The Administration Interface: The Dashboard

The administration interface is responsible for controlling everything you see on the public interface.
You can view and manage orders, update customer information, and add new products to your
store.

You can login to your site’s administrative interface by visiting:

http://www.yourdomain.com/index.php/admin/

Once logged in, you will be redirected to the dashboard. The dashboard gives a quick overview of all
the recent activity with your web site. You can view overviews of lifetime sales, average order totals,
order transaction totals over a given period, and recent product searches by customers

The dashboard is the gateway to every other section in the administration interface. From the
dashboard, you can navigate to each of these different sections:

• Sales: View orders, invoices, shipments, or create new orders

• Catalog: Create and manage products, categories, product attributes, and tags
• Customers: Create new customer accounts, edit existing customer accounts, and manage
customer groups
• Promotions: Set up discount codes and shopping cart rules called promotions
• Newsletter: Manage newsletter subscribers, edit existing newsletters, or build new
newsletters
• CMS: Manage non-product pages and static blocks
• Reports: View and export reports on a variety of different topics from sales, products,
customers, and product reviews
• System: Contains all of the configuration details of your store, including individual store
options, shipping settings, and cache management

The Administration Interface: Sales

The sales drop down contains six different areas: Orders, Invoices, Shipments, Credit Memos, Terms,
and Conditions and Tax.

The Administration Interface: Sales—Orders Grid

Orders are a vital part of your store. Once an order has been placed in one of your stores, it will
appear in the order grid page. The order grid serves three main purposes: reviewing orders by
filtering options, bulk order actions, and creating new orders. Orders are organized in pages in
increments of 20, 30, 50, 100, and 200.

By default, orders are listed by the most Purchased On filter which displays orders from the most
recent to the oldest. You can sort orders by clicking on any of the columns headers listed above the
orders. These include: Order #, Purchased from (store), Purchased On, Bill to Name, Ship to Name,
G.T. (Base), G.T. (Purchased), Status, and Action. Below the column headers are additional filtering
options that include specific searching information, like a specific order number, purchase date,
name, total amount, or status. To use the additional search features, enter in the specific
information you are looking for and press search. Clicking the reset filter button to return the view to
its default state.
From the sales order grid, you can also manage orders in bulk using the pulldown labeled Actions.
Here you can modify multiple orders from the settings cancelled, hold, and unhold. You can also
print invoices, packing slips, and credit memos.

From the sales order grid, you can also create customer orders from inside the admin interface. To
create a new order, simply click the Create New Order button on the Orders grid page.

There are several steps involved with creating an order from inside the admin interface. They are the
following:

 Select a customer: To begin the process, you must first either select an existing customer or
click the create new customer button. If you choose the create new customer button, you
can create a new customer and a new order at the same time.
 Add products to the order: After selecting a customer and which store the order should be
placed from, the next step is to add products to the order. If you selected an existing
customer, a block called Customer’s Current Activities will be displayed on the left-hand side.
Customer’s Current Activities provides an overview of products your customer has viewed,
compared, and ordered. If the order is for a new customer, you will have to click the Add
Products button. This will bring up a list of all available products. Click the checkbox next to
the item and enter in the desired quantity for each product and click the Add Selected
Product(s) to Order button. The page should refresh with all of the selected products. Now,
you can update product quantities and set custom pricing for each item.
 Enter customer information: Next, enter in the customer's information including email
address, billing address, and shipping address. If the order is using an existing customer, you
can select previously used addresses from the Add New Address dropdown. If the address
information is new and you’d like to save it for a future purchase, click the Save in address
book checkbox on the bottom of both the billing and shipping address.
 Payment method: Select one of the payment options listed. If the payment method uses a
credit card you will need to enter in that information as well.
 Shipping method: Select one of the shipping options listed. You must enter in a shipping
address before shipping can be calculated.
 Order comments: If you need to add comments to the order, use the order comments field
found within the Order History section. Order History stores comments and changes to order
status and is viewable by customers. This is an optional area.
 Order Totals: Before you submit an order there are two additional checkboxes. If you added
a comment to the order, make sure you select the Append Comments checkbox. You also
have the ability to send the customer an email containing all order information by selecting
the Email Order Confirmation checkbox. Once you submit an order, you will be taken to the
order details page. This page allows you to review and manipulate orders on an individual
basis. Alternatively, you can reach this page by clicking on any order on the sales grid page

■ Note If you create a new order or a customer places an order its status will be set to PENDING.

The Administration Interface: Sales—Invoices Grid

The next step in processing a sales order is to create an invoice. Invoices can be created from the
order details page. Invoicing is a great way to notify customers that they still have an outstanding
balance that needs to be paid. This is especially helpful if customers have the option to pay by check,
money order, or purchase orders. You can also create multiple invoices per sales order. For example,
if a customer orders two of product A and two of product B, you can invoice those two groups
individually. Once an order has been invoiced, it will appear on the Invoices Grid. The Invoices Grid
uses a very similar layout to the sales order grid. Invoices can be filtered and searched for using the
provided fields .

