Today, we will walk through a very important part of Magento 2 – Sales Management. Let’s watch this video or read the tutorial below for more information. Note that we are the first to update the tutorial for Magento 2.3.
The Sales menu lists transactions according to where they are in the order workflow. You might think each option as a different stage in the lifetime of an order.
Orders: When a customer places an order, a sales order is created as a temporary record of the transaction. In the Orders grid, sales orders initially have a status of “Pending” and can be canceled at any time until the payment is processed. After payment is confirmed, the order can be invoiced and shipped.
Invoices: An invoice is a record of the receipt of payment for an order. Multiple invoices can be created for a single order, each with as many, or as few of the purchased products that you specify. Depending on the payment action, payment can be automatically captured when the invoice is generated.
Shipments: A shipment is a record of the products in an order that have been shipped. As with invoices, multiple shipments can be associated with a single order, until all of the products in the order are shipped.
Billing Agreements: A billing agreement is similar to a purchase order, except that it isn’t limited to a single purchase. During checkout, the customer chooses Billing Agreement as the payment method. A billing agreement streamlines the checkout process because the customer doesn’t have to enter payment information for each purchase.
Transactions: The Transactions page lists all payment activity that has taken place between your store and all payment systems, and provides access to more detailed information.
Access Sales > Order to go to the Orders Workspace which lists all current orders. Use the standard controls to sort and filter the list, find orders, and apply actions to selected orders. You can view existing orders, and create new orders, filter the list, change and rearrange columns, and export data.
To apply an action to specific orders, mark the checkbox in the first column of each order. To select or deselect all orders, use the control at the top of the column.
The Search box in the upper-left of the Orders grid can be used to find specific orders by keyword, or by filtering the order records that appear in the grid…
The selection of columns and their order in the grid can be changed according to your preference. The new layout can be saved as a grid “View”. By default, only nine of twenty available columns are included in the grid.
When a customer places an order, a sales order is created as a temporary record of the transaction. The sales order has a status of “Pending” until payment is received. Sales orders can be canceled until an invoice is generated. An easy way to think of it is this: Orders become invoices, and invoices become shipments. The Orders grid lists all orders, regardless of where they are in the workflow.
- To view an order:
On the Admin sidebar, tap Sales. Then under Operations, choose Orders.
Find the order in the grid, and in the Action column, click View.
– A pending order can be modified, put on hold, canceled, or invoiced and shipped.
– A completed order can be reordered.
- To edit an order:
Tap Edit. When prompted to confirm, tap OK to continue . Make the necessary changes to the order.
When complete, do one of the following:
– To save changes made to the billing or shipping address, tap Save.
– To save changes made to line items, and reprocess the order, tap Submit Order.
- To place an order on hold:
If the customer’s preferred method of payment is not available, or if the item is temporarily out of stock, you can put the order on hold.
In the Orders grid, find the pending order that you want to place on hold.
In the Action column, click View.
Tap Hold to place the order on hold. (When you are ready to return the order to an active state, repeat the process and tap Unhold).
- To cancel an order :
Canceling an order changes its status from “Pending” to “Canceled.”
In the Orders grid, find the pending order to be canceled.
In the Action column, click View.
Create A New Customer Order
For registered customers who need assistance, you can create an entire order directly from the Admin. The Create New Order form includes all the information that is needed to complete the normal checkout process, with activity summaries from the customer’s account dashboard.
- To create a new order:
On the Admin sidebar, tap Sales > Order. Click on Create New Order > Create New Customer. Find the customer in the grid, and open the record in edit mode.
Fill the required information in. Remember to add products from the catalog, tap “Add Products”.
In the grid, mark the checkbox of each product to be added to the cart, and enter the Qty to be purchased. To override the price of an item, mark the Custom Price checkbox. Then, enter the new price in the box below. To update the cart totals, tap Update Items and Quantities.
Complete the following sections as needed for the order: Apply Coupon Codes, Payment Method, Shipping Method, Order Comments.
When complete, tap Submit Order. A confirmation is sent to the customer, and the customer can view the order details from their account.
Custom Order Status
You can create custom order status settings of your own, assign them to order states, and set a default order status for order states. For example, you might need a custom order status for orders such as “packaging” or “backordered”, or for a status that is specific to your needs. You can create a descriptive name for the custom status, and assign it to the associated order state in the workflow.
