How To

Outstanding Payments

The Outstanding Payments view ( Sales > Orders/Transactions > Outstanding Payments) can be used to monitor orders where payment is still pending. In other words, you can see all items that have been invoiced and the payment has not yet been received. From this view you can:

 

Prerequisites


 

View All Invoices


The Outstanding Payments View displays all orders where payment has not yet been received. The order Checkout may have been complete, but the payment has not yet been received. To view the Outstanding Payments View:

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. Review the unpaid invoices in this view.

 

Exporting All Outstanding Payments


All views available in the ChannelAdvisor Complete module can be exported to a tab-delimited text file format from within the user interface. These text files of data can be imported into Excel or a database for graphing, record keeping, and data analysis. The table below lists all the data that can be exported.

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the order ID.
  3. Click Export.
  4. In the export view, choose Select All, Unselect All, or the individual fields to be exported in the file.
  5. Click Export to continue.

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View Invoices Ready To Ship


Using the action link "View Invoices Ready to Ship", you can view all invoices that can be processed for shipment to the buyer.

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Update Status


The Update Status function will change the condition of the transaction, and using this function can cause automated services to be processed for the selected sale. For example, moving a sale to ‘Order Shipped’ will cause an automated e-mail to be sent to the buyer if the e-mail templates are enabled to send a message after the order has been shipped.

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the order ID.
  3. Click Update Status.
  4. In the Update Status view, select the new status. Please Note: If no changes should be made for a selected status, mark Maintain Status.
  5. Click Save and Exit.

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Cancel Sale


While most transactions successfully complete, a few sales can be reversed if the buyer declines the item after having won an auction or when a buyer never fulfills their responsibility of completing checkout. You can withdraw the transaction without submitting an UnPaid Items claim in the marketplace or create a dispute when canceling the sale. The cancellation options include:

  • Cancel the sale without the dispute.
  • Create a dispute and assign a reason code.

You also has the choice to continue to allow the buyer to buy the item by leaving Checkout enabled. If the seller chooses to disable the Checkout the inventory item will be restocked immediately.

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Merge Invoices


The seller can choose to combine two or more invoices for buyers using the Merge Invoice functionality. During the merge process you must select the target invoice, which will be used to display the invoice information in the All Sales view. The order ID, winning bidder information, and invoice date from the target invoice selected will be used. Both invoices must be in the open status to merge.

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Print Invoices


The Print Invoice feature displays the invoice/s on the screen for viewing or printing.

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Disable Reminders


Reminder notifications can be used to encourage buyers to visit the checkout link and complete a purchase or to remind the buyer to leave the seller feedback. To stop sending these reminder e-mails to the buyer, follow the instructions below. Once processed, the selected buyers will no longer receive reminder e-mail notifications.

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the order ID.
  3. Click Disable Reminders.
  4. In the Disable Reminders view, choose the reminder notification options that you want to disable.
    • "Disable Checkout Reminder" – These reminders are established under Using E-mail Templates. Search on checkout in the subject line.
    • "Disable Feedback Reminder" – The reminder notification is defined under Leaving feedback. Search on feedback in the subject line.
  1. Click Disable Reminders.

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Send E-mail


You can send the winning bidder a unique e-mail upon winning the auction. You can preview and send a test e-mail prior to sending to the winner. E-mail messages can be automated using Tools > E-mail Templates.

Please Note: Currently, you must navigate to Marketplaces > eBay > Settings > eBay Settings. Once on this page, click the "edit" link next to Unpaid Sales. You may toggle and setup your desired settings for "Send email reminders to buyers who have submitted payment, but the payment has not cleared.
  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the buyers that will receive the e-mail notification.
  3. Click the Send E-mail icon.
  4. In the Send E-mail Message view, check the e-mail address that displays in the Your E-mail Address field. This is the address from which the e-mail will be sent.
  5. Select a pre-defined e-mail template from the Select a Template drop-down box, or leave the default selection “Blank E-Mail” to send a non-template e-mail that can be written immediately.
  • If a pre-defined n e-mail template is selected the Message Subject and Message Text fields will be populated as soon as a template is selected.
  • If the Blank E-Mail is selected, enter text in the Message Subject and Message Text fields to create a new e-mail message.
  1. Do one of the following:
    • To review this e-mail message without sending it, click Preview E-mail.
    • To send this e-mail message to the e-mail address shown on this view, click Send Test E-Mail.
    • To send this e-mail message to the winning bidder previously selected from the view, click Send E-Mail.

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Flag


You can mark inventory items requiring special attention or notation. For example, if you want to mark an item that needs to be reviewed prior to posting in the marketplace, use the “!” flag to mean “Review Item”, just as you would use a PostIt note on a paper. By holding the curser over the flag icon, you can read the description text for the flag.

If multiple users are logging into the same account in the ChannelAdvisor Complete software to perform maintenance on inventory items, it is recommended that all members of the user group have a clear understanding of the meaning assigned to all flags. This can avoid confusion over the meaning of a flag assigned to an item. The description assigned to a flag is a free text field that can have multiple meanings. The flags in Inventory, Ad Listings, and Sales are all unique. The free text description field is searchable on the respective view views.

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Reference


Below are additional references related to this task:

The Outstanding Payments view ( Sales > Orders/Transactions > Outstanding Payments) can be used to monitor orders where payment is still pending. In other words, you can see all items that have been invoiced and the payment has not yet been received. From this view you can:

 

Prerequisites


 

View All Invoices


The Outstanding Payments View displays all orders where payment has not yet been received. The order Checkout may have been complete, but the payment has not yet been received. To view the Outstanding Payments View:

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. Review the unpaid invoices in this view.

