Orders Management

Brief Introduction #

Order management is the process of receiving, tracking, completing and shipping an order to a customer. MultiVendorX lets vendors manage orders by themselves without having you step in. Tools provided to the vendors are Order Logs, Order Data Manager and Order or Shipping Tracker and Order Reports.  These tools, ultimately assist vendors in managing a mammoth process like order management with convenience and ease. 

Overview  #

  • Vendors can view all the orders placed under them from their dashboard
  • Track orders using an order id exclusive to each order 
  • Order details can be viewed for better clarification
  • Order reports give vendors a fair idea of how much each order is earning
  • Shipping trackers are used to track Order shipment
  • Admin can view and sync vendor order

Order Management from the Vendor Dashboard #

Vendors can start managing their orders from the moment they log into their dashboards. MultiVendorX provides the vendor with three helpful widgets that help vendors in managing their orders. 

Key Performance Indicators and Performance Statements #

The Key Performance Indicators and Performance Statements widget assist the vendors by displaying the number of orders a vendor has received in a week or month. The order key indicator used is a cart icon.

This widget also releases statements indicating the vendors’ increase or decrease in order. The statements issued express in words how well the store is performing in comparison to its previous records.   


Pending Shipping  #

The Pending Shipping widget shows in the form of a tabular form, orders that are yet to be shipped. The vendor can use a shipping URL or id to track the shipping status of the orders that are yet to be delivered. 

Order Log and Order Data Manager #

The Order Logs and Order Data Manager are used to keep a record of the orders placed by customers. While the order log records the list of orders placed under a vendor, the order details record general information regarding a particular. By using both these features vendors can effortlessly manage their orders

Order Lists #

The order log is one of those handy tools that maintain a tabular record of orders received by a vendor. Let’s seen how the order log functions and assists in the management of Orders.

To view the order log, a vendor must

  •   Go to the Vendors dashboard and select the orders menu. Alternatively, the vendors can also select the Orders link provided on the top side of the dashboard that will direct them straight to the orders page.
  • Once the Order page loads the vendors would be able to view their list of orders for that particular month. The vendors can still view the list of other orders if they select the date of the order, they want to view
  • The Order Log records the following information
    • Order Id: An order id is an identification number used to track and trace orders
    • Date: The date displays the day on which an order was placed
    • Earning: This shows the payment amount expected or earned by a vendor after the placement of an order
    • Status: The status signifies the progress status of a particular order, for example, complete, on hold or pending 
    • Actions: The action displays certain icons that help vendors perform certainly. These icons include
      • The eye or view icon: Using this icon the vendors can view details of their order
      • The download icon: This icon helps the vendors download the order log details of a particular order and view it in the form of a spreadsheet 
      • The truck or shipping icon: The vendors can use this icon to track the shipping status of a particular order by selecting this icon and adding a shipping URL.
  • The vendors can also download the entire order log in the form of a CSV file by clicking on the download CSV option

Order Data Manager  #

This feature by MultiVendorX serves two purposes, one by managing vital details like order status, downloads and refunds and the other is to store basic order information.

To view order details, vendors can select the View option found on the Orders log of the Orders page. Once the page containing order details opens up, the vendors will be able to see all the relevant information about a particular order.

  • Updating Status

This is the most important part of the order details page. Vendors can manually change the status of an order by selecting a status from the given status list. By changing the order status, vendors indicate the state of a customer’s order request and this is extremely important as any mistake can lead to the loss of an order. This is because based on this the Admin would adjust the main order list indicating to the customer whether an order has been completed or not.  

The status list dropdown menu shows the available status options that the vendor can select from. 

