Sales

<div class="prose prose-hyva max-w-none"><p>The journey of an order through the backend: statuses, viewing details, editing and cancelling.</p><p>You'll find every order under <em>Sales &gt; Orders</em> as a filterable, searchable table with a freely configurable column selection (the gear icon in the top right). Clicking a row opens the detail view with all the information: ordered items, customer, billing/shipping address, payment and shipping method, plus a full history of every action taken on this order so far.</p> <h3>The most important order statuses</h3> <ul> <li><strong>Pending:</strong> just came in, not processed yet – for some payment methods (e.g. prepayment) also the waiting state until payment is received.</li> <li><strong>Processing:</strong> at least partially invoiced or shipped.</li> <li><strong>Complete:</strong> fully invoiced and shipped.</li> <li><strong>Canceled:</strong> cancelled before anything was invoiced.</li> <li><strong>Closed:</strong> fully refunded (after one or more credit memos).</li> <li><strong>On Hold:</strong> manually "frozen" (the <strong>Hold</strong> button), e.g. on suspicion of fraud – blocks any further processing until the order is released again (<strong>Unhold</strong>).</li> </ul> <h3>Actions in the detail view</h3> <p>Depending on the current status, the buttons in the top right offer different actions: <strong>Invoice</strong> (create an invoice, see its own chapter), <strong>Ship</strong> (create a shipment, see its own chapter), <strong>Hold</strong>/<strong>Unhold</strong>, <strong>Cancel</strong> (only while nothing has been invoiced yet), and <strong>Edit</strong> – the latter cancels the original order in the background and opens a new, pre-filled order with the same items for correction (e.g. for a wrong address).</p> <h3>Communicating with the customer</h3> <p>Under <strong>Notes for this Order</strong> / <strong>Comments History</strong> at the bottom of the detail page, you can leave internal notes invisible to the customer, or – via the <strong>Notify Customer by Email</strong> checkbox – trigger an automatic email with your message to the customer, e.g. for questions about the shipping address.</p> <h3>Bulk actions in the grid</h3> <p>In the order overview, multiple rows can be selected via checkboxes and processed together via the <strong>Actions</strong> dropdown (e.g. creating invoices for several orders at once, or exporting them as PDF) – handy during busier days, so you don't have to open every order individually.</p> <h3>Creating custom order statuses</h3> <p>Under <em>Stores &gt; Settings &gt; Order Status</em> you can create your own, project-specific order statuses in addition to the built-in ones (e.g. "Picking in progress" or "Awaiting supplier stock") and assign them to one of the underlying order states (e.g. "processing" or "on hold") via <strong>Assign Status to State</strong>. This lets you map your internal workflow more precisely without touching the underlying Magento states that invoice and shipping logic rely on.</p> <h3>Automatically cancelling unpaid orders</h3> <p>Under <em>Stores &gt; Configuration &gt; Sales &gt; Sales</em>, in the <strong>Order Cancellation</strong> section, the <strong>Unpaid Order Lifetime (minutes)</strong> field controls after how many minutes an order with a pending online payment gets automatically cancelled if the customer never completed the payment process. This prevents the grid from filling up with permanently "stuck" pending orders that never received payment.</p> <img loading="lazy"src="{{media url=wysiwyg/handbuch/1kapitel/3kategorieschrittschritt1order.png}}" alt="AutomatischeStornierung" /> <h3>Printing, exporting, and reordering</h3> <p>In the order grid, the <strong>Export</strong> button in the top right offers a CSV or XML export of the currently filtered view – handy for external reporting or handing data over to an ERP system. On an individual order, <strong>Reorder</strong> (if enabled under <em>Stores &gt; Configuration &gt; Sales &gt; Sales &gt; Reorder</em>) creates a new, pre-filled order-creation screen with the same items – unlike <strong>Edit</strong>, this does not cancel the original order but adds a separate new one. Individual orders can also be printed directly as a PDF via the printer icon or the Actions column, without going through invoices or shipments.</p></div>

<div class="prose prose-hyva max-w-none"><p>How to create an invoice for an order, bill partially or in full, and send it as a PDF.</p><p>From the order detail view, click <strong>Invoice</strong> to create an invoice. The following page shows every item with quantity fields, the invoice total, and a summary of the payment method.</p> <h3>Partial or full invoice</h3> <p>By default, all quantities are pre-filled for billing. If you only want to bill part of the order (e.g. because one item isn't shippable yet), reduce the quantity in that field to 0 or to the amount currently available. A second, separate invoice can be created later for the rest once the item is available – an order can therefore have multiple invoices.</p> <h3>Shipping cost and payment capture</h3> <p>Under <strong>Shipping Amount</strong> you'll see the calculated shipping cost, which you can adjust manually if needed (e.g. for a special arrangement agreed with the customer afterwards). If the payment method is e.g. credit card or PayPal, enable <strong>Capture Online</strong> so the payment is captured at the same time the invoice is saved (availability depends on the payment provider module used); for prepayment, on the other hand, online capture usually isn't needed since the money already arrived beforehand.