Order Management¶

Complete guide to processing and managing customer orders in Stallio.

Order Overview¶

Order Lifecycle¶

graph LR
    A[Customer Places Order] --> B[Order Received]
    B --> C[You Confirm Order]
    C --> D[Payment Processed]
    D --> E[Order Shipped]
    E --> F[Order Delivered]
    F --> G[Order Complete]

Order Statuses¶

Status	Description	Action Required
Pending	New order received	Review and confirm
Confirmed	Order accepted	Process payment
Processing	Being prepared	Package items
Shipped	Out for delivery	Track delivery
Delivered	Customer received	Order complete
Cancelled	Order cancelled	Issue refund if needed

Order Processing¶

Receiving New Orders¶

When a customer places an order:

Instant Notification via WhatsApp
Email Alert to store admin
Dashboard Update in admin panel
Stock Reservation for ordered items

Order Details¶

Each order includes:

Customer Information
Name and contact details
Shipping address
Special instructions
Order Items
Product details and variants
Quantity and pricing
Total amount
Payment Information
Payment method
Transaction status
Payment confirmation

Confirming Orders¶

Steps to Confirm: 1. Review order details 2. Verify stock availability 3. Confirm payment received 4. Update order status to "Confirmed"

What Happens Next: - Customer receives confirmation - WhatsApp notification sent - Stock levels updated - Processing begins

Payment Management¶

Payment Methods¶

Stallio supports:

Credit/Debit Cards via Stripe
PayPal integration
Bank Transfer manual processing
Cash on Delivery (if enabled)

Payment Workflow¶

graph TD
    A[Customer Checkout] --> B[Payment Initiated]
    B --> C[Payment Gateway]
    C --> D[Payment Processed]
    D --> E[Confirmation Received]
    E --> F[Order Confirmed]
    F --> G[Stock Updated]

Handling Failed Payments¶

Common Issues: - Insufficient funds - Expired cards - Network issues - Fraud detection

Resolution Steps: 1. Notify customer of payment failure 2. Provide alternative payment options 3. Retry payment if appropriate 4. Cancel order if payment cannot be completed

Shipping and Fulfillment¶

Shipping Options¶

Configure shipping methods:

Standard Shipping (5-7 business days)
Express Shipping (2-3 business days)
Next Day Delivery (1 business day)
Local Pickup (if applicable)

Shipping Rates¶

Rate Calculation Methods: - Flat Rate: Same price for all orders - Weight-Based: Calculated by total weight - Price-Based: Based on order total - Free Shipping: For orders above threshold

Packaging Guidelines¶

Best Practices: - Use appropriate packaging materials - Include branded materials - Add thank you note or samples - Ensure secure packaging - Include return information

Tracking Integration¶

Setup Process: 1. Connect shipping carrier accounts 2. Configure tracking settings 3. Enable automatic tracking updates 4. Test tracking notifications

Supported Carriers: - UPS, FedEx, DHL - USPS, Canada Post - Local courier services - Custom tracking providers

Customer Communication¶

Automated Messages¶

Order Confirmation:

Hi [Customer Name]! 

Thank you for your order #[Order Number] from [Store Name].

Order Details:
- Items: [Product Names]
- Total: [Order Total]
- Estimated Delivery: [Delivery Date]

We'll notify you when your order ships!

Track your order: [Order Tracking Link]

Shipping Notification:

Great news! Your order #[Order Number] has shipped!

Tracking Number: [Tracking Number]
Carrier: [Shipping Carrier]
Estimated Delivery: [Delivery Date]

Track your package: [Tracking Link]

Manual Communication¶

When to Contact Customers: - Payment issues - Shipping delays - Product availability problems - Special requests - Order modifications

Communication Channels: - Email notifications - WhatsApp messages - Phone calls (for urgent issues) - In-app messaging

Order Analytics¶

Key Metrics¶

Track these important metrics:

Order Volume: Number of orders per period
Average Order Value: Mean order amount
Conversion Rate: Orders vs. visitors
Order Fulfillment Time: Average processing time
Customer Satisfaction: Post-purchase feedback

Reports¶

Sales Reports: - Daily/weekly/monthly sales - Top-selling products - Customer order patterns - Revenue trends

Fulfillment Reports: - Processing time analysis - Shipping performance - Return rates - Customer complaints

Order Efficiency

Set up automated workflows to reduce manual processing time and improve order accuracy.

Payment Security

Always verify payment details before confirming orders to prevent fraud.

Returns and Refunds¶

Return Policy¶

Common Return Reasons: - Wrong size/color - Product damage - Not as described - Changed mind

Return Process: 1. Customer initiates return request 2. You approve return 3. Customer ships item back 4. You inspect returned item 5. Process refund or exchange

Refund Management¶

Refund Types: - Full Refund: Complete order amount - Partial Refund: Partial order amount - Store Credit: Credit for future purchases - Exchange: Different product/size

Processing Time: - Refund Initiated: 1-2 business days - Bank Processing: 5-7 business days - Store Credit: Immediate

Need Help?

Contact our support team for assistance with complex order issues.