  1. Completed: Vendors can change to this status once an order request has been fulfilled (shipped and delivered to the customer). 
  2. Pending payment: The status means that the order was received but the payment has not yet been received
  3. Failed: This means that the transaction failed and no payment was made
  4. Unpaid: This status does not show immediately and instead is shown as Pending until verified by the payment gateway (e.g., PayPal).
  5. Processing: This status means that the vendors have received their payment and the order is about to be delivered to the customer. This status applies to all orders except those that contain products that are both Virtual and Downloadable.
  6. On-Hold: This status is given when the transaction is yet to be completed from either the vendor’s end or the customer’s end.
  7. Cancelled: Once an order is cancelled the order request is removed from the list and no further actions can be taken
  • Order Date and Payment Method : the order date shows the date on which the order was received.  The payment method on the other hand lets the vendor know about the payment gateway used by customers to pay for their orders
  • Address Details : Address Details include the billing and shipping address of the customer along with certain customer details like the name or email id of the customer.
  • Order Items : The next panel on the order page is the Order Items panel. Here the vendor can view the product ordered, product quantity, product prices, tax, vendor’s commission from the sale of the product and refund option. 
  • Downloadable Product Access Manager: Vendors can manage access permission for downloadable products from here. To either allow or deny access to files requested by customers the vendor can start – 
    • By selecting the view icon, the order details of the Downloadable Product would open
    • Now the vendor must scroll down to the download access permission section
    • Here the vendor can search for the product file. Once the file is found and selected the vendor can select the Grant button. 
    • After the permission period for the downloadable file wears off, the vendor can select the Revoke button

Order Notes #

The order notes section performs multiple small functions. Here the vendor can either add a private note for themselves or a public note for his customers and the Admin. These notes can be small reminders like glass products – extra shipping charge or product warranty period or any other product-related information. Along with this, the vendor can also view the history of order notes that the vendor had added either for himself or his customers. 

Tracking Orders  #

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

Split Order view in the cart and checkout page #

When a user is buying from multiple vendors at the same time, in the cart page, we group the products by vendor and show the respective subtotals, shipping, discounts, fees, etc. under each vendor.

Customer Refund Request #

The vendor can accept or reject the customer’s refund request. If the request has been accepted, vendors can write their customers a note and select the Update Status option. Once this is completed, the refund note added by the vendor will be mailed to the customer along with the refund request. 

Track Order Status by Admin  #

Admin can track order statuses by viewing the Order Log found on the admin dashboard.

To view Order list details

  • Go to the Admin Dashboard and then navigate to the WooCommerce menu option, from there you will select the Orders submenu to view the orders page
  • Once the order page opens you will be able to view the order list containing some information about the orders place on your site
  • The details found on the order lists are as follows- 
    • Order ID: The order ID is the main identity number used to trace an order
    • Sub Orders: The original order identification number creates other id numbers if a customer places orders belonging to different vendors. This other identification number created under the original identification number is called a suborder identification number
    • Eye Icon: This icon is used to get a preview of the order details 
    • Date: Here you can view the date on which the order was placed 
    • Status: Here you can view the order fulfilment status like on hold, processing or completed. The status of the order changes only when all vendors have fulfilled their order requests.
    • Billing – A preview of the bill sent to the customer is recorded here
    • Total: The total amount earned from a particular order is displayed under this heading

Changing  the Main Order Status #

By viewing the order status each suborder Admins can go to the main order details page by selecting the main order id found on the order list page. Once the main Order details are shown he can view the order status. 

Track Order – Customer   #

Customers can track and view their orders by going to the My Account page and selecting Orders from the left-hand side menu list. Once the Order page loads, they can view the following list.

  • Order Id: This is the parent order id 
  • Suborder Ids: Next to the parent order id is the child order ids which show different ids for products bought from different sellers 
  • Date: Dates on which the orders were placed
  • Status: The status of the orders showing whether the order is completed or still processing 
  • Total: Which is the total amount being charged for how many items 
  • Actions: under this customers can view complete details of their order 

With this, we come to the end of our order management lesson. Hopefully, this document is of some help.

In case of further questions or queries contact our super helpful support team. 

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