Streamline your order management process with SHOPLINE's Draft orders feature. This powerful tool allows you to create orders on behalf of your customers, providing flexibility and efficiency for various sales scenarios. Whether you're processing orders from offline channels, customizing product offerings, or managing complex pricing or payment strategies, draft orders offer a convenient solution to keep your business organized and your customers satisfied.
In This Article
Common Use Cases for Draft Orders
Draft orders are a versatile tool for managing various sales scenarios. Here are some common use cases:
- Offline Orders: Process orders placed over the phone, in person, or through other channels. Once payment is received, the draft order is automatically converted to a regular order.
- Custom Products: Create draft orders with custom products to represent additional expenses or items not listed in your inventory.
- Manual Order Creation: Recreate orders from any of your active sales channels manually.
- Discounted or Wholesale Sales: Sell products at discounted or wholesale prices by creating draft orders.
- Secure Invoicing: Send invoices to customers with a secure checkout link for payment.
- Save and Continue Later: Save draft orders and continue working on them at a later time.
Creating a Draft Order
To create a draft order, follow these steps:
- From your SHOPLINE admin panel, go to Orders > Draft orders, and click Create in the upper-right corner.
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Add or Select a Customer: If you need to save the draft order or use location-based shipping fees, select or add a customer. Use the customer search box to find an existing customer, or click + Create new customer to create a new one.
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- B2B Orders (Enterprise plan only): Selecting a B2B customer automatically fills in the shipping and billing addresses from their profile, which cannot be modified during draft creation. If the profile is incomplete, the customer won't be able to complete the checkout. However, you can convert the draft order into an order and add the missing details later. See "Creating and Managing B2B Company Profiles" for more details.
- B2C Orders: For B2C orders, you can manually edit shipping and billing addresses.
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Add Items: Add products to the draft order by choosing existing items or creating custom items.
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To Add Existing Items: Click Choose items, then select products from the displayed list. Use filters and the search box to quickly find products. Click Reset to reset filters as needed.
Notes: - Selling prices vary by customer type. B2B customers may receive location-based discounts, while DTC customers are charged standard prices.
- The system indicates overselling if ordered quantities exceed available inventory, but you can still proceed with creating the draft order.
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To Add a Custom Product: Click Add custom items. Enter item details, including name, price, quantity, tax status, and shipping requirements. Add the item by clicking Add.
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To Reserve a Product: To reserve an item in the draft order and ensure its availability for the customer within a specific period, click the Reserve items icon next to the item. In the pop-up window, specify the reservation period. For example, if you create a draft order containing one item on January 23, 2024, at 10:00 AM, and want to reserve it for two days, set the reservation end time to January 25, 2024, at 10:00 AM. For more details, refer to the "Reserving Inventory for Draft Orders" guide.
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To Add Existing Items: Click Choose items, then select products from the displayed list. Use filters and the search box to quickly find products. Click Reset to reset filters as needed.
- Apply Discounts: You can apply discounts at either the order or product level.
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For the Entire Draft Order: In the Payment section, click Edit discount to set up the discount. In the pop-up window, enter the discount amount, add a description if desired, and specify if the discount is stackable.
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For Individual Items: Click the selling price displayed below the product name to apply a custom discount. In the pop-up window, select the discount type (Fixed amount or Percentage), add a description if needed, and click Apply.
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For the Entire Draft Order: In the Payment section, click Edit discount to set up the discount. In the pop-up window, enter the discount amount, add a description if desired, and specify if the discount is stackable.
- Edit Shipping Fee: If a shipment is required, click Edit shipping fee in the Payment section to specify the fee.
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For orders without a shipping address: Choose either free shipping or custom shipping. If you choose custom shipping, fill in the service provider and shipping fee amount.
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For orders with a shipping address: When the customer's shipping address is available, select the applicable local freight plan.
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For orders without a shipping address: Choose either free shipping or custom shipping. If you choose custom shipping, fill in the service provider and shipping fee amount.
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Specify Taxation: Click Tax in the Payment section to specify if the order is taxable. Conditions for item taxation include:
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- The item itself is taxable.
- The item price does not include tax, and taxation is required.
- The entire order is taxable.
- Collecting taxes from customers is required by national or regional regulations configured in Settings > Taxes and Fees.
- If the entire order requires tax, the tax will also apply to shipping.
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Set Up Payment Status and Method:
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- Enable Deferred Payment: Enable Pay later to allow the customer to place the order first and pay later. For detailed information, refer to "Enabling Deferred Payment in Draft Orders."
- Update Payment Status and Method: If selecting Unpaid status, you can choose a payment method for the customer in advance, though the customer can still modify it at checkout. If selecting Paid status, you can only choose a custom payment method.
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Change Market: For draft orders, the default currency is set to the market currency, followed by the store currency. Click Change in the Market section to select a different market if you want to use different pricing and currency for a draft order. The draft order will display in the market currency, except when making custom changes:
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- If you add a custom discount, the discount will be displayed in the store currency.
- If you add a custom shipping fee, the fee will be displayed in the store currency.
- If you add a custom item, the price will be displayed in the store currency.
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Add Tags and Notes: Use the Notes and Tags section to specify relevant information, allowing for quick order queries and easy note access later.
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Send Draft Order: Click Send draft order and customize the email template if needed to send the order to the customer. The email contains a checkout link for the customer to complete payment.
- Click Create to save the draft order.
Notes:
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Managing Created Draft Orders
Searching for Draft Orders
In the draft order list, you can search for draft orders by status: Open or Completed.
Bulk Managing Draft Orders
In the draft order list, you can bulk delete draft orders, add tags, and remove tags. Note that deleting completed draft orders is not supported.
Sharing Draft Orders for Checkout
Once you've created a draft order, you can easily share it with your customer for a seamless checkout experience. Simply click the Share button on the draft order details page to copy the checkout link. Share this link with your customer, and they can access the checkout page to complete their purchase.
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