Managing Orders and Payments

This guide will walk you through the steps to update the order status and payment method once an order has been received.

When a seller receives an order, it's essential to keep both the buyer and the order management system updated on the status of the order and payment.

Go to Order Details

Upon receiving an order, the order will be in the "Received" state. You can access the order details in two ways:

Via Email: A link to the order will be sent to your email.

Through the Seller Portal: Navigate to the 'Orders' tab within the Seller Portal section.

If there are specific details or instructions related to the order, you can communicate this directly to the buyer through a comment. This keeps the buyer informed and ensures clear communication.

Once on the order details page, you can manage and update the status of the order.

Update Order Status

Keeping the order status updated is crucial for both internal tracking and keeping the buyer informed about the progress of their order.

Order Confirmed

Confirm: After reviewing the order details, you can confirm the order, indicating that it is being processed and will proceed to fulfillment.

In Progress: Once the order has been confirmed and is being prepared for shipment, update the status to "In Progress." This lets the buyer know that their order is actively being handled.

Payment Collection

The payment process varies depending on the payment option selected by the buyer. Here's how to manage and update payment statuses based on different scenarios:

• Instant Payment

Immediate Charge: If the buyer selected an instant payment option, the buyer will be charged immediately upon placing the order.

Automatic Payment Collection: The system automatically processes the payment when the order is marked as "Shipped" and updates the payment status as “Paid”.

• Net Payment Terms

Deferred Payment: If the buyer selected a net payment option (e.g., Net 15), the buyer will be charged after the specified period, such as 15 days from the date the order is marked as "Shipped."

Payment Collection: The system will automatically track the due date and initiate the payment process according to the net terms selected by the buyer.

• Invoice or On-Delivery Payment

Manual Payment Collection: If the buyer selected an invoice or on-delivery payment option, the seller is responsible for collecting the payment directly from the buyer.

Update Payment Status: Once the seller receives the payment, they must manually update the payment status on the order management system. This includes entering the amount received and the date of payment.

Order Completed

After the order has been marked as shipped, payment has been collected, and the order has been marked as paid, you can mark the order status as “Completed”.

This status indicates that all tasks related to the order have been fulfilled, and there is no more work pending for this particular order.

Order Cancelled

If, for any reason, the seller decides not to fulfill an order that is in the "Received" state, the order can be canceled. Upon cancellation, the buyer will be notified, and they will not be charged any amount associated with the canceled order.