 

Exporting All Outstanding Payments


All views available in the ChannelAdvisor Complete module can be exported to a tab-delimited text file format from within the user interface. These text files of data can be imported into Excel or a database for graphing, record keeping, and data analysis. The table below lists all the data that can be exported.

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the order ID.
  3. Click Export.
  4. In the export view, choose Select All, Unselect All, or the individual fields to be exported in the file.
  5. Click Export to continue.

Return to top

 

View Invoices Ready To Ship


Using the action link "View Invoices Ready to Ship", you can view all invoices that can be processed for shipment to the buyer.

Return to top

 

Update Status


The Update Status function will change the condition of the transaction, and using this function can cause automated services to be processed for the selected sale. For example, moving a sale to ‘Order Shipped’ will cause an automated e-mail to be sent to the buyer if the e-mail templates are enabled to send a message after the order has been shipped.

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the order ID.
  3. Click Update Status.
  4. In the Update Status view, select the new status. Please Note: If no changes should be made for a selected status, mark Maintain Status.
  5. Click Save and Exit.

Return to top

 

Cancel Sale


While most transactions successfully complete, a few sales can be reversed if the buyer declines the item after having won an auction or when a buyer never fulfills their responsibility of completing checkout. You can withdraw the transaction without submitting an UnPaid Items claim in the marketplace or create a dispute when canceling the sale. The cancellation options include:

  • Cancel the sale without the dispute.
  • Create a dispute and assign a reason code.

You also has the choice to continue to allow the buyer to buy the item by leaving Checkout enabled. If the seller chooses to disable the Checkout the inventory item will be restocked immediately.

Return to top

 

Merge Invoices


The seller can choose to combine two or more invoices for buyers using the Merge Invoice functionality. During the merge process you must select the target invoice, which will be used to display the invoice information in the All Sales view. The order ID, winning bidder information, and invoice date from the target invoice selected will be used. Both invoices must be in the open status to merge.

Return to top

 

Print Invoices


The Print Invoice feature displays the invoice/s on the screen for viewing or printing.

Return to top

 

Disable Reminders


Reminder notifications can be used to encourage buyers to visit the checkout link and complete a purchase or to remind the buyer to leave the seller feedback. To stop sending these reminder e-mails to the buyer, follow the instructions below. Once processed, the selected buyers will no longer receive reminder e-mail notifications.

  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the order ID.
  3. Click Disable Reminders.
  4. In the Disable Reminders view, choose the reminder notification options that you want to disable.
    • "Disable Checkout Reminder" – These reminders are established under Using E-mail Templates. Search on checkout in the subject line.
    • "Disable Feedback Reminder" – The reminder notification is defined under Leaving feedback. Search on feedback in the subject line.
  1. Click Disable Reminders.

Return to top

 

Send E-mail


You can send the winning bidder a unique e-mail upon winning the auction. You can preview and send a test e-mail prior to sending to the winner. E-mail messages can be automated using Tools > E-mail Templates.

Please Note: Currently, you must navigate to Marketplaces > eBay > Settings > eBay Settings. Once on this page, click the "edit" link next to Unpaid Sales. You may toggle and setup your desired settings for "Send email reminders to buyers who have submitted payment, but the payment has not cleared.
  1. Select Sales > Orders and Transactions > Outstanding Payments.
  2. From the Outstanding Payments view, select the buyers that will receive the e-mail notification.
  3. Click the Send E-mail icon.
  4. In the Send E-mail Message view, check the e-mail address that displays in the Your E-mail Address field. This is the address from which the e-mail will be sent.
  5. Select a pre-defined e-mail template from the Select a Template drop-down box, or leave the default selection “Blank E-Mail” to send a non-template e-mail that can be written immediately.
  • If a pre-defined n e-mail template is selected the Message Subject and Message Text fields will be populated as soon as a template is selected.
  • If the Blank E-Mail is selected, enter text in the Message Subject and Message Text fields to create a new e-mail message.
  1. Do one of the following:
    • To review this e-mail message without sending it, click Preview E-mail.
    • To send this e-mail message to the e-mail address shown on this view, click Send Test E-Mail.
    • To send this e-mail message to the winning bidder previously selected from the view, click Send E-Mail.

Return to top

 

Flag


You can mark inventory items requiring special attention or notation. For example, if you want to mark an item that needs to be reviewed prior to posting in the marketplace, use the “!” flag to mean “Review Item”, just as you would use a PostIt note on a paper. By holding the curser over the flag icon, you can read the description text for the flag.

If multiple users are logging into the same account in the ChannelAdvisor Complete software to perform maintenance on inventory items, it is recommended that all members of the user group have a clear understanding of the meaning assigned to all flags. This can avoid confusion over the meaning of a flag assigned to an item. The description assigned to a flag is a free text field that can have multiple meanings. The flags in Inventory, Ad Listings, and Sales are all unique. The free text description field is searchable on the respective view views.

Return to top

 

Reference


Below are additional references related to this task:

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Send E-mail

You can send the winning bidder a unique e-mail upon winning the auction. You can preview and send a test e-mail prior to sending to the winner. E-mail messages can be automated using Tools > E-mail Templates.

Is this now located at Sales > Settings > Email Templates ?

Thu, 11/06/2014 - 10:23 - Innis Taylor

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