Fixing Misconfigured Kit Items and Auto Orders in Existing Orders

Overview

This tutorial guides you through correcting issues in existing orders where a kit item was purchased without properly configured kit components or auto order settings. Specifically, it addresses scenarios like the kit item KIT-001, which lacked components, and its associated auto order item AUTO-KIT-001, which was not configured at the time of purchase.

By following these steps, you'll learn how to add missing kit components to orders, assess auto order configurations, and either clone orders to create new auto order records or edit existing ones to ensure proper rebilling schedules.

This process ensures accurate fulfillment and recurring billing for affected orders while maintaining order history integrity.

What You'll Need

• User access to the UltraCart Merchant Dashboard with permissions to view, edit, and clone orders.

• The order IDs or a list of the 24 affected orders (you can find these via the Orders search in the dashboard, filtering by item ID KIT-001).

• Integration with your fulfillment provider (e.g., VeraCore) for manual submission.

• Knowledge of your store's auto order settings, including whether the 'Automatic' auto order type was enabled on the kit item at the time of purchase.

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Steps

1. Locate the Affected Orders Navigate to the Orders section in your UltraCart dashboard. Use the search filters to find orders containing the kit item (e.g., KIT-001). Export the list if needed for reference.

   Note: Focus on the 24 orders placed before the configuration fixes.

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2. Add Missing Kit Components to Each Order For each affected order: a. Open the order in the editor. b. Go to the Edit > Items tab. c. Add the required kit components (e.g., the items that should have been bundled with KIT-001). d. Save the changes. e. Manually submit the updated order to your fulfillment provider (e.g., VeraCore) via the Fulfillment tab or integration settings.

   This step ensures the order reflects the correct bundled items for shipping or processing.

   Tip: As an alternative, first remove the kit item from the order, then use the "Add Items" function to add the kit item back. This will automatically pull in the current (corrected) kit component configuration from your item settings.

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3. Assess Auto Order Configuration For each order, check if an auto order record exists:
   a. In the review order actions menu, check the ‘Tools’ menu to see if there is a link ‘auto order’ or not.
   b. If an auto order record is present, note that the 'Automatic' auto order type was likely enabled at purchase—proceed to Step 4. c. If no auto order record exists, the type was not configured—proceed to Step 5.

   Tip: You can verify historical item settings by reviewing item revision history in the Item Management section.

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4. Edit Existing Auto Order Records (If Record Exists) If an auto order record was created: a. In the order editor, go to Edit > Items and remove the kit item (KIT-001), then add it back. Save changes. b. Navigate to the Auto Order tab and edit the auto order record. c. Remove the auto order kit item (AUTO-KIT-001), then add it back with the correct configuration. d. Save the auto order. This will update the Future tab with the scheduled rebills for the rebill item.

   Repeat for all 24 orders.

   Warning: Ensure the auto order item is configured correctly in your item settings before adding it back to avoid recurring issues.

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5. Clone Orders to Create New Auto Order Records (If No Record Exists) If no auto order record was created: a. From the original order, use the Clone Order function to create a new order. This will apply the current (corrected) item configurations, including the 'Automatic' auto order type. b. Verify the new order includes the auto order record in the Auto Order tab. c. Process the new order as needed (e.g., submit to fulfillment). d. For the original order: Issue a full refund via the Payments tab and reject it to close it out (use Actions > Reject Order).

   Note: Cloning preserves customer details but creates a new order ID. Communicate with customers if this affects their records.

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6. Verify and Test Changes After updating all orders: a. Review a sample order's Future tab to confirm scheduled rebills (if applicable). b. Test fulfillment submission for one updated order to ensure kit components are correctly processed. c. Monitor for any errors in the dashboard logs.

Expected Outcome

After completing these steps:

• All 24 orders will have the correct kit components added and submitted to fulfillment.

• Auto order records will either be newly created (via cloning) or updated to include proper rebilling schedules.

• Original misconfigured orders (without auto records) will be refunded and rejected, preventing duplicate processing.

• Future orders for the kit item will function as intended with the applied fixes.

Your customers should receive the correct bundled items, and recurring billing will proceed smoothly for auto orders.

Troubleshooting

• No Auto Order Tab Visible: Ensure the item is configured for auto orders in Item Management. If still missing, contact UltraCart support.

• Cloning Fails: Check for payment or inventory issues on the original order. Adjust quantities or statuses before cloning.

• Fulfillment Errors: Verify VeraCore integration settings in your dashboard. Test with a single order first.

• Bulk Editing: For efficiency with 24 orders, consider using UltraCart's batch order tools or API if you're comfortable with development—see our API documentation for order endpoints.

If you encounter issues not covered here, refer to the UltraCart Help Center or submit a support ticket with details on the affected order IDs.