Orders overview
You can consider the order overview as your Admin Suite's main operations base. Being an OMS in the first place, EVA needs to have a powerful overview where you can view, organize and filter orders based on your preferences.
To access this chapter, you need the Orders permission.
The order view uses so-called workspaces. The default workspace looks like this:
A workspace is split into two main parts: the order list and the filter sidebar. These parts can be customized and stored in a workspace for later use. The filter sidebar can be hidden using the 'arrow' icon on the left side.
Order list
The list shows all orders corresponding to your current filters and offers information based on your column configuration. By default, the list shows the OrderID, creation time, sold from organization unit, customer, the total amount in tax, and order status (open, completed, paid, and shipped).
You can organize these columns by clicking the square 'workspace' icon, the top-right icon in the order overview. This will open up the column reorganization menu:
Here you can change the order in which the columns are shown and add or delete columns. After reorganizing your columns, click the checkmark in the top-right corner.
Additionally, you can search for specific orders using the magnifying glass icon next to the column reorganization menu icon.
Filter sidebar
The sidebar shows an enormous list of possible filters. In addition to the possibility of filtering your order list, it is also possible to decide what filters are visible in the sidebar. You can customize the sidebar using the filter reorganization button in the top-right corner. Here you can change the filter sidebar's order of filters and hide or un-hide the individual filters.
Workspaces
When having made any edits to your order overview, you can set your new configuration as an additional workspace. To do so, click the workspace dropdown in the top-right corner and select Save settings as New template. Give your new workspace a name and save it to make this workspace available for usage the next time you enter the order overview.
Order detail page
Clicking an order in the order list opens up the order detail page, showing you all lines and further information on that specific order. The main list consists of nine tabs:
You can use the App:CustomerProductValue setting to change what ID is displayed for the products using the values customId,backendId or productId. The latter is the default display.
Many locations in Suite where IDs are displayed are affected by this setting, e.g. Stock, Products.
Sidebar
The sidebar of the order detail page shows you a variety of cards with details concerning the order. You can change what cards are shown by clicking the 'reorganize filters' icon. The details in most cards can be edited directly by clicking a card's 'pencil' icon.
The Orders card for example gives you lots of information about the logistics of the order and allows you to change the Requested delivery date directly.
The Customer card lets you see and edit the attached customer's details (name, email, phone number, and addresses) or Detach Customer from the order completely. Note that detaching a customer is only possible if the order status is not Completed.
The Custom fields card allows you to add custom fields to the order on the fly. You cannot however create new custom fields directly. You can only add those custom fields already created.
Orderlines
The primary tab in the order detail page is the Orderlines tab. It shows you all order lines in your order and a bunch of options besides. You can tap a product line for more details, such as product information, stock information, discounts, and orderline history.
Prices stated include taxes (if applicable).
This tab comes with several options, all displayed in the top right of the order's Overview. We'll go by them one-by-one, from left to right. Note that not all of them may be available in a particular order.
Auto-complete order icon
The square icon containing an arrow is our 'Auto-complete' icon. By clicking this, you can complete orders which couldn't be closed the usual way. Mind that this action is irreversible.
Create return order icon
Tapping the return order icon on the top right ('back arrow' icon) will start a CreateReturnOrder flow.
The modal view after tapping consists of two sides.
- The left side modal: will show you precisely what items are in the order and which are returnable. Specify which item you want to return and in what quantity. The button on top of the left side modal will allow you to select all orderlines at once.
- The right side modal: will show you which items you've selected and also lets you choose between an actual return or turning your return into just a refund (with customers keeping the product) by deselecting the Return product checkbox and instead clicking Adjust refund amount. You can do this for each product individually or set a Consumer return reason for all the returnable products simultaneously by clicking Bulk action in the top right.
Returns require a return reason. At the same time, a refund requires a refund reason and a Refund amount (with proper VAT included).
Once you select either, the Create button will be activated. Tapping it will start the flow, which means a new (return) order will now be visible in your order overviews on Suite, POS and Companion. A store employee can directly refund via the POS or Companion or by creating a new payment in the Payments tab in the order in Suite.
It is possible to start the return order flow on a different organization unit than the sold from organization unit by switching off the toggle button. You will then be presented with a dropdown list of your organization units.
You can also have the OU prefilled with the user's current OU by setting App:Returns:PrefilledOrganizationUnit to true for Admin Suite.
POS Actions
The small screen with the POS in the middle lets you either Open the order in POS or Duplicate the order to POS.
While the former simply opens the order, the latter leads to a duplicate in POS, essentially creating a new order. The green slider on the right side (end of the product line) lets you specify if that related product should be included in the new order/basket being duplicated.
