Description: This tool is the nerve center for the complete management of all transactions and orders generated by the system or created manually. It allows monitoring of status, managing logistical details, and communicating with the customer.
What is it for? (Practical examples)
Use Sales and Order Management to:
- Track the status of each purchase: Quickly view whether an order is paid, being prepared, shipped, or refunded, managing inventory accordingly.
- Create manual orders: Record phone or in-store sales by adding products directly to the cart and assigning the correct customer.
- Manage logistics: Enter shipping data, the courier used, and tracking code to inform the customer.
- Import external data: Upload large volumes of pre-existing orders or from other platforms via the dedicated CSV import tool.
Main Features
Order List and Search
The main screen shows a complete list of orders with the ability to filter and search by:
- Order ID, Customer, Total, Payment Status, and Order Status.
- Payment Method and Shipping Method used.
- Assigned labels, Operator who handled the order, and Origin (lead source).
Order Creation and Editing
When creating or editing an order, the following options are available:
- Customer and Operator Selection: Associate the order with an existing customer or create a new one if necessary. You can also assign an internal operator responsible for the sale.
- Billing and Shipping Data: View and edit personal data and addresses. Billing data can be copied to clipboard with one click or used as shipping data.
- Cart Management: Interactive tool to add, remove or modify products, quantities, and apply coupons used. The total updates in real time.
- Notes: Add internal notes to the order visible only to operators.
Logistics and Tracking Management
- Shipping Method: Select the courier used from a predefined list or enter a custom name.
- Tracking Data: Enter the tracking code to allow the customer to monitor delivery.
Statuses and Payments
- Order Status: Change status (e.g., processing, shipped, completed) with a notification system that can send an automatic email to the customer.
- Status History: View the sequence of all status updates that the order has undergone over time.
- Payment Status: Set whether the order is "Paid" or "Unpaid."
- Refund Management: If the order was paid through a compatible external provider, it is possible to initiate the refund procedure directly from the management panel.
Labels and Classification
- Labels (Tagging): Assign custom labels to orders for better organization and segmentation.
How to Configure
Configuration options are available directly on the order editing screen:
| Field / Section | Purpose | Notes |
|---|---|---|
| Select Customer | Associates the order with a customer record. | If the customer does not exist, they are automatically created based on billing data. |
| Select User | Assigns the order to an internal operator/seller. | Useful for tracking sales responsibility. |
| Payment Method | Defines how payment was or will be made. | The list is manageable from billing settings. |
| Shipping Method | Defines courier and type of shipment. | Selectable only if shipping methods are configured. |
| Courier and Tracking | Entry of courier name and tracking code. | Required for order statuses related to shipping. |
| Labels | Assign one or more tags to the order. | Useful for internal organization (e.g., "High Priority," "Issue"). |
Automatic Integrations
The Sales and Order Management module automatically integrates with various system areas to ensure efficient workflow:
Inventory Update
When an order’s status changes (for example from "Pending" to "Shipped" or "Cancelled"), the system requests confirmation to automatically update product availability in stock by decreasing or restoring inventory.
Automatic Communications
- Status Email Sending: Each time an order’s status is updated, the system can send a notification email to the customer (and/or administrators) informing them of the change.
- Resend Payment Link: For unpaid orders, it is possible to generate and resend a direct payment link via email.
Customer Management
- Customer Record Creation: Entering a new order with billing data automatically creates or updates the customer's record.
- Customer Label Assignment: If enabled, purchasing a product can trigger automatic assignment of labels on the customer's profile.
Print Documents
- Print Receipts and Documents: Orders can be printed in various formats (e.g., A4 receipt for archive or 80mm receipt for POS/retail locations) directly from edit screen or batch from list view.
Marketing Automations
Creating a new order acts as a trigger for any configured marketing automations, allowing automatic start of email sequences or other actions.