If you click on any of the invoices you may be taken to the invoice detail page. At first glance, this
might look identical to the sales order detail page, and while the information and layout is nearly
identical it is important to understand that invoices cannot exists without a sales order being placed
or created first.

■ Note When you create an invoice for an order, this will change the order status from PENDING to
PROCESSING.

The Administration Interface: Sales—Shipments Grid

Similar to invoices, shipment orders are created from the sales order detail page. During the
shipment order process, Magento gives you the ability to create individual shipping orders, per
specific product quantities depending on which products have shipped out. To do this, simply modify
the Qty to Ship fields next to each product.

■ Note Chapter 7 will cover what to do if you need to cancel an order.

Alternatively, during the invoice creation process, there is a checkbox located under the shipping
method box. If you select this checkbox, you will create a shipment order and can enter in one or
more tracking numbers at the same time. If the notify customer checkbox is selected while the
shipment order is being created, the customer will receive an email containing the tracking number
information. Once added to shipment orders, customers can view tracking numbers by logging into
the public interface and viewing their order history. Use this feature carefully because if you create a
shipment order at the same time you are creating an invoice you will not be able to separate
product quantities into different shipments.

Individual shipment orders display all the necessary order information plus any tracking
information that is associated with this shipment orders. While shipment orders share all of the
same order information, if there are multiple shipping orders that have their own unique tracking
information, each order with have to be updated individually.

■ Note When you create a shipment for an order, this will change the order status from
PROCESSING to COMPLETE. If an invoice for the order has not been created, a PENDING status will
be changed to PROCESSING when you create a shipment order.

The Administration Interface: Sales—Credit Memos

Credit Memos are used to provide customers with refunds. Credit memos can be issued at any part
in the process once an order has been placed. To create a credit memo, you must visit a sales order
detail page. Credit memos allow you to either credit entire orders back to customers or select
specific product quantities to refund to the customer. You can also fund a portion of the shipping
price.

Once a credit memo has been created, it will be listed in the credit memo grid page. This grid page
shares the same filtering options as orders, invoices, and shipments.

■ Note Creating a credit memo will change the order status to COMPLETE regardless of what the
previous status is set to.
The Administration Interface: Catalog
The Catalog drop down of the administration interface gives you complete control over products,
categories, tags, product attributes, and product reviews.

The Administration Interface: Catalog—Manage Products

The Manage Products links take you to another grid interface that display products by id, name,
type, attributes, sku, price, quantity, and which web site the product is listed under.

Clicking on any of these products will take you to the product details page. While somewhat
overwhelming at first, the product detail page allows you to edit any of the following information
related to your product: Name, sku, price, images, categories, attributes, and which web sites the
product should be listed on.

Jumping back to the product grid overview, you can also create new products by clicking the Add
Product button in the upper right-hand corner. To get started, you will need to select what type of
product you are going to create. The following are the two types of products used on the site:

• Single product: Single products refer to products which can be sold individually or will be
sold together as a grouped product.
• Grouped product: Grouped products allow you to sell groups of single products which have
been grouped together. An example of a group product could be a matching shirt and tie.
Any single products that are grouped together must be created first.

Once you have selected which product you want to create, you will be presented with a blank
version of the product details page. You will need to fill out any information that is required before
you can create the product. Required information is notated with an orange star. Don’t worry if you
miss any information, if you attempt to save the product with missing information, Magento will
provide you with an alert and notification or what information is missing.

The Administration Interface: Catalog—Manage Categories

Categories allow you to give your store structure and form. Magento’s category structure works
differently than most. Each Magento store you create is assigned a unique Root category. Any other
category that you want to use in your store must be created as a sub-category, even though all
categories are considered sub-categories because you are placing them under the Root category. If
you want a specific category to appear in your top-level navigation you will need to make sure you
make that category an anchor category. Anchor categories will display in the top navigation and
display any subcategories which are assigned below the specified anchor category.

The break down looks something like the following:

Root Category
• Toys (anchored category)
• Toy Category 1
• Toy Category 2
• Games (anchored category)
• Game Category 1
• Game Category 2
• Stuffed Animals (anchored category)
• Stuffed Animals Category 1
• Stuffed Animals Category 2
■ Tip Creating a root category will not place it in the main navigation. You must select the Is Anchor
drop down under the Display Settings tab.

The Administration Interface: Catalog—Reviews and Ratings

One great feature about Magento is that it gives customers the ability to rate and review products.
Both of these sections are represented underneath the Reviews and Ratings menu. Magento uses a
1–5 star rating system for product ratings. When customers fill out a review they are required to also
include their 1–5 star rating on each of the rating topics. Price, quality, and value are all sample
ratings shown in

Once you have set up your required ratings information and customers begin to complete reviews
on your products, they will appear under Catalog ➤ Reviews and Ratings ➤ Customer Reviews ➤
Pending Reviews. Ratings must be approved before they will appear on the public web site. This
helps to cut down on spam and unwarranted information.

