Besides the process via the WMS App you can also manage orders directly in Shopware Admin, create order documents, generate shipping labels, and ship orders.

In this article, we'll show you how you can process orders in Pickware Admin. Below, you'll also find information about products without shipping requirement and what happens if you want to adjust orders afterwards.

If you use Pickware Admin for manual B2B orders, you'll find right at the end of this article further information on what you need to keep in mind when picking these orders.

Under Orders → Overview you'll find all orders from your online stores. On the left, you'll see a colored icon indicating the pickability of the respective order. The colors have the following meaning:

Using the filter icon on the right, you can customize the list of orders by filtering orders by one or more order, payment and delivery statuses and/or additionally by pickability.

You can also show only orders that contain a specific product. To do so, open the product you want and switch to the Order tab. You'll then see all orders containing this product, the quantity included, the price, as well as the order, payment, and delivery status. You can also apply various filters here.

To open an order, click on the order number.

Above the order list, four cards show at a glance how your open orders are doing: which ones should go out today, which are blocked, which have been waiting too long, and which are treated as priority.

Clicking on a card automatically sets the matching filters in the order list, so you can start processing the respective orders right away.

Within the cards, there are additional clickable elements: some switch the filter (e.g. the payment status or pickability), others can be edited directly (e.g. the cut-off time in To ship or the hour threshold in Overdue).

All information about the order is organized in the tabs General, Details, Documents, Shipping Labels, and Returns. Directly below, in the General tab, you'll find the quick buttons for shipping the order, recording returns, and creating invoices and credit notes.

To make the picking process easier, you can create a pick list for each order. To do so, open the Documents tab, click on Create new document and select the document type Pick list.

On the pick list, besides all relevant customer and order data, you'll find the included products sorted by storage location along with their quantity. If a product is stored at multiple storage locations, the first storage location is printed in bold and all other storage locations are listed below as alternatives.

Below that, you'll find the pick instructions for the order, which you can specify when creating the document. Pick instructions can also be set for each product; you'll find more information on this here.

In general, you can create multiple invoices per order and a credit note for each invoice. The recommended time to create the invoice is when the order status changes to In progress.

To create an invoice, simply click on the corresponding quick button in the order detail view.

Alternatively, you can also have invoices created automatically upon order receipt. We explain how this works in this article.

The created invoice is displayed alongside the other order documents in the Documents tab and can be accessed there at any time if needed.

If you want to send the invoice automatically to your customers, you'll find here the instructions for it. You'll find more information on configuring email sending here.

In Shopify Admin, you have the option to add an invoice comment. To do this, within an order, find the Metafields section and there the field Rechnungskommentar (Invoice comment). The comment entered here is also transferred to Pickware and taken into account there when creating the invoice.

Alternatively, you can also add a comment in Pickware Admin when creating an invoice. Please note that the field will appear empty even if you've already added a comment in Shopify Admin. It will still be displayed correctly on the invoice.

Shipping labels can be created either within an order in the Shipping Labels tab or directly from the order overview. You'll find all information about this here.

Using the corresponding quick button, you can ship your order, select the warehouse from which the stock should be deducted, and automatically have the delivery status changed to Shipped.

In the General tab, in the Info section, you can adjust the order status. You also have the option to notify your customers about the status change. For orders from your Shopify store, the option to send emails is disabled by default, since emails are sent via Shopify. If you want your customers to receive an email anyway, enable the Send email to customer option. All status changes are also always transferred to your Shopify Admin.

In Pickware Admin, you can also pick multiple orders together. Below you'll find the standard process.

To start multi-order picking in Pickware Admin, go to Orders → Overview and select the desired orders using the checkboxes on the left. Click on Bulk Edit above the order list. Check your selection and click on Start Bulk Edit below.

In the following window, you can now select which status changes should be made for the relevant orders, whether status emails should be sent, and which documents should be created and possibly sent along with the status emails. To carry out the bulk edit, click on Apply Changes and confirm the action in the next window.

If you want to download multiple invoices at once, you can do this through the bulk edit as a combined PDF. Individual PDFs per order can only be downloaded directly within the respective order.

Using the button above, you can create shipping labels for all selected orders and download them.

You'll find basic information about this in the article on shipping labels.

In Pickware and Shopify, you have various tools available that let you create your order documents automatically. You'll find more information about this here. In addition, order documents can also be created automatically when you pick your orders directly with the WMS App.

The procedure for picking products without shipping requirement depends on whether the order contains only products without shipping requirement or also other products.

In this case, you can pick the order as usual as described above via Pickware Admin. Picking via the WMS App is not possible here.

Since such orders are transferred to Pickware Admin without the option to change the delivery status, it's a good idea to pick the order via Shopify Admin instead. Through the synchronization between Pickware and Shopify, the order is then also marked as completed in Pickware Admin.

If you reduce the quantity of an order item in Shopify, the quantity in Pickware is also reduced accordingly to the number of remaining products. The quantity in Pickware always shows the remaining order quantity, regardless of whether the item has already been partially shipped in Shopify. If an order item is reduced to a quantity of 0 in Shopify, the product is removed from the order in Pickware, while in Shopify it remains visible in the order with the note Removed. The total amount of the order as well as the tax are always recalculated based on the remaining products.

Even if an order is already in Shipped status, you can adjust the status at any time before actual shipping, for example if the order needs to be temporarily put on hold due to missing goods. Stock that has already been deducted remains deducted. If you then set the status back to Shipped, the following scenarios need to be distinguished:

If you cancel your picking during the process, you can put the products you've already removed back into stock. You'll find more about this here.

Orders you've created manually in Pickware, for example B2B orders, can generally be picked like regular orders. They differ only in that payment isn't processed through Shopify. You'll find more about B2B orders in Pickware here.

If you want to send emails to your B2B customers directly from Pickware Admin, you'll find here in the article various settings for email sending and notes on how you can edit your email templates.

In general, emails can be sent as part of a status change. To do this, simply enable the checkbox below in the following prompt.

Otherwise, you can also send individual order documents by email. To do so, go within the order to the Documents tab and click on the three dots next to the relevant document. Select the option Send document here. You can also tell whether a document has already been sent by the green checkmark or red X in the Sent column.

In the next window, you'll see a preview of the email based on the email template used. Click on Send document to send the email to your customer.

For regular orders that come in through your Shopify store, payment is processed directly through Shopify. For orders created manually in Pickware Admin, payment processing also takes place outside of Pickware. However, you can track the payment status of these orders by using the payment status in Pickware. You'll find this in the order details in the General tab.