</p> <h3>Invoice comment</h3> <p>The <strong>Comment Text</strong> field lets you add a custom note to the invoice (e.g. a thank-you or payment-term notice) that shows up on the PDF document. The <strong>Email Copy of Invoice</strong> checkbox automatically delivers the invoice to the customer as a PDF attachment.</p> <h3>Finishing and management</h3> <p>Click <strong>Submit Invoice</strong> to finalize the invoice — it can no longer be edited afterwards. Every created invoice is collected under <em>Sales &gt; Invoices</em>, where you can download them as a PDF (individually or via multi-select) or send them by email again.</p> <h3>Customizing the invoice PDF design</h3> <p>Under <em>Stores &gt; Configuration &gt; Sales &gt; Sales</em>, in the <strong>Invoice and Packing Slip Design</strong> section, you can upload your own logo for PDF output (<strong>Logo for PDF Print-outs</strong>, recommended size around 200×50 pixels) as well as a separate logo for the HTML print view in the backend (<strong>Logo for HTML Print View</strong>). This logo appears consistently on invoices, shipments and credit memos, and should be tested before going live, since an oversized image can shift the PDF layout.</p> <img Add loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/3kategorie3schirttinvoice.png}}" alt="PDF-Design" /> <h3>Customizing invoice email templates</h3> <p>In the <strong>Sales Emails</strong> section of the same configuration page, under <strong>Invoice</strong> you control whether an email is even sent automatically when an invoice is created, which template is used (<strong>New Invoice Confirmation Template</strong>), and via <strong>Send Invoice Email Copy To</strong> you can add an internal copy (e.g. to accounting) as a comma-separated address list. <strong>Send Email Copy Method</strong> lets you choose whether this copy is sent as a Bcc or as a separate email.</p> <img loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/3kategorien2schrittsalesemail.png}}" alt=">E-Mail-Vorlagen" /> <h3>Comments and print view on the invoice</h3> <p>The <strong>Comments History</strong> tab on an individual invoice lets you add further comments afterwards, which – again via a customer-notification checkbox – can be delivered to the customer; these comments also show up in the customer's order history in the frontend under "My Account". The <strong>Print</strong> button on the invoice view opens the PDF directly from the browser, without going through the invoice grid.</p></div>

<div class="prose prose-hyva max-w-none"><p>Configure shipping methods, create shipments, and complete deliveries with tracking numbers.</p><p>Configure shipping methods (e.g. standard shipping, express, pickup) under <em>Stores &gt; Configuration &gt; Sales &gt; Shipping Methods</em>. Magento ships with a few built-in methods: <strong>Flat Rate</strong> (a fixed amount per order or per item), <strong>Free Shipping</strong> (above a configurable minimum order value), <strong>Table Rates</strong> (a shipping cost table by weight/price/destination country), and carrier integrations like DHL or UPS that calculate real shipping costs live.</p> <img Add loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/3kategorie3schrittconfiguration.png}}" alt="Versandartenkonfigurieren" /> <h3>Shipping origin</h3> <p>Under <em>Stores &gt; Configuration &gt; Sales &gt; Shipping Settings</em> you set the origin address for your shipments (<strong>Origin</strong>) – important for correct shipping cost calculation with distance-based methods and for display on shipping documents.</p> <img Add loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/Origin3kategorie.png}}" alt="Versandursprung" /> <h3>Creating a shipment</h3> <p>From the order detail view, click <strong>Ship</strong>. On the following page:</p> <ol> <li>Check the quantities, or adjust them for partial shipments (e.g. when one item is already available and another isn't yet).</li> <li>Under <strong>Tracking Number</strong>, optionally add the carrier (from a dropdown or "Custom Value") and tracking number – the customer then sees these in their order history and in the automatic shipment notification, often as a clickable tracking link.</li> <li>Enable <strong>Email Copy of Shipment</strong> if the customer should be notified automatically by email.</li> <li>Finish with <strong>Submit Shipment</strong> – here too, more than one shipment per order is possible, e.g. for shipments sent at different times.</li> </ol> <h3>Status and overview</h3> <p>The finished shipment can then be viewed collectively under <em>Sales &gt; Shipments</em> and exported as a PDF. Only once every item of an order has been both invoiced and shipped does the order status automatically switch to "Complete".</p> <h3>Table rates in detail</h3> <p>The <strong>Table Rates</strong> shipping method under <em>Stores &gt; Configuration &gt; Sales &gt; Shipping Methods &gt; Table Rates</em> calculates shipping cost from a CSV table you upload yourself. The <strong>Condition</strong> field determines what the table is tiered by – options include weight, cart subtotal, number of items, or destination. Download the table itself as a template via <strong>Export CSV</strong>, fill it in with Excel/LibreOffice, and upload it again via <strong>Import</strong> – editing the rows directly in the backend isn't supported.</p> <h3>Multiple tracking numbers and shipping labels</h3> <p>When creating a shipment, the <strong>Add Tracking Number</strong> button lets you add more than one tracking number, e.g. when an order is split across several packages. If a carrier with a label API is integrated (e.g. UPS, FedEx or USPS, depending on the installed carrier module), a <strong>Create Shipping Label</strong> button also appears, letting you generate a shipping label directly and print it as a PDF from the shipments grid.