Search Descriptions Version
 
 
This article applies to: ML8

Order Processing


Unless otherwise noted, all actions described in this article take place on the Orders → View/Manage Orders page in the admin site. These are the basic tasks necessary for handling orders once they have been placed on the site.

Collecting Payment

Depending on the payment methods you accept and your transaction mode, it may be necessary to take manual steps to collect payment on new orders. The steps are described below:

Automated Payment Methods
If using one of the supported payment gateways, PayPal, or Google Checkout, collecting payment is as simple as clicking the 'Capture' button on a new order. The software will call the gateway and instruct it to transfer the authorized amount from the customer's account.

Check or Purchase Order
For orders which are paid by check or purchase order, the majority of order processing must be handled outside of the software. Customers will be emailed a receipt with their order total, but there is usually going to be extra paperwork required to contact them, inform them of where to send payment, etc. Our software does not handle any of that, it should be done manually or through your accounting package. Once payment has been received, click the 'Capture' button on the order to indicate that.

Shipping

If you are using FedEx Shipping Manager integration, ShipRush, orUPS Worldship, the shipping for orders is handled in bulk, through other parts of the admin site. Otherwise, each order needs to have the shipping information added manually here.

Once the carrier, tracking number, and shipping date are filled in, clicking the 'Mark As Shipped' button sends the customer an email with their shipping information. This also removes the 'IsNew' flag from the order, so it will no longer show up in the list of orders on this page unless you search for it.

Ad-hoc Transactions

Ad-hoc transactions allow you to make partial refunds, or add to the cost of an order. The option is only available if the order's TransactionState is 'Captured', and the button appears at the top of orders:

To perform a transaction, click the button pictured above, then fill in the required fields on the window that opens (your screen may look slightly different depending on your gateway and the type of transaction):

Void/Refunds

These are the 4 options for 'canceling' an order:

Void - Only orders that have not been captured may be voided. If the payment method went through a live gateway, the software notifies the gateway to cancel the transaction. The 'IsNew' flag is removed from the order.

Refund - Refunds are used on orders that have been captured. The payment gateway is notified to reverse the charges (if applicable), and the 'IsNew' flag is removed from the order.

Force Refund - This button is only to be used if neither of the 2 options above will work. The force refund button ignores the payment method of the order and does not contact the gateway. The order is marked as refunded within the software only!! If a payment gateway or other accounting package was used, the refund will need to be handled there separately. This is often used for 'paper' payment methods such as checks and purchase orders.

Force Void - This allows Pending orders to be voided. It can be accessed from the Admin site in the Order Page. Once an order is force voided, the "New" flag on the order will be cleared. The Transaction State will be "Force Voided". The Voided On date will also be populated. The Void, Force Void, Refund and Force Refund buttons will no longer be visible. And it unwinds the transaction at the same time restores the inventory.