Expandly: Help & Support

Overview

In this guide, we will explain how you can manage your sales orders including viewing, managing and processing your sales orders directly in Expandly.

Before you start

Before Expandly can import your sales orders from your online sales channel, you will need to connect the accounts up to Expandly. We have a wide range of support guides available to explain how you can do this, channel-by-channel, which you can access by clicking on the below link:

Adding sales channels – Expandly: Help & Support

Also, if adding a webcart to Expandly, you will also be required to map your order statuses, to ensure your orders are importing into the platform at the correct status. The below guide will explain this in more detail:

Mapping order statuses between your web cart and Expandly – Expandly: Help & Support

Viewing your Sales Orders

1. Click Sales Orders (left menu) and then click Manage Sales Orders:

2. On your Manage Sales Orders page, this will give you an overview of sales orders that have been imported into or created on Expandly. The overview will include:

• Order Source - what sales channel or custom store the order has been created on
• Order Date
• Order Details, including Order Number and Customer Name & Address details
• SKU (s) associated with the order
• Product Name (s) associated with the order
• Stock - this will show the ordered quantity versus available stock (in accordance to stock levels held within Expandly)
• Shipping Method, which will be provided by the sales channel when the order imports
• Amount
• Status - this will show the status at which the order is at within Expandly and will include Paid, To be Picked, Picked, Shipping and Complete:

Please Note: If orders are marked as complete these will be hidden and will not be displayed unless you select to 'Show Completed Orders'

• Xero - The Xero column will show if orders have been sent to Xero or not and the status of the order when we have attempted to push the sales order across to your Xero account

3. On your manage Sales Orders page you have the ability to:

• View and edit sales order data - this can be done by clicking on the Actions button and from the drop-down selecting either View or Edit Details:

• Search your orders using the search bar or filters:

• Update your order statuses individually or in bulk, including marking orders as shipped and adding tracking information 
• Print invoices, pick or pack lists individually or in bulk for your sales orders
• Send orders manually to Xero individually or in bulk
• Mark sales orders as returned which will allow you to create and manage the return within Expandly
• Create sales orders - manually or in bulk via a CSV file import
• Manually import historical sales order data from your sales channel - Expandly will only start importing orders automatically from your sales channels once the account is connected so if you want to see historical data, you can carry out a manual import, where you can set what sales channel/account and date range you want to fetch and create within Expandly:
• Archive orders individually or in bulk. This will remove the sales order (s) from the Manage Sales Orders page and this will then be available to view on the Archived Sales Orders page instead

Managing Sales Orders using Expandly

Updating the sales order status

1. On your Manage Sales Orders page, find the sales order(s) you want to update, using the search bar or filters

2. Click the Order Status button (top right) and then select the applicable order status you wish to update the order(s) to:

Please Note: Marking a sales order as shipped in Expandly will trigger for the status to also be updated on the applicable sales channel.

Editing a sales order

1. Find the sales order you wish to edit using the search bar or filters

2. Click Actions (right side of the order) and then from the drop-down, select Edit Details:

3. On the Edit Order page, make the required changes and once finished, click

Putting a sales order On-Hold

1. Find the sales order (s) you wish to place on hold using the search bar or filters and select using the left-hand tick box

2. Click on the Order Status button (top right) and from the drop-down select Mark As On-Hold:

3. Once orders have been placed on hold, you will see the On-Hold icon shown within the order status bar on the Manage Sales Orders Page:

Removing a sales order from On-Hold

1. Find the sales order (s) you wish to place on hold using the search bar or filters and select using the left-hand tick box

2. Click on the Order Status button (top right) and from the drop-down select Mark As Not On-Hold:

3. Once orders have been removed from on hold, you will see the On-Hold icon is no longer shown within the order status bar on the Manage Sales Orders Page and the previous status of the order will be displayed instead

Adding tracking details to your sales orders

1. Find the sales order (s) you wish to add tracking details to using the search bar or filters and select using the left-hand tick box

2. Click on the Bulk Actions button (top right) and then click Add Tracking Details:

3. On the Add Tracking Details pop-up add all required information such as Shipping Carrier (this can be defaulted by clicking , meaning you do not have to add this in manually every time), Shipping Service (required for Amazon) and Tracking Number and Shipping Date details:

4. Once all information is completed, click

Please Note: On the Add Tracking Details pop up, you will see that there is an option to .This is auto-ticked to allow us to push the shipping status change, and tracking details across to the order on the sales channel itself

Printing shipments for your sales orders

Please click on the below Support Guide for more details on how to generate and print shipping labels for your sales orders:
Generating and Printing Shipping Labels – Expandly: Help & Support

Printing invoices for your sales orders

1. Find the sales order (s) you wish to print an invoice for using the search bar or filters and select using the left-hand tick box

2. Click on the Bulk Actions button (top right) and then click Print Invoice

3. On the Print Invoice pop up, select the invoice template you wish to use (you can create custom invoice templates via your Template Designer) and then click . This will create a PDF version of the invoice, which you can then either email to, or print out for, your customer:

Printing Pick or Pack Lists for your sales orders

1. Find the sales order (s) you wish to print an invoice for using the search bar or filters and select using the left-hand tick box

2. Click on the Bulk Actions button (top right) and then click Print Picking/Pack list

3. On the Print pop up, select the template you wish to use and then click

Sending Sales Orders to Xero

Please click on the below Support Guide for more details on how to send sales orders to Xero:

Sending Sales Orders to Xero – Expandly: Help & Support

Archiving your sales orders

1. Find the sales order (s) you wish to print an invoice for using the search bar or filters and select using the left-hand tick box

2. Click on the Bulk Actions button (top right) and then click Archive Orders

3. Once orders are archived, these will be removed from the Manage Sales Orders page and will be available for you to view on your Archived Sales Orders page instead

4. If you wish to unarchive a sales order, click Sales Orders (left menu) and then Archived Orders:

5. On the Archived Sales Orders page, find the order you wish to unarchive and using the Actions button (right hand side of the order) click Unarchive - this will remove the order from the Archived Orders page and will return this to your Manage Sales Orders page to view/manage:

Creating sales orders

Please click on the below Support Guide for more details on how to create sales orders on Expandly:

Creating Sales Orders – Expandly: Help & Support

Manually importing sales order data

Please click on the below Support Guide for more details on how to manually import your sales channel  order data into Expandly:

Manually Importing Sales Orders to Expandly – Expandly: Help & Support

Need more help? 

If you need a little extra help, no problem. Contact us and we'll be happy to help!