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Orders
Table of Contents:
- Order Fulfillment: How it works
- Filters
- Status Icons
- Creating an Order
- Completing the Order Fulfillment Process
- For shipping orders
- For pickup orders
- Returns
The Orders feature provides an āOrder Fulfillmentā process that allows for simplified and streamlined organization of your orders as well as order status tracking. After an order has been paid for or invoiced, it can be found under the ‘Paid’ status filter. From here, you will need to fulfill the order. (See below how to fulfill an order: Completing the Order Fulfillment Process.)
Filters
Filter options are displayed allowing you view:
- āAllā orders
- Orders from āTodayā
- Orders within the last week (āWeekā)
- Orders within the last month (āMonthā)
Or you may enter in a āCustomā date range and view orders within that time frame.
You can also filter your orders by Open, Invoiced, Paid, Completed, Canceled and/or Returned. Click the status filters below to view each description:
- Open
- Invoiced
- Paid
- Completed
- Cancelled
- Returned
Orders listed under this section are open orders that have been created, but not invoiced or paid.
These are the orders in which the invoice has been sent to the customer, but the customer has not paid the invoice yet.
An order enters this status once an online order or invoice has been paid. Orders placed through your website show under this āPaidā status tab, so youāll never miss a web order again! Orders displayed within this status are now ready to be shipped or picked up.
Special Tip: Automate the Order Fulfillment process with Wayroo’s official shipping partner, ShippingEasy!
When you have your ShippingEasy account linked to the app, orders in ‘Paid’ status that need to be shipped to the customer will AUTOMATICALLY sync to ShippingEasy to pay for postage and generate the shipping label. Package weights are also sent over, eliminating the need to weigh every single packageāit’s all done for you!
When a label is generated, it updates the order status from āPaidā to āCompletedā and inserts the tracking information into the order details on the app.
Still need to create a ShippingEasy account? See how to sign up here!
If you do NOT have a ShippingEasy account linked to the app, you will need to manually mark your orders as ‘Shipped’ in order to move them over to the ‘Completed’ status. (See below how to mark an order as ‘Shipped’: Completing the Order Fulfillment process: Step 3 for shipping orders.)
This section contains orders that have been paid for AND shipped or picked up.
An order enters this status if it has been canceled. This also applies to invoices that were sent, but were expired based on the due date and never paid.
Any order that has been returned.
Note: To manually search an Order, enter Customer Name or Order Number in the search bar (iOS) OR by using the magnifying glass icon in the upper right corner (Android).
Status Icons
- Truck: An order that is going to be shipped
or - Store: Order is to be picked up. This indication is made by the customer during the checkout process on your Online Store.
- Green checkmark: The order has been shipped or picked up by the customer.
Note: If there is no icon next to the order, this indicates that the order is considered an “in-person” sale – meaning the order was placed in the app, you received payment either via cash, check, card reader, or manual card entry, and the customer walked away with the products immediately.
Note: This status change process is purely for the consultantās business process; as mentioned before, your shipping system is still responsible for sharing tracking updates with customers.
š”Tip: Level up your customer support and help your customers track their orders with a branded tracking page. This page includes your site links, your social pages, and any promotional images you’d like to include – no distractions or external ads!
How to create a new order:
Step 1: From the main menu, locate and tap on the “Orders” option.
Step 2: Tap on the “+” button to start a new order.
Step 3: Customer Selection – 3 options:
- Existing Customer
- New Customer
- Guest Customer
- Search for an existing customer by using the search bar.
- A customer can be searched by first name, last name, email address or phone number.
- A customer can be searched by first name, last name, email address or phone number.
- Select the customer from the list.
- Selecting an existing customer will bring you to a screen with all existing Open and Invoiced orders along with the status of each order.
š”Tip: If customers shop with you often, the app makes it easy to combine orders for less invoices and lower shipping costs! - You may add to an existing, open order OR create a new order!
- Selecting an existing customer will bring you to a screen with all existing Open and Invoiced orders along with the status of each order.
- If the customer is new and youād like to add them to your customer list, tap New Customer.
- Enter the required customer information.
Note: If you happen to enter an email address that matches an existing customer, the app will automatically proceed with that existing customer.
- Choose the Guest option to proceed without associating the order with a registered customer. This will take you directly to the āNew Orderā screen with no customer information required.
- If the customer would like a copy of their receipt, you will have the option to add an email address at the end of the transaction.
- If you choose to invoice the customer rather than accept payment at the time of the order, you will be required to select a customer prior to checkout.
Step 4: Add Items to the Order. There are a few ways to do this:
- Use the “Add Items” button to manually search existing items and add them to the order.
š” Tip: The āBarcode Unavailableā feature is also found under āAdd Itemsā. This is a flexible checkout option for those pieces you no longer have the barcode and/or packaging for! Learn more.
- Use the scanning feature, which will allow you to:
- Scan a barcode to add it to the order
- Manually enter an item SKU to add it to the order
š” Tip: Enable continuous scan at the bottom of the camera screen speeds up the process of scanning multiple items. As you scan each item, a pop-up will display the quantity and price, while a running total of all scanned items will appear in the footer. Use the back button to review and finalize your order details.
Note: If the item already exists in your inventory, the app will recognize this and add that item to the order. If the item does not exist in your inventory, the app will add the item to the order during this step – this is why you don’t have to worry about uploading inventory before making in-person sales!
- Adding an item on the fly to an order ONLY adds it to the invoice. This does NOT add the item to your inventory. Meaning, if an invoice is canceled or expired, the item will not be added ābackā into your inventory.
