Using The Orders Module

Using The Orders Module


Using The Orders Module


Highlights of the Orders module:

  1. Create Manual Orders
  2. Create Contacts
  3. Import Orders
  4. View Past Orders, Including Website Orders
  5. View Daily Revenue over Time
  6. Change an Order's Completed Status
  7. View Shipment Details on an Order
  8. View Work Orders on an Order
  9. Generate accurate sales tax rates & calculations at the county level

Glossary of Terms

  1. Status (On the Order Dashboard) - The current state of the order; the options are below
  2. Draft - This status shows that an order has been started, but has not been finished
  3. Draft - Incomplete - This status shows that an order has been started, but has not been given customer, shipping, or billing information
  4. Draft - Shipping - This status shows that an order has been started, but has not been given shipping or billing information
  5. Draft - Customer Info - This status shows that an order has been started, but has not been given customer, shipping, or billing information
  6. Completed - Paid - This status shows that an order has been completed manually
  7. Completed - Paid with CC - This status shows that an order has been completed and paid with a credit card
  8. Completed - Purchase Order - This status shows that an order has been completed either manually or by a website and paid with a purchase order
  9. Completed - Pending - This status shows that an order has been completed manually with a Paid - Pending status
  10. Quote Requested - This status shows that an order has been created as a quote
  11. Quote Sent - This status shows that an order has been created and a quote response has been sent
  12. Cancelled - Refunded - This status shows that an order has been cancelled and the credit card has been refunded
  13. Completed Status - The current internal work order status of an order; the options are below
  14. Received - This completed status is the default status for an order and is used to show that an order was received
  15. Accepted - This completed status is used to show that an order was accepted
  16. Production - This completed status is used to show that an order was accepted and put into production
  17. Ready for Shipping - This completed status is used to show that an order was accepted, put into production, and is ready for the Shipping Module (this sends the order to the Shipping Module)

  18. Shipped - This completed status is used to show that an order was shipped 
  19. Completed - This completed status is used to show that an order was completed
  20. Returned - This completed status is used to show that an order was returned
  21. Order Number - The internal and external number associated with an order
  22. Process Date - The date when the order was completed
  23. Source - The source of the order: Manual, Checkout, Marketplace
  24. Payment Status - Current status of the payment and the payment method used

Common Tasks

Create a Contact

  1. Visit the Orders Module
  2. Press "Create Contact"
  3. Enter the FIRST NAME of the Contact, this is printed on shipping labels
  4. Enter the LAST NAME of the Contact, this is printed on shipping labels
  5. Enter the EMAIL of the Contact, this is printed on shipping labels
  6. Enter the PHONE number of the Contact, this is printed on shipping labels
  7. Enter the SHIPPING ADDRESS of the Contact
  8. Enter the SHIPPING CITY of the Contact
  9. Enter the SHIPPING STATE of the Contact
  10. Enter the SHIPPING POSTAL CODE of the Contact
  11. Enter the SHIPPING COUNTRY of the Contact
  12. Enter the FREIGHT DELIVERY OPTIONS of the Contact which include: Is this a residential address? ; Deliver Inside? ; Is a lift gate required? ; Is access limited? ; Call Before Delivery? ; and Delivery Instructions
  13. Select if the Billing Address is the same as the Shipping Address

Create a Manual Order

  1. Visit the Orders Module
  2. Press "Create Order"
  3. Add a contact for this order by searching for the previously-created customer's contact
  4. Select the Shipping Address or press "Create New Shipping Address" to create a new address
  5. Select the Billing Address or press "Create New Billing Address" to create a new address
  6. Select the Sales Channel that this order is going to be for
  7. Add product(s) for this order by searching for the previously-created product
    1. If the order is a parcel order, you can press "Add Custom Product" to create a one-time product
  8. Update the product quantity
  9. If applicable, Update variant options
  10. Enter any Delivery Instructions
  11. If Applicable, Press CHOOSE SHIPPING METHOD to begin select shipping method for this order 
    1. Depending on if the product was created as a parcel or freight product, you will get the applicable shipping methods
  12. If Applicable, Enter a DISCOUNT as text
    1. Press APPLY
  13. Press CALCULATE
  14. Choose a Payment Method
    1. If you Select “Paid with Credit Card”
      1. Enter Card Number, MM/YY and CVC
      2. Press USE CARD
      3. This completes the order
    2. If you select "None", the order will not be completed
    3. If you select "Payment Pending", you cannot come back into the order to charge a credit card
    4. If you select "Paid", the order will be completed
    5. If you select "Purchase Order"
      1. Enter the Purchase Order Number
      2. Enter the Purchase Order Terms
      3. Enter the Invoice Date (MM/DD/YYYY)
    6. If you select "Financed", the order will be completed
  15. Press SAVE

Send an Order to the Shipping Module

  1. Visit the Orders Module
  2. Choose the applicable Order
  3. Change the completed status to “Ready for Shipping” 

Import Orders

  1. Visit the Orders Module
  2. Press "Import"
  3. Press “Order File” link to download the example file
  4. Modify your order file to be the same data format as the example file (see below)
  5. Press “CHOOSE FILE” to upload your product file
  6. If your file is correctly formatted as shown in our example, the information will load into the table below the import button.
  7. Review order information as it appears in the table.
  8. Press "Import"

