Create an order in admin

Version

6.2.0 or newer

Table of contents

There may be situations where you may want to enter an order manually for the customer. For this there is a module in the administration where you can create orders.

General

In the order overview you can use the button Add order (1) to open the mask for creating a new order.

Create order

The screen for creating a new order is divided into 2 sections, Details (1) and Items (2). Please note that the module is designed to be filled in from top to bottom. For example, various fields are filled in automatically after you have selected a customer. Also order items can only be selected then. You will get more details in the next sections.

Details

In the upper area Details you first enter the general information about the customer and the order.

For this purpose you first select the customer (1) for whom you want to create the order. If the order is to be placed for a person who is not yet a customer, you can call up the modal by clicking on the button Create new customer (2) to add the customer to the system. You can find further details on creating customers directly in the order module in the section Create customers.

After you have selected a customer or created a new one, the other fields in the Details area are then filled with the customer's basic data. 

If you want to change the billing and/or delivery address for an existing customer, you can do this by clicking on the respective edit button (3) (4)

You can also adjust the following points

  • Order language (5): Here you specify the language in which the e-mails and documents should be created
  • Payment method (6): Define the payment method to be used. You can choose from the payment types available for the sales channel
    If a payment method is not listed, please check that the payment method "Allow as subsequent payment method" is marked and assigned to the sales channel.
    A PayPal payment can be called up in the customer account after the customer has created the order. You can find further details in the section Paying for orders with PayPal
  • Currency (7): Select from the currencies released for the sales channel.
  • Shipping method (8): Select a shipping method from the settings available for the sales channel.

Please note that only the sales channel for which the customer has registered is available as a sales channel. Therefore it is not possible to edit the entry.

Items

You can then add products to your order in the items section. Besides products you can also create your own discount items.

Please note that the search field (1) only searches within the items that are in this particular order. How to add items is explained in the next sections.

Add product

To add a product to the order, it is first necessary to add a new order item. This is possible by clicking on the button Add product (1).
After the row has been added, you can select the desired product (2). To do this, double click on the row and you can now process it. First the price of the product is determined automatically, but can be changed later. Based on the price and quantity (3) the total price is calculated. 
As tax rate (4) the standard tax rate of the product is entered after the item has been created. Once the item has been created, it is possible to change the tax rate.
By clicking the button with the check mark (5) you can confirm your entries and the record will be saved.

Add empty position

An empty position is used to add a product that does not exist in the shop. This allows you to quickly add an item without having to create a product in the shop first.

You can add an empty position in the drop-down menu next to the "Add Product" button (1) by clicking on the item Add empty position (2). You can then edit the added row by double-clicking on it.
As name (3) enter a name for the item, this name will later be displayed in the order confirmation and on the order documents.
To ensure that the gross price (4) is displayed correctly, you must first define the tax rate (6) for the item.
After you have added the quantity (5), you can save your entries by clicking the button with the check mark (7).
The total price will then be calculated automatically.
 

Add credit note

You can create an item with this function, which you can use to store a manual credit note (independent of a possible existing discount campaign) for the order.

You can add a credit note in the drop-down menu next to the "Add Product" button (1) by clicking on the item Add credit (2). You can then edit the added row by double-clicking on it.
In the column Name (3) you enter a name for the credit note. If possible, this should be meaningful, as it will be printed on the documents for the order later. The last information required is the value that the credit memo should have. This is stored in the column Net price (4).
The tax rate is determined automatically on the basis of the product items stored in the purchase order. It is therefore not possible to adjust the tax rate manually.
Finally, you save your entry by clicking on the tick button (5).

Promotions/automatic campaigns

In addition, you can specify whether promotions that are activated without entering a voucher code should be applied to the order. This can be done using the Disable automatic promotions (1) button. Promotions with a voucher code can be entered in the field Enter promotion code (2) below.

Please note that entering a Enter promotion code (2) is only possible if you have added at least one item to the order.

Manually change shipping costs 

In the upper section Details you can choose which shipping method should be used for the order. The corresponding shipping costs are automatically stored. However, in some cases it may be necessary to calculate shipping costs that differ from the standard. For this purpose you have the ability to change the shipping costs for this order.

To adjust the shipping costs, double click on the entry with the shipping costs (1) below the order items. This will open the edit mode where you can enter the desired shipping costs.

Save order

To finally create the order, click on the button Save order (1). After the order has been saved, the order confirmation e-mail will be sent to the e-mail address stored in the customer account.

Further functions

Create customers

If you want to create an order for a person who is not yet a customer, you do not have to switch to the customer overview first. You can directly call up a modal with all necessary functions by clicking on the button Create customer.

In the tab Details (1) you enter the general information about the customer.
Here you can determine whether the customer should only be stored as a guest. In this case it is not necessary to assign a password. However, the customer will not be able to log in to the account on the web store.

Under billing address (2) you can enter all necessary details about the billing address.
The same applies to the delivery address (3). If this is the same as the billing address, you can confirm this by clicking the button corresponds to billing address. In this case you do not need to enter the details a second time.

Delete position

The option to delete an item from the order is displayed as soon as you click the checkbox at the beginning of the desired item.
The checkbox in the header line allows you to select all items.

Paying for orders with PayPal

If you create an order for a customer in the admin and the customer wants to pay with PayPal, the payment process has to be done after the customer has created the order.
For this purpose the customer has the possibility to access the PayPal payment process through his shop account.
How this is possible is described below.

The first step is for the customer to call up the order in his customer account through the menu Orders (1). In the order, he then clicks on the "..." menu (2) in the top right-hand corner and selects Change payment method (3). This opens the view for editing the order.

The name for the menu item "Change payment method" can be adapted using the text module "account.orderContextMenuChangePayment"

Alternatively, the order can be opened for processing through the link in the order confirmation e-mail.

Should PayPal already be selected as payment method, it is sufficient to accept the terms and conditions (1) and then click on the button Confirm change (2) to call up the PayPal payment window.

If PayPal is not yet selected as payment method, this can be changed by clicking on the button Change payment method (3).

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