User Guide for Order Management

Created by Surya Boddu, Modified on Tue, 2 Apr, 2024 at 1:33 PM by Surya Boddu

1. Overview

The Bitsila Order Management is aimed at optimizing the order fulfillment process across multiple channels. We provide a wide range of functionalities that facilitate the seamless handling, prioritization, and fulfillment of orders. Additionally, users can easily track orders and ensure a smooth customer experience. We also provide various filters to easily locate specific orders based on outlets, dates, order sources, status, and more. Let's deep dive to understand how Bitsila can help you manage your orders in the best possible way.

2. Guide For Bitsila Order Management

This guide aims to provide a comprehensive understanding of the various functionalities within the order management submodule in the Business module of Bitsila software.

2.1. Centralized Order Management

Bitsila's centralized order management system streamlines and simplifies order processing and management, ensuring a seamless experience for your staff. It acts as a centralized hub, coordinating all the orders across multiple channels. It also offers real-time visibility into order status, automates processes, reduces errors, and enhances overall operational efficiency. It helps businesses streamline their operations and deliver exceptional customer experiences.

To open the orders in the Bitsila software, Navigate to the Business module and click on Orders.

The orders from all the sources such as online and offline will be displayed in the Orders interface.

2.1.1. Auto Alerts for new Orders received

When the new order is received by the store it is alerted to staff through Inapp notification and buzzer sound as shown in the screenshot below.

When the order is accepted end customers will also get confirmation and status alerts about the order via:

2.1.2. How To Process Online Orders?

The online orders including website, mobile app, QR code, and ONDC orders can be processed through 2 methods given below:

a. Assign to Logistic

When the order is received it is displayed as shown in the screenshot below. Click on Prepare order button next to the actions dropdown

Now the order is in preparation status, after the preparation as shown in the screenshot below. Click on the Mark as Ready button as soon as the preparation is done.

A confirmation message will be displayed as shown in the screenshot, click on the Confirm button to confirm the Preparation process.

After confirming, you can click on the Find logistic Partner option to search for logistic options.

A popup appears with logistic options as shown in the screenshot below, choose a logistic option and click on Confirm button.

Now the logistic is assigned and the confirmation notification will be displayed as shown below.

When the order is handed over to the delivery boy, click on the Delivery to Boy button

When the order is delivered, click on the Complete Order button.

Now the order status is displayed as Order is Completed as shown in the screenshot below.

b. Assign to Delivery partner

When the order received it is displayed as shown in the screenshot below. Click on Prepare order button next to actions dropdown.

Now the order is in preparation status, after the preparation as shown in the screenshot below. Click on the Mark as Ready button as soon as the preparation is done.

A confirmation message will be displayed as shown in the screenshot, click on the Confirm button to confirm the Preparation process.

Now the order is Ready, Click on the Assign delivery boy button next to Actions

A popup appears, displaying available delivery boys in the slot, choose a delivery boy, enter the delivery note if necessary, and click on the update button.

When the order is handed over to the delivery boy, click on the Delivery to Boy button

When the order is delivered, click on the Complete Order button.

Now the order status is displayed as Order is Completed as shown in the screenshot below.

2.1.3. How To Create The Instore Orders In Pos?

Search the item by its name, SKU or barcode, click on the item and you can also increase the quantity by clicking on the plus symbol below the item name.

After adding the item, In the right hand side enter the customer number to search their profile. The customer profile will be displayed as shown in the screenshot below, click on the customer profile.

Click on the View Cart option in the bottom right corner.

Select the order type, pickup type, payment method and click on Create Order button in the bottom.

Upon creating the order, the invoice for the order is displayed as shown the screenshot below and click on Print button to print the invoice.

2.2. To Filter Particular Orders

Bitsila users can filter the orders based on various criteria given below.

a. Filter Orders based on Dates

With Bitsila, businesses can filter the orders placed on particular dates as shown in the screenshot below.

b. Filter Orders based on Outlets

The users who have admin access can filter and view the orders of particular outlets by applying the outlet icon filter as shown below.

c. Filter Orders based on Delivery Types

Users can filter the orders based on the mode of delivery such as home delivery, curbside, or in-store as shown below.

d. Fulfillment Time

You can get the orders that need to be delivered at a particular time slot by applying the filter below.

e. Sales Person

In POS, Bitsila users can filter the orders based on the sales person who has billed the orders as shown below.

f. Order Filters based on Statuses

Users can filter the orders based on order statuses such as all, new orders, Orders in Preparation, Ready and Out for delivery as shown below.

