You can process a telephone order or cash sale* through the system (suitable where the user has not put the order online) by adding a Manual Order. This includes Enquire Only products that can't be purchased directly on the website.


*Remember, cash on delivery sales can be processed online by enabling the "Cash On Delivery" payment processor; the customer completes the checkout online and then you pick up the cash before handing over the goods.


1. Enter A Manual Order In Admin


Select Admin > Manually Add Order


New User: 

If this is a new user then click the link to add the user first (a new window will open for you to add the user):

  • Enter the user's core contact and email details 
    • Enter their email address, but leave the password field blank. The user will be required to set up a password when they login via the Forgotten password link on the login screen
    • No email address? The system requires an email address, so if you don't have theirs, you could enter it as firstname.surname@yourdomain and leave the email password blank. If they return to the site to shop in the future then they will enter a new account as part of their normal registration.
  • Click the link to Edit this user's billing address and enter their details. You can add a delivery address later when entering the manual order.


Existing User: 

If this is an existing user, then select them using the available search functions 

  • The Order Start Date will be set to the date you entered the order, override it if required
  • Set the Status from the drop down options available. For example: 
    • Payment Received if you have taken the payment
    • Processing Order if you have taken the payment and are in the process of sending it out
    • Payment Required if you are awaiting payment
  • Enter products using their product code or upload a CSV of product codes (read more in our Quickshop article)
    Tip: To quickly find product and option ID's, it's a good idea to open another window and use Product Manager to look up products
  • Set the Payment Date to when you took payment or leave blank to use the Order Start Date
  • Set the Payment Method to Manual / Telephone
  • Enter a different delivery address by unticking the field Use User's Default Delivery Address, otherwise it will use the Billing Address
  • Enter any Delivery Note / Comments as required
  • Click to Add Order to create the order

    You now have an order and can add other lines including delivery and coupons, if needed.

  • Build up the order by clicking on Add Item / Line to enter each individual Product / Option / Coupon / Delivery on the order

  • IMPORTANT - Manually Process Order
    Once you have completed your order, click on "Manually Process Order" in the order header to:
    - Send a confirmation email to the user if they have a valid email address
    - Add an 'Invoice' number
    - Update stock
    - Trigger integration

Tip: The Payment Type is automatically set to Manual / Telephone plus the Traffic Medium is set to Manual and Traffic Source to Admin so you can easily identify these types of orders.


You can quickly select products or upload a CSV containing product IDs.


Customer Quotes via Manual Orders & Making Payments

We've introduced a new 'Quote order' state for orders, used when quoting via a manual order in admin so that your customer is be able to find the quote in their customer 'Previous orders' section when logged into their account, under a new Quotes tab.

To set this up, add a new Order Status using the 'Quote' state and then add an order and set it's status to be a quote. The customer can login and see the quote and make it their live cart then go through checkout to pay for it.