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Finding orders
X-Cart allows you to search for orders contained in the store database.
To find a specific order:
| 1. | Go to the 'Orders Management' section of your store. |
If you are an X-Cart GOLD administrator/provider or an X-Cart PRO administrator: click on Orders in the Management menu.
If you are an X-Cart PRO provider: click on Search for orders in Your orders menu.
| 2. | Use the 'Search for orders' form to provide criteria for your search. |
You can use basic search:
and advanced search (accessible by clicking the [+] Advanced search options link):
Basic search allows you to search for orders by the date/period when they were placed.
You can select:
| ▪ | 'All dates' to find orders placed on any date. |
| ▪ | 'This month' to find orders placed in the current month. |
| ▪ | 'This week' to find orders placed during the current week. |
| ▪ | 'Today' to find orders placed during the day. |
| ▪ | 'Specify period below' to be able to set a period more specifically (by providing the first and last days of the period in the 'Order date from' and 'Order date through' fields). |
Advanced search allows you to specify additional search parameters to fine-tune your query.
Note: You need to specify only the parameters relevant to your search; the more information you provide about the order(s) being searched for, the more accurate the search results will be.
You can specify parameters pertaining to the order itself, to the products contained in the order or to the customer who placed the order.
The advanced parameters pertaining to the order itself can be found at the top of the advanced search section:
| ▪ | 'Order id' - Range of order id's which needs to be found. You need to specify the initial and the final id's of the range. It is also possible to provide just one of the two values: |
- providing just the initial order id returns all the orders with id's ranging from the specified id to the greatest id in the database;
- providing just the final order id returns all the orders with id's ranging from the smallest id in the database to the specified id.
| ▪ | 'Order total' - Range of order totals which needs to be found. You need to specify the minimum and maximum order totals (or just one of the values - same as for the order id's). |
| ▪ | 'Payment method' - Order's payment method. |
| ▪ | 'Delivery method' - Order's shipping method. |
| ▪ | 'Order status' - Order's status (Not finished, Queued, Processed, Backordered, Declined, Failed or Complete). |
| ▪ | 'Provider' - the provider, whose products are included into the order. |
| ▪ | 'Order features' - Features pertaining to your order (To select multiple features, hold down the 'Ctrl' key while clicking the names of features with your mouse). |
The advanced parameters pertaining to the products contained in the order can be found in the 'Search by ordered products' section:
| ▪ | 'Search for pattern' - Substring that you wish to be searched for. |
| ▪ | 'Search in Title / Options' - Field of the table 'xcart_order_details' in which you wish the pattern specified in the 'Search for pattern' field to be searched for (Selecting Title enables search in the 'product' field, Options - in the 'product_options' field). |
| ▪ | 'SKU' - SKU of the product contained in the order. |
| ▪ | 'Product ID #' - ID of the product contained in the order. |
| ▪ | 'Price' - Price range that includes the price of the product contained in the order. |
The advanced parameters pertaining to the customer who placed the order can be found in the 'Search by customer' section:
| ▪ | 'Customer' - Substring that you wish to be searched for (By default, search is conducted by the username of the customer who placed the order; if you select First Name or Last Name in the following line, the substring will also be searched for in the 'firstname' and 'lastname' fields of the table 'xcart_orders'). |
| ▪ | 'Search in: First Name / Last Name' - Field of the table 'xcart_orders' in which you wish the pattern specified in the 'Customer' field to be searched for - in addition to the customer's username (Selecting First Name enables search in the 'firstname' field, Last Name - in the 'lastname' field). |
| ▪ | 'Search by address: Ignore address / Billing / Shipping / Both' - Specifies whether you wish the order to be searched for by the address of the customer who placed it or not: |
- select Ignore address if you wish customer's address to be ignored (Address fields are inactive if Ignore address radio button is selected);
- select Billing / Shipping / Both to be able to specify an address.
| ▪ | 'City', 'State', 'Country', 'Zip/Postal code' - Customer address fields. |
| ▪ | 'Phone/Fax' - Customer's phone or fax number. |
| ▪ | 'E-mail' - Customer's email address. |
| 3. | If you wish to immediately export the search results to a CSV file, select the 'Export search results to a CSV file' check box. |
| 4. | Click the Search button. This should make X-Cart search for the order(s) in the database and output a list of search results in a dialog box titled 'Search results': |
For each of the found orders, the 'Search results' dialog box provides the following details:
| ▪ | STATUS - order's current status; |
| ▪ | CUSTOMER - full name and username of the customer who placed the order; |
| ▪ | PROVIDER (the column is visible only to administrator users) - username of the provider who is the owner of the products contained in the order; |
| ▪ | DATE - date on which the order was placed; |
| ▪ | TOTAL - total amount of the order. |
Clicking on an order in the 'Search results' dialog box allows you to view the details of this order.
The buttons below the search results allow you to perform various operations on the found orders:
| ▪ | X-Cart PRO admin and X-Cart GOLD admin/provider users can update order statuses and delete selected orders. |
| ▪ | all users (X-Cart PRO admin, X-Cart PRO provider and X-Cart GOLD admin/provider) can print invoices and shipping labels for selected orders and export orders. |
Note: X-Cart retains the parameters you define for an orders search until your session expires. This means that, if you decide to do a new search after you have already searched for something in your current session, the 'Search for orders' form will still have all the settings you used during your previous search. Make sure these old settings agree with what you are going to search for or readjust the search parameters. If the advanced search section of the 'Search for orders' form contains any settings which you do not need for your new search, you can quickly clear this section by clicking the Reset button at the bottom of the 'Search for orders' form.
Updating order statuses
If your store uses manual order processing, you have to change the statuses of orders manually.
Admin users (X-Cart GOLD and PRO) can change the current status of any order in the store to any other status. X-Cart PRO providers can only complete their own orders processed by admin.
