In addition to the process via the WMS App you can also manage orders directly in the Pickware Admin, create order documents, generate shipping labels and ship orders.

In this article, we show you how to process orders in the Pickware Admin. Further down, you will also find information about products that don't require shipping and what happens if you want to edit orders after the fact.

If you use the Pickware Admin for manual B2B orders, you will find more information on what to keep in mind when picking these orders at the very end of this article.

Under Orders → Overview you will find all orders from your online stores. On the left, a colored icon shows 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 by one or more order, payment and delivery statuses and/or additionally by pickability.

You can also display only orders that contain a specific product. To do so, open the desired product and switch to the Order tab. You will then see all orders with this product, the quantity in which it is contained, the price, as well as the order, payment and delivery status. You can apply various filters here as well.

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 handled with priority.

Clicking 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 state or the pickability), others can be edited directly (e.g. the cut-off time in Pending to ship or the hour threshold in Overdue).

All information about the order is organized in the tabs General, Detail, Documents, Shipping labels and Returns. Directly below, in the General tab, you will find the quick buttons for shipping the order, creating returns and creating invoices and invoice corrections.

To make the picking process easier, you can create a picklist per order. To do so, open the Documents tab, click Create new document and select the document type Picklist.

In addition to all relevant data about the customer and the order, the picklist shows the products it contains, sorted by bin location, along with their quantity. If a product is available in several bin locations, the first bin location is printed in bold and all other bin locations are listed below it as alternatives.

Below that, you will find the picking instruction for the order, which you can specify when creating the document. Picking instructions can also be stored per product; you can find more information on this here.

By default, the picklist does not show a weight. To learn how to add a column for the weight, see Can I display the weight on the picklist?

In general, you can create several invoices per order and an invoice correction 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 the corresponding quick button in the order detail view.

Alternatively, you can have invoices created automatically when an order is received. 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 opened there at any time if needed.

If you want to send the invoice to your customers automatically, you will find the instructions here. You will find more information about configuring email sending here.

In the Shopify Admin you can add an invoice comment. To do so, find the Metafields section within an order and the Invoice comment field there. 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 the Pickware Admin when creating an invoice. Please note that the field appears empty even if you have already entered a comment in the 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 will find all the information on this here.

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

In the General tab, in the Info section, you can change 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 deactivated by default, since emails are sent via Shopify. If you want your customers to receive an email anyway, activate the option Send email to customer. All status changes are also always transferred to your Shopify Admin.

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

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

In addition to Bulk edit, the shortcuts Create picklists, Create invoices, Create shipping labels and Ship orders are available above the order list. One click opens the respective window directly with all selected orders, without you having to start the bulk edit first. Fields and workflow correspond to the functions of the same name in the bulk edit, which remains available to you unchanged.

For Create picklists and Create invoices, orders for which an invoice already exists or which are not pickable are listed separately as skipped, so you can review them individually.

In the following window, you can now select which status changes should be made for the orders in question, whether status emails should be sent, and which documents should be created and, if applicable, sent with the status emails. To perform the bulk edit, click Apply changes and confirm the action in the next window.

If you want to download several invoices at once, you can do so via the bulk edit as a combined PDF. Individual PDFs per order can only be downloaded directly in the respective order.

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

You will find basic information on this in the article on shipping labels.

Pickware and Shopify provide various tools you can use to have your order documents created automatically. You will find more information on this here. In addition, order documents can also be created automatically if you pick your orders directly with the WMS App.

The procedure for picking products that don't require shipping depends on whether the order contains only products that don't require shipping or other products as well.

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

Since such orders are transferred to the Pickware Admin without the option to change the delivery status, it makes sense to pick the order via the Shopify Admin instead. Thanks to the synchronization between Pickware and Shopify, the order is then also marked as completed in the Pickware Admin.

If you reduce the quantity of an order line item in Shopify, the quantity in Pickware is also reduced accordingly to the quantity of the remaining products. The quantity in Pickware always shows the remaining order quantity, regardless of whether the line item has already been partially shipped in Shopify.

If an order line item is reduced to a quantity of 0 in Shopify, the product is removed from the order in Pickware; in Shopify it remains visible in the order with the note Removed. The order total and the tax are always recalculated based on the remaining products.

Even if an order is already in the shipped status, you can change the status at any time before the actual shipment, for example if the order has to be put on hold briefly because of missing goods. Stock that has already been booked out remains booked out. If you then set the status back to Shipped, the following scenarios apply:

If you cancel your picking during the process, you can put the products that have already been taken back into stock. You will find more on this here.

Orders that you have created manually in Pickware, for example B2B, can generally be picked like regular orders. They differ only in that the payment is not processed in Shopify. You will find more on the topic of B2B orders in Pickware here.

If you want to send emails to your B2B customers directly from the Pickware Admin, you will find various settings on the topic of email sending and tips on how to edit your email templates in this article.

In general, emails can be sent as part of a status change. To do so, simply activate the checkbox at the bottom of the following prompt.

Otherwise, you can also send individual order documents by email. To do so, go to the Documents tab within the order and click the three dots next to the document in question. 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 will see a preview of the email based on the email template used. Click Send document to send the email to your customer.