Orders

Overview

The order overview (1) provides you with a list of all orders placed by your customers.
With the button Add order (6) you can call up the module for creating an order. More information about creating an order can be found here.
In the overview, you have the option to hide/show individual columns (4) using the drop down menu (2) or to use a compact mode (3), which summarizes the displayed table a bit more.
You can also manually define the sorting of the individual columns (5) to adjust them according to your wishes.
To the right of the overview, you will find tools (7) to update the displayed orders or to filter them further and thus narrow them down more precisely. 

Filters

If you click on the Filter Button, the following list of options appears.

You can combine options within the filter to reduce the list of results. The filter-options add up, so every additional entry reduces the list.

Filter options

Order details

The order details can be opened by clicking on the order number (1) or the item View and deleted (3) within the context menu (2) of the order.
Here, you can view the selected order in detail and manage the items and the accounting or delete the order. 
However, once an invoice has been created, the option Delete can no longer be selected.

General

In the General tab, you will find the most important information and the order items.

Info

In the info area, you will find the most important information about the order as well as the current payment, delivery and order status. 
You can cancel the respective order there if necessary.

Summary (1): Here, you can see a summary of the order number, the customer, the exact order time and the selected payment and delivery method. 
Order total (2): Here you can see the current order total and when it was last changed.  
Status (3): Here, you can view and change the status of the payment, delivery and order.
Tags (4): The tags allow you to store keywords for your product. These keywords can then be used within the rules, for example. If you click in the field, the keywords already stored for other products, media or customers will be displayed. To add a new word, you can simply write it in the field and confirm with Enter.

Status

If you change a status via the respective drop-down menu, a modal opens which you can use to send an email to the customer about the new status.
You can also attach documents already generated for the order (e.g. delivery bill or invoice) to the email.

You can select the documents to be sent from the list (1). If you do not want to send an email, set the Send email to customer (2) switch to inactive before updating the status (3).
 

The email is filled with a template of the corresponding type.
If no corresponding template has yet been assigned to the sales channel in which the order was placed, you will first receive a selection window in which you can then assign the template.

An X means that the receipt has not yet been sent. With a √, the receipt has already been sent.

In the overview, you can select from existing templates (1). If no or no suitable template is available, you can directly open the editor to create a template (2). You can confirm your selection by clicking the Assign email template button (3), after which the new status is set.
If you want to change the status without assigning an email template, you can do this by clicking the Don´t assign an email template button (4).

In Flowbuilder, you can specify which email template is to be used for which status. You can find out how to use the Flowbuilder here.

Cancelation

As mentioned above, you can cancel an order via the order status.  

This is done by setting the order status to “Canceled”. You can also set the delivery status and the payment status to “Canceled”, but only setting the order status will reset the stock level and thus effectively cancel the order.

Items

Here you have the possibility to see the individual items of this order, as well as the calculation of the sum of the items.
You can also add new products as positions, edit existing ones or remove them. The price, the quantity and the tax rate can be customized.

Delete (1): To remove items, select on the left-hand side. A Delete button will then appear above the table to remove the selected items. 
Add product (2): Here, you have the option of adding an existing product via a drop-down menu. 
Add empty item (3): Here, you can add an item. Instead of the drop-down menu, you can enter a name for the item yourself and then enter your own price and tax rate. 
Add credit note (4): Here, you also add an empty item and give it a name yourself. However, you enter a negative amount as the gross price. The tax rate is initially automatically based on the tax rates that already exist in the order. If there are products with different tax rates in the order, auto is entered here and the tax rate is taken from the product that was added first. 
Show product (5): This takes you to the configuration page of the respective product.

Depending on your configurations, the items in the order can also have different taxes and are calculated here individually to form a total price.
This allows you to offer mixed baskets for your customers.

Details

In the tab Details you will find detailed information about the order, payment and delivery.

Payment

In the payment section you will see all the payment information for your order.

