CPMagento - Standard Order Processing Lifecycle from Magento to CounterPoint back to Magento AA-01128 The following documentation explains the standard functionality for processing orders using Magento and CounterPoint List of Magento Order Statuses Pending: Pending Orders are brand new orders that have not been processed. Typically, these orders need to be invoiced and shipped. Pending PayPal: Pending PayPal orders are brand new orders that have not been cleared by PayPal. When using PayPal as a payment method customers are redirected to the PayPal site. If they have not paid for the order, orders will be marked as Pending PayPal. It is not recommended to process these orders without referencing PayPal first to see if payment has been made. Processing: Processing means that orders have either been invoiced or shipped, but not both. Complete: Orders marked as complete have been invoiced and have shipped. Cancelled: Cancelled orders should be used if orders are cancelled or if the orders have not been paid for. Closed: Closed orders are orders that have had a credit memo assigned to is and the customer has been refunded for their order On Hold: Orders placed on hold must be taken off hold before continuing any further actions. The major functions are: Importing of Orders Magento Orders that have NOT been Invoiced Are Imported to CounterPoint as an Ecommerce Order with NO Order Deposit and a Final Payment record matching the payment method in Magento. Magento Orders that have been Invoiced Are Imported into CounterPoint as an Ecommerce Order with a Deposit Ticket and a payment record matching the payment method in Magento Creation of Customers New Customers are created automatically in CounterPoint using the Magento Order Billing and Shipping Information. New Customers are created in CounterPoint even if the customer checkouts out as a Guest in Magento Orders are assigned to existing customers in CounterPoint based on the Ecommerce Customer ID or Email Address Creation of Invoices Invoices are automatically created in Magento when an order is placed based on the settings for the particular payment method in Magento. If Invoices are not automatically created you can either manually create the Invoice in the Magento Admin and Capture Payment or CPMagento can create invoices in Magento and capture payment when Release Tickets are Created from Orders in CounterPoint CPMagento supports partial invoicing Creation of Shipments and Tracking Number Upload Shipments can be created directly in Magento and Tracking Numbers can be added manually 3rd Party Shipping programs can be integrated directly into the Magento Admin allowing the creation of shipments and uploading tracking numbers CPMagento can create shipments in Magento and upload tracking numbers when Release Tickets are Created from Orders in CounterPoint CPMagento support partial shipments with tracking numbers assigned to specific shipments Refunding of Orders in Magento and CounterPoint (Manually) Refunds are issued manually through Magento an then manually through CounterPoint When a customer creates a new account on your website they will be sent a default Welcome email like the following When an order is placed online the following default email is sent to both the customer and your internal staff
Workflow for importing orders that have NOT been invoiced in Magento If you login to the Magento Admin and go to Sales/Orders You will then see all of the Orders that have been placed on your website Here we can see Order #: 100000005 with an Order Status: Pending When we click on the order we will then see all of the details about this order. You will notice that there is an Invoice and a Ship button in the top right. This indicates that this order has NOT been invoiced or shipped yet Further Down you will see the Gift Message, Item Details and Order Totals
If you click on the Invoices tab you will notice there are No records found If you click on the Shipments tab you will notice there are No records found This Magento Order is automatically imported into CounterPoint as seen below. When you go to Process Orders in CounterPoint you will notice that the CounterPoint Order # is the same as the Magento Order # When viewing this order you will also notice the following The CPOnline Order # is the same as the Magento Order # The Shipping Charge is recorded as Miscellaneous Charge 1
Note: the following CounterPoint Touchscreen has been customized to show the Order Billing, Shipping and Ticket Information. If you are interested in customizing the HTML totals sections of your POS please contact one of our sales representatives. Magento Gift Messages are Imported to CounterPoint as an Order Note Workflow for importing orders that have been invoiced in Magento How Invoices are automatically created in Magento For Payment Methods in Magento such as Authorize.net and Paypal that are Configured for Authorize and Capture then an Invoice is created in Magento automatically when the customer places the order You will also notice that when these orders are created they will have an Order Status of Processing instead of Pending Magento Admin - System/Configuration The following is a sample order that has been created in Magento with an Invoice
