Login
To access the system and manage its features, you must log in with your administrator credentials. Look for the login option in the top menu.
Upon logging in, users are directed to the administrator dashboard, where they have access to the various subsystems of the system, including Sales, Website, and more.
To navigate to the Website options, users can click on the top-left icon and select Website from the menu. This intuitive interface ensures easy navigation and seamless access to all system functionalities.
Orders Management
Under the eCommerce Menu, there are various sub-menus such as Orders, Unpaid Orders, Abandoned Carts, and Customers. All these submenus allow you to efficiently manage your online store.
Let's go through all the available options under the menu and discuss each of them in detail.
Orders
This submenu enables administrators to view and manage all confirmed orders placed by customers on the website. You can track order status, process orders, update order information, and generate invoices and delivery orders.
The system window displays all orders with their Order Number, Date, Customer, Total Amount, and Invoice Status. Each order can be viewed in detail.
The Filters, Group By, Favorites, and Search options are exclusively designed for searching functionalities. The system enables you to apply searching functionalities to easily access the required information.
Administrators can access Confirmed Orders, including online paid orders and unpaid orders confirmed manually.
You have several options available for each order, including creating an invoice (Create Invoice button), sending an email notification regarding the order status, or canceling the order if necessary.
Additionally, administrators can access comprehensive order details, such as customer information, delivery address, the product or service ordered, and other relevant data, facilitating efficient order management and communication with customers.
Unpaid Orders
This submenu provides a list of orders that have not been paid for by customers. Administrators can view unpaid orders, send payment reminders to customers, and take necessary actions to collect payment.
When a client selects the Wire Transfer option and places an order, this order remains in this section until we manually confirm it upon receiving payment confirmation.
In this section, administrators have multiple options regarding unpaid orders. They can confirm the order once payment is received, send an email notification to the customer regarding the payment status, or cancel the order if necessary.
Additionally, administrators can access detailed information about each unpaid order, including the customer's name, delivery address, the product or service ordered, and other relevant data. This allows for comprehensive order management and ensures smooth communication with customers throughout the payment process.
Abandoned Carts
This submenu displays a list of abandoned carts, i.e., orders that were initiated by customers but not completed. Administrators can analyze abandoned carts to identify reasons for abandonment and implement strategies to recover lost sales. You will have access to a detailed overview of carts that were initiated by visitors but left incomplete.
This feature provides valuable insights into customer behavior, allowing businesses to identify potential areas for improvement in their sales process. By analyzing abandoned carts, administrators can gain a deeper understanding of customer needs, preferences, and pain points.
Additionally, email functionality enables businesses to proactively engage with customers who have abandoned carts, helping to recover potentially lost sales.
Customers
This submenu allows administrators to manage customer information, including contact details, order history, and preferences. Administrators can view customer profiles, track customer activity, and provide personalized services to enhance customer satisfaction and retention.
Create invoices
As we saw previously, we have the option to generate invoices from confirmed orders. The functionality to create invoices allows administrators to seamlessly generate invoices directly from customer orders.
When an administrator chooses to create an invoice for a specific order, the system automatically generates a standard invoice. This invoice includes all the order lines, which are ready for invoicing based on their invoicing policy. The invoicing policy typically determines whether the ordered quantity or the delivered quantity should be used for invoicing purposes.
After clicking the Create Invoice button, a new pop-up will appear, giving you the option to choose the type of invoice. Then, select Create and View Invoice.
With this functionality, administrators can efficiently manage the invoicing process, ensuring accuracy and consistency in billing procedures. By automatically populating the invoice with relevant order details, such as product or service descriptions and quantities, this feature streamlines the invoicing workflow and enhances overall order management efficiency.
Invoices will be created in draft status so that you can review them before validation.
Confirm Invoice
After reviewing all the data, click the Confirm button and the invoice can be confirmed. After confirming the invoice, you can perform the following actions:
- Send & Print: Allow you to send the invoice to the customer via email and print a hard copy if needed.
- Register Payment: Enable you to record the payment received against the invoice.
- Add Credit Note: Provides the option to issue a credit note for the invoice if necessary.
- Reset to Draft: Allow you to revert the invoice to draft status for further editing or modifications.
Register Payment
The Register Payment functionality allows you to record the payment received against the invoice. There are two possible scenarios when confirming the invoice and proceeding with payment association:
- If the order was paid online, the payment already exists in the system, and it is only necessary to associate it with the invoice.
- If the order was paid by Wire Transfer and manually confirmed, it is possible that the order is not yet registered in the system. In this case, payment registration is required along with the creation of the invoice.
Associate Payment (case 1)
If the order was paid online, the payment already exists in the system, and it is only necessary to associate it with the invoice.
A message will be displayed: "You have outstanding credits for this customer. You can allocate them to mark this credit note as paid." allowing you to associate existing payments with the invoice to mark it as paid.
You can click on the displayed message:
or navigate to the bottom of the invoice, where information about existing customer payments will be shown, to proceed with the association.
To associate the payment, simply click on the Add button next to the payment related to the invoice.
Upon successful payment in association with the invoice, a green label (Paid) should be displayed to indicate that the invoice has been paid.
Register Payment (case 2)
To further on the second option, the process of registering a payment involves confirming by clicking on the Register Payment button. A popup window will appear displaying the payment information.
Upon confirming the payment (click the Create Payment button), it will be confirmed and automatically associated with the invoice. Upon successful payment in association with the invoice, a green label (Paid) should be displayed to indicate that the invoice has been paid.
In summary, this is the complete process of receiving a sales order, completing the invoicing process, and payment.
Product Management