Payment status (1): Here, you can see the current payment status of the order. If there have already been changes to the history, you can display the complete history via the "Show status history" link.  
Some statuses are interdependent and can only be selected if the order already has a certain status.
For example, the payment status Refunded, Partially refunded or Chargeback can only be assigned if the order previously had the payment status Paid or Partially paid. 
Billing address (2): Here, you can change the billing address of this order. This does not change the customer's standard billing address.  
Payment method (3): Here you can see the shipping method selected by the customer.

Shipping

Here you will be given all the details for the delivery of the order.
These include the shipping method, the delivery date, the shipping costs and the address to which the order is to be delivered.

Delivery status (1): Here, you can see the current delivery status of the order. If there have already been changes to the history, you can display the complete history via the "Show status history" link.  
Some statuses are interdependent and can only be selected if the order already has a certain status.
For example, the delivery status can only be set to Returned or Partially returned if the order previously had the delivery status Shipped or Partially shipped. 
Delivery details (2): Here you will find all delivery details such as the delivery address, the selected shipping method, the shipping costs and the planned delivery date. Here you can change the delivery address of this order. The customer's standard delivery address and billing address will not be changed. 
Shipment number(s) (3): Here, you can enter any tracking codes of the shipping service provider. The customer will see this number in their customer account in the details of the respective order.

Order

In the shipping section, you will find all general information about your order.

Order status (1): Here, you can see the current delivery status of the order. If there have already been changes to the history, you can display the complete history via the "Show status history" link.  
Some statuses are interdependent and can only be selected if the order already has a certain status.
The order status can only be set to Completed if the status has already been set to In progress. To change it back to Open, the order status must first be set to Completed or Canceled.
Order details (2): The customer's e-mail address and telephone number are displayed here, as well as the sales channel through which the order came in and the order language. You can subsequently change the e-mail address and telephone number. All status mails will then use the new e-mail address for the delivery of e-mails. The default e-mail address of the customer account will not be changed.  
Affiliate code and campaign code (3): If the customer has ordered something via an affiliate code or campaign code, these are displayed here. These can also be changed at a later date. 
Additional information (4): If the customer has left a comment on the checkout page, this is displayed here and can be changed. 
Discount promotions (5): Any discount promotions used for this order are displayed here. 
Deactivate automatically added promotions (6): This setting prevents promotions from being automatically added to the order when creating or editing an order. These can be currently active discounts, for example.

Documents

The document templates are managed within the document module, in your settings.

After you have clicked on Create New you can select which type of document you want to create for this order. To create the document you have to make the following settings:

Number and date (1): Enter here the number of the document and the date, which should be entered on the document. This information is necessary if you create the documents with Shopware. By default, the next number from the respective number range is selected as the number.
Upload custom document (2): If you don't want to create the documents like invoices or delivery bills with Shopware but the documents are already available as PDF, activate this option. In a further step you have the possibility to upload this PDF. In this case, the input number and date will not be reproduced on the document.
Comment (3): The comment is noted in the standard at the bottom of the document. 
Preview (4): With this button you can see in the browser how the document created by Shopware would look like. Own documents are not considered here.

Bulk edit

Bulk edit offers you an easy and quick way to change multiple orders at the same time.

You can select individual orders (1) or all orders that are displayed on this page (2), you have the option to select orders on multiple pages. The maximum orders that can be selected at once are 1000. The number of currently selected orders (3) is displayed in above the orders. The option to deselect all orders (4) is only shown if you have selected products from multiple pages. To edit the selected orders click bulk edit (5).

After clicking bulk edit, a modal will popup will show you the orders you have selected.

In this overview, you have the option to remove orders from your current selection. Once you are satisfied with your selection click start bulk edit.

Status

 

(1) Payment status: Select this option to change the payment status of the orders.
(2) Delivery status: Select this option to change the delivery status of the orders.
(3) Order status: Select this option to change the order status of the orders.
(4) Send: status emails: as soon as you change at least one status (payment, delivery or order status), you can decide whether the customer should receive an email about the status change.

