Tutorial - eCommerce Order Management System

[ngqingxian]

This template enables eCommerce sellers to keep a record of all their orders, including the platform, item details, total price, order shipment, order cancellation requests that they can choose to accept or reject, and etc.

Problem

• Difficult to manage a large number of orders - This is especially for those sellers that sell their products on various platforms and receive a lot of orders.

• Difficult to handle when the sellers receive an order cancellation request from buyers - The seller is difficult to trace back to the record of the communication/chat with the buyer which is important for the seller to decide whether want to accept or reject the order cancellation request. This system also allows the sellers to record the details of order cancellation requests.

Objective

• The sellers on eCommerce platforms can manage their orders coming from multiple platforms in a more organized way by using this system.

• The sellers on eCommerce platforms can record the order cancellation request from buyers and decide whether want to accept or reject order cancellation requests by using this system.

Process Flow

When creating an entry, the user can fill in all the required information of the order. When an order is created (after the entry is created), its initial state is ‘Order Recorded’. If the order is prepared, the user can fill in the ‘Preparing Order’ activity and submit it, the state will be changed to ‘Order Prepared’. If the order is ready to be shipped, the user can fill in the ‘Shipping Order’ activity and submit it, the state will be changed to ‘Order Shipped’. If the order is received by the buyer, the user can fill in the ‘Confirm Order Received by Buyer’ activity and submit it, the state will be changed to ‘Order Received by Buyer’. The user can fill in the ‘Complete Order’ activity and submit it to change the state of the order to ‘Completed Order’. During the ‘Order Recorded’ state, ‘Order Prepared’ state or ‘Order Shipped’ state, the user can fill in the ‘Request for Order Cancellation’ activity and submit it to change the state to ‘Order Cancellation Request’. During the ‘Order Cancellation Request’ state, the user can choose to accept or reject the order cancellation by filling in the ‘Accept Order Cancellation’ activity or ‘Reject Order Cancellation’ activity. If the ‘Accept Order Cancellation’ activity is filled, the state changed to ‘Order Cancellation Accepted’, it can be proceeded to ‘Refunded’ state after ‘Refund to buyer’ activity is filled. If ‘Reject Order Cancellation’ activity is filled, the state changed to ‘Order Cancellation Rejected’, it can be proceeded to ‘Order Prepared’ state, ‘Order Shipped’ state or ‘Order Received by Buyer’ state depending on the previous state before ‘Request for Order Cancellation’ activity is filled.

Step-by-step

1. In this module, user clicks the ‘+ New’ button, the system will display a form to input the required information of the order (Refer Picture 1).
   
   
2. User can input all the relevant fields: Platform, Order Time, Order ID, Category, Item table, Payment Method, Shipping Option, Buyer’s Email and Buyer’s Contact Number (Refer Picture 2).
   
   
3. After completing the form, the user can click the ‘Done’ button (Refer Picture 3).
   
   
4. New entry is created successfully, and the state is initialized as ‘Order Recorded’ (Refer Picture 4).
   
   
5. User can edit the order details at any state by selecting the entry and performing standard activity ’Edit’ (Refer Picture 5).
   
   
6. If the user is done preparing order, user can click ‘Preparing Order’ activity to fill in the form and click ‘DONE’, then the state will be changed to ‘Order Prepared’ (Refer Picture 6 & Picture 7).
   
   
   
   
   
7. If the order is ready to be shipped, user can click ‘Shipping Order’ activity to fill in the form and click ‘DONE’, then the state will be changed to ‘Order Shipped’ (Refer Picture 7 & Picture 8).
   
   
8. If the order is received by buyer, user can click ‘Confirm Order Received by Buyer’ activity to fill in the form and click ‘DONE’, then the state will be changed to ‘Order Received by Buyer’ (Refer Picture 8 & Picture 9).
   
   
9. The user can click ‘Complete Order’ activity to fill in the form and click ‘DONE’, then the state will be changed to ‘Completed Order’ (Refer Picture 9 & Picture 10).
   
   
10. During the ‘Order Recorded’ state, ‘Order Prepared’ state or ‘Order Shipped’ state, user can click ‘Request for Order Cancellation’ activity to fill in the form and click ‘DONE’, then the state will be changed to ‘Order Cancellation Request’ (Refer Picture 6 & Picture 7 & Picture 8 & Picture 11).
11. During ‘Order Cancellation Request’ state, the user can choose to accept or reject the order cancellation by clicking ‘Accept Order Cancellation’ activity or ‘Reject Order Cancellation’ activity to fill in the form and click ‘DONE’, then the state will be changed to either ‘Order Cancellation Accepted’ or ‘Order Cancellation Rejected’ (Refer Picture 11 & Picture 12 & Picture 14).
    
    
    
    
    
12. If the state is ‘Order Cancellation Accepted’, user can click ‘Refund to buyer’ activity to fill in the form and click ‘DONE’, then the state will be changed to ‘Refunded’. (Note: The user may download or print the ‘Order Details’ pdf file by clicking it to view) - (Refer Picture 12 & Picture 13).
    
    
13. If the state is ‘Order Cancellation Rejected’, user can choose to click ‘Preparing Order’ activity, ‘Shipping Order’ activity or ‘Confirm Order Received by Buyer’ activity to fill in the form and click ‘DONE’, then the state will be changed to ‘Order Prepared’ state, ‘Order Shipped’ state or ‘Order Received by Buyer’ state accordingly (Refer Picture 14).
    
    

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