The bottom switch Create order on original organization unit will be, by default, switched on. Switching this off will duplicate the order on the organization unit where the user is logged in.
In order to open up the order in POS, EVA should know the URL to your POS web deployment:
| Setting | Description | Example |
|---|---|---|
EvaPos:Url | The URL to your POS web deployment. | https://eva-pos-app.netlify.app/ |
Edit order icon
Tapping the edit order icon visible on the top right ('pencil' icon) will prompt you with an option to cancel all order lines, change the order quantity, or change the requested date. You can choose to ignore order related costs and discounts for noncomplete orders.
Below is an example to show you what the modal looks like - mind that it's from another order. As you can see in this example, some options are no longer possible. The requested delivery date can no longer be changed, nor can the quantity be adjusted. Unit price can only be changed for one item, due to two already being marked for return order.
Tapping the Confirm button will update the order with the changes made.
If you change unit prices, the order amount will change and probably lead to a refund without retake.
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Receive returns icon
Return orders created via Admin Suite feature an additional 'box' shaped icon in the top right corner of the screen.
By tapping the 'box' icon, you can indicate the received product(s). A notification "Return order received successfully" will pop up on the bottom of your screen, and the order's status will change to Completed.
The refund can be processed in the Payments tab or via POS or Companion.
Details on orderline level
By clicking one of the orderlines in the order overview, an abstract of the orderline's product will be shown along with all its relevant data. This includes store stock information, discounts on the item and the order line's history. You can also add remarks on order by clicking the pencil icon next to the remark.
The first card also shows product properties. You can configure which product properties are shown precisely by using the following setting:
| Name | Example value |
|---|---|
| App:ProductDetail:Properties | { "EVA-Admin": ["product_name", "brand_name", "display_price", "size_range" } |
Documents
The Documents tab shows you a complete overview of all documents related to your currently selected order.
Use the action icon to Open the corresponding document (view/download/print).
Exports
The Exports tab gives you a complete overview of all exports related to your currently selected order.
Click one of the exports for a detailed overview of the order's request, like in the Export logs chapter.
Bookings
The Bookings tab shows you a complete overview of all bookings related to your currently selected order.
Like the order overview, the order detail page can also be completely customized, and the customizations can be saved in a workspace.
Order history
The Order history tab shows you when and by whom precisely the order was created along with any changes to the order.
This specific example also shows how order lines can be delayed, either on request (see Edit order icon), or due to delivery date changes made in external systems, which in turn can be due to the ExpectedAvailabilityDates for products.
It's also possible to change the delivery date of only part of an order, for example, 1 out of 2 of the same products.
Related orders
As the name implies, this tab shows you a list of all related orders. In our example here, we are viewing order ID 749, and we can see an order ID 750 in the Related orders tab. This was a return order for one of the items initially bought under order ID 749.
Payments
The Payments tab gives you an overview of all payments related to this order and allows you to make fictive manual payments on an open order. The latter is mainly used to make bookings check out. To do so, click the + icon. The options offered in the dropdown list will be based on your configured payment types.
Payments and refunds can be approved or cancelled for Custom, Manual and EVA Pay transactions in this tab.
Interaction logs
The Interaction logs tab gives you an overview of all interactions with the corresponding customer and allows you to resend any communication. Tap the + icon for this order to create a new interaction log.
Click the 'mail' icon to check the correspondence, resend it, or open/view any of its attachments.
Shipments
The Shipments tab allows you to add, delete, or edit order shipments. This tab is mainly used for orders with the status open or pending. In case of orders with status completed or canceled, this tab serves as a "for viewing purposes only". Any custom fields on the order will be shown on this tab as well.
Adding Shipments
A shipment can be added by tapping the + sign in the top right corner. You will then be prompted to fill in the shipment details:
- Shipped from organization unit: The OU options you'll have presented in the dropdown list are based on your supplier relations setup. If you want to ship your order from the store it was sold from, checkmark the Ship from original store option.
- Shipment date: The date the order has shipped.
- Track & Trace: The track and trace code (if available).
- Tracking link: A link for tracking the shipment (if available). This is usually used alongside the track and trace code.
Once saved, your next order of business would be the shipment overview page. This is where you can select the product lines you would like included in the shipment by ticking the respective box and tapping the Add button (in our example, we only have one). Furthermore, you can already select a package type for this shipment.
Once you save, you will be directed back to the main shipments overview tab, where you will be presented with a shipment number, status, and details, including a clickable tracking link if that was initially filled in. Additionally, you can cancel the shipment ('trash bin' icon) or ship it ('truck' icon), which concludes the shipment flow.
Your shipment flow will only be completed once open amounts on the order have been accounted for. You will be notified with an error message in the case of any open amounts.