Here we go, this is going to be an extended session to cover every aspect of the main Orders page.
The top border of the page contains three tabs/buttons; Orders, Saved Orders (Wish Requests) on the left and “New Order” on the far right. The Orders tab is the default attribute when landing on this page and will show a list of the last 100 orders processed, no matter the range of time. If you have the Wish Request portion of the Figure allocation sales module this is where all customer Wish Requests (Saved Orders) are collected during an allocation release. Saved Orders or Wish Requests is available where it applies—some sites don’t support all features. The New Order button on the far right will pop up a window and start the process for a new order to be placed.
The second section provides a breakdown of the current number of orders showing. As mentioned previously, the Orders page shows a list of the last 100 orders processed, no matter the range of time. Later we will discuss the area on the right called Quick Filter. That filter allows you to display admin designated order parameters, in which case the results may produce less than or more than 100 orders.
“Revenue” at the far right of the second section reflects your sub-total. Add in the Shipping, Tax, and Discounts and that produces your “Total” dollars brought in for that selection of orders.
**Very Important**—Be aware, these totals are not reflective of your totals for accounting purposes. To learn more about exporting reports for your accounting team, visit the extensive articles we have set up, starting with, Reports page and exporting spreadsheets.
There are three more sections on the order page, one on the left column that displays all your orders, and two on the right column called “Actions” and “Quick Filter”.
The left section displaying all your orders has eight columns of parameters. From left right they are the “checkbox”, order number/type, current status for payment and fulfillment, customer name, day and time of order, number of items, shipping cost and method, and total dollars.
Checkbox: Allows you to select an order(s) and perform a task under the “Choose an Action” drop down menu or using the “Bulk Edit Selected Orders” button. More on those two features later.
Order # ?: This column displays the alpha numeric order number. If you hover your mouse over the small blue circle question mark Figure will display the different order channels you have created in Settings>Configure and their corresponding letter. In most cases A=Admin, W=Web, C=Club. There are also three icons that can appear underneath the order number:
>> Icon one is a speech bubble icon that is used to reference a special instruction applied to the order. In our experience, most commonly this is a customer request he/she enters while placing an order referencing shipping requests.
>> Icon two looks like a gift box with a ribbon to reference that a client entered a request in the Gift Message information cell. Usually this involves a gift card being inserted into the shipment, rather than an invoice.
>> Icon three looks like a trophy which references Wish Requests as part of the allocation sales module - available where it applies—some sites don’t support all features.
Status: This column has two sides. The left side represents the payment status of “Paid”, “Not Paid”, or “Chargeback” and the right side shows the fulfillment status with options like “Not Shipped”, “Processing”, “Hold”, “Hold for Pickup”, “Shipped”, “Picked Up”, etc. Additionally, if you post a note into the section of an order called “What needs to be done for this order?” it will highlight the order in a golden color and add the note so it can be visible on the main orders screen.
Customer: This column will list the customer name, last name in front, with a link to the email address on file below.
Time (Pacific): Listing here is the date and time of day the order was processed into the Figure app.
Items: The number of bottles in the order is listed in this column.
Shipping: There are several data points that get listed in this column. First will be the state the wine is shipping to, shaded in a box. Second is the cost of shipping the customer paid. Third below that will be the shipping method to be used (Ground, 2-Day Air, Overnight, etc), and finally a requested ship date if that was entered during the order checkout process.
Total: Is of course, the total dollars the customer paid for the order.
“Choose an Action” drop down menu
You have options to modify orders using the “Choose an Action” drop down menu. Just select the checkbox next to one order (or several orders) and then click the drop down menu to view your options. If you don’t select an order by checking that checkbox, the “Choose an Action” drop down menu will not engage.
Sections include:
Export: These two options (Order Data Export and Order Totals Export) will download .csv Excel files. The information in these two exports contain similarities and differences so determine which export matters in relation to your needs at that time.
Update Status: This involves modifying the Shipping Status of an order. We find this is used often when wineries or retailers want to shift pickup orders from the status of “Not Shipped” to “Hold for Pickup”. Then after the customer picks up the order, shift the status from “Hold for Pickup” to “Picked Up. There are some automated shipping status updates, for example after you submit an order to your fulfillment company or ShipCompliant via the API, the status will automatically shift from “Not Shipped” to “Processing”.
