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eWinery Manage Club Orders

Step-by-step instructions to edit and mange pending, pick-up, and quarantined club orders in eWinery. Additionally details how to register picked up items from the Desktop POS and Tablet POS.

Manage Club Orders

This section deals with handling club orders that have already been completed and/or processed. To learn more about creating Club orders, please see the section on eWinery Club Batch Processing.

Learn more about managing Wine Club Orders



Edit Club Orders

Editing club orders requires that you first locate and open the pending club order in question. Pending orders can be opened from the Orders section of the Store, the 'Order History' tab of the Member Record or the "Orders" tab of the club batch. Once you have the order record open you will be able to click the "Edit Order" button to make your changes.

Accessing Pending Order Records From Store > Orders In the Admin Panel, choose 'Store' from the main navigation. This will take you directly into the Orders portion of the Store. Use the Search criteria on the left to find the order in question. You will want to use the following specifications; Order Number Date (blank out the start date field) Order Type = Club Order Status = Pending or Pending Club (when in doubt just choose ALL) Once you have found the order in question click to open the record. Once open, click the "Edit Order" button to open the pending order in OMS and edit it. From the Member Record > 'Orders' Tab In the Admin Panel, choose 'Members' from the main navigation. This will take you directly to the Members section. Use the search criteria on the left to find the member in question. Usually you can find what you need just search by the members name but you may use any of the options available to find what you need. Once you have located and opened the member record, go to the 'Order History' tab. Locate the order you wish to edit then click the magnifying glass to the right to open the order record. Once open, click the "Edit Order" button to open the pending order in OMS and edit it. From the Club Batch In the Admin Panel choose 'Clubs' from the main Navigation. This will take you to the 'Club Processing' screen. Choose a club batch from the list presented. In the Club Batch, go to the 'Orders' tab. Scroll down to the 'Unprocessed Club Orders' section to find the order you wish to edit. Click the order number of the order that you wish to edit. Once open, click the "Edit Order" button to open the pending order in OMS and edit it.

Edit Club Orders

  1. Open the Order record you wish to edit.


  2. Click 'Edit Order' in the top right of the page. This will open this order in the OMS (Order Management System).

  3. More about eWinery OMS
    In OMS, make your changes. Be sure to click save where appropriate to make sure your changes "stick" to the order.


  4. Once you are done making your changes you have two choices;

    • Close the OMS screen. The edited order will remain in the club batch and will be processed with the others in the batch.

    • Click 'Finalize Order' and process the order from the OMS. Order will hold the type of Club and will move to the "Completed Orders" section of the wine club batch.



Manage Pending Orders


Pending Club Orders remain open for a variety of reasons, each reason requires different actions to complete the order.

Order Status | Resolution

  • Pending Club Order
  • Order has not been processed or attempted to be processed. Click to process the order to Complete.
  • Pending Order
  • Order processing has been attempted at least once, payment is invalid. Update the payment for the order (credit card, cash, etc.) and process the order.
  • Quarantined Order
  • Order does not meet the compliance rules for the state it is shipping to. Resolve the compliance error and process the order.

Tools for Updating & Managing Pending Orders



Update Credit Card

After running a wine club batch, you will have a list of orders that remain in a "Pending" status. Pending orders are those with failed payment (invalid credit card info, expired cards, declines, missing payment info, etc.). Following your initial club run you will work to clean up the payment issues and process these orders to completion.

Within the club batch, pending orders will look like this;

You will want to update the primary credit card information in the member's record before you update this order. Follow these steps to update the Credit Card information in the Member Record.

  1. Open the Member Record, either from the wine club batch (click the member name in the screen shot shown above)OR from the Members section of the Admin Panel.

  2. In the Open Member Record, co to the "Credit Card" tab.

  3. Choose the card you would like to edit, expand the section and make your changes.

  4. Upon saving changes to the primary credit card, the system will do a check for any open orders for this member.

    These orders will be presented in a list and you will be asked if the new/updated credit card information should be applied.




  5. Select the orders that the new card information should be applied to and click "Update Credit Card and Pending Orders".

    Once the update is complete, you can process these orders from the club batch or from the order record itself.



Pick-Up Orders

Pick-Up or Will Call orders are any order where the customer has choosen to pick up a the winery rather than have the wine shipped to them. Most common in Wine Club Orders, a Pick-Up order can be created from any order channel (Admin, Store, Allocations, etc.).


Orders marked for "Pick Up" have the following characteristics;

  • Shipping Type is Will Call

  • No shipping charges are added to the order.

  • Flag is added to each order to indicate whether an order has been picked up.

  • For ShipCompliant users, these orders are passed as 'will call' and are used to correctly populate tax reporting.

Managing Pick-Up Orders

Once you have processed orders with a will call shipping type the next thing you will need to do is find a way to keep track of which orders have and have not been picked up. eWinery provides several tools for tracking this information.


Marking Orders as Picked-Up

Once you have processed a pick-up order (from any sales channel; club, web, admin, etc.) you will need a way to indicate whether or not that order has been picked up. Within the order record in eWinery there is a indicator flag for this purpose. When you are looking at the order record from the Admin Panel, this flag is in the top right of the 'General' Tab of the order record and will only appear on orders with a will call or pick-up order type.

eWinery offers several different ways to mark an order as "picked up" from several different customer touch points. This offers you more flexibility in how you manage wine club pick ups at the winery. Club orders can be marked as picked up from:

  • eWinery Admin Panel - Order Record
  • NVPOS - Tasting Room Cash Register
  • MoJoe - Mobile POS units

Find directions on how to manage pickup order from each of these touchpoints below.