</p> <h3>Free shipping above a minimum order value</h3> <p>The built-in <strong>Free Shipping</strong> method, under <em>Stores &gt; Configuration &gt; Sales &gt; Shipping Methods &gt; Free Shipping</em>, can be tied to a minimum order value via the <strong>Free Shipping Amount Threshold</strong> field, above which it's offered at checkout. Practical tip: free shipping can also be granted separately via a cart price rule (e.g. tied to a coupon code) – the two paths are independent of each other and shouldn't be confused when reasoning about your shipping cost logic.</p> <img Add loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/FreeShipping3kategorie.png}}" alt="FreeShipping" /> </div>

<div class="prose prose-hyva max-w-none"><p>Which payment methods Magento ships with, and how to enable, sort and restrict them by customer group.</p><p>Manage payment methods under <em>Stores &gt; Configuration &gt; Sales &gt; Payment Methods</em>. Magento ships with basic options like prepayment ("Check / Money Order") and invoice-style methods ("Cash on Delivery", "Bank Transfer Payment"), plus extension points for payment providers (e.g. PayPal, Mollie, Braintree) that in practice usually come as their own, separately installed module with its own configuration area (on this project, for example, Mollie).</p> <img loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/checkmoneyorder3kategorie.png}}" alt="MoneyOrder" /> <img loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/cachondelivery3kategorie.png}}" alt="CashonDelivery" /> <h3>Configurable per payment method</h3> <ul> <li><strong>Enabled:</strong> on/off switch for the entire payment method.</li> <li><strong>Title:</strong> the label shown in checkout – phrase it clearly and unambiguously, since this is what the customer actually sees.</li> <li><strong>Sort Order:</strong> order in checkout when multiple payment methods are active – the most frequently used method should be listed first.</li> <li><strong>Payment from Applicable Countries / Specific Countries:</strong> geographic restriction, e.g. invoice-based purchase only for domestic customers, to limit default risk on international orders.</li> <li><strong>Min/Max Order Total:</strong> available for some payment methods, to only offer them above/below a certain order value (e.g. restricting invoice-based purchase once a certain trust/order threshold is reached).</li> <li><strong>New Order Status:</strong> which status an order with this payment method gets right after it comes in (e.g. "Pending" for prepayment, since processing only continues once payment is received, or straight to "Processing" for instantly confirmed payments).</li> </ul> <h3>Restricting by customer group</h3> <p>The standard configuration doesn't natively offer a direct "only for customer group X" restriction for every payment method; but this can be achieved in combination with country settings, or via specialized extensions or custom development – e.g. offering invoice-based purchase only to customers with at least one previously completed order.</p> <p><strong>Practical note:</strong> after every change, clear the cache so the payment methods update in checkout. In production, only enable payment methods that are actually technically integrated and tested with a real test order – a failed purchase attempt with a broken payment method costs trust, and in the worst case, revenue.</p> <h3>Payment action: authorize only vs. authorize and capture</h3> <p>For online-connected payment methods (credit card, PayPal &amp; co.), the method configuration usually includes a <strong>Payment Action</strong> field with the options <strong>Authorize Only</strong> (the amount is only reserved when the order comes in, the actual charge happens when the invoice is created) and <strong>Authorize and Capture</strong> (the amount is charged immediately when the order comes in). The first option offers more flexibility for partial shipments and later corrections, since amounts not yet invoiced can simply be voided instead of refunded.</p> <h3>Extra fields for prepayment and cash-on-delivery methods</h3> <p>The <strong>Check / Money Order Payment</strong> method has its own <strong>Make Check Payable to</strong> and <strong>Send Check to</strong> fields, where you specify who a check should be made out to and which address it should be sent to – this information is shown to the customer at checkout and in the order confirmation. The <strong>Bank Transfer Payment</strong> and <strong>Cash On Delivery Payment</strong> methods instead have a free-text <strong>Instructions</strong> field, where you can enter e.g. your bank details or notes about the COD fee.</p> <img loading="lazy" src="{{media url=wysiwyg/handbuch/1kapitel/makecheck3kategorie.png}}" alt=" MoneyOrder" /> <h3>Stored payment methods (Vault)</h3> <p>If a connected payment provider supports card storage, a dedicated configuration block appears under <em>Stores &gt; Configuration &gt; Sales &gt; Payment Methods &gt; Vault Provider</em>, letting you enable the feature (<strong>Active</strong>) and restrict it to certain countries (<strong>Payment from Applicable Countries</strong>). With Vault active, returning customers can select a previously saved card at checkout without re-entering their details – the actual card data is never stored in Magento itself, only a token held by the payment provider.</p></div>