The Order Management System (OMS) is your tool for creating new orders or editing and completing open orders.
Creating an Order
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Click the Store icon on the Admin Panel. On the left pane of the Orders page, click Create Orders. An order form appears in a new browser window.
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Search or Create a Member: The first step to creating an order within OMS is to define the member record that this sale will be tied to. You may "Search for an existing member", "Create a new member for this order", or process a "Quick Sale order (no member)".
- Search for an existing member
- Use any of the six criteria options offered to search for the desired member. (Last Name usually works best)
- Click Search button and members that fit the criterion will display below the Search box.
- Select one of the members by clicking once on the name.
- Creating a New member for this order
- Choosing this option gives you a blank member record. As you fill in the billing/shipping order information, you are creating a member record in eWinery.
NOTE: Billing email address is the unique identifier for the member record. You will be notified with a pop up if you attempt to create a new member record with an email address that is already in use.
- Click 'OK' and the screen will default to the 'Search Existing Members' fields with the email populated. Click Search to find the member with the existing email address.
- Choosing this option gives you a blank member record. As you fill in the billing/shipping order information, you are creating a member record in eWinery.
- Quick Sale order (no member): Billing and Shipping Information auto-populate with winery information.
NOTE: The quick sale option does not capture any specific customer information.
- Search for an existing member
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Billing & Shipping Addresses: Once you have set the Member for your order, a Member Summary will appear in the top left of the OMS screen. Billing and Shipping information will populate below that.
- Choose whether the order will be picked up or shipped (default).
- Pickup orders will populate the winery address or pickup location.
- Shipping orders will populate the primary shipping address for that member.
- Edit addresses as needed.
- You can choose from the address book for that member or type in new address information.
- All required fields are marked with an asterisk (*).
- If the billing and shipping information are the same, you can first fill out the billing information, then use the Copy Billing Information to Shipping button at the bottom of the fields.
- If you have made changes, click SAVE to apply them to the order.
- Choose whether the order will be picked up or shipped (default).
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Gift Message & Order Notes: Gift Message allows you to add a gift message to the recipient of the order. This will appear on the order notifications to the consumer, shipper and winery.
- Order Notes is generally used to alert staff members at the winery or fulfillment location of special instructions for the order.
- Click Save Changes.
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Internal Orders Notes: Allows for you to enter an internal note to the order that will only be visable by admin users. Customers or fulfillment partners will NOT see the information entered into this section.
- Any note added here will be attached to this order as a permanent record for reference and history. Notes cannot be edited or removed after they have been added. 150 character limit.
- Enter the text into the open text box. When your note is complete click the Add Note button at the bottom of the section.
- When using this section while creating an order, there will no note history to display. If using OMS to edit an order, you will see a section of note history attached to that particular order.
- You can continue to enter internal order notes on existing orders when editing. Enter the note and click Add Note.
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Add Products to Order: Add Products to Order appears at the top right section of the page. The following tabs are provided to help locate products:
- Featured Products: This is the default tab to display. Select a product by clicking on it once.
- Products can be added to the Feature Products tab from the ?Categories? tab in the product view.
Learn how to add Featured Products in the Categories tab with eWinery Order: Tab Details.
- Products can be added to the Feature Products tab from the ?Categories? tab in the product view.
- Product Search: Enter any data you would like to search on to find your product. Results display directly below in a drop-down listing.
- Browse Products: Drop down selections allow you to search by Product Type, then by specific product. See below to continue.
- When you select a product in any of the tabs, it will display directly below in a drop-down listing.
- Enter a Quantity amount and click the Add to Order button. Now the product will appear under the next section below, labeled "Edit Products in Order".
- Featured Products: This is the default tab to display. Select a product by clicking on it once.
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Edit Products in Order: This section is only active if you have selected products for the order.
- Update the order by changing the quantity and/or the price.
- Click Update Order to save your changes.
- To remove a product, click the check box to the left of the product you wish to remove, and then choose Remove Selected.
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Special Offers: Lists active, qualifying promotions (discounts) created within PromoBuilder.
- Manually Applied Discounts (Coupons): These discounts must be applied to the order manually by entering a coupon code.
- Select the Offer Code from the drop-down list.
- Click the Add Coupon to Order. Savings from each offer code is shown to the right.
- To remove a coupon, click the check box to the left of the coupon you wish to remove, and then choose Remove Selected.
Learn more about creating and using promotions with eWinery Promotions and Discounts.
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Shipping and Handling: Is calculated based on the rates entered in the Shipping Rate tables. Learn more about Shipping Rates.
- The default shipping rate for any order is always the ?Lowest Cost Shipping Rate?.
- Use the drop-down list to choose the type of shipping you would like.
*Your options will only be the shipping types available in the state the order is shipping to. - Choose whether the order will ship immediately or on a given date. Enter the date format as MM/DD/YYYY.
*Orders with future ship dates will have an Order Status of ?Hold? until that date passes. (eWinery Orders Glossary) - You may choose to Override the charges for shipping or handling or both.
- Click the Override check box beneath the appropriate amount. The amount will become an active field which you can edit.
- Click SAVE CHANGES in the bottom right of that section to apply the change to the order.
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Taxes: The sales tax on this page is calculated based on the Shipping State, and the settings within that State Profile. If you are a ShipCompliant customer, the rate from the State Profile is overridden by the rate returned by the ShipCompliant Tax Service.
- Sales tax can be waived or adjusted two (2) different ways:
- Wholesale Order - waives the sales tax automatically calculating it at $0.00.
- Override Tax - use check box to make the sales tax field editable. Adjust the sales tax to the desired amount.
- Sales tax can be waived or adjusted two (2) different ways:
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Payment Information: Choose a form of payment (This varies based on your account?s master configurations).
- Available Payment Types:
- Credit Card
- Cash / Money Order
- Check
- Invoice
- Call In Credit Card
- Other (allows for comp orders).
*To activate any of the payment types for OMS please contact Customer Care.
- Enter appropriate payment information. Required fields are marked by an asterisk (*).
- If the customer has a "card on file" that information is available via the Wallet feature in the Member Profile. Within the wallet, the card maked as "Primary" will always be the default form os payment.
Learn more about the Member Profile with eWinery Members page.
- If the customer has a "card on file" that information is available via the Wallet feature in the Member Profile. Within the wallet, the card maked as "Primary" will always be the default form os payment.
- Available Payment Types:
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Completing the Order: Once you have filled out all the info for the order, you have a few options for what to do next.
- Click Finalize Order to complete the order.
- Click Save Order in the top right of the screen to save the order and recall it later.
*Learn more about eWinery OMS Save & Recall. - Click Start Over to clear all fields and begin again.
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Order Status: Once you finalize the order, the Order Status will change.
- Completed Orders give you the option to "View" the Order or "Print Receipt"
- All other Order Status' are considered "open" orders, which are orders where payment HAS NOT been collected.
Learn more about Order Status with eWinery Orders Glossary.
Order Receipts
There will be links to click to view the order or print the receipt. The order will open in the order profile. This is where you can view full order information and send an email confirmation to the billing email. From the OMS screen you can print the receipt, which can be branded with the same header and footer from your automated system emails.
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To send an email receipt to the customer, click to "view" the order
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Use the send/resend order receipt option in the order record.
Learn more about the Order Record with eWinery Order: Tab Details.