The Order Management Process

Viewing Orders

The heart of the BV Commerce order management process is the Order Details page.

When a new order arrives, you will be alerted on your Dashboard. To access the new order, click on the New Order button or use the Order dropdown list on the top of your BV Commerce admin page.

You will then see the new order listed.

Process orders individually by clicking on Details to see each order’s Order Detail page.

Batch Processing Orders

You can use the Accept All New Orders button if you would like to batch process new orders and move a group of orders directly to Ready for Payment.

Holding or Canceling Orders

 

All orders can be put on hold or canceled. Use the dropdown list at the top of the Order Details page. You can see all On Hold or Canceled orders displayed through the main Orders page.

 

The Order Details Page

This is what an Order Details page looks like.

Notice that at the top of the screen you see the words: Unpaid/Unshipped and dropdown list options.

As you move your order through the order management process these labels will change. After payment is received and your order has been shipped your order will then be labeled Paid/Shipped. You can manually change whether your order is canceled, on hold, received, ready for payment, ready for shipping or complete.

One nice feature of the Order Details page is that you can E-mail your customer and the e-mail will already be pre-populated with his or her first name and order number.

You can also include both Private Notes and Public Notes. Public notes are available for the customer to read from their order history page.

Once you’ve verified the order, choose Ready for Payment under the dropdown list or click the Payment button on the right hand side of the page.

Batch Processing Payments

To batch process payments you can also go to the main Order section and choose Charge All and Mark for Shipping.

Ready for Payment: Order Details Payment Page

You will now see the Payment Details page for this order.

The default screen shows credit card transactions. Your options include Capturing Holds, adding New Charges, issuing Refunds and Adding a New Card.

You can store one or more credit cards with an order. When you add a new card, you will see all credit cards associated with this order displayed under the New Charges area. Storing a credit card makes it easy to hold and capture funds later without retyping the credit card number.

Capturing Holds

When you create your BV Commerce store you are given a test payment processor and set up to authorize payments at checkout. However, if you would like to capture holds on each order, you can change this setting under Options:Payments.

Under Payment choose Edit Credit Cards. You can then choose to authorize at checkout and capture funds later or charge the full amount at checkout. You can also choose whether or not to require CVV codes at checkout.

Purchase Orders, Cash and Checks

Here are what the Purchase Orders, Cash and Check screens look like.

Transactions

You will see your transactions on the left hand side of the page in the green boxes.

If you are using Holds, click the Capture Hold button to actually charge the customer’s credit for an order. You will see the Transaction fields reflect the changes and the Total Payment Status for Order shows that the card has been charged.

Ready for Shipping: Order Details Shipping Page

After you’ve authorized payment on an order, click the Shipping button on the right hand side of the page or use the dropdown list at the top of the page to select Ready for Shipping.

This puts you on the Order Details Shipping page for your order.

Notice that the Unpaid/Unshipped label at the top of the page now reads Paid/Unshipped. If you go to the main Order page, you will also see that the $ Payment icon has turned green, showing you that payment has been completed on this order.

On this page you can choose your Shipping Method and enter a Tracking Number for the order. When you’re done, click Ship Items.

Viewing All Orders

At any time you can click on All at the top of the main Orders section and see all orders in various stages of the order management process.

You can see this same list by choosing Search under the main Orders section dropdown list.