Insites Docs Instance EcommerceOrdersManaging Orders

Managing Orders

Last updated on August 01, 2024.

Insites allows you to create and manage orders for the e-commerce module of your application. The following topics are discussed in detail in this document:

  • Creating an order
  • Updating an order
  • Deleting an order
  • Inventory
  • Orders and payments
  • Shopping cart

Creating an order

To create an order:

  1. Navigate to Ecommerce from the main menu.
  2. Select Orders.
  3. Select ADD ORDERS.

  4. Fill out the forms across the following tabs:

    • Details
    • Contact
    • Shipping
    • Billing
    • Custom Fields
    • Notes

    The input requirements and descriptions for each tab are discussed in a corresponding section in this article.

  5. Select ADD ORDER.

Details

Use this tab to record basic details about the Order, such as order date and status. Input requirements and descriptions are displayed in the table below:

Input LabelTypeRequiredDescription
Order Reference Input Field No A unique reference code for the order.
Order Date DateTime Field Yes The date and time the order was placed.
Order Status Dropdown Field Yes

The current status of the order. Options include:

  • Open
  • Processing
  • On Hold
  • Cancelled
  • Refunded
  • Completed
  • Subscription Active
  • Subscription Cancelled
  • Other
Payment Status Dropdown Field Yes

The payment status of the order. Options include:

  • Unpaid
  • Paid
  • Part Paid
  • No Charge
  • Failed
  • Refunded
  • Other
Shipping Status Dropdown Field No

The shipping status of the Order. Options include:

  • Not Applicable
  • Packed
  • Picked Up
  • In Transit
  • Delivered
Currency Dropdown Field No The currency used on the order.
Opportunity Dropdown Field No The pipeline opportunity associated with the order.
Is Scheduled Toggle No Indicate if the order is scheduled.
Recurring Group ID Input Field No Stores an ID that can be used to link multiple orders together.
Is Recurring Toggle No Indicate if the order is a recurring order.
Order Value Number Field No The total value of the order before taxes and other fees.
Tax Number Field No Tax amount applied to the order.
Shipping Number Field No Shipping costs applied to the order.
Discount Number Field No Discounts applied to the order.
Total Amount Display Field No The total amount of the order inclusive of shipping costs, taxes, and discounts.

Contact

Use this tab to record contact details related to the order. There are two types of contacts you can add to an order:

  • Order Contact
  • Order Company

Order Contact

You can add an order contact using one of two different ways:

  • Adding an existing order contact from the CRM
  • Creating a new order contact for the order
Adding an existing order contact from the CRM

To add an existing order contact from the CRM:

  1. Navigate to the 'Contact' tab.
  2. Select ADD ORDER CONTACT.
  3. Enable the 'Use CRM Contact' option.
  4. Select an existing contact from the 'CRM contact' dropdown field.
  5. Select ADD ORDER CONTACT.
Creating a new order contact for the order

To create a new order contact for the order:

  1. Navigate to the 'Contact' tab.
  2. Select ADD ORDER CONTACT.
  3. Disable the 'Use CRM Contact' option.
  4. Fill out the form for adding a new order contact.
  5. Select ADD ORDER CONTACT.

These are the input requirements and descriptions for adding a new contact to an order:

Input LabelTypeRequiredDescription
Use CRM Contact Toggle No Toggle to 'false' if you want to add a new order contact using the form.
First Name Input Field No First name of the individual associated with the order.
Last Name Input Field No Last name of the individual associated with the order.
Email Input Field No Email address of the individual associated with the order.
Mobile Phone Phone Number Field No Phone number of the individual associated with the order.

Order Company

You can add an order company using one of two different ways:

  • Adding an existing order company from the CRM
  • Creating a new order company for the order
Adding an existing order company from the CRM

To add an existing order company from the CRM:

  1. Navigate to the 'Contact' tab.
  2. Select ADD ORDER COMPANY.
  3. Enable the 'Use CRM Company' option.
  4. Select an existing company from the 'CRM Company' dropdown field.
  5. Select ADD ORDER COMPANY.
Creating a new order company for the order

To create a new order company for the order:

  1. Navigate to the 'Contact' tab.
  2. Select ADD ORDER COMPANY.
  3. Disable the 'Use CRM Company' option.
  4. Fill out the form for adding a new order company.
  5. Select ADD ORDER COMPANY.

These are the input requirements and descriptions for adding a new company to an order:

Input LabelTypeRequiredDescription
Use CRM Contact Toggle No Toggle to 'false' if you want to add a new order company using the form.
Company Name Input Field No Name of the company associated with the order.
Email Input Field No Email address of the company associated with the order.
Phone Number Phone Number Field No Phone number of the company associated with the order.

