.
  3. Refunds and can be processed through your Order page.

When processing a refund, you have the option to restock products by ticking the Restock refunded items box.

Once the refund is completed, the vendor can notify the customer using the order note section.

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