This page describes how a merchant may enter orders using the back end secure.ultracart.com.

Change Log

Introduction

The Back End Order Entry (referred to as BEOE hereafter) is a web application allowing merchants to enter orders for customers.  It is commonly used for phone and email orders and is popular among call centers.

Launching the BEOE

The BEOE is a web application and runs without plugins in any modern browser.

Navigate to:

Requirements

You need a modern browser to use this web application properly.  

Consider visiting http://browsehappy.com/ and comparing your browser to their list.  If you are using an old browser, please upgrade.

Permissions

Navigation

There are three User Permissions that govern the use of the BEOE tool.

1. Back End Order Entry - allows a user to run the BEOE tool.
2. Edit Order - allows a user to edit an order.
3. REST Customer Profiles - allows a user to run wildcard searches against the customer database.

1 & 2 are required to use the BEOE.  

If a user lacks REST Customer Profiles, they can still link an email to a profile (this is the little chain link icon that appears next to an email).  However, they cannot perform searches.

Limitations

The BEOE does not handle the following:

• Auto Order Items (except Auto Upsell)
• Gift Certificates
• Affiliate Transactions
• Special Shipping Instructions
• PayPal Orders

Important Reminders

• Calculate your shipping!  There are many fields that affect shipping.  Before you finalize your order, consider re-calculating your shipping to ensure it's accurate.  
• The BEOE does not keep field values if you navigate away from the page.  If you start an order, get half way through, and accidentally hit the back button, you'll probably lose your work.  The BEOE is self contained and there is no need to navigate away from the page while entering orders.

Ways to start an Order

New Order

When the BEOE is opened, you should be presented with a new (blank) order form.  If not, click the New button at the top left of the screen to begin

. 

Clone Order

To clone an existing order, click the Clone button.  A Search form will appear below the Clone button where you may search and select an order to clone.  You can search by Email, Order ID, First Name, Last Name or Company Name.

If found the Search will display a list of matching orders.  You will have three actions you can take for each result.  You may view the order, clone it entirely, or clone it minus items.

Order Templates

Order templates were designed to pre-populate fields quickly.  They are used heavily by merchants with physical stores taking walk in's. The templates allow them to fill out most fields with "in store" details and quickly record a sale.

Creating a Template

Creating a template is easy.  At whatever point you're satisfied with the information you've entered and wish to create a template, click the Save as Template button at the bottom of the screen.   Give the template a short name and you're done.  

The newly created template will appear at the top of the screen as a button.

You may have up to 5 templates.

Using a Template

To use a template, just click the template button.

Deleting a Template

Click Edit Templates at the top of the screen, select the template you wish to delete, and click the Delete Selected button.    If you need to change a template, delete it and re-save it.

Item Management

Manual Entry

To add a single item to an order, use the entry field on the main item table.

As you type, the BEOE will search for matching items.  A list will appear below the field with a relevancy score and description.  Click on an item from the list to select it.   

Adding Multiple Items at once

To add multiple items at once, click the Add Multiple Items button above the Item table.  From there, enter the items and click Apply. 

Item Search

Item search provides "look-up as you type" searching for items displaying a larger table of results.  This screen is useful if you have long item descriptions.

Quick Items

Editing Quick Items

Click the Edit Quick Items button at the top of the screen.  A panel will display allowing you to add or remove quick items.  You may define multiple quick items for the same item using different quantities.  This is very popular with merchant at trade shows who are selling a few items in different quantities.

Using Quick Items

• Click the Quick Items button.
• Select one or more Quick Items.  They will turn green when selected.
• Click the Add Selected button to add those items to the cart.

Customer Management

Search for an Existing Customer

To create an order tied to an existing customer, click the Customer Search button at the top of the screen.

Enter your search criteria and click the search button to find the customer.  One or more listings (if found) will be displayed. 

Click to select the appropriate one. 

Selecting a Customer Profile Address

Most customers will have more than one address.  After activating a customer profile,the addresses button will appear above the shipping and billing sections.

Clicking an Address button will list all addresses associated with a customer profile.  Click an address to load it into the order.

Smart linking by Email

If you enter an email belonging to an existing customer, a link icon will appear next to the customer.

Clicking on the link will activate the customer profile for the current order. 

Creating a new Customer Profile

Creating a new customer profile is a passive act.  All that is required beyond a normal order is a password.  If you supply a password, then a customer profile is created when the order is placed.

Removing a Customer Profile from an Order

To remove a customer profile from an order, click the Clear Profile button next to the profile indicator at the bottom of the shipping address section.

Printing an Order

When an order has finished, a receipt will display on the screen for easy printing.