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Create outbound order

Updated

Functional description:

OneWarehouse provides merchants with an efficient and convenient order management platform that supports multiple order creation methods, ensuring that order information can be accurately synchronized to each warehouse center and optimizing the logistics management process. This article will introduce in detail the three main ways to create orders in OneWarehouse to help merchants make better use of this function.

 

  1. Manually create an order (single)
  2. Upload import orders (batch)
  3. Platform chaining orders (synchronization)

 

Precautions

  • After an order is successfully created, it cannot be deleted directly, but it can be voided and restored.
  • Orders can only be canceled when they are in the "Processing" status
  • "Merchant order number/OW order number" must be unique and cannot be repeated
  • The length of the "Shipping Notes" field must not exceed 100 fields.

 

1. Manually create an order (single)

Manually creating individual orders is very suitable for processing non-bulk, special needs or personalized orders. When you receive a customer's individual purchase request and the request does not meet the conditions for automatic processing, you can choose to create the order manually. This method ensures that every detail of the order can be accurately processed and recorded.

 

Overview of steps:

1. Log in to OneWarehouse, enter the "Order Management" page, click "Create Order" to enter the new order interface

2. A new order window will pop up. Please fill in the order information according to the instructions.

  • Fill in basic information :
    • Required information: "Sales platform", "Merchant order number", "Delivery method", "Order type"
    • Optional information: "Cash on delivery", "Currency", "Order Notes", "Shipping Notes" ( If there is anything you need to inform the warehouse of, you can fill in the information in "Shipping Notes " )

  • Receiving information :
    • Required information: "Name", "Country/Region", "State/Province", "City/County", "Address 1", "Mobile Number"
    • Optional information: "Email address", "Delivery type", "Region", "Expected delivery date", "Expected delivery time"

  • New Products
    • Select the "Add Product" button to search and add products to your order by SKU code, international barcode or product name.

    • At the same time, enter the outbound quantity of each product

3. After confirming that all information is correct, click the "Save" or "Submit" button to complete the creation of a single order.

 

2. Transfer incoming orders (batch)

Batch import orders are useful for processing large, repetitive orders, especially during holidays, promotions, or large inventory transfers. By uploading order forms in batches, you can process multiple orders at once, greatly improving work efficiency and accuracy while reducing the risk of errors caused by manual entry. This method is particularly suitable when you need to manage multiple sales channels.

 

Overview of steps:

1. On the "Order Management" page, click "Batch Import".

2. After downloading and importing the sample file, please fill in the order details according to the instructions and sample and then save it.

  • Please pay attention to the template update time and upload the template with the latest date
  • The upload file format only supports .xls/ .xlsx/.csv format, and the file size is limited to 5M

Order information description:

  • Starting from the second column of the table , a new order can be added to each column.
  • Please do not modify table column names, insert or delete columns.
  • Required fields for users in Taiwan: "Merchant Order Number", "Delivery Method", "Recipient Name", "Recipient Phone Number", "Country/Region", "Postal Code", "Detailed Address", "SKU Number", and "Quantity".
  • Import home delivery orders and fill in the complete address in the "Detailed Address Field". After importing, the system will automatically fill in the "First-level Administrative District" and "Second-level Administrative District" address information

3. After completing the form, return to OneWarehouse and click "Upload File " to upload the completed form.

4. When importing files, the import can only be completed if the file format is completely correct. If there is an error message due to misunderstandings in the content, the store owner can click "Reason for download failure" to view and modify the form according to the instructions and upload it again.

 

3. Platform connection orders (synchronization)

Platform-linked orders are mainly suitable for merchants with Shopline, Shopee, and Shopify stores. Through OneWarehouse's platform linking, merchants can automatically synchronize order data on the above platforms to OneWarehouse, thereby improving the speed and accuracy of order processing, reducing the risk of errors in manual operations, and helping merchants better manage inventory and sales data.

 

Steps:

1. Store authorization : Carry out the store authorization binding process on OneWarehouse. This step requires the merchant to provide relevant store information, account password or API interface permissions, etc., so that OneWarehouse can safely connect and synchronize the store's data.

2. Order synchronization rules : After successful authorization, the OW system will start to automatically detect and synchronize the store's order data. Orders that meet the following conditions will be automatically synchronized to the OW system after completing the store binding

  • Order data within 15 days on the store .
  • The order status is "Not Shipped" and the payment status is "Paid" or "Cash on Delivery"

3. Manual synchronization: When the orders you need to synchronize exceed the scope of the above automatic synchronization, you can synchronize other orders to the OW system through the "Synchronize Orders" function.

(1) Go to the "Order Management" page and find the "Synchronize Orders" option.

(2) On the synchronization order settings page, you need to set the order conditions that need to be synchronized:

    • Store : Select the store you want to synchronize orders with. This step is very important if your system supports multiple store management.
    • Date Range : Enter the date range for the orders you wish to sync
      • Note: The system will limit the date range selection. Synchronized orders only support orders within 180 days and do not exist in OW.

(3) Click Synchronize Now: The system will start synchronizing order data according to the conditions you specified. After the synchronization is completed, the system will display the synchronization results (including the number of orders that have been successfully synchronized and the number of orders that have failed to synchronize). Please also check the results to confirm that there are no errors or data omissions during the synchronization process.

 

Handling Exceptions

If you encounter any abnormal situation during the synchronization process, such as synchronization failure, data inconsistency, etc., you should handle it accordingly according to the system prompts. If the problem cannot be solved by yourself, it is recommended to contact our customer support team for help.

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