If this option is deactivated, no more emails will be sent. This is relevant if you have defined a flow that sends emails and is triggered, for example, by the bulk edit of a status. In general: If the option is deactivated, no more emails will be sent via the flow, even if it can still be executed.

(5) Send: Documents: This option is available as soon as the previous option (4) is activated.
Here you can now select whether the customer should also receive a document in addition to the status e-mail. If documents already exist, they are automatically sent to the customer as an attachment in the status e-mail. However, it is important that only the most recent receipt is used. So, if you create a receipt by changing the Merfach, this is the one that will be sent. Regardless of whether there is already another receipt.
You can use the checkbox "Skip already sent documents" to prevent the customer from receiving a duplicate document.

Please note that you can only change the order status to a status that is valid for all selected orders.
e.g. An order with the status open can be changed to in progress and cancelled, an order with the status in progress can be changed to done and cancelled. If you select an open and in progress order you can only change these to cancelled since this is the only status that is valid for both orders.

Status Transitions

Order Status

Delivery Status

Generate documents

With the bulk edit you can create documents for the selected orders. It is also possible to create several documents at once. However, if a document already exists, it will not be created again using the bulk edit function.
Invoice

To create an invoice, you must select a date. Optionally, you can also enter a comment.
In addition, the value of the corresponding number range is increased when the invoice is created. This happens automatically, so you do not have to make any further entries here.

Storno bill

In the case of a cancellation invoice, the value of the corresponding number range is also automatically increased. Here, too, you do not have to enter a manual invoice number because the last reference invoice number is always used.
You can also enter a date and a comment.

Delivery note

For the delivery note, the value of the corresponding number range is also automatically increased. You can also enter a date and a comment.

Credit note

This document is only created if there is a credit note item in the order.
Similar to the other documents, the value of the corresponding number range is increased for the credit note. You can also enter a date and a comment.

Download

You can download the documents via this option. It is not even necessary to create new documents via bulk edit. In this case, the most current documents of the order are always used.
You can download the documents after you have made the bulk edit. The individual documents are provided in a merged PDF file.

Apply changes

A popup will show you the number of items that are about to be changed, confirm this by clicking apply changes.

Trigger Flows with this bulk edit
If you send status emails with your multiple changes, it can happen that all triggers created in the Flow Builder are executed for all changes of this multiple change. Under certain circumstances, this can lead to flows being executed twice.  You can prevent this with the Trigger Flows option (1).

After successfully making bulk edit, the following message appears. If you have activated the download function before, you can download the documents as PDF as described.

The payment process in Shopware 6

In Shopware 6 the payment and the order are completely separated from each other. This means that, unlike in Shopware 5, an order is triggered as soon as the customer clicks on Send order.

The payment status then remains open for the time being. As soon as the customer has made the payment, the payment status changes to Paid. Usually, the customer makes this payment (for example, if he is redirected to PayPal) immediately after the order process.

Should the payment process be aborted by the customer or an error occur, the customer can also initiate the payment again in his customer account at a later date or change the payment method.

The customer can see his order, including the delivery status and the payment status in the order overview of his account.

Change payment method (1): This option takes the customer back to the checkout page of the order, where he can update the payment method and carry out the payment process again.

Repeat order (2): Here, the customer can place the order again. When this option is clicked, a new shopping cart will be created with the products in the corresponding order. The shopping cart can also be edited afterwards (e.g. payment or shipping method). In the end, the order must be placed manually as usual by clicking on the order button.

Cancel order (3): The customer can cancel the order completely. To allow the customer to cancel an order, it is necessary to activate this option& in the admin under Settings > Cart settings > Enable refunds.

Orders without customer account

In the checkout, a customer may also choose to place an order without creating a customer account by ticking the checkbox. Registered customers have the option to view and edit their orders in their customer account under the item Orders.
Unlike orders placed by a registered customer, customers who place a guest order without registering cannot log in to their customer account and thus have no way to view their order again.
Therefore, in the order confirmation email, they will receive a link to view their order.

After the customer has authenticated himself with his e-mail address and postal code, he has access to his placed order and can make changes there.