Core functions: customers, payments, delivery and accounting

The functions in this chapter concern the commercial side of an order: who it is sold to, how it is paid for, how the goods reach the customer and what documents remain afterwards. The description pattern is the one from chapter 03.

F14. Management of customers, organizations and groups

Conditions. Permissions for Clients.

Preparatory actions. For customers added manually: the contact details; for organizations: the billing details (name, fiscal code, address, bank, IBAN) and the agreed payment terms (F15).

Resources. Approximately 2 minutes for one customer or one organization; customers coming from the storefront appear automatically.

Sequence of actions.

1. In Shop → Contractors → Clients every customer who registers on the storefront or places an order appears automatically; customers taken by telephone are added manually (name, e-mail — the account identifier —, telephone, personal manager, group, status, internal comment). The list can be searched, filtered and exported to CSV.
2. The customer card brings together the contact details, the group, the personal manager and the internal comment, the financial situation (turnover, debt, number of orders, bonus balance, with a manual adjustment that requires a reason), the saved recipients and addresses, the buyers (the legal entities on whose behalf the customer purchases), the orders, the website requests, the personal discounts and the customers brought in through the referral program, plus the history of changes.
3. Organizations holds the legal entities — corporate customers and the buyers in whose name the invoices are issued — with the fiscal code, the legal address, the bank and the IBAN, the payment terms and the uploaded documents (contracts).
4. Groups is where labels with a percentage discount are created (for example “VIP customers, 15%”), assigned from the customer card; a customer belongs to a single group.

Result. The group discount and the personal discounts are applied automatically to all of the customer's orders, both on the storefront and in the admin panel; the invoice is issued to the selected buyer; the organization's payment term determines whether a corporate customer may order on an invoice with a deferred term; the personal manager automatically receives that customer's orders.

Closing actions. None required. Details: Customers, organizations and groups.

F15. Offering online payment and payment by invoice

Conditions. Permissions for Settings; for online payment — a merchant account with the chosen payment processor.

Preparatory actions. The details of the issuing companies and of their banks; the VAT regime; the payment processor credentials, taken from the print shop's account with it; the payment policy for companies (advance payment, payment in full, payment after delivery with a debt limit).

Resources. Approximately 20–30 minutes for the initial configuration, plus testing one order in test mode.

Sequence of actions.

1. In Settings → General Settings the VAT is set: whether it applies, the rate and the mode — included in the price (for information) or added on top of the price; VAT added on top is applied on the server as well when the order is created.
2. In Settings → Payments → For Legal Entities the print shop's companies that issue documents are entered, grouped by VAT regime, with their taxation system and their banks; their details appear on invoices and statements.
3. In Settings → Payments the following are filled in where applicable: the percentage surcharge for individuals (for example the processor's commission), the currencies — the currency of the reference books and the currencies offered to the customer, with a margin over the exchange rate — and the Payment Terms for companies: full prepayment, an advance, or payment after delivery with a debt limit; the terms are assigned to organizations (F14).
4. In Settings → Integrations, the Payment group, the desired methods are enabled: payment by bank transfer (with the details of the companies above), card payment through the payment processor from the Republic of Moldova or through the available international payment systems; an online method appears on the storefront only when the integration is active and all the credentials are filled in; test mode allows trial orders with test cards.
5. Optionally, in General Settings the bonus program is switched on: the cashback percentage granted when an order is marked as paid and the maximum share of a future order that may be paid with bonus.

Result. At checkout the customer sees the active methods: cash or transfer on pickup or on delivery, online card payment (with a redirect to the processor and the order automatically marked as paid on confirmation), while a corporate customer with a payment term gets the order on an invoice without immediate payment, as long as its debt stays below the limit; promo codes and gift certificates are applied in the same step (F21). The amount paid, the amount still due and the payment status are tracked on the order.

Closing actions. Testing a complete order in test mode before activating the methods for customers. Details: Payments, Integrations, General Settings.

F16. Offering delivery services on the storefront

Conditions. Permissions for Settings; for the AWB — an account with the integrated courier.

Preparatory actions. The list of delivery methods, the rates (fixed, per kilogram, free from a given amount), the cities served, the branches and the pickup points with their opening hours.

Resources. Approximately 20–40 minutes.

Sequence of actions.

1. In Settings → Delivery → Site Delivery the methods are created: name and description, the type — pickup or courier —, the price (fixed, per kilogram applied to the estimated weight of the order, free from a given order value), the text displayed instead of the price when the cost is agreed at confirmation, the name shown on the invoice, the icon, the working hours and the exception days, the active status.
2. In Cities the localities served are entered, with the postal code; in Branches — the physical pickup locations, with the cities served, the telephone, the opening hours and the pickup points; in Settings — the rounding of the cost, the default country, the calculation criterion and the countries to which delivery is accepted.
3. In Settings → Integrations, the Delivery & carriers group, the couriers are connected (the API key and the sender's details) and the global Self Pickup switch is used, which turns off pickup everywhere without deactivating the branches.

Result. At checkout the customer chooses the method: pickup leads to selecting a branch, courier delivery asks for the city and the address; the cost is calculated according to the rules of the method and the estimated weight, and the delivery date takes the opening hours into account. On the order page the manager generates the AWB with the integrated courier, tracks the shipment, downloads the label or cancels the shipment, and can change the method or the negotiated cost.

Closing actions. None required. Details: Delivery, Integrations.

F17. Accounting: invoices, sales documents, reconciliation, returns

Conditions. The issuing companies are configured (F15); permissions for Accounting (normally the Accountant role).

Preparatory actions. None required; the documents are generated from the orders and from the customer cards.

Resources. The registers are filled in automatically; a reconciliation statement is drawn up in 1–2 minutes.

Sequence of actions.

1. Client Invoices (Debit) — the register of the invoices issued from the order pages, with filters by status (new, paid, cancelled), order number and invoice number, customer, payer, supplier and amount; the invoice status follows the payment or the cancellation of the order.
2. Realization — the sales documents, generated when the goods are handed over and linked to the order number, so that the chain order → invoice → sales document remains traceable.
3. Reconciliation Acts — created directly: the print shop's company, the contractor (an organization), the period; the statement stays pending until both parties confirm it, after which it moves to approved.
4. Returns — the record of returned products, registered from the corresponding order, with the statuses pending, refunded, cancelled; a completed return is credited to the customer's balance.

Result. The accountant has a complete record of the financial documents related to orders, without having to write them from scratch; the PDF documents (invoice, delivery note, completion certificate) are generated from the order page using the details of the issuing company.

Closing actions. None required. Details: Accounting.