Summary
In this article, you will learn how to create a POS order. POS stands for Point of Sale – typically used in Brick and Mortar stores. This kind of order is created manually in the system. A customer approaches the register and wishes to purchase an item.
Contents
2.2 Shipping Address
2.3 Order Tracking
2.4 Order Payments
2.5 Order Details
Before we start…
- Locate Customer Service in the navigation menu and choose Manage Orders from the drop-down list. You will be navigated to the Manage Orders page.
Task Requirements:
1 How To Create Order
On the Manage Orders page, click on “Create new order” to be navigated to the Order Details Page. (See the picture below)
2 Order Details Page
From the “Order Details” page, you can manage specific details pertaining to the customer order.
2.1 Customer Information
Note: Customer information is optional for a POS order. You can select customers from the list and the shipping address will be filled automatically from the customer details page or you can create a new customer and add it to the order.
- Customer: To add a customer, click on the “Add customer” link. (See the picture below)
- A pop-up will appear where you can select a customer. You can search for pre-existing customers with a list of options like Customer Name, Company Name, Customer Email, etc. Enter a value in the search field and click on the “Search” button. You have been provided with different filters to search for the customers.
- Last Purchase Date: Use this filter to find a customer who purchased a specific item from its last purchase date.
- Customer Filter: Use this filter to find a customer from three different statuses: Any Status, Not Approved and Approved. “Approved customers” mean your customers are approved to see the private marketplace.
- More Filters: These are additional filters to search for a customer.
- Private Marketplace customers only: Use this filter to look for private marketplace customers only.
- Subscribed to newsletter customer: Use this filter to look for customers that have subscribed for your newsletter.
- If you don’t have a pre-existing customer, create a new customer by clicking on the link “Create new customer”.
- You will be navigated to the Customer Details Page. You can create, view and modify customer information from this page. It is recommended to create customers first via Manage Customers page.
- Once you have found your customer, click on the customer name and it will appear automatically on the order.
- You can also change the customer by clicking the button “Change Customer”. Again the same page will appear where you can re-select the customer from the list. (See the picture above)
- You can also edit customers by clicking the “Edit customer” button. A pop-up will appear where you can edit the customer details. This button is not supposed to update the order itself, it is just an option to edit the customer file for future use.
- Custom Order Status: Choose an order status from the drop-down. (These can be customized in Administration > Control Panel > Step 12 (Customer Invoice & Checkout Settings).
2.2 Shipping Address
If you selected a customer above and if your customer details had an address, this section will be filled automatically. But if you did not select a customer before then you will have to fill this section. Enter the shipping address of the buyer.
- Address Line: Enter the building address of the buyer. (ex. 129 South Street)
- Address Line 2: Enter the unit/suite number, if any.
- Address Line 3: Enter more address specifics like the basement, backdoor, etc.
- City: Enter the city of the buyer.
- Country: Choose a country from the drop-down.
- Postal/Zip Code: Enter the postal code.
- Phone Number: Enter the phone number
- Business phone: Enter the business phone.
- Mobile phone: Enter the mobile phone.
- Fax: Enter the fax number of the buyer.
- Residential address: Check-mark this box to confirm that the shipping address is a residential address. Leave it unchecked to specify that the shipping address is a business address.
2.3 Order Tracking
- Payment Type: Specify the payment type, ex. Paypal, and Currency, ex. USD.
- Shipping Type: Specify the shipping type – Shipping or Pickup. If the item is a pick-up item, select “Pickup,” and if the item is to be shipped out, select “Shipping”. Checkmark “Offer combined shipping” if you are giving combined shipping. When you choose “shipping”, a pop-up will appear where you can choose the shipping service which will appear under Order Shipments.
- NOTE: If you would like to ship your order, you would need to add a product to the order before selecting “Shipping”. See Section 2.5 below to see the step by step instructions.
- Date for pickup: If the item is set for pickup, enter the date and time for the pickup.
- Order on hold: Checkmark this if you want to put your order on hold for some reason.
- Hold until: Specify the date until which the product will stay on hold.
- Payment Received: This checkbox will get marked automatically once the payment has been entered in the order. It will also populate the date and time.
- Payment cleared: This checkbox will get marked automatically once the payment is cleared in the order. It will also populate the date and time.
- Order picked up: Checkmark this option manually in the order details when you are ready to mark the order as picked up and update the order.
- Date order closed: You will need to manually check this box to mark the order as closed. Alternatively, you can mark an order as closed from the dropdown option in the “Manage Orders” screen.
- Order refunded: If an order has been refunded, this checkbox will get marked automatically.
- Internal note: You can add an internal note in the order. (The buyer will not see this note).
