Reference Guide

Order Processing

Working with Orders in the Main Orders Screen

Filters

In addition to the standard search and advanced search features, you can also select orders with the Filter drop-down list box.

Date Range

Batch

You can place a group of orders into a batch, and then view only the orders in that batch. See below for more information about using Batches.

Payment Status

Order Status

Every order in Miva Merchant will have a certain order status, depending on what actions have been taken.

Pending:	An order has been created. Either the customer completed checkout, or you manually created an order in the admin interface.
Processing:	An order has been created and you have created at least one shipment.
Shipped:	The entire order has been marked as shipped.
Partially Shipped:	At least one item in the order has been marked as shipped.
Cancelled:	The entire order has been marked as Cancelled, although the order still remains in the system.
Back Ordered:	At least one item in the order was marked as back ordered.
RMA Issued:	At least one item in the ordered was marked with Create Return.
Returned:	At least one item in the ordered was marked with Manage Return(s).

Batches

A Batch is a collection of orders, grouped together and given a name. Batches are really just another way for you to filter orders. First you create a Batch, then you use the filter list box to view the orders in that Batch.

• You can create and delete Batches
• An order can only be in one Batch.
• After you create a Batch, you can view the orders in the batch, capture funds, or run a report on the Batch.

To Create a Batch

1. Go to > Order Processing > Orders tab.
2. In the Orders tab, select one or more orders and click the Batch Actions > Create Batch.
3. In the Create Batch dialog box, enter a name (optional) for the batch and click Create Batch. When you create your Batch, the system will automatically prefix your Batch name with a timestamp.

To View the Orders in a Batch

1. In the Orders tab, select Batch in the filter drop-down list box.
2. Select a Batch.



3. All of the orders in that Batch will display.

To Transfer Orders from One Batch to Another

1. View the orders in a batch (see above).
2. Select one or more orders and click the Batch Actions > Create Batch button.
3. The orders will be removed from the old batch and placed in the new batch.

To Remove Orders from a Batch

1. View the orders in a Batch (see above).
2. Select one of the orders.
3. Click Batch Actions > Remove from Batch.

To Delete a Batch

1. In the Universal Search field, enter "Legacy Order Processing", then click on the link when it appears in the results list.



2. Select the Batches tab.
3. In the Batches tab, check the box next to the Batch that you want to delete, then click Update.

Capturing Payment in Batch

1. Before you can capture payment for a Batch, each order in the Batch must have had the payment Authorized. If necessary, you can do this by clicking on each order in the Batch. In the Order dialog box, click on the Authorize button.
2. Use the instructions above to view the orders in a Batch.
3. Select one or more orders in the Batch.
4. Click the Capture Payment button.

Note that you can follow essentially the same steps as above to

• Create a shipment for a batch of orders.
• Back order one or more orders in a batch.
• Archive the orders in a batch
• Create Shipment for a Batch or to Archive the orders in a Batch.

Batch Report

The name "Batch Report" is a bit misleading because you don't need to create a batch to use this feature. The Batch Report is an order report. The Batch Report button becomes active when you select at least one order.

Out of the box, Miva Merchant comes with one Batch Report: printable invoice. However, if you are familiar with Miva Merchant coding, you can create your own Batch Report to do anything that you want, and run it from the Orders screen.

You can customize the printable invoice.

1. Go to > Utilities > Template Based Batch Reports.
2. Select the Printable Invoice.
3. Click Edit Template.

To Run a Batch Report

1. Go to > Order Processing > Orders tab.
2. Select one or more orders.
3. Click Batch Actions > Batch Report.
4. In the Run Batch Report dialog box, select the Batch Report that you want to run and click Run Report.

Create Shipment

The Create Shipment button is used to generate a picking number and place all or part of an order in one or more boxes.

• To place an entire order in one box (with a single pick number for the entire order), select the order in the Manage Orders screen and click Create Shipment.

• To create separate pick numbers for different items in the order:

1. Edit the order
2. Select one item and click Create Shipment
3. Repeat with the other items that you are ready to ship. Note that after you use Create Shipment to assign a pick number to an item, you can no longer edit that item.

Back Order

You can mark an entire order, or individual items in an order, as back ordered as soon as the order has been created. If you mark an item in an order as back ordered, the pick number for that item will no longer appear in the Enter Tracking Number(s) dialog box.

To Mark an Entire Order as Back Ordered:

1. Go to > Order Processing > Orders tab.
2. Select an order and click the Back Order button.
3. In the Back Order dialog box you can optionally enter a date when you expect the order items to be in stock.
4. Click the Back Order button.

Note that you cannot mark an order as back ordered if you have already created a pick number for the entire order.

To Mark Part of an Order as Back Ordered:

1. Go to > Order Processing > Orders tab.
2. Edit an order.
3. In the edit order screen, click the checkbox next to the item you want to back order and click the Back Order button.
4. In the Back Order dialog box you can optionally enter a date when you expect the order items to be in stock.
5. Click the Back Order button.

Archive

Use the archiving feature to delete the payment information associated with one or more orders. Archiving is most commonly used with credit card orders, so that you can comply with PCI-DSS regulations that limit how long you can store customer credit card information. When you archive an order, the order remains in the database, but the payment information, such as the credit card number, is deleted.

• To learn more about the PCI-DSS standards for credit card security, please see: Appendix 1: Best Practices for Managing Credit Card Data
• To learn more about the Archive button, see: Regular Archiving in the Manage Orders Screen.

Notes

In Miva Merchant 9.0005 and later, you can view order notes without editing an order.

1. Select an order.
2. Click Notes.