Orders

Is one of the most important module of whole application. Please give this part of documentation more time to fully understand.

Every body know what order is, but how it is implements in our system? Which processes you have to understand? Standard general order work-flow you can find on Figure 1.

Figure 1: Standard order work-flow
Figure 1: Standard order work-flow

Simply:

  1. Customer creates order.
  2. Salesman receives order and prints invoice and delivery note.
  3. Warehouseman delivery from warehouse, package, and send goods.

On Figure 2 you can see state diagram of order process.

Figure 2: State diagram of order process
Figure 2: State diagram of order process

And e-shop has same order statuses. If customer creates order it is in status received. If salesman receives order it is switched to status in progress and if order goods are send to the customer it is switched to status completed. Fourth but less used status is cancelled (more info about this status you find in cancel order section).

On Figure 3 is standard order activity work-flow inside company.

Figure 3: Activity diagram of order
Figure 3: Activity diagram of order

Rectangles with rounded corners are activities and rectangles with sharp corners are physical outputs like document or invoice etc.

Real example

  1. Customer inserts some goods to the cart and creates order.
  2. Customer and salesman receive e-mail with order confirmation (Figure 4).
  3. Salesman login to the e-shop and jump to orders.
  4. Salesman click to edit button to show order details (Figure 8).
  5. If everything is OK salesman print delivery note for warehouseman (Figure 9).
  6. Salesman switch order status to in progress (Figure 10).
  7. Warehouseman delivery goods from warehouse, package them, and hand over to the shipping company.
  8. Salesman can fill shipping code (Figure 11) and switch order status to complete.
  9. Customer receives e-mail with complete order (Figure 5).

Sending e-mails

E-shop also sends automatically e-mails to the customer in some period of order life cycle. These periods is marked on Figure 4.

Figure 4: Sequence diagram of order
Figure 4: Sequence diagram of order

On Figure 5 is first e-mail which is sent when customer create order. This confirmation e-mail is sent to the customer and also to the salesman.

Figure 5: E-mail confirmation
Figure 5: E-mail confirmation

On Figure 6 is second e-mail which is sent when status of order is changed into completed and goods are sent. This e-mail is sent only to the customer.

Figure 6: Order completed
Figure 6: Order completed

Now you should know how looks like order process, now it is time to describe e-shop orders administration. Maybe you noticed that order button (Figure 7) is different against rest of buttons. It is true, in bracket is number of new orders (status receive).

Figure 7: Order button
Figure 7: Order button

Order administration

Listing

If you click to the order button you should see listing of all already created orders (Figure 8). In this page you can find:

Figure 8: Already created orders
Figure 8: Already created orders

  • Filter box (Figure 9). Here you can switch to see all orders, only orders from you to your dealer and last option is order from your customers to you.

    Figure 9: Order - filter
    Figure 9: Order - filter

  • Table with already created orders (Figure 10). Each row contains in last column (right side) action buttons. Buttons are generated on base of status order and if order is from you to your dealer (1) or from your customers to you (2).

    Figure 10: Order - listing
    Figure 10: Order - listing

    1. Order from you to your dealer (author of order is you) – you should see only detail button and if order is in status completed then print voucher button.
    2. Order from your customers to you (author of order is your customer) – you should see if order is in status received detail button, print button, edit button, cancel button, history button, and in some cases backorder button. If order is in status completed you should see view button instead of edit button and also print button. If order is in cancelled status you should see return to process button instead of cancel button.

DetailDetail

If you want to show items of order one of way how is clicking on detail button. You should see table with complete information about items in order and chosen shipment method and payment method (Figure 11). Click again to same button to hide table.

Figure 11: Order detail
Figure 11: Order detail

Clicking on this button should pop-up new window with delivery note print body (Figure 12). On top part is information about customer like billing address, delivery address, payment and shipment, client information etc. and on bottom part is list of ordered goods with list of alternatives (Figure 13). The list of alternatives can help your warehouseman delivery from warehouse contrived goods.

Figure 12: Print purchase order tab
Figure 12: Print purchase order tab

Figure 13: Alternatives of goods
Figure 13: Alternatives of goods

HistoryHistory

Because our e-shop is multi-user application it is necessary record all users steps by logger. Thanks to any type of logger you can very easily find WHO, WHEN, WHERE and WHAT to do. In case of order here is special order logger – calling history (Figure 14). On this page is table with 4 columns. First (Date created) inform you about WHEN second (Created by) inform you about WHO third (Type) inform you if this action perform customer or administrator and last fourth (Message) inform you about WHAT a given user to do. Every change in order (adding new goods, editing goods, deleting goods, changing billing address, changing delivery address, etc) is recorded and you can easily find out information about who, when and what.

