Order Capture & Management
Our OMS helps multi-channel merchants capture Orders across all their Sales Channels and manage them from one control point.
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Our OMS helps multi-channel merchants capture Orders across all their Sales Channels and manage them from one control point.
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Was this helpful?
Centralise your order management by consolidating Orders from multiple Sales Channels into one unified OMS for fulfilment.
Depending on where you sell your products, this may include:
Multiple eCommerce websites: Manage and track Orders across various websites from a single control point.
Physical stores: Collect Orders placed in physical retail locations by assigning them to registered customers or processing them as guest transactions.
Third-party marketplaces: Sync Orders generated from third-party platforms such as Amazon and eBay directly into the platform for fulfilment.
Pop-Up Stores: Set up temporary Sales Channels for specific events or trade shows, capturing Orders on the go.
Add custom Prefixes to Order Numbers by Sales Channel. For example, add 'AMZ' as a prefix for your Amazon Orders.
When you receive a new order, Venditan Commerce's Part Allocation process will automatically allocate available stock to it.
The process works in the background to assess your Stock Levels, allocate items to open Orders, and move them to the beginning of the fulfilment cycle where they can be added to a .
It follows a first-in, first-out (FIFO) method, prioritising older Orders before newer ones to ensure timely fulfilment.
The process also efficiently handles stock deallocation for orders that have been cancelled.
Manual stock allocation supported
Monitor the progress of orders with Order Statuses.
Our standard Order Statuses are below.
Accepted
The Order has been received and confirmed.
Processing
The Order is being prepared for fulfilment.
Picking
The products for the Order are being selected from your inventory.
Packing
The picked products are being packaged for shipping.
Dispatched
The Order has been shipped to the customer.
Collected
The Order has been collected by the customer.
Returned
The customer has sent the Order, or part of the order back.
Payment Declined
The payment attempt for the Order failed.
Awaiting Payment
The Order is pending payment before fulfilment can proceed.
Open Credit Note
A Credit Note has been issued but has not yet been processed.
Posted Credit Note
The Credit Note has been applied to the Customer Account.
Cancelled
The Order has been cancelled and will not be fulfilled.
Custom Order Statuses
Is your fulfilment workflow unique? We can support custom Order Statuses to build your order fulfilment flow into Venditan Commerce.
Once a customer places an Order through any of your Sales Channels, it will automatically appear in the Orders areas of Venditan Commerce.
This interface is filterable, allowing you to easily navigate between Orders based on Order Status, Branch, and User, or by searching using Order Number, Date, or Customer Name.
You can open an Order to review its information.
Standard information held against an Order will include:
Order Date/Time
The date and time the Order was placed.
Contact Details
The name, phone number and email address of the Customer.
Addresses
The billing and delivery addresses for the Order.
Order Number
An automatically generated individual code for each order, e.g. XCUS001.
Order Source
The Sales Channel that generated the Order.
Order Lines
A detailed breakdown of products, quantities, prices and stock availability within the Order.
Order Status
The current status of the Order.
Totals and Tax
Review total amounts, Tax breakdowns, and applied Offer Codes.
Payment Method
Verify the payment method used for the Order.
Account Summary
View Customer account balance if the order is paid by invoice or credit.
Dispatch Status
Check the order's Dispatch Status.
Delivery Information
Access details such as Shipping Weight and the number of boxes required to pack the Order.
Order Notes
Read any notes attached to the Order.
Order History
Review the customer's past Order History.
You can make the following adjustments to open Orders.
Change Delivery Address
Update the Delivery Address as needed.
Change Delivery Method
Upgrade or alter the Delivery Method for the Order.
Apply Offer Codes
Retrospectively apply a Discount Code to the Order.
Modify Order Lines
Add, remove, or edit Order Lines, or copy in products from another Order.
Add Order Tags
Attach Order Tags for better organisation and tracking.
Add Notes
Include internal notes for reference and communication.
Manually create Orders and assign them to Customers from within Venditan Commerce.
When manually creating a new Order you can:
Create the Order: Add Order Lines and specify quantities for each item within the Order.
Update Product Information: Update the Product Titles to set custom Order Line descriptions.
Allocate Stock: Specify preferred Stores and Bins for stock allocation.
Apply Discounts: Apply Discounts to the Order.
Once the Order is placed, you can process payment in the following ways:
Cardholder Not Present: Enter credit or debit card details to be securely processed by your integrated payment gateway.
