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Knowledge
Base.

How do I access and manage my store orders?

When your customer places an order, all its details are recorded in The Webydo Store control panel on the SALES tab. Here we will instruct you how to access and manage the orders.

 

Order statuses
 
Each Webydo order has a payment order state and a fulfillment order state.
 
Payment statuses
 
Awaiting Payment The "Awaiting Payment" state indicates that the order was placed successfully, but you haven't received any funds yet. All the orders placed by offline payment methods (such as Phone ordering, Wire Transfer, etc) get this status by default. 
PaidThe "Paid" state indicates that you have fully charged the customer for an order. All the successful orders placed using payment gateways. E.g. Authorize.Net, PayPal, Google Wallet (ex-Google Checkout), etc get this status by default.
Cancelled
 
The "Cancelled" state indicates that gateway's effort to authorize or charge the customer's credit card has failed and/or the merchant has canceled the order.
RefundedThe "Refunded" state indicates that the payment for the order has been credited back to the buyer. Please note, that it only changes the order status in Webydo. To refund the customer you should transfer the appropriate amount to the customer account from your payment gateway or bank.
 
 
Fulfillment statuses
 
Awaiting ProcessingIt is the default fulfillment state for all the new orders.
ProcessingThis state indicates that you are in the process of filling the customer's order. 
ShippedIt indicated that you have already shipped the order.
DeliveredIndicates that the order has been delivered.
Will not deliverThe "Will not deliver" fulfillment state indicates that you will not ship the items to the customer. 
ReturnedThe "Returned" state indicates that the order has been returned to the seller.
 
 
If the order statuses you see in your Webydo control panel or on our forums are different, please, refer to this article for the explanation: Improved order statuses
 
 
Unfinished sales
 
The 'Unfinished Sales' page in Webydo control panel lists all the ordering attempts when the customer did not complete the payment for an order, including the cases like:
 
  • returning from checkout steps back to the shop to add or review their cart,
  • customer has changed his/her mind on the whole idea of buying something.
Each line in the unfinished sales table contains a short description of an order (date, total cost, payment method, cart contents), a customer email (so you can contact customer to find out why s/he hasn't finished the order) and the 'Place this order' button. When you click that button, the selected order is placed in the regular orders list, it is marked with an 'Awaiting Payment' status and the order notification is sent to the customer (like for the new orders). But, of course, Webydo doesn't automatically charge a customer's credit card in such a case, i.e. you will need to charge a customer manually. It is also important that an unfinished order does not lock the items bought - the stock quantities are only decreased as soon as a complete order gets an 'Awaiting Payment' or 'Paid' status.
 
 
Create orders
 
If you sell not only in your online store but also process sales offline, via phone or email, you still can record these orders in your Webydo control panel and keep track of them.
 
In Webydo it is possible to create orders manually for accounting purposes to have full orders history in your control panel even for orders that were processed via phone or offline.
 
To create an order go to My Sales -> Edit orders page and click "Create Order" button at  the top right of the page:
 
 
Fill in the order information and click "Place order". The order will appear in your sales list.
 
 
FAQ
 
I've already have some orders, where is my money?
 
Webydo itself does not collect or store any money for sales made to your customers. It just helps you sell your products and charge your customers, all sales are going directly to your payment gateway's account.  So you will need to contact your payment gateway(for example PayPal) to have your money transferred to your bank, if it is not set up to do so automatically. 
 
Please note, that if an order was placed using a so called "offline" payment method (for example "Phone ordering" or "Pay by check", such methods have the "Offline" type in the control panel), then Webydo just creates a new order in the database and stores customer`s data. No actual charges are made, so you need to contact your customer to get your money.
 
How can I change my Order ID's?
 
By default, order id's are the numbers starting from 1, which are incremented for each order. Webydo paid users have the ability to change what their Order IDs look like for their customers and increase them if necessary. So if you don’t want to start with order #1 and want to appear as a mature online store for your customers, you can increase it to #1000 in a few clicks. 
 
The Order ID can be changed on the Settings → General → Cart page, (the "Order Settings" section).
 
