Draft:Advanced Order Management

Overview

X-Cart's Advanced Order Management module allows you to edit your customers' orders after they have been placed. With this module you can add products to an existing order, remove products from order, update product prices and quantities, add/update discounts and coupons, change the delivery method and shipping cost, etc. In versions 4.5.2 and later, you can also create orders via the store's back end. This may help, for example, when a customer calls in to place an order.

Starting from version 4.3.0, the Advanced Order Management module is available as a built-in module in all X-Cart editions. It does not require installation and can be enabled in the Modules section of your store's Admin area. For versions 4.0.0-4.2.3, the Advanced Order Management module is available as an add-on module which can be purchased and installed separately.

Enabling the Advanced Order Management module

To enable the module:

1. In Admin area, go to the Modules section (Settings menu -> Modules).
2. Choose the Advanced Order Management module by selecting the respective check box on the left.
3. Click the Apply changes button. This activates the module.
   
   

Configuring the Advanced Order Management module

In X-Cart versions 4.5.2 and later, after enabling the Advanced Order Management module, you should check and adjust the module's configuration settings:

1. In the Modules section (Settings menu -> Modules), click the Configure link opposite the module name ('Advanced Order Management').
   The module configuration page (titled by the name of the module) opens:

   
   
   

2. Adjust the settings on the module configuration page as needed. At present, there is only one setting, Username prefix for customer added when order is created in back-end. This setting is related to the Create Order feature; it allows you to set a username prefix that will help you to identify automatically created customer profiles.
   Whenever you create an order via the store's back end without linking it to an existing customer profile, the system automatically creates an anonymous customer profile for the person on whose behalf the order is being created. The username for such a profile is generated automatically as a string of numeric characters preceded by the username prefix specified in this field. For example, if the username prefix value is defined as "automatic", the usernames of automatically created customers will look as follows (Note the last three usernames in the list):

   
   
   

3. Click the Apply changes button to save the changes.
   
   

Editing orders with Advanced Order Management module

To edit an order with Advanced Order Management, do the following:

1. In your store's back end, find the order you want to edit and open its details. Now that Advanced Order Management module is enabled at your store, the 'Order details' page contains a button titled Modify:
   
   
2. Click the Modify button. This opens the 'Advanced Order Management' page where you can edit the order:
   
   The top of the page provides links for access to the sections of the 'Advanced Order Management' page:
   
   • Preview order: Allows to preview the order details at any moment during the editing process.
   • Edit ordered products: Allows to add products to the order, remove products from the order, update product quantities and prices.
   • Edit ordered gift certificates: (This link is displayed only for orders containing ordered gift certificates; not available for orders created via the store's back end) Allows to edit the amount of the ordered gift certificate, remove the gift certificate from the order or access the 'Gift certificate details' page where virtually any details of the gift certificate can be edited.
   • Edit customer information: Allows to edit customer information including customer personal information and billing/shipping addresses.
   • Edit order totals: Allows to modify the components that make up the order total (e.g., shipping cost, discount savings, etc).
   • History of changes: (This link is not available for orders created via the store's back end) Allows to view the history of changes made to the order.
3. Click the link you require and make the changes.
4. Save the changes.
   
   

Creating orders with Advanced Order Management module

not possible to add gift certificates

Advanced Order Management operations

Editing ordered products

To add products to an existing order, remove products or edit the details of products contained in an order, click the Edit ordered products link on the 'Advanced Order Management' page. This opens the 'Order #X: edit products' screen.

Scroll down the page and you will see two sections:

• 'Product info' section: Allows to view/edit information about the products that were ordered. In this section, detailed information about each product in the order is displayed in the form of a table. In the table, the column titled Original shows the state of product information before editing (the way it was last saved); the column titled Current contains some editable fields - that is where you edit/update product info. It is possible to edit the product price, quantity (number of product units to be added to the order) and selected product options for any product in the order.
  Note that, when you begin creating a new order, the order does not yet contain any products, so the 'Product info' section displays the "No products ordered" message.
• 'Add product' section: Can be used to add products to the order.

