Pending Orders
The Pending tab is the default tab that you see when opening the Orders pane. This is where most of the processing actions are performed. It has two views and you can also filter the orders by status.
 |
1 Buttons to switch between Orders with/without Order Items
2 Drop-down to filter orders by status
•Orders and Order Items view: lists all the pending orders in the top pane and the items per order in the bottom pane. You can filter the orders by All, Incoming, To be Shipped or Shipped.
•Order Items only view: lists the items which are awaiting the To Be Shipped status, across all the orders. In other words, these are orders that need to printed. You can filter the order items by All, Incoming and In Production.
NOTE: If StoreFront is integrated with Apogee Prepress 12 and higher, or Asanti Production 4.0 and higher, the Prepared status automatically changes to In Production once order items are downloaded by Apogee Prepress/Asanti Production.
Process a pending order
1 In the Pending tab, click the View Orders and Order Items button (left) view.
 |
2 Select the order you want to process.
NOTE: Orders awaiting approval appear in the Approval tab until they have been approved.
Incoming orders are indicated with the order Created status icon until they have been prepared by StoreFront:
 |
Once they are prepared, i.e. the JDF data generated and a print-ready PDF file has been created, the status icon changes to Prepared:
 |
NOTE: Orders which require payment by bank transfer remain in Awaiting Payment status until you confirm that the payment has been received. See “Update bank transfer payments”.
3 Click the information button to view the Order Details.
 |
4 Close the Order Details.
5 Select the order in the top pane to display the items for the order in the bottom pane.
A single order may contain different types of order items (products).
6 Select the order item you want to process.
Do one of the following using the toolbar buttons, depending on the product type:
TIP: Press ALT while clicking the download button to toggle between a PDF/JDF or an MJD zip-compressed file.
•For Customizable, Variable Data, Uploadable and On Demand, products:
Click the download button 
to download an MJD or PDF zip-compressed file; the order status changes to In Production 
.
to download an MJD or PDF zip-compressed file; the order status changes to In Production .•For Printed Stock and Non-Printed Stock products: The product is in stock or can be ordered in backorder. The status of products in stock changes directly to Available (To Be Shipped) 
. Products in backorder have the Awaiting Inventory status until the stock is updated and then Available (To Be Shipped) once the stock has been updated.
. Products in backorder have the Awaiting Inventory status until the stock is updated and then Available (To Be Shipped) once the stock has been updated.•For Digital products and Print products ordered as PDF: The status changes immediately to Shipped 
.
.7 Repeat for all the order items.
When all the order items are available, the status of the order changes to Ready to be Shipped .
.NOTE: If you want to ship an order item before all the items are available, you need to split the order into order parts. See “Splitting orders into order parts (New shipment)”.
8 Select the order or orders with the In Production status and click the Ship Order button.
status and click the Ship Order button. |
The Ship Order dialog is displayed where you can enter a comment and the delivery service Tracking Number or URL to monitor the delivery.
 |
The Send Mail check box is selected by default, but you may want to disable this feature, for example if many orders are being shipped on the same day.
If the online payment has not been captured yet, an option is displayed for you to confirm that “I agree to go ahead with the shipment anyway”.
9 Click Ship.
The order status is updated in the list with the tracking number or URL in the Tracking column. If the shipping service is set to Tracking Not Available, you will see the first 30 characters of the comment in this column.
NOTE: To edit the tracking URL or add it later, press ALT while clicking the field in the tracking column. (Only Administrators and Operators who are allowed to manage orders can do this.)
The shopper receives a confirmation e-mail with the tracking number and comment. The shopper can click the tracking number to go to the website of the delivery service provider and check the status of the delivery.
The following Shipped order status icon is displayed:
|
In the Tracking column you can click the number to check the shipment status of the order on the delivery service provider’s website.
 |
Shipped orders remain in the Pending list until they are marked Complete.
Splitting orders into order parts (New shipment)
You can create sub-orders, or order parts, from the individual items of an order, for example, to ship them without waiting until all the other orders items are ready. This is done in the Pending tab on Prepared orders. It is not possible in the Approval tab.
