For better system operation, SHOPLINE Admin automatically archives existing orders that have been in the system for a long time. The system will focus on processing more recent orders, enhancing the overall user experience and performance for merchants.
This article will cover the following:
1. Rules for Order History Auto-Archiving
If the conditions for order auto-archiving are met, the orders will be archived and moved to "Archived Orders" (see below for a detailed introduction). The conditions and limitations for Order History Auto-Archiving are as follows:
i. Types of orders eligible for Order History Auto-Archiving
A. General orders that were created over 2 years ago
B. Orders deleted over 90 days ago
C. Orders from the store whose subscription plan expired over 90 days ago
ii. Types of Orders that will not be archived for now
A. Product Subscription orders
B. Unfulfilled Preorders (order status being "Processing" or "Confirmed")
iii. Online Store conditions for archiving of Preorders (all conditions must be met)
A. Preorder was created over 2 years ago;
B. Order status changes to "Completed/Cancelled" and delivery status changes to
"Arrived/Collected" for over 180 days.
iv. POS conditions for archiving of Preorders (all conditions must be met)
A. Preorder was created over 2 years ago;
B. Order status changes to "Completed/Cancelled" for over 180 days.
*Notes:
- Online Store Preorder is subject to whether the order contains a Preorder product. If all the Preorder products are removed from the order, it will be considered a general order and eligible for the archiving conditions specified in i. Types of orders eligible for Order History Auto-Archiving.
- POS Preorder is subject to order type (whether you tap the "Preorder" button during the first checkout) and is eligible to iv. POS conditions for archiving of Preorders.
2. Introduction to "Archived Orders" page
In the SHOPLINE Admin, go to [Order Management] > [Orders] > [Online Store / POS], and scroll down to the bottom of the page. Click on the Archived Orders button to enter the "Archived Orders" page.
The tabs and fields in the "Archived Orders" page are generally the same as those of the "Orders" page, except that Custom order ID is not supported. The following will introduce how to search for archived orders, view archived order details, and export archived reports.
i. Search for archived orders
The "Archived Orders" page does not show orders by default. To view archived orders, merchants need to use the filtering feature.
A. Filter by date
Select "Date" for the filter condition, and select the date range you wish to view. Please note that the maximum date range is 100 days.
B. Filter by order numbers
Select "Order numbers" for the filter condition, and enter the order numbers you wish to view in the right-hand side field. The rules for inputting orders are as follows:
- Enter complete order numbers. Incomplete numbers will result in failed searches.
- When entering multiple order numbers, separate the numbers with spaces in between. The maximum limit of order number searches is 300.
- Entering non-archived orders will result in failed searches.
Order search might take some time. Please wait patiently.
ii. Archived order details page
A. Online Store
- Merchants can only view the page and cannot edit the fields.
- The "Order activities logs" section is not supported.
B. POS
- Merchants can only view the page and cannot edit the fields.
- The "Transaction History" and "Order Activities Logs" sections are not supported.
iii. Export archived orders report
On the "Archived Orders" page, click the Export Archived Orders button on the right side.
After entering the export settings page, please edit the following settings related to the report.
A. Report type
Select to export Archived Orders Report for Online Store or POS.
B. Export filters
- Custom date range: The range is defaulted to the current day. The maximum number of days for the date range is 366 days.
- Export by order numbers: Enter the order numbers you wish to view. The maximum limit of order number searches is 1,000.
Click Export, and the report will be sent to your inbox. You can also go to [Report & Analytics] > [Bulk Action Process] to download the report.
*Notes: The fields of the Archived Orders Report are generally the same as those of the Order Report, except for the following field differences.
- Online Store: The Archived Orders Report does NOT support Cart Number, Location ID, Combined order number, and Staff Note.
- POS:
- POS Archived Orders Report only covers archived orders in the POS store. For Smart OMO-related orders, please export the Online Store Archived Orders Report.
- Manual exports for the POS "Transaction List" and "Transaction Detail Report" Archived Orders Report are NOT available. If you need to export these reports, please contact our Online Merchant Success Team for assistance.
3. Notes
- If an order associated with a return order is archived, the return order will no longer show in [Order Management] > [Return Orders].
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Invoice-related:
- When you are managing invoices in [Invoice Management], if you click on the order number of an archived order, you will be redirected to the order's order details page in the "Archived orders" page.
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Product review-related:
- When you are managing product reviews in [Products & Categories] > [Product Reviews], if you click on the order number of an archived order, you will be redirected to the order's order details page on the "Archived Orders" page.
- When customers are navigating in Storefront > [Member Center] > Write a review, the orders of archived orders will not show on the "Orders to review" section.
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Activity records/logs-related:
- When you are viewing activity logs in the product editing page > View Logs > [Activity Logs / Inventory Logs], if you click on the order number of an archived order, you will be redirected to the order's order details page on the "Archived Orders" page.
- When you are viewing activity logs in the [Add-ons / Free Gifts] > Log > [Usage Record], if you click on the order number of an archived order, you will be redirected to the order's order details page on the "Archived Orders" page.
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