Shipping

Use this tab to record the order's shipping details. There are four types of shipping details you can store on this tab:

  • Shipping details
  • Shipping company
  • Shipping contact
  • Shipping address

Shipping details

These are the input field requirements and descriptions for shipping details

Input LabelTypeRequiredDescription
Tracking Code Input Field No The tracking code for the order.
Shipping Instructions Text Area No Shipping instructions concerning the order

Shipping company

You can add a shipping company using one of two different ways:

  • Adding an existing shipping company from the CRM
  • Creating a new shipping company for the order
Adding an existing shipping company from the CRM

To add an existing shipping company from the CRM:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD SHIPPING COMPANY.
  3. Enable the 'Use CRM Company' option.
  4. Select an existing company from the 'CRM Company' dropdown field.
  5. Select ADD SHIPPING COMPANY.
Creating a new shipping company for the order

To create a new shipping company for the order:

  • Navigate to the 'Shipping' tab.
  • Select ADD SHIPPING COMPANY
  • Disable the 'Use CRM Company' option
  • Fill out the form for adding a new shipping company.
  • Select ADD SHIPPING COMPANY.

These are the input requirements and descriptions for adding a new shipping company to an order.

Input LabelTypeRequiredDescription
Use CRM Company Toggle No Disable this option if you are adding a new shipping company.
Company Name Input Field No Name of the shipping company
Email Input Field No Email address of the shipping company.
Phone Number Phone Number Field No Phone number of the shipping company.

Shipping contact

You can add a shipping contact using one of two different ways:

  • Adding an existing shipping contact from the CRM
  • Creating a new shipping contact for the order
Adding an existing shipping contact from the CRM

To add an existing shipping contact from the CRM:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD SHIPPING CONTACT.
  3. Enable the 'Use CRM Contact' option.
  4. Select an existing contact from the 'CRM Contact' dropdown field.
  5. Select ADD SHIPPING CONTACT.
Creating a new shipping contact for the order

To create a new shipping contact for the order:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD SHIPPING CONTACT.
  3. Disable the 'Use CRM Contact' option
  4. Fill out the form for adding a new shipping contact.
  5. Select ADD SHIPPING CONTACT.

These are the input requirements and descriptions for adding a new shipping contact to an order:

Input LabelTypeRequiredDescription
Use CRM ContactToggleNoDisable this option if you are adding a new shipping contact.
First Name Input Field No First name of the shipping contact.
Last Name Input Field No Last name of the shipping contact.
Email Input Field No Email address of the shipping contact.
Mobile Phone Phone Number Field No Mobile phone number of the shipping contact.

Shipping address

You can add a shipping address using one of two different ways:

  • Adding an existing shipping address from the CRM
  • Creating a new shipping address for the order
Adding an existing shipping address from the CRM

To add an existing shipping address from the CRM:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD SHIPPING ADDRESS.
  3. Enable the 'Use CRM Address' option.
  4. Select an existing address from the 'CRM Address' dropdown field.
  5. Select ADD SHIPPING ADDRESS.
Creating a new shipping address for the order

To create a new shipping address for the order:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD SHIPPING ADDRESS.
  3. Disable the 'Use CRM Address' option
  4. Fill out the form for adding a new shipping address.
  5. Select ADD SHIPPING ADDRESS.

These are the input requirements and descriptions for adding a new shipping address to an order:

Input LabelTypeRequiredDescription
Use CRM AddressToggleNoDisable this option if you are adding a new address.
Search Address Input Field No This field is used for searching an address. If a valid address is selected, the rest of the fields on this form are auto-filled.
Address 1 Input Field No Address (line 1) where the order is being shipped.
Address 2 Input Field No Address (line 2) where the order is being shipped.
Address 3 Input Field No Address (line 3) where the order is being shipped.
City Input Field No The city where the order is being shipped.
County Input Field No The country where the order is being shipped.
District Input Field No The district where the order is being shipped.
Suburb Input Field No The suburb where the order is being shipped.
State Input Field No The state where the order is being shipped.
Country Input Field No The country where the order is being shipped.
Postal Code Input Field No The postal code of the address where the order is being shipped.
Latitude Input Field No The latitude of the address where the order is being shipped.
Longitude Input Field No The longitude of the address where the order is being shipped.

Billing

Use this tab to record the order's billing details. Billing details consist of three types:

  • Billing company
  • Billing contact
  • Billing address

Billing company

You can add a billing company to an order using one of two different ways:

  • Adding an existing billing company from the CRM
  • Creating a new billing company for the order
Adding an existing billing company from the CRM

To add an existing billing company from the CRM:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD BILLING COMPANY.
  3. Enable the 'Use CRM Company' option.
  4. Select an existing company from the 'CRM Company' dropdown field.
  5. Select ADD BILLING COMPANY.
Creating a new billing company for the order

To create a new billing company for the order

  • Navigate to the 'Billing' tab.
  • Select ADD BILLING COMPANY.
  • Disable the 'Use CRM Company' option
  • Fill out the form for adding a new billing company.
  • Select ADD BILLING COMPANY.

These are the input requirements and descriptions for adding a new billing company to an order:

Input LabelTypeRequiredDescription
Use CRM Company Toggle No Toggle to 'false' if you want to add a new billing company using the form.
Company Name Input Field No Name of the billing company.
Email Input Field No Email address of the billing company.
Phone Number Phone Number Field No Phone number of the billing company.