- To create a custom order status:
On the Admin sidebar, tap Stores. Then under Settings, choose Order Status.
In the upper-right corner, tap Create New Status.
Under Order Status Information section, do the following:
+ Enter a Status Code for internal reference.
+ Enter a Status Label to identify the status setting in both the Admin and storefront.
+ In the Store View Specific Labels section, enter any labels that are needed for different store views.
When complete, tap Save Status.
Allow Reorder Function
When enabled, reorders can be made directly from the customer account or from the original order in the Admin. Reorders are enabled by default.
- To configure customer reorders :
On the Admin sidebar, tap Stores. Then under Settings, choose Configuration.
In the panel on the left, under Sales, choose Sales.
Expand the Reorder section. Set Allow Reorder to your preference.
An invoice is a record payment for an order. Multiple invoices can be created for a single order, and each can include as many or as few of the purchased products that you specify. You can upload a high-resolution logo for a print-ready PDF invoice, and include the Order ID in the header or customize the invoice template with your logo.
Create an Invoice
Creating an invoice for an order converts the temporary sales order into a permanent record of the order that cannot be canceled. A new invoice page looks similar to a completed order, with some additional fields.
- To invoice an order:
Before creating an invoice, you must generated for the order first
On the Admin sidebar, tap Sales > Orders.
Find the order in the grid, select an order that you want to invoice. In the Action column, click View.
In the upper-right corner, tap Invoice. The new invoice page looks similar to a completed order page, with additional fields that can be edited.
Check all the information then tap “Print” to print invoice:
The Shipments grid lists the shipment record of all invoices that have been prepared for shipping. A shipment record can be generated when an order is invoiced.
- To view or print a shipment record:
On the Admin sidebar, tap Sales > Shipments.
Select a shipment record that you want to view. In the Action column, click on “View”, then click on “Print” button.
A credit memo is a document that shows the amount that is owed to the customer. The amount can be applied toward a purchase, or refunded to the customer. You can print a credit memo for a single order, or for multiple orders as a batch. Before a credit memo can be printed, it must first be generated for the order. The credit memo grid lists the credit memos that have been issued to customers.
- To create a credit memo:
On the Admin sidebar, tap Sales > Orders.
Find a completed order in the grid. Then click “View” to open that completed order.
Tap “Credit Memo” button in the upper right corner (this button appears only after an order is invoiced) and update the necessary information.
The New Credit Memo page looks similar to the completed order page, with an Items to Refund section that lists each item from the invoice (if an online payment method was used, you will not be able to edit these fields).
_ Return to Stock: If the product is to be returned to inventory, mark the checkbox.
_ Qty to Refund: Enter the number of items to be returned. Then tap “Update Qty’s” button.
Scroll down to the Refund Totals section and do the following:
_ Refund Shipping: Enter any amount that is to be refunded from the shipping fee. This field initially displays the total shipping amount from the order that is available for refund.
_ Adjustment Refund: Enter a value to be added to the total amount refunded as an additional refund that does not apply to any particular part of the order (shipping, items, or tax).
_ Adjustment Fee: Enter a value to be subtracted from the total amount refunded. This amount is not subtracted from a specific section of the order such as shipping, items, or tax.
_ Credit Memo Comments: Enter the text in the box to add a comment.
_ Email Copy of Credit Memo: Mark the checkbox to send an email notification to the customer.
_ Append Comments: Mark the checkbox to include the comments you have entered in the email.
To complete the process and generate the credit memo, choose one of the following refund option buttons, according to the payment type: “Refund Offline” or “Refund Online”.
- To view any credit memos:
In admin sidebar on the left, choose Sales > Credit Memos. Any credit memos that are associated with this order appear in the list.
The Billing Agreements grid lists all billing agreements between your store and its customers. The store administrator can filter the records by the customer or billing agreement information including billing agreement reference ID, status, and creation date.
Each record includes general information about the billing agreement, and all sales orders that have used it as a payment method. The store administrator can view, cancel, or delete customer’s billing agreements. A canceled billing agreement can be deleted only by the store administrator.
- To view billing agreements:
In admin sidebar on the left, choose Sales > Billing Agreements.
The Transactions grid lists all payment activity that has taken place between your store and a payment system, and provides access to more detailed information.
To view transactions, in Admin sidebar on the left, choose Sales > Transactions.