Feed Guide

How to Format the File:

  1. External ID: Internal alphanumeric name for the order
  2. Channel Code: Default is "Default", can find this in the Sales Channel module
  3. Shipping Service Level/Name (If Shipping Speed must be one of: Ground; 2nd Day Air; Next Day Air; Freight): This chooses the shipping speed. Must be one of - Ground; 2nd Day Air; Next Day Air; Freight

  4. Carrier Name (Only if manual shipment): Text name of the carrier
  5. Tracking Number (Only if manual shipment): Alphanumeric field for the tracking number
  6. Order Processed At (MM-DD-YYYY): Date processed. Example: 07-12-2019
  7. Order Status (must be one of: Received; Accepted; Production; ReadyForShipping; Shipped; Completed; Returned): This needs to be "ReadyForShipping" for the order to appear in the Shipping Module. Must be one of - Received; Accepted; Production; ReadyForShipping; Shipped; Completed; Returned

  8. Subtotal: This numerical field is the total price for the items on this order
  9. Total Discount: This numerical field is the total discount for this order
  10. Total Shipping: This numerical field is the total shipping price to the customer for this order
  11. Total Tax: This numerical field is the total tax for this order
  12. Total Price: This is Total price of the order (includes subtotal, discounts, shipping costs, and taxes)
  13. Purchase Order Number: Alphanumeric purchase order number
  14. Contact First Name: Text for the first name of the Contact
  15. Contact Last Name: Text for the last name of the Contact
  16. Contact Phone: Numerical field for the Contact Phone Number
  17. Contact Email: Text field for the Contact Email
  18. Billing First Name: Text for the first name of the Contact Billing Address
  19. Billing Last Name: Text for the last name of the Contact Billing Address
  20. Billing Company NameText for the company name of the Contact Billing Address
  21. Billing Phone: Numerical field for the Contact Billing Phone Number
  22. Billing Address 1: Text for the Contact Billing Address
  23. Billing Address 2: Text for the Contact Billing Address
  24. Billing City: Text for the Contact Billing City
  25. Billing State: Text for the Contact Billing State
  26. Billing Postal Code: Numerical field for the Contact Billing Postal Code
  27. Billing Country: Text for the Contact Billing Country
  28. Shipping First Name: Text for the first name of the Contact Shipping Address
  29. Shipping Last Name: Text for the last name of the Contact Shipping Address
  30. Shipping Company Name: Text for the company name of the Contact Shipping Address
  31. Shipping Phone: Numerical field for the Contact Shipping Phone Number
  32. Shipping Address 1: Text for the Contact Shipping Address
  33. Shipping Address 2: Text for the Contact Shipping Address
  34. Shipping City: Text for the Contact Shipping City
  35. Shipping State: Text for the Contact Shipping State
  36. Shipping Postal Code: Numerical field for the Contact Shipping Postal Code
  37. Shipping Country: Text for the Contact Shipping Country
  38. Account Name: Text for the Contact Account Name
  39. Note: Internal note on the order
  40. Line Items[Name,Price,Quantity]: This creates line items on an order. Separate each field by commas. Format is: [Name,Price,Quantity]. Example - [INV38438,172,25]
  41. Products[Name,Shipping Weight (lbs),Shipping Length (in),Shipping Width (in),Shipping Height (in)]: This creates the products used in the line items of an order. Separate each field by commas. Format is: [Name,Shipping Weight (lbs),Shipping Length (in),Shipping Width (in),Shipping Height (in)]. Example - [INV38438,791,1,1,1]

Edit an Order

You can edit draft orders and only add notes to completed orders
  1. Visit the Orders Module
  2. Click on the applicable order
  3. If it is a draft order, you can edit its details and press save
  4. If it is a completed order, you can add notes and press save

Send a Draft Email

  1. Visit the Orders Module
  2. Click on the applicable draft order
  3. Make any applicable changes to the order
  4. Hover over the triple dots and press "Email Draft"
    1. This sends the contact email the order and allows them to complete the order on their side

Resend an Order email

  1. Visit the Orders Module
  2. Click on the applicable completed order
  3. Hover over the triple dots and press "Resend Order Email"
    1. This sends the contact email the order email once again

Cancel/Refund an Order

  1. Visit the Orders Module
  2. Click on the applicable completed order
  3. Cancel and Void any shipments
  4. Hover over the triple dots and press "Cancel Order"
    1. This sends the ORDER CANCELED email to the customer
    2. This refunds any credit card payments associated with this order

View and Export Tax Activity

The Inxeption Ledger calculates Sales Tax based on the Tax Nexus address entered in the System Settings Module. The tax will pass to the buyer when they check out, if applicable.
  1. Visit the Orders Module
  2. Hover over the triple dots and press "Tax Calculator"
  3. Select a start and end date
  4. Press "Get Taxes"
  5. Press "Download" to export

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