With One Stop Order Processing for Actinic you can select multiple orders, using your selection criteria, quickly and easily take them through to completion. You can easily integrate Actinic with other 3rd party systems using the Export Orders features. You can easily allow your orders to be tracked online. This can be done by using the built-in order tracking (hosted on your Actinic site) or linked to your couriers site (e.g. CityLink or Business Post).
You can select all the outstanding orders or a selection of orders based upon your search criteria.
This can be either:
. All Pending
. Pending & Not Shipped
. Pending & Shipped
. PSP Pending
. All (not PSP Pending)
. All orders.
A filter is based upon one of the Selected Columns. To create a filter do the following:
1. Choose a Field type, for example, Date Ordered.
2. Select the Criteria, for example Between.
3. Enter values for the chosen criteria, for example 9am on the 10th July 2005 and 5pm on the 30th July 2005.
4. Press the Refresh Orders button.
NOTE: You can also refresh orders by pressing the F5 button.
Once the list of orders has been displayed you select the orders to process
by checking (ticking) the order to the left of the order.
You can only use filters on the Custom values that allow values to be entered. Filtering will be done on the values entered for that particular field (not including the default value).
There are several useful filtering fetures that can make searching for groups of items very easy. You can use 1 of 2 methods:
1 When searching for text items (e.g. Customer), you can select the Criteria Is one of. You can then type in a list of name separated by a comma (e.g. Brown,Smith,Jones). This will then produce a list of all the named people (in this case Brown, Smith and Jones).
2 Get the filtering values from a file. If you type in !! followed by a filename (for example, !!C:\temp\filtervals.txt) the filter uses the value in the file. This can either be a single word, number etc. or it can use a list of values (as described in method 1).
Setting up the date choices
You can easily find orders that contain certain text. If you enter text into the Search for orders with (F3) button all fields of all the currently displayed orders are searched. This can be very useful if someone telephones you and says their name or company but you dont know which field they entered the values into. Every time you search for text it searches from the currently selected line. If the end of the orders list is passed the start of the orders list is searched. If no orders are found that contain the text a message is displayed. When an order is found that matches your text is automatically checked.
NOTE: After entering your text you can also press F3 to find the text.
You can get the value to find from a file. If you type in !! followed by a filename (for example, !!C:\temp\findval.txt) the filter uses the value in the file. This can either be a single word, number etc..
In addition to the main filter you can create your own custom filters. One Stop Order Processing (and Actinic) allows you to assign colours to specific orders. You can then choose to only show orders with a certain colour assigned to it. Each colour can be assigned a specific task (or order state) to fit in with how you run a shop. For example, if 3 different people process orders, each order handled by that person can be assigned their colour. Each user, on a different system can choose to only display their orders. You may also choose to use the colour red to signify an order from an important customer or to validate the customers delivery address (if a PO Box has been entered as the delivery address).
NOTE: You can create up to 26 different colours, each having their own name. To do this press the button to the right of the Highlight Colour Filter. You will need to install the Highlight Colour Manager to change colours.
You can use a master date filter to only show orders from a certain date range.
The date range here can be used in addition to the main filtering. This selection
is also independent of which view you are using. This can be very useful for
when you have a large number of orders. You can set this to show only the last
30 (or 60 or 90) days orders. You can also change the available date periods
to show orders from by pressing the button to the right
of the Date Filter area. This displays the following dialog:
You can also choose which date to use for the master filtering.
The date that the customer placed the order
The date that the order was shipped, printed and paid for.
Order received (downloaded)
The date that the order was downloaded from the website.
A view is a defined set of fields to display the order information by. There are several pre-defined views, each displaying the appropriate fields for a given task. You can modify these views or create additional ones by pressing the Select Columns button.
Several views are installed. These include Courier views (that allow your order details to easily be imported into external Courier systems) and a Profit view. If you use the Profit and Pricing Tool you can use these values in your One Stop Order Processing displayed information.
You can turn the displaying of a grid around the orders by pressing the button.
One Stop Order Processing allows you to create customer accounts from any of your orders. This would normally be set-up in your shop 1 of 2 ways, described below:
1. After customers have placed an order you would create an account, giving them a discount the next time that they shop with you.
2. Create a free product in your shop that allows someone to apply for a customer account. This can be the only product that is shown to retail customers (i.e. non logged in customers).
Once you have downloaded the relevant orders you simply select the required orders (using filters or ticking the required orders) and clicking on the Create Account button; the use of the Create Customer Account dialog is described further in this section.
