• The customer places an order
• Confirmation is sent to the sit administrator
• If the customer selected offline Credit Card processing, the administrator will also receive an email with the last 4 digits only of the credit card number. The rest are encrypted and stored in the database for viewing in admin.
• The administrator logs into Viart admin and goes to Orders/Sales Orders
• The orders received are listed under the section “Orders Maintenance”. The most recent order will have the highest Order number, but the orders are also date stamped.
• Icons for HTML and pdf versions of the invoice are provided under the “Invoice” column. The pdf in particular provides an easy means of printing a properly formatted version of the invoice.
• On the far right hand side of the order line is a view/edit link. The following tasks can be performed after clicking this link:
  • Updating the status from “New Order” to reflect the appropriate status of the order e.g. “Goods Shipped”. It is important to keep the status up to date as the customer will be able to check this when they log in to their user account.
  • Adding a additional information: To the right of the pull down status field is a link that allows the administrator to attach a note for future reference about the order. There is also a link to add the serial number of the item to be shipped if these need to be recorded and a shipping tracking number (above the update button).
  • Payment method is below the Shopping Cart section and Personal details, which show the shipping address. If the customer has elected to pay by Babk Transfer the order status should be set to pending until payment has been received. If the order is to be paid by credit card then the first 12 numbers of the card only will be displayed. The remaining 4 digits are sent to the administrator by email. Note that those digits of the credit card that are stored in the database are fully encrypted.
  • The Order Change Log is at the bottom of the screen. This records all order changes and provides a very quick way of checking the particulars of any delays. e.g. how long it has taken to pack the order, or how long the administrator has been waiting to receive the Bank Transfer funds from the customer.
• Finally when the order processing has been completed and the goods shipped to the customer the status should be rolled over to “Goods Shipped”

Note: while processing orders in general with Viart Shop is not difficult, the most important thing, from both a customer and administrator perspective, is to ensure that the status always reflects the true situation.