Also you can add a prefix or suffix to your IDs, so they can look like “MY-STORE-1000-2011″. Where “MY-STORE” and “2011″ are prefixes/suffixes set up in your Webydo backend. For example, this feature is helpful if you have numerous Webydo stores and want to differentiate your orders. 
 
So basically your Order ID has the following format PREFIX-NUMBER-SUFFIX, where, PREFIX and SUFFIX are static parts and can be empty. NUMBER always remains and is increased incrementally with each order automatically.
 
 
Why order IDs are not consecutive? Some order ids are missing
 
You may notice the missing order ids on the Sales page. E.g. you have order #10, the next order has the #14 ID and there are no #11, #12, #13 orders.
 
Such missing order IDs appear when your customer starts to checkout and doesn't finish the transaction. For example if you use PayPal Standard payment gateway and customer is redirected to PayPal, but doesn't pay, Webydo will create a hidden "incomplete" order which isn't shown in the 'Orders' table. Such orders are listed under the Unfinished sales tab (this option is available for paid users only). So just ignore these missing IDs, it isn't an issue.
 
How to assign a tracking number to an order?
 
In order to assign a tracking number to an order, perform these steps: 
 
  1. Log in to your Webydo control panel and open the Sales tab.
  2. Click the "Ship >>" button near the necessary order.
  3. Enter the necessary tracking number and save the changes. A customer will get a notification with this number. 
If you want, you can modify or translate the text of such notifications. 
 
If you do not see the 'Ship' button on the order details page, it most likely means that the order doesn't have a shipping method assigned, which happens when the ordered items don't require shipping. Each product has a setting 'This product requires shipping' on the product page, in Webydo control panel, Catalog -> Product. By default this setting is enabled for every product. If it's disabled, the product is considered virtual in Webydo, that is why it doesn't allow assigning a tracking number for the orders - there is nothing to ship thus nothing to track. You need to make sure the products have this setting turned on. How shipping in Webydo works
 
Can my customers get a tracking code by e-mail?
 
Yes, Webydo sends the tracking code and URL in notifications to your customers.
 
If they don't get them, then first of all, please check if the "Order shipped" notifications are enabled.
 
Webydo actually doesn't know what shipping carrier you use for it and doesn't include a tracking URL in emails. Only a tracking number is included. So, you will need to add such a URL to your notifications manually.
 
Feel free to replace the UPS tracking URL with any other one.
 
How do I print the order information?
 
If you need to print the order information, you can do that from Webydo control panel → Sales. You can do that either for each sale individually - by pressing "Print invoice" button next to each product in the sales list - or for a few orders in batch, by putting the checkmark next to each order you want to print and pressing "Print selected" button
 
 
Can a customer return to the shop and re-initiate an unfinished order by himself?
 
In Webydo, the contents of customer's cart are preserved for 30 days in their browser. The cart contents are only erased upon successful order placing. Moreover, the addresses put in the completed checkout steps are remembered. So the customer is able to re-initiate the checkout process for the same order again. If, however, your customer is not able to re-initiate an order the said way (for example, if their browser's data has been cleared somehow on their computer), you can find it in the Unfinished sales page of your Webydo control panel and restore it.
 
How can I decrease the number of unfinished orders and enhance checkout conversion rate?
 
In order to increase the conversion rate in your store, please follow these general recommendations:
 
  • Make sure all payment methods in your store are properly configured.  
  • Ask your customers whether your payment methods are convenient for them. First of all, your customers should be available to use them (e.g. national payment gateways may be a trouble for international customers). Second, your customers may sometimes be confused as to how exactly to pay online. In order to make the checkout more useful and understandable, provide more payment methods in your store, name them accordingly (e.g. 'Credit card' is not the most appropriate name for PayPal - instead, 'PayPal or Credit cards' would be a bit better) and don't forget to accompany each of them with a good instruction. 
  • Having the generally appealing, well described and well illustrated products and overall confiding website also helps to lower the rate of unfinished sales, but this is the least important part, affecting the sales only after the aforementioned typical roadblocks in the checkout are removed in your store.

 

 

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