- Orders Management

This Guide

This guide describes how to access Orders in the EAS Merchant Dashboard and what actions can be taken on the orders. 

Access to EAS dashboard

Ensure that you have access to the EAS dashboard. EAS dashboard is available at https://dashboard.easproject.com/.  If you cannot access the dashboard , please, write to support@easproject.com to receive a new password link. 

For more details please refer to the EAS merchant dashboard and reporting

Orders management guide

Orders management is available from Menu option "Orders"

List of displayed orders  in this menu option can be filtered by external order id, internal order id, effective date range, postal/courier shipment type and payment status. By pressing the “Clear” button one can reset all filtering options.

“Orders” menu option contains 4 sub-option items:

“Confirmed orders” – all orders with paid status that have been received by EAS from your shop. See  “Confirmed orders” sub-option.

“Orders fulfillment” – option that allows customers with fulfillment integration to arrange for shipments and get additional shipment related documents. See  "Order fulfillment" sub-option

“Order returns” – option that displays returns made in your online  shop and captured to the EAS system. See “Order returns” and “Order discounts” sub-options. For detailed information please see Creating order returns manually.

 “Order discount “ – option that displays post-sale discounts applied to confirmed orders. See “Order returns” and “Order discounts” sub-options.

 “Confirmed orders” sub-option

This sub-option is the main view of Merchant’s orders and is used for to be used for manual setting of orders’ payment status and for checking the list of all orders (filtering can be applied).

This view is used for changing the order payment status (optional , depending on the Merchant’s settings on the EAS side), making manual returns and introducing post sale discounts:

Payment status:

Green tick   designates orders which have been paid (automatically during the checkout or marked manually in the Merchant dashboard).

The dollar sign  designates orders which have been placed but not paid yet. Pressing the dollar sign opens the payment confirmation menu:

Manual assignment of payment status is only available for the Merchant if the option was set for them during installation. Normally , that option is available on request when the Merchant allows deferred payments. EAS is able to collect the change of payment status automatically from the online shop, so in most integrations that option is not enabled and only paid orders are displayed in the dashboard

 

Create returns:

Pressing the   icon initiates the process of creating a manual return.  In most cases (depending on the e-commerce platform) EAS is able to collect the return data automatically , but in some cases the Merchant may need to make a manual return.

After the manual return is initiated the order return menu is displayed:

 All items in the order are shown with remaining quantity.   Choose the number of items to be returned and press “Create Return”. EAS will automatically handle VAT on the returned item and will make necessary changes to the fiscal reporting.

Only merchandise can be returned via manual input. If shipping costs need to be redeemed to the buyer a manual correction should be made for the value of the shipping that is to be returned.

For detailed information about Manual Order Returns please visit Creating order returns manually

Create (postsale) discounts:

Sometimes the Merchant needs to make manual discounts after the order have been paid without returning any items (for example, to reimburse the customer for low quality merchandise etc.).  In such a case a postsale discount has to be made in the Dashboard, it is initiated by pressing   icon.

The following view is displayed:

It is possible to enter a set discount sum or a percentage discount (percentage to the cost of the discounted item).   

Choose the type and value of the discount and press “Create Return”. EAS will automatically handle VAT on the returned item and will make necessary changes to the fiscal reporting.

“Order returns” and “Order discounts” sub-options

Both items are used to display post sale actions performed for paid orders:

 

It is possible to check performed actions and see the original order and applied changes.

Both manual returns and returns made in the online shop will be displayed in this view.  

 

"Order fulfillment" sub-option

 

Orders fulfillment allows customers with fulfillment integration to arrange for shipments and get additional shipment related documents. This option requires special integration with shipping service providers and is not available for most Shopify and WooCommerce customers.

This sub-option is to be used for handling shipments for cross-border items. It is used for assigning E-Merchant tracking numbers to shipments and for shipments splitting.

Orders fulfilment option allows E-Merchant to control the fulfilment of orders to the EU end-customers with full compliance to EU customs regulations and applicable special OSS VAT schemes and other customs arrangements.

Due to particularities of Shopify software and availability of various Extensions for shipment handling, EAS Extension cannot collect full shipment data from Shopify store. Thus, E-Merchant has to manually input shipment/shipment splitting data into the Merchant Dashboard for items fulfilled from 3rd countries.

