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Creating Draft Orders

 

You can create a draft order for a customer in your SHOPLINE admin panel. You add the customer details and products, and then send the invoice and collect payment. When the order is paid for or when you choose Create order, the draft order will be converted to an order and is listed on your Orders page.

Draft orders are useful when you need to do the following tasks:

  • Accept orders placed over the phone, in person, or via other channels. When you receive the payment for a draft order, an order will be created for that payment in your Order list.
  • Use a custom product to represent additional expenses or products not shown in your inventory.
  • Manually recreate orders from any of your active sales channels.
  • Sell products at discounted or wholesale prices.
  • Send invoices to customers to pay with a secure checkout link.
  • Save the order as a draft and continue to work on it later in the draft order details page through your SHOPLINE admin panel.

 

In This Article

 


 

Creating Draft Orders

When creating a draft order for a customer, you may need to provide the following information, and then save the draft order or create an order:

  • One or more products
  • Discounts on the order
  • Shipping fees
  • Taxes
  • A customer
  • Shipping address
  • Billing address
  • Market
  • Order notes
  • Order tags

To create an order, follow the steps below:

  1. From your SHOPLINE admin panel, go to Orders > Draft order, and click Create order in the upper right corner.
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  2. Edit the following information:
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  • Adding Customers
    If you want to save the draft order or use a location-based shipping fee for the draft order, you must select or add customer information. In the Customer search box, you can either enter the information of existing customers to select one of them or create a new customer profile.
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    • (For merchants on the Enterprise plan only) When you select a customer, you need to determine whether the order is a B2B or B2C order. See B2B: Catalog for more details.
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    • For a B2C order, you can edit the shipping and billing addresses of the customer. (For merchants on the Enterprise plan only) For a B2B order, the shipping and billing addresses are pre-populated with those provided in the B2B customer’s profile. You are not able to modify them during the creation of the draft order. If the customer didn’t provide the relevant information, they are not able to complete the checkout with the invoice sent in the draft order, but you can convert the draft order to an order and then supplement the relevant information.
    • To create a new customer profile, click + Create new customer. In the Create customer pop-up window, you need to fill in the first name, last name, email address, and mobile number of the customer. The completeness of the shipping address may affect subsequent payment at checkout. Incomplete address information may lead to their failure in some online payments.
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    • You can also delete customer information from the draft order by clicking the trash bin icon next to the customer name. This deletion does not remove the customer from the customer list of your SHOPLINE admin panel.
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  • Adding Items
    • In the Items section, you can choose to add existing items or custom items.
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    • Click Add items, and in the Selected product(s)/variant pop-up window displayed, you can view a list of your products and collections.
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    • In the pop-up window, you can filter and search the product or variant information you need to add by the product name, product collection, and tag.
    • Selling prices vary depending on membership. When you select a B2B customer, they may enjoy discounted prices that are based on company locations. For DTC customers, the regular prices apply.
    • The system indicates you are overselling when ordered quantities exceed your inventory, but it will not prevent you from placing the order. You can still successfully create the draft order.
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    • Use the Reset button in the upper right corner to clear your search or filters.
    • After adding items, you can adjust the selling price at the product level. Click the selling price displayed below the product name to apply a custom discount and adjust it to your expected price.
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    • If needed, click Add custom items, and in the pop-up window, you can fill in the information of the custom item and add the custom item. You need to fill in the item name, item price, and amount, and specify if the item is taxable, and requires shipment or not. If shipment is required, you need to fill in the product weight for accurate shipping fee calculations.
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    • If you want to reserve an item included in the draft order to ensure its availability for this customer during a specific period, click the Reserve items icon from the item row and specify the reservation period in the pop-up window. For example, if you create a draft order containing one item A at 10:00 AM on January 23, 2024, and want to reserve it for the customer for two days, you can choose the reservation end time as 10:00 AM on January 25, 2024. Refer to the Reserving Items for Specific Orders documentation for more details.
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  • Applying Discount
    • You can apply a discount to the entire draft order. It will be deducted from the subtotal. In the Payment section, click Edit discount to configure the discount. Enter the description for easy reference later. Also, specify if the discount can be combined with other discounts. Once enabled, the discounts for individual items can be applied together with the discount for the entire draft order.
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    • You can also apply a discount to individual items. Click the selling price displayed below the product name to apply a custom discount. In the pop-up window, choose the discount type (Fixed amount or Percentage). Add a description if needed.
  • Editing Shipping Fee
    • If the shipment is required, you can edit the shipping fee incurred. Click Edit shipping fee and choose either free shipping or custom shipping. If custom shipping is chosen, fill in the service provider and shipping fee amount.
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    • When the customer's shipping address is available, you can choose the applicable local freight plan.
  • Specifying Taxation: Click Tax and specify whether the order is taxable.
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Conditions for item taxation:

    • The item itself is taxable.
    • The item price is not tax-inclusive, and taxation is required.
    • The whole order is taxable.
    • Collecting taxes from customers is required according to the national/regional regulations configured In Settings > Tax.
    • When tax is required for the entire order, the tax will also include the shipping tax.
  • Setting Up Payment Status and Method
    Here you can choose whether the customer has paid for the items or not, and you can also choose the payment method. If choosing the Unpaid status, you can select the payment method for the customer in advance, while the customer can still modify the payment method on the checkout page. If choosing the Paid status, you can only choose a custom payment method.
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  • Changing Market
    For the draft order, the default currency is the market currency, followed by the store currency. Click Change in the Market section to change the market If you want to use different pricing and currency for a draft order. The draft order is priced in the market currency except while you're making the following custom changes to the order:
    • If you add a custom discount, the amount of the discount will be displayed in in-store currency.
    • If you add a custom shipping fee, the fee will be displayed in in-store currency.
    • If you add a custom item, the price will be displayed in in-store currency. 

After these custom changes are made, they will be displayed on the order in market currency.
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  • Adding Tags and Notes
    If needed, specify relevant information in the Order notes and Order tags section to quickly query these orders later and view notes.
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  • Sending Invoice
    You can choose whether or not to send the invoice to the customer. By default, the invoice provides a link to the checkout, where your customer can pay for their order. To send an invoice, click the Send invoice button at the bottom and then click Send in the Send a recovery email pop-up window.
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  1. Click Save to save the draft order.
Note:
  • Clicking Create order is to create an order, not a draft order. After an order is created, you can still manage shipping, payment, and edit order items in the order details page, but customers are not able to modify the contents of the order.
  • If the order total is $0, ensure to mark it as paid and then create the order. The other way around is not supported.
  • The status of the draft order converts to Completed once the customer completes the payment, and the draft order is associated with the order generated by the customer.
  • Marketing campaigns are not applied in the draft order. If applicable marketing campaigns are available, the customer can choose whether to apply it in the checkout page that they access from the invoice. If you create the order directly, the marketing campaigns do not apply. The final price of an item is “the item price - custom discount amount”.
  • Whether the draft order is converted to an order once paid or directly created as an order, the pricing for the order will be re-calculated based on the latest data.

 


 

Managing Draft Orders

Searching for Draft Orders

In the draft order list, you can search for the draft orders created using the two statuses: Open and Completed.
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Bulk Managing Draft Orders

In the draft order list, you can bulk delete draft orders, add tags, and delete tags. Deleting completed draft orders is not supported. Bulk management is available when you select draft orders.
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