Creating customer accounts (Actinic Business or Above required)
Once order tracking has been set-up (see the Track Online options for more information) you can select any of your orders and upload their tracking information to your website. Customers can be sent an email which will automatically include a link to their order tracking information (on your website) and/or they can use an order tracking box on your website, where they type in their Actinic order number. You can then update (and upload) their tracking details to notify your customers of the order process.
You can change the information to display in the online tracking form. You can include details about the order and include up to 10 additional custom values specific to your business. This can include fields for you to add in comments or batch numbers or courier trackin, who packed by etc.. You can also configure the tracking options.
If you right click (on the mouse) while on an order an additional menu is displayed. This provides the following features:
If the field contains a numeric value (e.g. order total) all of the currently displayed orders values will be added up and displayed.
Copying information to the clipboard
If you want to easily export information to another application (e.g. Microsoft Word) you can right click (on the mouse) on an order and either copy the current item or the entire line to the clipboard. This can then be pasted into any other application.
NOTE: This option is only available if a single order has been selected
Checking and Unchecking selected orders
If you select more than 1 order you can choose to check or uncheck all of the selected orders.
The order details for the currently selected item are shown. See the Display order details section for more details.
If a colour is selected all of the currently selected orders are assigned that colour. This colour can then be used to indicate something specific to you and additional information to filter orders on.
You can display the current order details in any of the following ways.
Double clicking the mouse on an order.
Selecting an order and pressing the View Order button.
Select an order and right click (on the mouse) and select the Show Order Details option.
NOTE: Only 1 person can edit an order at a time. While an order is being edited it can still be viewed by other users. You are prevented from editing an order if someone else is editing the order. If you have the Allow locked orders to be changed option enabled (in the Setup available features dialog) you can override the other person editing an order. However, this will then prevent the other from saving their changes. In practice, if this situation arises you should either talk to the person or send them a message (using the logged on users dialog from the main dialog).
Order custom values
If you want to print the current orders shown press the Print Orders button at the bottom of the orders area. If you have specific orders selected you will be prompted to see if you only want those orders printed or all the orders matching the current filter.
When you print the current orders, the current column widths and columns selected are used to print the report. If you want a report to contain certain information you should add that column to the current view (or create a specific view to print the order details).
If the orders printed are too large to fit onto a single page they are split over more than 1 page. When the report is printed the page number and its location in the report is printed on each page. For example, if a report is too wide for a single page and fits onto 2 pages and there are 2 pages of orders, the page details are printed as:
. Page 1 (Row 1 Column 1)
. Page 2 (Row 1 Column 2)
. Page 3 (Row 2 Column 1)
. Page 4 (Row 2 Column 2)
Using this information you can assemble the report as a single page.
When you print a report of the current orders any fields that contain numbers or prices will be automatically added up and a total printed at the end of the report.
For each selected order you can print, preview, email or export the Data Entry, Packing List, Invoice, Label and Credit Card Schedule. All the selected orders can also be marked as shipped and marked as payment made or the order addresses formatted.
You can communicate with your customers by sending them emails to tell them what stage their order is at. Several default templates are supplied. You can amend these or create your own. Emails can be sent as HTML or plain text.
NOTE: Html emails can not be sent if you are using a MAPI client (e.g. Outlook). You should use an SMTP server for this. See the Setup Email for more information on how to do this.
Selecting order fields to show
Report and Label
Shred Credit Card Details
Track orders online
Actinic Logon Details (only required for Actinic V8 onwards where Credit Card encryption is used)
Formatting Customer Addresses
Emailing 3rd parties the customer information
You can install One Stop Order Processing on a different computer from your Actinic PC. Up to 6 PCs can have remote access to your Actinic database at the same time.
NOTE: Each different PC used to connect to the same Actinic computer will need a separate license.
There are certain requirements (and limitations). These are described below:
1. All PCs must have the relevant security access to the Actinic PC. If you
do not have the required access a message will be displayed by One Stop Order
Processing when selecting the remote site. You should consult your System Administrator
if you do not have remote access to the Actinic PCs Actinic directory.
2. Ideally you should divide the orders to process across the remote machines. If more than 1 person processes the same order changes made by one user may overwrite changes from another.
Once the remote site has been selected One Stop Order Processing will continue to use the selected site (i.e. you wont need to re-select the site each time that you start One Stop Order Processing).