Figure 14: Order history
Figure 14: Order history

BackorderBackorder

Sometimes customers can try order goods which you and your dealer have not in warehouse. In that case customers will be inform that goods which they want to is not in warehouse and quantities of goods in order are automatically decrease to available quantities. But information about unavailable goods are not thrown away nevertheless save to the database and shown in this page (Figure 15). You can also print this table and jump back (Figure 16) to the listing of already created orders.

Figure 15: Backordered goods
Figure 15: Backordered goods

Figure 16: Backordered goods - menu
Figure 16: Backordered goods - menu

Print documentPrint document

Our e-shop also support printing invoices (Figure 17). Some internet browser like Internet Explorer insert into printed page some unwanted information like source, time, number of page etc. In some browsers you can easily disable printing unwanted information (mostly you can find this option in menu File → Print setup or something like this). Caution maybe in your country legislations requires remove or add new information. In that case please contact us by support form.

Figure 17: Print document
Figure 17: Print document

CancelCancel

If you want to cancel some order just click on this button. After you click on this button you should see cancel form (Figure 18). In this form is information about order (Figure 19) like name of client, created date, code, etc. and 2 text-area (Figure 20). First for typing internal note (this note never been shown to the end customer) and second E-mail body for typing text which will be inserted to the e-mail which is sent to the author of order. If you do not fill field E-mail body e-mail will not be sent.

Figure 18: Cancel order
Figure 18: Cancel order

Figure 19: Cancel order - information
Figure 19: Cancel order - information

Figure 20: Cancel order - textarea
Figure 20: Cancel order - textarea

EditEdit

This page (Figure 21) will be your the most frequented page. Here you can edit information about each order like billing address, delivery address also update goods in order and change order status (in progress, completed). Page is divided to several boxes.

Figure 21: Edit order
Figure 21: Edit order

First box (Figure 22) contains basic information about order like name of client, order code, order status and also you can here set tax date (Figure 23).

Figure 22: Edit order - information box
Figure 22: Edit order - information box

Figure 23: Edit order - tax date
Figure 23: Edit order - tax date

Second box (Figure 24) contains information about shipment and payment. Here you can edit shipment and payment method type, parcel number or internal note (this note is shown only to you not to customer).

Figure 24: Edit order - payment and shipment method
Figure 24: Edit order - payment and shipment method

Third box (Figure 25) contains form with client information. Here you can edit client name and surname, telephone, email, etc.

Figure 25: Edit order - client information
Figure 25: Edit order - client information

Fourth box (Figure 26) contains form with billing and delivery address. Here you can edit billing or delivery address, zip, town, country, etc. If you do any change in billing address, delivery address, client information, payment and shipment method or tax date DO NOT FORGET save changes by Save client’s changes button (Figure 27).

Figure 26: Edit order - billing and delivery address
Figure 26: Edit order - billing and delivery address

Figure 27: Edit order - save button
Figure 27: Edit order - save button

Fifth box (Figure 28) contains goods from order include payment and shipment method with price. Here you can also change quantities of ordered goods (Figure 29) – do not forget save changes by Save changes to purchase order button.

Figure 28: Edit order - goods from order
Figure 28: Edit order - goods from order

Figure 29: Edit order - quantites ordered goods
Figure 29: Edit order - quantites ordered goods

You can also add new goods to the order. Just click to link Add part – Figure 30 – you should see add form with 2 fields replace part and quantity (Figure 31). First fill replace part and move cursor to next field quantity (by pressing TAB, click by mouse, etc.) and wait for a while, if you type exists number you should see stock quantity of typing number (Figure 32). Now you can type count. Do not forget save changes by Save changes to purchase order button.

Figure 30: Edit order - add part link
Figure 30: Edit order - add part link

Figure 31: Edit order - add new form
Figure 31: Edit order - add new form

Figure 32: Edit order - add new form
Figure 32: Edit order - add new form

Last seventh box (Figure 33) contains these buttons:

Figure 33: Edit order - action buttons
Figure 33: Edit order - action buttons

  1. Save changes to purchase order – if you change any ordered field or add new goods or change order field, clicking on this button you save all these changes.
  2. Add ordered goods into cart – clicking on this button will be automatically inserted into cart all goods with order field set to more than 0.
  3. Change to in progress – clicking on this button status of order will be changed to in progress.
  4. Change to completed – clicking on this button status of order will be changed to completed, application will be inform client about this by e-mail and order wont be editable.

Return into processReturn into process

If you cancel order and you want to re-cancel it you can do this by clicking on return into process button. Clicking on this button order will be switched to status received and you can work with this order as with regular order.

ViewView

On this page (Figure 34) you should see complete information about order like client's information, billing address, delivery address, ordered goods, payment and shipment method, etc. But you cannot edit any of this information.

Figure 34: Edit order - view
Figure 34: Edit order - view