To update the status of an order:
Admin users:
| 1. | Find the orders whose statuses need to be updated. |
| 2. | Select the desired statuses from the drop-down boxes in the STATUS column of the 'Search results'. |
| 3. | Click the Update status button. |
Provider users:
| 1. | Open the order, whose status needs to be updated, for viewing. |
| 2. | Click the Complete order button at the bottom of the 'Order details' form. |
Viewing orders, adding notes and modifying order details
Viewing orders
At any time, you can view any order that is stored in the database - provided you have the permissions to access this order.
To view an order:
| 2. | In the 'Search results' dialog box, click on the order id, date of placement or total amount of the order. |
This should open the 'Order details' page with all the information about the order.
Updating an order's status
The status of an order opened for viewing can be updated directly from the 'Order details' page.
To update the status:
Admin users:
| 1. | On the 'Order details' page, find the drop-down box displaying the order's current status. |
| 2. | From this drop-down box, select a new status. |
| 3. | Click the Apply changes button to save the changes. |
The order status should change to the status you selected.
Provider users:
Click the Complete order button at the bottom of the 'Order details' form. The order status should change to Complete.
Editing customer notes
If necessary, you can edit customer notes stored with an order or add notes of your own.
To edit customer notes:
| 1. | On the 'Order details' page, find the 'Customer notes' text area. |
| 2. | Edit the text contained in this text area. |
| 3. | Click the Apply changes button to save the changes. |
Adding notes to an order
To add notes to an order opened for viewing:
| 1. | On the 'Order details' page, find the 'Order notes (not visible to customers)' text area. |
| 2. | Type your notes into this text area. |
| 3. | Click the Apply changes button to save the changes. |
Editing the 'Order details' field of any order
Admin users have the ability to edit the 'Order details' field of any order.
To edit the 'Order details' field:
| 1. | On the 'Order details' page, find the field 'Order details (not visible to customer and provider)'. |
| 2. | Click the Edit mode link next to the field name. This should enable you to edit the contents of the 'Order details' field (Normally, this field is protected from writing). |
| 3. | Edit the order details. |
| 4. | Click the Apply changes button. This should turn off the Edit mode and save the changes. |
Printing order invoices and shipping labels for orders
X-Cart allows you to print order invoices and shipping labels for orders.
To print invoices:
| 1. | Find the orders for which you need to print invoices. |
| 2. | Select the check boxes next to them in the 'Search results' dialog box. |
| 3. | Click the Invoices for selected button. A new window should appear displaying invoices for the selected orders. |
| 4. | Print the page contained in the new window. |
To print shipping labels:
| 1. | Find the orders for which you need to print shipping labels. |
| 2. | Select the check boxes next to them in the 'Search results' dialog box. |
| 3. | Click the Quick labels for selected button. A new window should appear displaying shipping labels for the selected orders. |
| 4. | Print the page contained in the new window. |
Exporting orders
X-Cart provides a number of options for exporting orders. It is possible to export all the orders stored in the database, all the orders returned by an order search query or just some specific orders. Several export formats are supported: standard format (for use with 4.1.x versions of X-Cart), 4.0.x compatible format (three variations are available depending on the desired delimiter - tab, comma or semicolon) and, if QuickBooks module is enabled, IIF (QuickBooks 2002, 2003).
To export all orders:
| 1. | Go to the 'Orders Management' section of your store. |
If you are an X-Cart GOLD administrator/provider or an X-Cart PRO administrator: click on Orders in the Management menu.
If you are an X-Cart PRO provider: click on Search for orders in Your orders menu.
| 2. | Scroll down to the 'Export/Delete orders' section (admin users) / 'Export orders' section (provider users) and select the desired file format from the 'File format for export' drop-down box. |
| 3. | Click the Export all button. |
If you have chosen to export orders in the standard format, X-Cart should save them to an order set, which you will be able to use for further export according to X-Cart 4.1.x export scheme. You should see an Information box with a confirmation message.
If you have chosen any format other than standard, you should be offered to save the results of order export on your local computer in the form of a CSV or IIF file.
To export specific orders:
| 1. | Find the orders that need to be exported. |
| 2. | In the 'Export orders' subsection of the 'Search results' dialog box, select the desired file format for export. |
| 3. | Do one of the following: |
| ▪ | If you wish to export all the found orders, click the Export all found button. |
| ▪ | If you wish to export just some of the returned results, select the check boxes next to the orders that need to be exported and click the Export button. |
Deleting orders
X-Cart allows admin users to delete orders. If you are an administrator, you can delete some or all of the orders stored in the database.
To delete all orders:
| 1. | Click on Orders in the Management menu to go to the 'Orders Management' section of your store. |
| 2. | Scroll down to the 'Export/Delete orders' section. |
| 3. | Click the Delete All Orders button. You should see a confirmation box saying how many orders have been selected for deletion and asking you, if you really want to delete them: |
| 4. | Click Yes to confirm your desire to delete the orders. All the selected orders should be removed. Please be aware that this operation cannot be reverted. (To cancel the operation, click No). |
If you have chosen to delete the orders, the orders will be deleted. You should see an information box with a confirmation message.
To delete some specific orders:
| 1. | Find the orders that need to be deleted. |
| 2. | In the 'Search results' dialog box, select the check boxes next to the orders that need to be deleted. |
| 3. | Click the Delete selected button. You should see a confirmation box with an information summary of the orders selected for deletion, asking you, if you really want to delete the orders: |
| 4. | Click Yes to confirm your desire to delete the orders. All the selected orders should be removed. Please be aware that this operation cannot be reverted. (To cancel the operation, click No). |
If you have chosen to delete the orders, the orders should be deleted. You should see an information box with a confirmation message.
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