Order Export

4.SHOPLINE_Support_EC_SC.pngSHOPLINE merchants can now export a variety of different Order Reports according to their needs, including:

  • Stock Picking List
  • Order Invoice
  • Order Report
  • Packing Slip

This article will outline how to use the following different features of Order Reports: 

 

1. How to export

In the SHOPLINE Admin, go to [Order Management] > [Order]

EN1.png

Click on the More Actions button to select the following: Stock Picking List, Order Invoice, Order Report, and Packing Slip.

_____2017-03-22___2.03.53.pngOrders.jpg

There are three settings for order reports:

  • Current order page view - will export all the orders on the page you are currently viewing
  • Specified date range (max 3 days) - will export all the orders in the specified date range
  • Selected orders - will export all the orders that are selected on the current page

*Note: Please select/check the order(s) you need before pressing Export.

 

You can make your own order report by customizing the fields within. You can select or deselect fields you want to display, and in what order you want them to appear. The system will record the settings of the last export and set it as default for the next export, however, you can alter the fields for each new report if you so wish. 

Setup Guide
  • Single selection
    Check the fields you want on the left, and they will then appear in the right panel. To deselect the field, you can either
    uncheck the checkbox in the left panel or delete the field in the right panel

  • Batch selection
    You can choose to
    select all fields from a category or select all available fields. Categories include: Order, Shipping, Invoice, Product, and Customer

  • Field sequence
    Fields are ordered according to selection time (from old to new) and arranged in the same order as in the left panel. 

  • Required field 
    The Order number is mandatory and cannot be removed from the Order Report. 

  • Default setting
    The system has a default Order Report template. Once you’ve customized and exported the report settings for the first time, these will become the default settings for your next export, however, you are able to edit the template if necessary.

  • Special fields
    Some fields are specifically designed for certain countries or regions. The countries or regions in which a field is available can be seen in the title following the field name. We suggest you not to select fields that are not available in your country/region to avoid blank columns appearing in your report, 
    e.g. invoice-related fields outside of Taiwan. 


  • Field setting is applicable to both “Order> Export> Order Report” and “Report> Order Report (New)”, indicating that settings are synchronized. That is, if you changed the field settings and exported an Order Report from "Order> Export> Order Report", the same export settings will be displayed in “Report> Order Report (New)”


  • Export setting preferences are recorded for individual users, not for a store. For example, field settings shown in Staff Member 1’s admin panel are not affected by settings configured by Staff Member 2

EN2.png

 

 

2. How to filter and export reports for specific types of orders 

A.  Paid orders

Step 1

Filtering out Paid orders for different payment types:

Click the Additional Filters button, and select the filter.

For example,

> Payment Status = Paid
> Payment Method = [payment method]

Screen_Shot_2017-07-04_at_5_13_53_PM.png

Step 2

Click More Actions and select the "Export Order Report".

 

B. Shippable 7-11 B2C orders

On the "Orders" page, select the filter for 7-11 B2C, then add a filter for orders with "Shippable" status. Click More Actions > Export Order Report.

 

C. Shipped Date/Arrived Date

To filter orders for which the delivery status has become "Shipped" within the time range, you can
select "Shipped Date" then export. The "Arrived Date" is for filtering orders for which the delivery status has become "Arrived".

_____2019-08-14___5.38.23.png

 

3. Overview of Order Report fields 

  1. Order Subtotal
    The Order Subtotal is the Product Price multiplied by the Product Amount before the addition of any fees or the deduction of any discounts.
  2. Order Discount
    The amount deducted from the Order Subtotal after the application of any sale or promotional offers. 
  3. Discount (custom)
    If a one-off additional discount has been manually created for an individual order, this discount amount will appear in the Discount (custom) field. 
  4. Applied Store Credits
    This field displays the amount of Store Credits applied by a staff member during check out.
  5. Point Discounts
    The total value of redeemed Membership Points deducted from the Order Subtotal.
  6. Payment Fee
    If you have set up processing fees for certain payment types to appear on the order (for example, handling fees from third-party payment provider) all such fees will be displayed in this field. To learn more about setting up different payment options, please refer to the last paragraph of this article. 
  7. Payment Amount
    The original payment amount for a completed order. For example, if the original payment amount for an order was $100 and the order was later edited to add an item worth $500, this field would still display the initial payment amount of $100.  
  8. Order Total
    An up-to-date payment total for completed orders that have later been edited. For example, if an order was edited to add an item worth $500 to an initial Payment Amount of $1000, the Order Total field would show $1500. 

 

4. Order Invoice & Packing Slip Introduction

An Order Invoice and a Packing Slip both record order details that can be used by merchants when preparing orders and also for customers' reference. The following explains the difference between an Order Invoice and a Packing Slip.

 

Packing Slip 

A Packing slip has a simple layout and only shows the minimum amount of information needed to pick up and pack products. It does not contain any related customer details. The simplified format can reduce printing costs and is also useful for protecting customers' data privacy.

 

Order Invoice 

An Order Invoice provides more detail compared to a Packing Slip. In addition to the information included in a Packing Slip, it also shows the order status, payment status, customer information, product image, order messages, as well as any associated discounts and the merchant's logo.

 

How to partially hide information on an Order Invoice

To help protect your customers' privacy, it is possible to hide sensitive information on an Order Invoice. Go to [Settings] > [Order Settings] and switch on the "Hide partial information of order invoice" toggle.

mceclip0.png

After switching it on, you can decide whether to hide the Custom Order Fields fields of "Order Settings" and "Customer Settings":

mceclip1.png

When "Hide partial information of order invoice" is turned on, information on the Order Invoice will be partially hidden using asterisks, as shown below: 

[Customer information]

  • Order Customer Chan ** 
  • Email: a*****@gmail.com
  • Phone Number: 0911***111
  • Gender: *
  • Birthday: ******

[Recipient information] 

  • Address: *** ****green Terrace, Springfield 
  • Name: Chan **
  • Phone Number: 0911***111

If you have selected to hide the custom fields of "Order Settings" and "Customer Settings", the information filled out in the custom fields on the checkout page will be hidden.  You may refer to the below screenshot:

mceclip0.pngYou can choose either of these two formats for your shipping document. 

Left: Packing Slip; Right: Order Invoice

mceclip2.png

 

5. Other relevant settings

1. Limitations to order report details

  • Order Report: maximum 31 days
  • Stock Picking List: maximum 3 days
  • Order Invoice: maximum 1 page
  • Packing Slip: maximum 3 days

 

2. Order export file time range basis

Merchants can freely filter by date on the "Orders" page, but when the time comes to export the file, the date range will be those specified in the pop-up settings box shown below:

Screen_Shot_2017-07-04_at_5.28.30_PM.png

 

3. Export status will be limited when there's an existing export request

After requesting a file for export, you cannot request a new one until we finish preparing the current one and send it to your email address.

Screen_Shot_2017-07-05_at_12.54.19_PM.png

 

4. Downloading the File

SHOPLINE's automated system will send the file to your merchant email within a few minutes of the request being received. However, it may take longer than expected depending on the number of orders you are exporting.

_____2017-03-22___4_23_55.png

This is an example email containing the Stock Picking List file. Please click Download in the email to download and view the file.

 

If you need assistance with filtering orders, please refer to the article below:

Printing Stock Picking List & Filtering Dates

 

Read more

Order Management

 

 

 

 

 

Have more questions? Submit a request

Comments