The line item detail shows that the product has been ordered and invoiced. You will notice that an Invoice exists in Magento for this order When this order is imported into CounterPoint you will see a deposit payment record for the $275 and the Amount Due will be $0 Customer Creation How imported orders are linked to existing customers and how new customers are created if there is no link found In the Magento Admin if you go to Customers/Manage Customers You will notice that our Sample Customer has an ID: 8 and an email address of sales@counterpointsql.com When an order is imported it first checks to see if there is an existing customer in CounterPoint that matches the customer on the order. 1. First, it checks the Customer table in CounterPoint to see if there is a customer record with an Ecommerce Customer # that matches the Magento Customer ID 1. If a match is found it then assigns the imported order to the associated Customer record in CounterPoint 2. If no match is found it then checks to see if the email address on the order matches either Email Address 1 or Email Address 2 for an existing customer
3. If neither of these methods are able to find a match then a new customer record is created in CounterPoint using all the information from the Billing and Shipping section of the Magento Order. 1. The Magento Customer ID (8) is stored in this new Customer Record for future orders 2. Note: this allows for the Email Address for a customer to be changed in either Magento or CounterPoint without having to worry about breaking the link since the Magento Customer ID is the primary method of linking. Creation of Shipments and Tracking Number Upload How Shipments are created in Magento and Tracking Numbers are uploaded from CounterPoint Release Tickets When an Order is Released in CounterPoint a Release Ticket is created. The Ship-via Code and Tracking Number that is assigned to this Release Ticket controls what information gets uploaded to Magento The following is an example of how you can select the appropriate Ship-Via Code for a Release Ticket Note: The Ship-Via Code is initially populated based on the Shipping Mapping for the CPMagento Order Importer It is very important that the Ship Via Code corresponds with the Shipping Carrier that was actually used to ship the order Ex: USPS, UPS, FEDEX, DHL, etc You can Enter a Tracking Number for a Release Ticket into CounterPoint (4) Different Ways (1) Through Point of Sale/Order Processing you can select the function Enter Package Tracking Number during the process of Releasing an Order
(2) You can enter a tracking number on a Release Ticket AFTER is has been completed by going to Point of Sale/Tracking Numbers/Enter You MUST Enter the tracking number on the Release Ticket. NOT the original order. As you can see below the release ticket number is: 100000005-01 (3) You can manually import tracking numbers from a file by going to Point of Sale/Tracking Numbers/Import (4) You can setup a custom integration that will automatically add the tracking number to release tickets from your Shipping Program The Red Rook Custom UPS Worldship, Fedex, USPS, etc Integration (contact sales for pricing) The Process: A direct connection is established to the CounterPoint database from within the shipping program. Exactly which orders are exposed to the shipping program is, to some extent, customizable. Your organization s process flows will dictate whether the order is entered into the shipping program before or after it is released; the interface can account for either process. The user will access the shipping program and either enter the order number in or scan the order number from a printed form (such as the invoice, pick ticket, or pack slip). The shipping program will import from CounterPoint: Customer name Address Shipping greeting (optional) Estimated weight E-mail address Phone number Shipment method Estimated ship date Other fields if necessary The shipping program will process the order, print a shipping label, etc.
The Outcome: At the completion of the shipping process (and potentially at several points during the processing), the shipping program will write back to CounterPoint several pieces of information including: package tracking number, actual weight, actual shipping charge, and any options that were chosen during the shipping process. Typically, the only piece of data from this that is processed is the package tracking number, which is associated with the original order and release ticket). Other information can be added and used, if necessary. How to View Shipments and Tracking Numbers in Magento When you select a Shipment you will then see the Tracking Numbers associated with that particular shipment Note: Due to limitation of the Standard Magento API an email can NOT be automatically sent to a customer with Tracking Number details from Magento. A custom Magento API modification is available for sale for customers requiring this functionality.