Processing an Order without Shippable Items
If your customer has ordered services, a membership, or an e-gift card, there are no tasks in particular that need to be performed in your store back-end. Such orders—without any shippable items—will arrive into your store with a status of "Complete". To track fulfillment of such orders, you may use your practice management system (PMS), either via a direct integration between your store and your PMS (available for select PMS's), via the "Posted" function, or both. Additionally, you may use the Notes feature on DermPRO Orders in order to record details that will help you with the tracking.
Order Status
Orders that include at least one item that is shippable—regardless of delivery method—will come into your store with a status of "Processing". The SHIP function must be submitted in order to indicate that the shippable items have been delivered to the purchaser and to change the order status to "Complete". More information about this is provided in this article's sister article, "Processing an Order with Products in Shop Manager". All other orders—those without any shippable items—will arrive into your store with a status of "Complete". Most commonly these will be orders for services, a membership, or an e-gift card. There are a couple of tools in Shop Manager that you may use to help you record and track these orders.
Viewing Orders in Shop Manager
From your OneLogin dashboard, click the Shop Manager tile to launch Shop Manager. Click on Orders in the sidebar menu, then All Orders to see the orders.
You will see the orders listed.
If you are looking for a specific order, you may Sort, Search and/or Filter the list to assist you in locating the order or orders you wish to view.
Sort: Click on any column heading to sort the list by that column. Click the column heading a second time to reverse sort.
Search: In the Search box, enter an Order ID, First name, Last name, Email address, or Order Status, then select the appropriate field from the pulldown list. If the field you are searching is already displayed, then hit the Enter or Return key to process the Search. To clear a search, click the 'X' in the search box.
Filter: Click the “Filter by” button to filter the list by Order Date (enter a range), Name, Email, Order Status, and/or Customer Group. If your store is integrated with your Patient Management System (PMS), you will also see PMS-appropriate filters related to the Sync Status of the order.
These filters may be applied in combination. After selecting the filter(s) you desire, click the Apply Filters button at the bottom of the Filter By sidebar. You will see the active filers at the top of the Filter By sidebar, and in the main list you will see a number in a circle indicating the number of filter fields applied to the current view
To remove the filters, click the Reset button at the bottom of the Filter By sidebar. You can also click the "x" next to the individual filters shown at the top of the Filter By sidebar.
Once you have located the order you wish to view, click View More, which will expand the order details into a tabbed display.
Using "Posted" to Mark the Order as Recorded in the Patient Management System
When you view Shop Manager > Orders, for each order you will see a "Posted" column. If you don't see a Posted column, click the Columns Icon in the upper-right area of the screen, and check the Posted column to ensure it is included in your Orders display. Once the column is enabled, you will see a box in the Posted column.
Checking the Posted box enables you to indicate when you have posted the order to the patient's record in your PMS. If your store is integrated with Nextech or ModMed patient management systems, this is automatically done for you. However, you may still have certain tasks that need to be completed in relation to this order, so you may still want to use the Posted function even if the orders are being sent automatically to the PMS.
You can "Post" orders one-at-a-time, or you can multi-select orders and bulk-post them. Use the selection boxes on the left-most column of the Orders screen to select which orders you want to mark as Posted. Once you have selected all orders to mark as posted, click the blue "POST" button from the upper-right area of the screen.
Be sure to confirm your choice in the modal window that appears.
Adding Notes to Orders in Shop Manager
Upon placement of the order, the Order Confirmation email will have instructed the customer to mention the order number when they make their appointment for any services purchased. The order number (or other information the customer can provide) will allow you to locate the exact order from the Orders list, and help you ensure you are matching the correct online purchase with your schedule.
From the Orders Grid, once you’ve located the pertinent order, click view to open the Order Information screen. We recommend using the Notes section to capture notes about when the customer schedules their appointment, when the customer has received the treatment, or any other details will be helpful to your staff.
The Notes area is in the right-hand side of the order details screen. Click on the Notes tab to see previous comments and add new comments to the order.
Enter your comments in the Message area. You may decide to check the “Notify Customer by Email” option—which will send your notes via email to the patient—or not to check the Notify Customer by Email option if you want to keep these Notes private. Click the Save button to save your comments to the order. Notes will be appended to the order, with the most recent on top, automatically tagged with the date and time you posted the comment. You will receive emails for each added comment, written as if addressed to the customer, but the customer will not receive a copy unless you have selected the Notify Customer by Email checkbox.
Adding a Note Visible on the Customer’s Order Record
After all treatments on an order have been performed, you may want to add a note that is visible to the customer when they view their orders in their store account dashboard, indicating that the treatment has been performed and on what date. To do this, add a note to the effect of “Treatment was performed 3/10/2019. Thank you!” and check the “Visible on Storefront” box. That way, when the customer logs into their account and goes to the My Orders section of their Account Dashboard, they will be able to see that note in the order details and will be reminded that they have already redeemed the treatment.
This is what your customers will see on the front end when they log into their account and go to the “My Order” area. For each order, they can view details, which will include any comments you made in Shop Manager and marked “Visible on Storefront.”