All Orders

Orders in New Order

Orders in Preparation, Ready and Out for delivery

Orders in Cancelled, completed and Rejected status.

2.3. Customizations during the Order Preparation

a. Add items

During the order preparation, users can add the extra items as per the customer’s wishes by using the Add items option before the Cancel button.

Upon clicking the add items option you can search the item by its sku code or name and add the item as shown below.

b. Remove items

Order Management staff can remove the items from the order, incase the item is not available with the permission from customer using Cancel option as shown below.

c. Price Change

Users can change the price of the items in order preparation status by clicking on the 3 dots below the actions option.

Click on Update price option.

Enter the new price and click on confirm button.

The price is changed as shown below.

d. Quantity Change

Users can Change quantity of the items in preparation status, using three dots below the Actions option.

Enter the quantity that you want to change and click on Update button.

e. Replace item

Users can Replace Items of the order in preparation status, using three dots below the Actions option.

Search the item by its name, barcode or SKU code, add the item and click on Replace button.

2.4. Customization of Order Fulfillment

Rescheduling of the order

If the order scheduled at a particular period is not fulfilled, users can Reschedule the orders using Reschedule option from the Actions dropdown.

Choose from the next slots and click on the Reschedule button.

2.5. Handling Order Returns

a. Partial and Full Cancellation

Bitsila users can cancel the orders if the items are not available or any other reasons using Cancel option from the Actions dropdown.

Choose the reason for canceling from the dropdown, choose the cancellation charges, and click on confirm button.

b. Cancellation Charges

You can impose cancellation charges for your customers by following the steps below.
Click on the Actions dropdown, select the cancel option, and choose the reason for cancellations

Flat
Percentages

d. Refund Processed to cashback Coupons

You can process the refund for the canceled orders using the Refund option in the Actions dropdown as shown below.

Orders >> Actions >> Refund

2.6. Stock Adjustment

When the orders are placed the stock is automatically deducted from the inventory as per the quantity and the items ordered.

Likewise, when the noninventory items are ordered the linked raw materials will be Auto Deduct
Manual Deduction of linked raw materials and adding new raw materials

2.7. Customizations of Order processing

a. Reference Number Support

This opinion is used by businesses using more than one order management software to process orders from multiple channels. They can enter the Order Reference Number of other software for reference during the checkout as shown below.

Users can also update the order reference number once the order has been fulfilled using the Actions dropdown shown below.

You can also update the order reference number once the order is processed from the Actions dropdown.

b. Complete Customer Profile view along with all the orders

Bitsila users can view the complete profiles of customers with the number of orders they have placed as shown below:

Business module >> Instore Customers >> Click on the Customer name >> Orders tab

Navigate to the Business module, click on Instore Customers and click on the customer name that you want to view orders.

Navigate to the Orders tab, here you can view all the orders placed by particular customer.

c. Add Task

Businesses who use Bitsila software can add task to the particular staff for the orders that are fulfilled incase there are any complaints or reviews about the shopping experience.

Business module >> Orders >> Actions >> Add task >> Add task details >> Create

In orders submodule, use the Actions dropdown and click on Add task option.

Fill all the details of the task.

Now the ticket or the task is assigned to the staff.

d. Add Notes

Bitsila users can add notes for each item in the cart using the note option beside the plus symbol. They can write the note and click on Add button to add notes to particular item.

e. Complimentary Orders

Businesses who use Bitsila can make certain items in the order as complimentary using the Mark Complimentary option in Action dropdown.

f. Payment Collections through SMS

Bitsila users can collect the payment from their customers through SMS using Pay Collect option as shown below.

g. Payment collections through multiple other pay modes

Businesses who use Bitsila can collect the payment through multiple payment modes such as cash, UPI, Paycollect, etc.

3. FAQs

How does Bitsila Order Management software handle inventory management?

Bitsila Order Management also comes with inventory management that enables businesses to track and manage their inventory levels in real time. It provides visibility into available stock and allows for efficient inventory allocation.

Does Bitsila Order Management software support multi-channel order processing?

Yes, Bitsila supports multi-channel order processing, businesses can efficiently handle orders coming from different sales channels, including online stores, marketplaces, POS, ONDC, and more.

Does Bitsila generate reports and analytics for Order Management?

Yes, Bitsila comes with reporting and analytics enabling businesses to generate various reports related to order volume, sales performance, and more. These reports help in making data-driven decisions and improving business strategies.

Is Bitsila Order Management suitable for growing businesses?

Yes, Bitsila software is designed to scale business by providing all the necessary tools and upgrades to handle increasing order volumes and accommodate new sales channels.