Non-Transactional Payment Types: Apply a credit to the Customer’s balance without processing a payment through Venditan Commerce, assuming it’s handled externally, e.g. A cheque.
Balance: If the Customer has an existing, unspent balance, you can skip the payment process and use their available balance to complete the Order.
Pay By Link: Send an email with a link to request payment.
Automatically hold Orders based on configurable Order Rules and thresholds, allowing you to manage potential issues before they escalate.
The following Order Rules are available:
Delivery destination outside one or more countries
The order is held if the shipping destination is not within allowed countries.
Orders outside the UK and EU require manual approval.
Postcode within a defined list of postcodes
The order is held if the delivery address matches a restricted or flagged postcode.
Non-mainland UK postcodes.
Does not have a valid delivery contact number
The order is held if a valid phone number is missing or incorrectly formatted.
N/A
Products with specific attributes
Orders with ‘fragile’ items require manual handling.
Products with one or more defined tags
Orders with ‘Easter promotion' tagged-products receive a free gift.
Open duplicate order
The order is held if another order with the same details is already open.
A customer places the same order twice in a short period.
Notes added
The order is held if any notes are attached to it.
A staff member adds an internal comment requiring review.
Notes with a specific prefix
The order is held if it includes notes that begin with a set prefix.
Notes prefixed with ‘MANUAL CHECK:’ trigger a hold.
One or more defined Payment Types
The order is held if a specific payment method is used.
Orders paid via E-Voucher require approval.
Specific Order Tag
The order is held if it is tagged with a defined label.
Orders marked ‘manual review’ are automatically placed on hold.
Registered customer orders as a Guest
The order is held if an existing retail customer orders without logging in.
Prevents duplicate accounts or lost loyalty benefits.
Not fulfillable from the dispatch location assigned
The order is held if the assigned warehouse or store cannot fulfill it.
The product is out of stock at the designated fulfillment centre.
The following Order Thresholds are available.
Total Order Value
The order is held if it exceeds a set order value.
Orders over £1,000 require screening.
Delivery Cost
The order is held if the delivery charge exceeds a set limit.
Orders with a delivery cost over £20+ require review.
International Delivery Cost
The order is held if the international shipping fee exceeds a set limit.
Orders with a £20+ international shipping fee need review.
By default, Venditan Commerce automatically holds Orders pending payment confirmation or if the payment method is not working.
You can cancel an Order at your discretion.
If stock is allocated to the Order, Part Allocation automatically returns it to your inventory and makes it available for another.
When cancelling an Order, you can select a Cancellation Reason for future reference—you can choose from preset options or create your own.
Our standard Cancellation Reasons are:
Customer Cancelled
Suspected Fraudulent
Received Marketplace Cancellation Instruction
Test Order
Order Merged
Split a single Order into two or more separate Linked Orders.
This feature can be configured to work automatically based on predefined rules, or for manual use at your discretion.
Orders can be automatically split when conditions are met, such as different product lead times or fulfilment from multiple .
We can also enable partial fulfilment, which allows you to fulfil a portion of an Order and split off the remaining unfulfilled items into a separate, linked Order.
This is especially valuable in B2B eCommerce, where fulfilling Bulk Orders in waves can be crucial to meeting customers’ needs.
Organise and categorise your orders with Order Tags.
Order Tags allow you to quickly identify, sort, and filter orders based on the tags you have applied. You can also group related Order Tags using Tag Groups for easier management.
Communicate directly with Customers by sending an email update from the Order View screen.
This feature lets you send personalised, ad-hoc order updates or address specific concerns outside the standard automated order communication.
To expedite the fulfilment process, you can mark an Order as Urgent.
This prioritises the Order within Venditan Commerce, visually highlighting its importance to your team and ensuring it receives immediate attention throughout each stage of fulfilment.
Quickly list Problematic Orders to investigate the issues or place the orders on hold until the problems are resolved.
Orders may be flagged for issues such as failed invoicing, invalid HMRC codes, exceeded shipping weight, or incorrect postcodes.
This helps you to identify errors early, preventing delays in fulfilment.
We can enable , allowing you to prioritise specific customers or orders as needed.
Manual order creation is initiated from the customer's .
If they don't have an Account, you must as a Customer first.
The order is held if it contains products with defined .
The order is held if it includes products tagged with specific .
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