Only orders that have the status “Processing” and are to be fulfilled to the EU/UK from abroad (from any 3d Non-EU country) will be shown in “Orders fulfilment” sub-option view. Fully fulfilled orders are highlighted in green, the green tick  button  is displayed instead of the red tick (see item 5 below). Partially fulfilled orders and orders that have not been fulfilled are highlighted in red and accompanied by a specific icon .

As well as in “Confirmed orders” sun-option view, here it is possible to apply filtering to limit visible orders.

Proper fulfilment handling is required for the preparation of customs data and CN22/23 customs postal labels.

The following fulfilment rules are to be used by the E-Merchant:

• Tracking number should be supplied by the E-Merchant, where possible or applicable it may be an S10 (Universal postal union) tracking number, or any other tracking number assigned by the E-Merchant.
• Shipment splitting is only possible in cases when the collective intrinsic value of order items that are delivered from outside of the EU is below the threshold of 150 EUR. The threshold will be calculated automatically. If the collective value of items delivered from abroad is over 150 EUR, EAS solution will not allow the splitting of the shipments meaning that the shipment should be supplied in one package.
• A person responsible for handling shipments should choose items that are being shipped in a particular consignment, EAS solution will make sure that these items would be counted only once and will not be allowed to be chosen for the next shipments. See the example provided in Annex 2.
• If the order contains several identical items with the same SKU identity number (2 belts SKU 0001, 3 hats SKU 0005 etc.), all identical items should be placed in the same consignment (so it is not possible to ship one belt and two hats in one consignment and one more belt and one hat in the other).

Orders that are supplied within the EU are not displayed in the “Orders fulfilment” view. If the E-Merchant is not involved in cross order supply of goods this view will always be empty.

In the general view area, it is possible to see filtering options (1 on the figure above)  The list of displayed orders can be filtered by external order id, internal order id, delivery country, effective date range and payment status. By pressing the “Clear” button one can reset all filtering options.

Clicking the button  (2, Figure above) enables the order view with the applicable type of shipment (IOSS, FC REP) (for a description of applicable schemes see Section 2.1).

Clicking the   button (see Figure above) toggles the view to include/exclude items that are being shipped under this order from abroad. If the underlying order contains items that are sold within EU or electronic services – they will not be visible in this view. As well, full order content can be viewed in Shopify administrative view (menu options: Shopify – Orders).

Button  (3, Figure above) is used for splitting an order into 2 or more individual consignments. Clicking the button opens the following view:

By consequently choosing steps i-ii-iii, the operator can create a new consignment containing one item (Beanie with Logo in the above example) input Tracking number (iii), which results after clicking on “create shipment” (iv) in the following view:

Thus, a shipment with internal EAS ID JF3500002FI000000163101 is created, external shipment ID is RR123456789LU.

The view of the Order fulfilment area is changed, with an icon  signifying the fact that some of the items have been shipped but there are still some items to be delivered to the end customer as shown in Figure below

 

The next iteration with the shipment allows creating another consignment with the rest of the items in the order.

 

Thus, a shipment with internal EAS ID JF3500002FI000000163102 is created, external shipment id is RR987654321LU with two remaining items (Beanie and Belt) included in the consignment.

 

Note that the order highlight is changed to green meaning that the order is fully shipped.

The button  in  Fulfillment list allows creating one consignment for all the items in the order, thus bypassing the splitting of the shipment as described in item 3 above. By clicking the button , it brings about the following window.

 

 

Entering the tracking number and choosing “Yes” will result in the whole order being assigned as one consignment and marked as shipped.,

Additional data and labels are available for download from the Orders fulfilment sub-option

There are 3 icons in the upper right corner in the shipment split view (see Figure below).

 

	Clicking this icon returns the customs XML file created using national rules. Full compatibility is available to selected E-Merchants. Additional integrations may require.
	Clicking this icon shows CN22/23 postal customs declaration in a separate window (see Figure below). Postal customs declaration may be printed and used directly or incorporated into E-Merchant’s label.
	Clicking this icon returns a GS1 compatible QR code containing EAS order number, delivery name, address, phone number and e-mail. QR code may be printed and used directly or incorporated into E-Merchant’s label.