- Exempt Federal Tax: Check this if you are exempting federal tax for the buyer.
- Exempt Local Tax: Check this if you are exempting local tax for the buyer.
- Customer Tax Number: Enter a tax number in this field if you exempting taxes for the buyer.
2.4 Order Payments
Note: The option to add Payment/Refund will appear when you have added at least one product in the order. Please go to the order details section below to learn how to add a product in the order.
PAYMENT
- To add a payment in the order, click on the “Add Payment” button. (See the picture below)
- A pop-up will appear where you have to fill the payment details.
- Merchant Provider: Choose the merchant for this order. For ex. Cash, Paypal, etc.
- Transaction ID: If you already processed the payment (PayPal, Authorize.net, etc), you can enter Transaction ID here.
- Customer Email: Enter customer email, if needed. This applies to PayPal and Authorize.net transactions only.
- Enter the amount and specify the currency for the order. For ex: 5 USD
- Enter the handling fee (if any). For ex: 5.00
- Click on the “Add payment” button.
- Payment will be added to the order. You can view the Merchant, Transaction/Check#, Type, Amount, Received by, Date and Status of the order.
Under the Order Status, you will have two options: Refund and Delete (See the picture below)
- Refund: Click on the “Refund” option to add a refund to the order. A pop-up will appear where you will be provided three options to remove the product from the order.
- Remove product from the order and return to available inventory: Choose this option to remove the product from the order and return to inventory with all quantity. For ex: If the buyer wanted a refund and you haven’t shipped it yet, you can remove the product and re-list it for some other buyer to purchase.
- Remove product(s) from order and set quantity to zero: Choose this option to remove the product from the order, send it back to inventory with 0 quantity. For ex: If the buyer wanted a refund and you have shipped the item and it arrived broken. There is no need to send it back.
- Leave product in order: Choose this option to leave the product in the order. For ex: You are refunding the shipping costs as the buyer decided to come to pick up the item after paying to ship.
- Select one of these options and click “Choose”.
- Delete: Use this option to delete payment from the order. A pop-up will appear where you will have three options:
- Remove product from the order and return to available inventory: Choose this option to remove the product from the order and return to inventory with all quantity.
- Remove product(s) from order and set quantity to zero: Choose this option to remove the product from the order, send it back to inventory with 0 quantity.
- Leave product in order: Choose this option to leave the product in the order.
- Select one of these options and click “Choose”.
REFUND
- To add a refund in the order, click on the “Add Refund” button (See the picture below). This option is used to modify the order for “Cash” or if you already refunded the order directly on PayPal or Authorize.net and would like to balance the order.
- A pop-up will appear where you have to fill the refund details.
- Merchant Provider: Choose the merchant for this order. For ex. Cash, Paypal etc.
- Parent Transaction: This is an optional field. For ex: If you are adding a refund using PayPal, you can specify the refund transaction ID and here you can specify the “Parent Transaction ID” which is the original transaction ID charged for your own reference. A refund will have have a separate transaction ID which is why you have this option.
- Payment Status: This is your payment status i.e; Refund.
- Amount: Enter the amount and currency for the order. For ex: 5 USD
- Fee: Enter the handling fee (if any).
- Click on “Add Refund” to add this refund to your order.
2.5 Order Details
- To add a product, click the “Add product” button. (See the picture below)
- A pop-up will appear where you can select the products from the list.
- To search for products, use options like product title, Product ID, AD ID. Enter a value in the search field and click “Search”.
- You have been provided with different filters to search for your products.
- Folder: Look for products by choosing a folder from the drop-down.
- Added On: Look for products created on a certain date.
- Updated On: Look for products updated on a certain date.
- Display First Global Reference: If you have Global References enabled, you can view the first reference global reference for each product.
- Once you have found your product(s), select the product(s). Make sure to confirm the quantity and price of the selected product(s).
- Click the “Add” button. The product(s) will be added to the order.
- The added product will appear under the order details. Again, you can add more products through the “Add product” button.
- If you look under the added product, you can see more details like AD ID, Product ID, Product Warehouse Location and Title. If it is a variation product, you can check your variation settings underneath the Title.
- The order total will appear under the order details. You can check your subtotal, handling fees, discount, total discounts and the order total price. If there is a discount or surcharge that is set up for certain Buyers or products it will be applied automatically.
- You can delete the discount by clicking the ‘x’ beside the discount name.
- To add a new discount or surcharge, please click on the appropriate button at the bottom of the page.
- To remove products, select the product(s) from the order and click the button “Remove Selected products from Order”. (See the picture below)
- Confirm all the details and click on “Create Order” to save the final order. Alternatively, you can click on “Cancel changes” to cancel all details. (See the picture below)
You have created a POS order successfully!!!
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