Creating a Manual Order
Introduction
Manual Orders are created directly in Chord OMS and are not imported from a connected store. You can create manual orders for one-time special orders or orders taken over via any communication you have.
There are many use cases in the Order Management System when you can create a manual order.
- Unfortunately, your customer's order failed and needs to be recreated.
- The Front-End site is inaccessible.
- Your business needs to create a net-new order for customer service purposes.
- Your business needs to create ad-hoc orders for your employee(s).
- Your business needs to generate ad-hoc orders for testing purposes.
- Your business needs to create wholesale orders (see Invoices for payment information about wholesale orders)
Creating a Manual Order with Payment on file
Creating a manual order consists of five phases:
Adding Product(s) --> Customer Information --> Shipping --> Payment --> Finalize
Go to Orders › New Order.
Select the Store best fitted for your manual order if you have multiple stores.
Click the Choose a Variant dropdown. To locate the products you wish to add, type the first three letters of that product, and you will see all matched products.
All products will be displayed, regardless of their stock availability.
Chord starts tracking orders even before they are placed: as soon as you or a customer adds something to their cart, a new order is generated. The Status will be Cart.
After adding each product, make sure to click Save.
If you need to remove items from the cart, click Empty Cart or Delete.
Proceed to the Customer Tab
You can find a customer by typing their email address. If the customer exists, all fields will be populated for you, or you can manually enter their Name, Email, and Address.
If you select an existing customer, the Guest Checkout will default to False, but if you provide a new customer, it will default to True (Yes) since this customer doesn't have an account.
Provide all pertinent information and click Update.
You are directed to the Shipment tab.
- Shipping Number: Also known as the H number. This number is a unique number sent to your Warehouse, and because it has to be unique, we cannot use the Order Number since an order can have multiple shipments.
- Default: represents your 3PLs. This example is named Default, but it can be anything you choose, such as "Shipstation" or "Shiphero." For more information, please refer to the Stock Location document
- Fulfilled: False- Once the order is sent to the warehouse, it will read Fulfilled = True. Note that Fulfilled = True does not mean that the order has shipped!
- Shipping Method You can edit how you ship the product here.
- Tracking Number and Tracking URL will be automatically provided after the order ships by EasyPost. For more information, please refer to the Shipping document.
- Line item adjustments section displays discounts and taxes on the line items.
- Shipment adjustments section displays discounts and taxes on shipping.
- Order Information - Status - For more information about Statuses and States, refer to the Status and Order flow document
- Taxes for the order will display here.
- Channels are a way to define/organize orders within the Order Management System. Effectively a channel says “how” and which avenue an order came through. If an order is created manually via the OMS admin, the channel defaults to “admin.” Suppose the order was a subscription, the channel defaults to “subscription,” etc.
- Note field is used for an internal message about the order or your customers.
You can skip the Adjustments tab and click directly on Payments'.
- Balance Due This refers to the overall sum owed for the order.
- Identifier Generated by the Order Management System (OMS); this is a singular and exclusive identification.
- Date/Time The specific date and time of the order, following Eastern Standard Time (EST).
- Payment Method Pertaining to a financial institution like Square or Stripe.
- Transaction ID This will become visible after Stripe or Square has successfully processed the payment.
- State The current condition or stage of the order.
- Amount Initially set at $0 will present the total sum once the transaction concludes.
Click New Payment
All Payment Methods available and saved credit cards will be displayed here.
Select Stripe, select the Credit Card on file, and click Update.
The order is now in Confirm State.
If you see an Invalid transaction row, this is not a bug!
Click the Confirm tab.
Scroll down and click Complete Order (you might have to click Refresh Totals first)
Your order is now in Complete - Ready - Paid States, and the package is Ready to be pushed to the warehouse.
How to Create a Manual Order with Store Credit
If you need to create an order in the Chord OMS for a customer using Store Credit, we recommend the following steps.
To use Store Credit for a manual order, the customer must have an existing account and Store Credit attributed to that same account.
Navigate to the Users and locate the customer for whom you intend to initiate an order.
Click on the Store Credit tab and verify that Store Credit (you can also allocate Store Credit from here if needed)
Click Account tab and click Create order for this user.
Select the Store best fitted for your manual order if you have multiple stores.
Click the Choose a Variant dropdown. To locate the products you wish to add, type the first three letters of that product, and you will see all matched products.
Click the ticker to Save your product to your cart, and click the Customer tab.
Click on the Payments tab and notice that the Transaction ID starts with SC for Store Credit, and the Payment Method is Store Credit.
If you see an Invalid transaction row, this is not a bug!
Click on Confirm tab, scroll down, and click Complete Order (you might need to click Refresh Totals first)
To create a Manual Order if no payment is on file, please refer to Invoices document.
FAQ/Troubleshooting
Can I start a draft order and send a unique URL to customers allowing them to check out?
The Chord OMS does not support this since the order number is only stored locally.
If you have any questions or need help, please contact us at [email protected].