Billing contact

You can add a billing contact to an order using one of two different ways:

  • Adding an existing billing contact from the CRM
  • Creating a new billing contact for the order
Adding an existing billing contact from the CRM

To add an existing billing contact from the CRM:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD BILLING CONTACT.
  3. Enable the 'Use CRM Contact' option.
  4. Select an existing company from the 'CRM Contact' dropdown field.
  5. Select ADD BILLING CONTACT.
Creating a new billing contact for the order

To create a new billing contact for the order:

  • Navigate to the 'Billing' tab.
  • Select ADD BILLING CONTACT.
  • Disable the 'Use CRM Contact' option
  • Fill out the form for adding a new billing contact.
  • Select ADD BILLING CONTACT.

These are the input requirements and descriptions for adding a new billing contact to an order:

Input LabelTypeRequiredDescription
Use CRM ContactToggleNoDisable this option if you are adding a new billing contact.
First Name Input Field No First name of the billing contact.
Last Name Input Field No Last name of the billing contact.
Email Input Field No Email address of the billing contact.
Mobile Phone Phone Number Field No Mobile phone number of the billing contact.

Billing address

You can add a billing address to an order using one of two different ways:

  • Adding an existing billing address from the CRM
  • Creating a new billing address for the order
Adding an existing billing address from the CRM

To add an existing billing address from the CRM:

  1. Navigate to the 'Shipping' tab.
  2. Select ADD BILLING ADDRESS.
  3. Enable the 'Use CRM Address' option.
  4. Select an existing company from the 'CRM Address' dropdown field.
  5. Select ADD BILLING ADDRESS.
Creating a new billing address for the order

To create a new billing address for the order:

  • Navigate to the 'Billing' tab.
  • Select ADD BILLING ADDRESS.
  • Disable the 'Use CRM Address' option
  • Fill out the form for adding a new billing address.
  • Select ADD BILLING ADDRESS.

These are the input requirements and descriptions for adding a new billing address to an order:

Input LabelTypeRequiredDescription
Use CRM AddressToggleNoDisable this option if you are adding a new billing address.
Search Address Input Field No This field is used for searching an address. If a valid address is selected, the rest of the fields on this form are auto-filled.
Address 1 Input Field No Address (line 1) of the order's billing address.
Address 2 Input Field No Address (line 2) of the order's billing address.
Address 3 Input Field No Address (line 3) of the order's billing address.
City Input Field No The city where the order's billing address is located.
County Input Field No The country where the order's billing address is located.
District Input Field No The district where the order's billing address is located.
Suburb Input Field No The suburb where the order's billing address is located.
State Input Field No The state where the order's billing address is located.
Country Input Field No The country where the order's billing address is located.
Postal Code Input Field No The postal code of the order's billing address.
Latitude Input Field No The latitude of the order's billing address.
Longitude Input Field No The longitude of the order's billing address.

Custom Fields

Notes

Use this tab to save notes about the order. Input requirements and descriptions are displayed in the table below:

Input LabelTypeRequiredDescription
Notes Text Area No Notes about the order.

Updating an order

To update an order:

  1. Navigate to Ecommerce from the main menu.
  2. Select Orders.
  3. Find the order you want to update and select its View row action link.
  4. Select EDIT to update an order's details. You can also make changes across the following tabs:
    • Items
    • Payments
    • Contacts
    • Shipping
    • Billing
    • Custom Fields
    • Notes
  5. Select SAVE.

Deleting an order

To delete an order:

  1. Navigate to Ecommerce from the main menu.
  2. Select Orders.
  3. Find the order you want to delete and click on its Delete row action link.
  4. Complete the process of deleting the order using the confirmation modal.

Inventory

Take note of the following system behaviors regarding the e-commerce inventory:

  • When Inventory Tracking is enabled, stocks are updated upon a successful purchase. Changes need to be applied on the application's front end for the tracking data to reflect on the UI.
  • Once a product has been added to the shopping cart, product details for the purchase (i.e. prices) become the source of truth for computations in the checkout process.
  • Failed transactions or refunds do not update the inventory.

Orders and payments

The following notes apply to orders and payments:

  • Monetary values for Orders and Payments are stored in cents to minimize discrepancies during computations. For example, an Order amount of $1.00 is saved as 100, and $105.55 is saved as 10555.
  • An Order can have 0, 1, or multiple Carts and can have 0, 1, or multiple Payments.
  • Once it passes through payment, the cart should be assigned an Order UUID. This setup allows the system to display the breakdown of items purchased in Orders.
  • Orders support multiple payments (e.g., installments or recurring payments). This feature must be managed on the front end, as it is suitable for a project requirement.
  • Payments are associated with orders by assigning an order UUID to a payment.
  • Orders and payments support partial/multiple payments. Thus, one order can have multiple payments. This feature must be managed on the front end as suited for a project requirement.

Shopping cart

The following notes apply to the shopping cart:

  • There is no strict limit to the number of items stored in the cart or the duration for which items remain active in the shopping cart. The developers can set or customize these limits to align with the project's requirements.
  • The cart record is deleted if an item is removed from the cart.
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