Processing phone orders in Webgility Desktop often has a lot of benefits for different use cases when compared to the other options available like processing them in your online store or directly in QuickBooks.
You can execute a variety of tasks, depending on what information you need to store and process within Webgility Desktop including processing payment, shipments, and entering inventory for offline orders.
Phone Order Entry - Start to Finish
1. To process phone orders, from the Dashboard or Inbox, click Orders > New.
The Enter Phone Order screen opens.
2. On the Enter Phone Order screen, there are a few areas of interest that are of utmost importance.
Let us review them, using the below labeled image, to see how you'll want to configure them for each order.
There are other fields on the phone order available to you, but they are optional areas that only need to be used in certain cases including filling out the rest of the payment information, using a customer PO#, selecting price levels from QuickBooks, and adding addresses to an existing customer in QuickBooks.
#1 - Order #:
The order number for phone orders can be set just by typing in the number you would like to start with. After saving your first phone order, it will automatically increment from that point forward, and you can change the numbering system of it at any time and it will continue to auto-increment from that point.
NOTE: If one user is already accessing a phone order, and another user goes to create a new order, it will automatically increment for the second user, even before the first user saves and closes the order to make sure that both orders do not end up with the same order number.
#2 - Select Customer From QuickBooks:
You can either manually enter any customer information you like in the Billing information and Shipping information areas.
Click the Select an existing customer from QuickBooks checkbox to select an existing customer from QuickBooks to speed up the phone order process.
#3 - Add Items:
a. Select items from the Item Name/Number drop down box to add them to an order.
The fields added will be the defaults retrieved from the item details (like price per unit), but all fields can be clicked into and edited after the item has been selected.
Note: The items that populate this list can be EITHER the QuickBooks items, OR the online store items. This setting can be changed in the File >> Configure Store >> Orders >> Order Processing Settings screen.
#4 - Payment Status:
This setting has a highly specific purpose as follows:
- If you are processing payment offline and have set that up through Webgility Desktop, then you should leave this dropdown as Unpaid.
- If you are processing payment using any other way than through Webgility Desktp including through QuickBooks or an online gateway through a browser, mark your phone order as Paid.
The payment status does NOT govern whether or not the order is a paid order in QuickBooks. Those settings are controlled in the File >> Configure Store >> Transaction settings. The payment status only tells Webgility Desktop whether or not you plan to process payment on the order using our software.
#5 - Shipment Status:
Very similar to the payment status, the shipment status ONLY refers to processing shipment within Webgility Desktop If you are not using Webgility Desktop to process shipment (or retrieve tracking ID from QuickBooks), then mark the order as Shipped.
#6A and 6B - Shipping Income and Get Shipping Rates:
The box in 6A can be manually edited if you want to charge the customer a set rate for shipping like flat rate or any other manually selected rate. Otherwise, if you have shipping providers configured within Webgility Desktop under your shipping settings, you can click the button in 6B to get the shipping rates, select your provider and service, and then auto-populate the customer charge for that order before you ship it.
#7 - Calculate Tax:
a. If the order is taxable, you can simply enter the taxable rate percentage in this field.
b. Click Calculate Tax.
The tax gets populated correctly based on that rate (and item taxability previously marked in the Tax column when adding items).
#8 - Save the Order:
a. When you are done editing the order and are ready to move on you can do so in one of three ways.
- Save and Ship - Save this order and immediately move to the Process Shipping screen to begin the process of printing a label for this order
- Save and Next - Save this order to your Inbox and open up another blank order to begin filling out a subsequent phone order.
- Save and Close - Save this order, close the screen and proceed back to the Inbox.
Once you save an order, you will be prompted to check QuickBooks to make sure the items on the order are still in stock and also be prompted to notify the customer. If you would like to send an initial order confirmation email, at this point you are able to send one to the customer email that has been entered in the Billing Information area for the order.
Once you have completed all the above steps, you are done processing a phone order. It can now be treated as any other order to process it for completion.
NOTE: The only action that you cannot do with a phone order is you cannot post the order to a store. This is because Webgility Desktop cannot update your online store with any other information, as the order does not exist on the online store.