Each item in an order has additional options to choose from before completing the order. The following options are available from the ‘ellipsis’ (3 dots) button to the right of the item:
- Give Away – this option allows you to mark an item as free ($0.00)
- Change Quantity – this option allows you to increase/decrease the quantity of an item
- Remove – this option allows you to remove an item from an order
- Reward – this option will only appear if the customer has available rewards
š”Tip: Make sure you have Customer Rewards enabled in your Store Settings! - Cancel – this option will close the item options and no changes will be made to the order. You can also just tap anywhere outside of the popup window to make it disappear with no changes.
Step 5: Order Details and Review
- Add shipping if needed
š” Tip: There are three (3) shipping cost presets to choose from. You can customize two (2) of your shipping cost presets in Settings > Store Settings > Shipping. - Add receipt notes as needed.
- Once items are added, tap Review to proceed.
Step 6: Order Summary
- Review the order summary, including:
- Final total
- Order items
- Receipt notes
Step 7: Payment / Invoicing
Note: If your customer is not ready to pay OR be invoiced, you may tap the āxā OR the back button in the top corner of the screen. This will not delete the order – it will be stored under the “Open” tab within the “Orders” screen.
- In-person payment
- Send an Invoice
If the customer is ready to pay, tap Pay and select the preferred payment method.
š” Tip 1: For in-person sales, be sure to toggle OFF the āShip Orderā option.
š” Tip 2: If you plan to process multiple in-person transactions, you can switch your default shipping setting by going to Settings > Store Settings > Ship Order Default > and toggle OFF.
If your customer would prefer to be invoiced, tap Invoice.
Note: If shipping is turned on, your customer will enter their shipping information on their invoice.
Invoicing requires an email address.
- If the customer is not in the system, tap Select Customer and then New Customer.
- If the order is for a customer that already exists in your app, you will have two options:
- Copy Invoice Link: This option will copy the URL for the invoice to your device’s clipboard so that you may send it to your customer via messenger, text, or social media.
- Send Email: This option will send an email to your customer with the details of the invoice and a link embedded in the email for them to pay.
- Cancel: This option will return you back to the invoice to make any changes/corrections.
Note: Choosing to cancel at this step does not cancel the entire invoice. The invoice will be kept in the ‘open’ status
Note: Invoice Due Date defaults are based on the selections you make or have made in Settings > Invoice Settings. (See more information about Invoice Settings HERE.)
š” Tip: You DO have the option to make unique Invoice Due Date selections for each individual order by going to Orders > select the order youād like to edit > Invoice > click Edit next to āInvoice Due Dateā.
Step 8: Payment Confirmation and Receipt
- In-person transactions
- Invoiced orders
After successful payment, you may choose to send a receipt to the customer.
If you have your notifications for Wayroo turned on for your device, you will receive a notification and hear a ācha-chingā when a customer has paid an invoice!
š” Tip: To resend a receipt, go to Completed Orderās Details screen and click Resend Receipt button.
š” Tip: To view processed orders, go to the Orders screen and use the Completed filter. Completed orders can also be filtered by time.
Note: If your store is connected to ShippingEasy, Receipt Notes and Item Numbers associated with products in a complete Order will be sent and available in āOrder Detailsā in ShippingEasy.
How to recreate an order
If youād like to recreate/reopen a canceled or expired order to re-invoice your customers, go to your āCanceledā orders, select the order youād like to perform this action on and click the Recreate Order button.
Notes:
- Items that are out of stock in your Inventory will be listed so you can choose to remove them from the recreated order.
- You can also choose to Recreate Order with all of the original items and quantities after verifying your stock levels.
Completing the Order Fulfillment process:
After an order has been paid for or invoiced, it can be found under the āPaidā status. From here, you will need to fulfill the order so that it can be moved to the āCompletedā status.
Go to the Orders screen and select the āPaidā filter.
- Shipping orders
- Pickup orders
Step 1: Select the order youād like to fulfill, and click on the Ship button in the bottom left corner of the screen.Ā
Step 2: A window will appear that gives you the ability to choose which shipping carrier was used as well as a tracking number
š” Tip: This information is not required, but can be very helpful with your organization!
Step 3: Important step – Be sure to turn the āShippedā toggle on within this window.
Note: Saving the tracking information is NOT going to send shipping confirmation to the customer from the app. This notification process is still handled by your selected shipping platform.
Step 4: Click save. This moves your order to the āCompletedā status.
Note: If you make a mistake – for example, marking the wrong order shipped – itās okay! You may still edit the status of an order by clicking on the pencil icon next to its status. Once you save your changes, the order will be placed back into the āPaidā status filter.
Note: Pick-up orders are only marked for pick-up when an order is placed by a customer through your online store and chooses Pick Up instead of Shipping. In this case, the āPick Upā button will display in place of the āShipā button in the lower left corner of the āOrder Detailsā screen.
To fulfill these orders:
- Select Pick Up
- Toggle on
- Click save.
Once saved, the order will be moved to the āCompletedā status.
š”Tip: Orders within the paid status will have the option to perform the swipe action, which will display either the āShipā or āPick Upā option. Performing this action will move the order to the āCompletedā status.
Returns
If your customer wishes to return their order for a refund, you can process this request in the Wayroo app.
Step 1: Go to Orders from the main menu.
Step 2: Navigate to the āCompletedā tab.
Step 3: Select the order that needs to be returned and refunded.
š”Tip: The Search field or Time filter can help find the Order.
Step 4: Tap the āReturnā button at the bottom of the Order Details screen.
Step 5: Select the items and quantities to be returned.
Step 6: Choose to refund shipping and handling or not.
Step 7: Confirm the amount and refund method are correct.
Step 8: Click Continue.
A return receipt will be sent to both you and the customer and your inventory will be updated accordingly.