How do I make a replacement order?

When an order comes back and you make and send it again, enter it as a replacement. Tick Replace on the new order form and type the invoice of the order that came back. The replacement gets the same invoice with R at the end, so the same invoice is never used twice.

Where to find it

Admin › ERP › Sales Department › Seller orders (a seller's My Orders), then New order. The Replace tick sits beside Call verified.

Everyone who makes seller orders can use it: sellers (feature "Seller: own page only") and the sales team ("Sales team: every page"). You can replace only orders you can see.

Step by step

1. Open Seller orders and press New order.
2. Tick Replace next to Call verified. A box opens.
3. In Invoice of the order that came back, type the invoice, or pick it from the list of orders that came back lately.
4. Check the line under the box. It says which order you replace, its courier status, and the new invoice, for example "Replaces RF120 (Cancelled / returned) → new invoice RF120R".
5. The customer, phone, address, amount, colour and details come from the original. Boxes you already filled stay as they are. Change what is different.
6. Press Submit Order.

Good to know

• R, then R2, R3. The first replacement of RF120 is RF120R. A second one is RF120R2, then RF120R3, always counted from the first invoice. An invoice already used in your store or at your courier is skipped.
• Spaces and capitals do not matter when you type the original invoice.
• The invoice is fixed. The Replace tick is only on new orders, and a replacement's invoice cannot be changed later.
• Easy to find. The order list has Replacements and Not replacements chips and a filter. A replacement shows a purple Replacement badge with a link to the original. The original shows Replaced by with a link to the replacement. The courier parcel list marks them too.
• On the print. The A4 page and the factory card say "Replacement of RF120" under the invoice.
• Not a double order. A replacement is not flagged as a double order of its original, even with the same phone.
• Not a new sale. It is left out of the day's order numbers and counts only when its own parcel is delivered.

Common problems

• "Replace: no order with invoice … in your orders." The invoice is wrong, or the order belongs to a page you cannot see. Check the invoice, or ask the sales team.
• The original is not in the pick list. The list shows only recent returned or partly delivered orders. Type the invoice instead.

Related

• How do replacement orders count in seller sales?
• What is the double-order warning?
• How are invoice numbers suggested and checked?
• What is on the A4 order print?