Notification: This option allows you to send updates via email for multiple orders. You can read more about it via the article titled, Sending an order update email.
Compliance: If you have partnered with ShipCompliant to clear your orders for out of state shipping, this is where the order API transfer would be located. This allows you to select multiple orders and submit them at once. ShipCompliant will then transfer your orders on to the fulfillment company of your choice, plus update the shipping status of the order(s) to “Processing”.
Fulfillment: If you have partnered with a fulfillment company to ship your orders, but not with ShipCompliant, this is where the order API transfer would happen to get your orders shipped. Depending on which company you partner with, the link to their account will appear in this drop down menu (Vinfillment, Copper Peak, etc).
Carrier Exports: This is a custom shipment feature that can be set up at your request and involves wineries or wine retailers shipping direct from their own warehouse. Zebra printers and self adhesive shipping labels are involved.
Fulfillment Carriers: These spreadsheet exports relate to working directly with the shipping software for a common carrier—FedEx and UPS.
Orders: This is your packing slip that will be exported in either PDF or HTML format.
Accounting: This Quickbooks Export in .iif format may help your accounting team. However, we have found over the years that every accounting company or accounting team has a unique Quickbooks setup which keeps us from being able to build custom exports. Therefore, your team might benefit far more by using a program like https://www.transactionpro.com/
Bulk Edit Selected Orders - update ship dates
This button will open up a window allowing you to update the Requested Ship Date of orders in bulk. This is helpful when working with a fulfillment company, and they may actually require this step before you submit orders via the API. Knowing the requested shipping dates in advance allows your fulfillment company to plan their days, weeks, and months in advance.
This button/feature will also allow you to update the Actual Ship Date for a group of selected orders. However, we have noticed that most admin users prefer to wait and update the actual ship date during the bulk upload of tracking numbers. You can learn more about that in the article titled, Bulk uploading tracking number information.
Actions
This box on the far right column of the Orders page has two features.
New Order: This link will make a window appear allowing you to search a customer’s first or last name to start a new order. Or you can start a new order for a new customer from scratch, by building their account along the process.
Import Tracking: Once you build a spreadsheet to upload numerous order tracking numbers, this it the prompt where you actually upload that spreadsheet. Learn more about that process in the article titled, Bulk uploading tracking number information.
Quick Filter
This feature provides a powerful level of data gathering and insight related to all the orders being processed through your Figure app. Once you have set the parameters of your search, don't forget to click the Filter button at the bottom.
The search parameters can be combined and include:
Order Date: This has some quick find options like Today, Yesterday, Month to date, Year to date, Previous Month, etc. There are also options to review a specific date or a date range.
Order Channels: When an order goes through the Figure app they are categorized into channels, of which you can create on the Settings>Configure page. When placing an order as an admin user you can modify the order before processing to match the channel you require.
Shipping Statuses: All orders have a current shipping status to help you determine at what point they are in during their fulfillment process. This will help you keep track of orders throughout the system that are not yet complete. For example, if you mark all your pickup orders with the status of “Hold for Pickup” you can select that shipping status in this filter and see how many are currently awaiting pickup.
Shipping States: If you need to review orders being shipped to a particular state this cell will help get that done.
Shipping Methods: Ground, 2-Day Air, Overnight, Pickup, Transfers...this filter will help your team organize the most time sensitive orders. Many wineries and wine retailers work to get overnight shipping requests moving quickest, as a customer may have a time cut-off requirement.
Requested Ship Date: Customers can enter their own requested ship dates and this filter will help your team organize those requests to coordinate with your fulfillment company.
Actual Ship Date: This is used mostly for research, so your team can compile shipping reports.
Cancelled Date: Hopefully you don’t have many canceled orders, but this feature can help you find them. There is also a “Canceled” search parameter in the Shipping Statuses filter.
Payment Statuses: We have talked about the option to process orders as Not Paid, using the “Offline/Pay Later” checkbox during the order process. You can read more about that in the article titled, Accepting cash or check payments. This filter will help you find those orders.
Order Tags: If you have created tags this filter will help you find those that have been applied to orders. You can learn more about tags in the article titled, Tags.