Editing product info:

To edit information about any product in the order (like selected options, product price or quantity of product units being ordered):

1. In the 'Product info' section, locate the product you need to edit and review the information in the table below its name.
2. Adjust the contents of any editable fields in the Current column as you require.
   Notes:
   
   • It is possible to change the selected product options (if present, these are displayed in the section Selected options (already considered in the price)), the number of product units being ordered (the Quantity field) and the price (the Price field).
   • The "Catalog price: X" note displayed below the editable Price field reflects the current price of the product in your store's catalog. If the product has defined product options or variants, this note reflects the price of the product based on the selected product options as shown in the section Selected options (already considered in the price) below. Note that if you change the selected options, the "Catalog price: X" note and the contents of the editable Price field will not be updated automatically; you will have to manually adjust the contents of the Price field to match the new product options selected. To find out the current catalog price of any combination of product options, click Update after selecting the options you require in the section Selected options (already considered in the price). The "Catalog price: X" note will be updated, and you will be able to copy the price shown in the note and enter it in the Price field.
   • If inventory tracking is enabled at your store, below the editable Quantity field you will see a note saying "Available in stock: Y". This note reflects the currently available quantity of the product or selected product variant. You can enter any number in the Quantity field, but X-Cart will only save quantities smaller or equal to the currently available quantity in stock. Please be aware that, if you change the options in the section Selected options (already considered in the price), you will need to click Update before you see the actual availability of the newly selected product variant (This works similarly to the "Catalog price: X" note). If you want the product's quantity in stock to be updated after you change the number of product units ordered, make sure the check box Update quantity in stock after the changes are applied is selected.
3. Click Update. The changes will be finalized when you save them.

Adding products:

To add a product:

1. In the 'Add product' section, click the Browse button. This opens the 'Select a product' box.
   
2. Use the 'Select a product' box to select the product you want to add to the order: Choose the product category from the list on the left and double-click on its name; the list of products contained in the category will be displayed on the right. Locate the name of the product in the list on the right and double-click on it.
   
   
   The 'Select a product' box will be closed; the product name and SKU of the selected product will appear in the 'Add product' section:
   
   
   
3. Click Update. The product will be added to the list of ordered products in the 'Product info' section:
   
   
4. Review the product information in the 'Product info' section. If necessary, adjust the selected product options, quantity and price in the Current column. See instructions for Editing product info.
5. Click Update. The changes will be finalized when you save them.

Deleting products:

To delete a product:

1. In the 'Product info' section, select the Delete check box below the name of the product that needs to be removed from the order:
   
2. Click Update. The product will be marked as Deleted and its price will be set to zero:
   
   The deletion will be finalized when you save the changes.
   

Before the deletion has been finalized, it is possible to restore the deleted product:

1. Select the Restore check box below the name of the product.
2. Click Update.

Editing ordered gift certificates

To edit ordered gift certificates, click the Edit ordered gift certificates link on the 'Advanced Order Management' page. This opens the 'Order #X: edit gift certificates' screen:

Here you can view/edit information about the gift certificates that were ordered. Note that it is not possible to add new gift certificates to orders, only to edit already ordered ones.
Detailed information about each gift certificate in the order is displayed in the form of a table. In the table, the column titled Original shows the state of gift certificate information before editing (the way it was last saved); the column titled Current contains current information. The editable Amount field in the Current column is where you can quickly edit the gift certificate amount:

1. Adjust the contents of the Amount field.
2. Click Update. The changes will be finalized when you save them.

If you need to edit gift certificate details other than amount, click the Gift certificate ID link for the gift certificate that needs to be edited:

This opens the 'Gift certificate details' page where you will be able to make all the necessary changes:

Editing customer information

To edit customer information, click the Edit customer information link on the 'Advanced Order Management' page. This opens the 'Order #X: edit customer information' screen:

Here you can view/edit the customer's email address, membership and billing/shipping addresses. Customer information is displayed in the form of a table where the column titled Original shows the state of customer information before editing (the way it was last saved) and the column titled Current - current customer information. All the fields in the Current column are editable, so you can change their contents as you require. After editing the contents of any fields on the page, be sure to click Update to apply the changes. The changes will be finalized when you save them.

Note that on the 'Order #X: edit customer information' screen you edit customer information only for the selected order; the information in the customer profile remains unchanged.

Previewing order details

While editing an order, you can preview its details at any moment by clicking the Preview order link at the top of the 'Advanced Order Management' page. Before clicking the Preview order link, be sure to apply any changes you have made by clicking the Update button.

See also

• Gift Certificates