The packaging is re-calculated for the different order parts because these order parts are shipped separately. The total shipping cost will NEVER be higher than the original shipping cost if the parts were ordered as a single order.
1 In the Pending tab, click the View Orders and Order Items button (left) view.
|
2 Select the order you want to split in the top pane to display the order items (products) in the bottom pane.
3 Select the order item or items you want to split off and click the New Shipment button.
 |
4 Click Split Order.
5 The order is now split into two separate orders in the top pane and an incremental suffix is added to the original order number as follows:
•xxxxx-1: the original order with the remaining order items
•xxxxx-2: the newly created sub-order with the split-off order item or items
6 If necessary, the original order can be split again to create another sub-order:
•xxxxx-1: the original order with the remaining order items
•xxxxx-3: the newly created sub-order with the split-off order item
 |
You can now process and ship these orders separately.
Monitor/process all pending items across all orders
In the Pending tab, click the View Order Items Only button (right). |
This view shows all the items of orders with the following status:
•Incoming (Created and Prepared)
•In Production
TIP: You can use CTRL-select and SHIFT-select to perform actions on several items simultaneously.
In this view, you can perform the following actions on a selected order item:
•download
•mark as available (ready to be shipped)
Viewing order comments
A Shopper can create a comment for each item in the storefront shopping cart. These comments are indicated by a yellow icon in the order items pane in the Pending tab.
1 In the Pending tab, click the View Orders and Order Items button (left) view.
|
2 Select an order to display the order items in the bottom pane.
Order items with a comment are indicated with the following icon:
 |
NOTE: Comments may include specific requirements for printing a job or delivering the order and as such play an important role in the monitoring process.
3 Hover over the icon to display the comment.
 |
Update bank transfer payments
Orders paid by bank transfer require manual intervention when the bank transfer has been received.
1 In the Pending tab, click the View Orders and Order Items button (left) view.
|
Orders paid by bank transfer appear in the order list with a special icon in the payment status column to indicate that a bank transfer is required.
 | Payment by bank transfer required: the order is on hold until the status is changed to payment complete |
These orders have the Awaiting Payment status until you manually set the payment to Complete.
2 Select the order in the list and click the Update bank transfer payment button.
 |
The Payment History dialog is displayed.
3 Click the Add button to confirm the payment.
 |
4 Click Add Payment and then Close.
The payment status changes to Complete and the processing continues.
 | Payment by bank transfer is complete: the payment has been received and the status changed; the order can now be processed |
NOTE: This bank transfer payment verification can be skipped. See “Set up payments by bank transfer”.
 | Payment by bank transfer is not required to continue with the order: no manual intervention is required for the order to be processed |
Return the order or order item
Once an order has been shipped, it’s not possible to cancel it. In certain situations (e.g. a digital product) you may need to recall the order, or the shopper may return the order. In these cases, you can change the order status to returned.
1 In the Pending tab, click the View Orders and Order Items button (left) view.
|
2 Select the shipped order or order item in the list and click the Return the order button.
 |
3 Enter a reason for changing the status and click Return Order.
The status of the order changes to Order is returned.
 |
For Digital products and Print products ordered as PDF, this means that the link to download the file is deactivated. No notifications are sent.
Generate/regenerate an invoice
You may want to create or regenerate an invoice, for example, if you changed the general settings for invoices or you enabled invoice creation for the store after an order was placed (see “Invoice Tab”).
1 In the Pending or Complete tab, select the order with the Shipped status for which you want to generate or regenerate the invoice.
Orders for which an invoice have already been created are indicated with the following icon:
 |
If a shipped order doesn’t have the invoice icon, the order was probably placed before you enabled invoices and you will now create the invoice for the first time.
2 Click the Regenerate invoice button.
 |
3 Click the invoice icon to open the invoice you just generated. You can hover over the invoice icon to see the creation date and time.
|
To download all your invoices for archiving via the Dashboard, see “Download all invoices”.
doc. version 6.0.4