Order Export

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To make shipping and order picking more convenient, four features including "Export Order Report/ Stock Picking List/ Order Invoice/ Packing Slip" are now available on the Orders page. The system will help you collect the key data about your orders more efficiently. 

In this article, you will be introduced to the following:

 

1. How to export

Step 1

In the SHOPLINE Admin, go to [Order Management] > [Order] > [More Actions] > [Export Stock Picking List/ Order Invoice/ Order Report/ Packing Slip].

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Step 2

Select the export range and date range, and then click Export. If you are exporting the "Order Report," please proceed to Step 3 below.

  • Stock Picking List
    Screenshot

  • Order Invoice
    If you use the "Select all orders across pages" feature, "Export Order Invoice" will not be available. For more information, please refer to Order Management Overview | Order Management.
    Screenshot

  • Order Report
    Those who choose to export Order Report, please proceed to Step 3.
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  • Packing Slip
    Screenshot

 

Step 3

Check the fields you want to export from the Order Report. You can select or deselect fields you want to display, and in what sequence you want them to appear. The system will customize the exported report based on the order of the fields you arrange. Click "Export" once you're done.

Setup Guide  (Customize Export Template)

Single selection Check the fields you want on the left, and they will then appear in the right panel. To deselect the fields, you can either uncheck the box 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. 
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 recommend you not 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. 
Default fields 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.
Routes applicable to default fields

1. Order Report exported via [Orders] > [More Actions] > [Export Order Report].

2. Order Report exported via [Report & Analytics] > [Report Export] > [Sales] > [Order Report (New)].

Recall rules of default fields

Export settings (fields) preferences will be recorded for individual users, not for a store.

Example:

1. Administrator A had previously configured the field settings and then exported a report. When Administrator B uses it for the first time, the system will still apply the default set of commonly used fields (not the ones that Administrator A had configured).

2. Administrator A had previously configured the field settings and then exported a report. Later, when Administrator A uses it again, the system will apply the set of fields based on their previous configuration.

 

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2. How to filter orders based on the data

i. Current Page

You can use the "Add Filters" feature to filter orders based on their status, delivery method, order sources, and more. Then, click on [More Actions] > [Export Order Report] > [Current Page] to export the order data that match your filter criteria.

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ii. Date

A. Order Date

You can filter/ export Order Reports by setting the date range, with a maximum interval of 31 days.

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B. Shipped/ Arrived Date

You can export Order Reports by setting your desired shipment/delivery date range, with a maximum interval of 31 days.

*Note: 

  • Shipment Date: within this date range, orders with a delivery status of "Shipped."
  • Arrival Date: within this date range, orders with a delivery status of "Arrived."
  • If your store is located in Hong Kong and uses HK$, and also uses SF Express for delivery, the date when the delivery status changes to "Arrived at pick-up point" is considered the Arrived Date. Please refer to SF Express Auto Delivery Feature for more information.

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iii. Selected Orders

The orders selected through the "Designated (selected) orders, Select all orders on a single page, and Select all orders across pages" features will be the data exported in the Order Report.

To learn more about "Select all orders across pages," please refer to Order Management Overview | Order Management.

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3. Overview of Order Report fields 

i. Order

General order information falls into this category, including shopping cart number, order number, combined order number, referral source platform, salesperson, order date, payment method, order subtotal, shipping fee, discount, tax, recommended activities, and so on.

To learn more related information, please refer to:

 

ii. Subscription

The subscription information in the order belongs to this category, including fields such as subscription term, next order creation date, and subscription code.

To learn more related information, please refer to:

 

iii. Delivery

All the shipping information in the order falls into this category, including the delivery method, delivery status, recipient, address, country/ region, shop name, delivery time and date, arrival time, pick-up time, return time, and so on.

To learn more related information, please refer to:

 

iv. Invoice

This field is only applicable to stores in Taiwan or stores using NT$. It includes multiple fields such as the invoice ID, invoice type, invoice format, invoice carrier, carrier number, and so on.

To learn more related information, please refer to Edit Invoice Details.

 

v. Product

The product information in the order falls into this category, which includes product SKU, product cost, quantity, variation, pre-order product, product type, add-on product type, location number, product discount offer, and so on.

To learn more related information, please refer to:

 

vi. Customer

The customer information in the order belongs to this category, including customer ID, customer name, email, phone number, gender, birthday, membership, membership tiers, membership registration date, membership registration sources, referrer's name, referrer's email, referrer's phone number, and more.

To learn more related information, please refer to:

 

vii. Marketing

The marketing campaign information in the order falls into this category, and the fields include UTM source, UTM medium, UTM source/ medium, UTM campaign name, UTM campaign term, UTM campaign content, and UTM clicked time.

To learn more related information, please refer to Urchin Tracking Module (UTM) parameters.

 

4. Packing Slip & Order Invoice

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

i. 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. This simplified format can reduce printing costs and is also useful for safeguarding customers' data privacy.

 

ii. Order Invoice 

An Order Invoice provides more details 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, any associated discounts, and the merchant's logo.

 

How to partially hide customer 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. Upon switching it on, you can decide whether to hide the content edited by customers themselves in the custom fields of "Order Settings" and "Customer Settings."

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When the Hide partial information of order invoice toggle is switched on, information on the Order Invoice will be partially hidden using asterisks, as illustrated 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

 Please refer to the screenshot below for further details:

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If you have chosen 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.

To learn more about cybersecurity information, please refer to SHOPLINE Admin Data Security Features.

The image on the left below is a Packing Slip, and the one on the right is an Order Invoice. You can choose either of these two formats as your shipping document. 

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5. Note

i. Limitations on order report details

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

 

ii. Order export file time range basis

Merchants can freely filter by date on the "Orders" page, but when you're ready to export the file, the date range will be those specified in the pop-up window as shown below.

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You cannot export the next Order Report until the current export work is completed.

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You can proceed to [Report & Analytics] > [Bulk Action Process] to view the status of your Order Report Export.

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