Marking Will Call Orders as 'Picked-Up' in eWinery

  1. In the eWinery Admin Panel, find and open the order record. Best practice suggests doing this through the Member Record, as this will give you a complete list of anything the member needs to pick up. However, you may also recall specific records using the order search under the Store.

    Learn more about eWinery Search for an Order.

  2. In the open order record, view the "General" tab (this is the default when you open an order). In the upper right hand section, you will see a checkbox marked "Picked Up", click the box to indicate that he order has been picked up.

  3. Close the order record. the order will now show as "Picked Up".


Marking an order as "Picked Up" in NVPOS - CustomerCentral

These are the steps your tasting room employees will use to mark orders as "Picked Up" from the tasting room cash register.
  1. At the cash register terminal, choose the "CustomerCentral" button on the right hand side of the screen.

  2. When the Customer Central window opens, search the the member record of the customer picking up.

    • Either type in the members name or swipe their driver's license through the card reader to bring up the correct member.
    • Press 'Search' (green button, top right) if you typed in information. If you swiped a card, the search is automatic. This will search your database to look for a match on the information that was entered.






  3. From the list supplied, choose the member you are looking for. Click "Select Member" to open the member record.

  4. This will set the customer in NVPOS. If the customer has orders to be picked up, the "Pick Up Orders" section in the top center of the NVPOS screen will show in red with a count of the number of orders to be picked up.

    If the customer has order waiting to be picked up, click the "CustomerCentral" button on the right to view the details fo the member record.

  5. The Member Record will have tabs running down the site, choose the tab marked "Will Call Orders"













  6. On the Will Call Orders tab, you will see a list of any of the orders waiting to be picked up.
    • Click "Show Items" in line with each order to see it's details.
    • This list will show ALL pick up orders, regardless of status. you will only be able to mark "Completed" orders as picked up.









  7. Select the shipment(s) you wish to mark as "Picked Up". Click "PICK UP".














  8. You will be prompted to enter the name of the person picking up the shipment. Type in the name.

    *Optional - A receipt may also print for the customer to sign. This is a setting in your NVPOS terminal.
    Once you have completed the pick up in NVPOS, the eWinery order record is updated. The checkbox mentioned above will now show as checked and this order will now show as picked up in reports etc.





    Marking orders as "Picked Up" from Tablet POS

    Tablet POS is typically run a handheld tablet (iPad or Surface) and is connected directly to the member, product, order and discounts in your eWinery Admin Panel.

    1. Login to the Tablet POS.

    2. From the main screen, click the icon to view options.

    3. From the Options menu, choose "Pick Up Orders"

    4. Search for the Member.

    5. All orders available for pickup will display. From this list, choose the order you would like to mark as Picked-Up by clicking the arrow on the right.


      Use the "+" icon to expand the section and view the order details.

    6. Enter the name of the person picking up the shipment and any other notes up wish to make.

    7. Choose a receipt option then click "Done". If pick up orders remain, return to step 5 above, otherwise you will return to the home screen.




    Quarantine Orders


    Quarantined orders (order status = Quarantined) are orders where the order does not fit the required compliance criteria. Typically, you will only see orders in your system with a status of "Quarantined" if you are a ShipCompliant User.

    Identify the Compliance Error

    1. In the Admin Panel, search and open the order record.
      Quarantined orders will show with an order status of "Quarantined" in the Orders section of the Admin Panel.





      In the Summary Tab of the Order detail, the order status will show as RED indicating that there is an issue with the order.










    2. To view the error message, go to the "Compliance" tab of the Order detail.


      The error message will show exactly what is sent to eWinery form ShipCompliant.

      Click to download a list of common compliance errors.


    Resolving Compliance Errors

    The only way to charge quarantined order is to resolve the compliance error. How you clear these errors will vary by what kind of error you are running into. Below, please find a list of common compliance errors and the steps required to clear the error and process the error.

    Compliance Error Type | Resolution

    • Address Errors
      (missing or incorrect street, state, zip, etc.)


    • Open the pending order in the OMS and edit the address information. Try processing the order again.

      Learn more about editing orders.

    • Missing Brand/Product Key

    • The Brand and Product key combination set up in eWinery does not match what you have set up in ShipCompliant. Check this setting, correct the mismatch then try processing the order again.

      eWinery Wine Brands | More about ShipCompliant

    • Quantity Limits

    • These errors indicate that the customer the wine is being shipped to, is over their allotted limit of wine shipments for the period of time specified by the state the wine is shipping to (usually monthly or yearly). Usually this error can be fixed* by either editing the shipdate of the order or changing the name of the person the wine is shipping to (use name of spouse or office mate).

      *Fixes for this kind error will depend on the ship state as the rules vary by state. Specific rules for each state are outlined in your ShipCompliant account or you can visit the Wine Institute's website for up to date information about wine shipping laws.

    • License and Label Registration Errors

    • These errors indicate that current license and/or label registration information is not available in your ShipCompliant account. To fix this, login to your ShipCompliant account and check your settings for the ship state indicated in the order. Update the information needed then try to reprocess the order.

    • Missing Shipping Carrier

    • This message will always read "At least one shipment must be specified in the sales order", it means you are missing a shipping carrier on this order. Check the following to find the exact error;

      • Shipping Rate Tables - make sure the ship state has a zone and that there are shipping rates entered for the zone/type combo you are requesting.
      • Shipping Zone - make sure the shipping state you are sending to is assigned into a zone.
      More about eWinery Shipping.

    • "Sales Order Does Not Exist"

    • Error in the order creation process, cancel this order and recreate it.


    Still having trouble with Quarantined orders?
    Please contact the Client Services Team at support@vinsuite.com .