Once ratings have been approved, they will be listed under Catalog ➤ Reviews and Ratings ➤
Customer Reviews ➤ Pending Reviews and appear in a list similar to Figure 4-25. This allows you to
edit or delete reviews as necessary.

The Administration Interface: Customers

The customers tab allows you to add new customers, manage existing customers, create or modify
customer groups, and view online customers.

The Administration Interface: Customers—Manage Customers

The manage customers link provides an overview of every customer currently registered with your
store.

The overview page displays customer names, email address, customer group, telephone numbers,
and additional information. You can filter how the overview page displays the list of customers or
search for specific information in any of the provided fields: id number, name, email, group,
telephone number, zip code, state/province, sign up date, and which web site they are assigned to.
The overview page also allows you to apply bulk actions to customers. You can delete customers,
subscribe customers to newsletters, unsubscribe customers to newsletters, and assign customers to
specific customer groups

Clicking on any of the customers listed in the manage customers grid view will bring up the customer
details page. The customer details page includes customer account information, a list of address
they’ve used, their order history, and items they currently have in their shopping cart. The customer
details page also keeps organized totals on how much customers have bought total and how much
their average purchases were for.

The Administration Interface: Customers—Customer Groups

Setting up customer groups allow you to establish multiple options for different customer groups.
You can also assign different quantity pricing to products, depending on which group a customer is
assigned to. This allows you to offer both retail pricing, wholesale pricing, and volume discounts
through one web site. Customer groups also allow you to set up specific tax classes for customers.
This provides control over tax. For example, typically wholesalers do not have to pay tax on
wholesale purchases, but most retail customers are required to pay tax depending on their billing
location. By assigning customers to specific groups depending on their requirements, this allows you
complete control over product pricing and tax.

The Administration Interface: Customers—Online Customers

The online customers section displays a listing of all the customers currently browsing your store.
This list includes customers who are not logged in. This page also displays the customers IP address,
time their session started, and the most recent URL. If the customer is logged in the website,
Magento will display their first and last name. If you click on a customer, you will be taken to their
Manage Customer detail page that provides detailed information about the customer, items in their
shopping cart, and their recent purchases.

The Administration Interface: Promotions

There are two different areas under promotions: Catalog Price Rules and Shopping Cart Price Rules.
Catalog Price Rules are rules that affect the catalog only while Shopping Cart Price Rules are applied
to items that are placed within a customer’s cart.

The Administration Interface: Promotions—Catalog Price Rules

Catalog Price rules are rules that affect pricing for your entire store catalog. With this feature, you
can bulk discounts to groups of products or single out one specific product to offer a discount. There
are two main components when setting up catalog price rules: the rules themselves, which specify
products by name, quantity or SKU, and actions which determine exactly how much of a discount
should be applied to each product. For example, you can give discounts to products that are
purchased together or discounts if a specific product quantity is purchased.

Rules are not retroactive, meaning if customer A purchases a product before the catalog price rule is
applied, the rule will not update the previous order. When establishing a catalog price rule it is
important to know that if the today’s date falls within the from date and the to date, the rules are
instantaneous so once you’ve applied a catalog price rule it will immediately affect any products the
rules apply to.

■ Note Customers have the ability to save products to their carts. If these products are modified by
using the Catalog price rules, any saved items that have been modified will be removed from the
customer’s carts. Customers will have to add the same products to their carts again before they can
checkout.

The Administration Interface: Promotions—Shopping Cart

Price Rules
Unlike catalog price rules, shopping cart rules only affect customers during the checkout process.
There are two types of shopping cart price rules, those that require a coupon code and those that do
not require a coupon code. If the Shopping Cart Price Rules requires a coupon code, the customer is
required to enter the coupon during checkout. Otherwise, it will not take effect. The shopping Cart
Price rules that do not require a coupon code will automatically take effect once a customer has
added the specific required products to their carts (

The Administration Interface: Newsletter

Newsletters are a great way to keep customers informed of sales, new products and other store
news. Customers can choose to receive your newsletter when they register for an account on your
site or you can manually subscriber customers by visiting the Customer ➤ Manage Customers.
To send out newsletters from within your Magento interface, you need to make sure your SMTP
settings (your mail settings) are correct. To review or make changes to your SMTP settings, visit
System ➤ Configuration ➤ Advanced ➤ System.

The Administration Interface: Newsletter—Newsletter Templates

Before you can send a newsletter to your customers, you’ll need to build a Newsletter Template.
Templates contain all required information to send a newsletter to customers. You’ll need to enter
Template Name, Template Subject, Sender Name, and Sender email. The Template Content
Newsletters can be sent as HTML, so you can paste the contents of the email into this section.

Once you’ve built a newsletter template, it will be listed under the grid view. To send your
newsletter to all current subscribers, you’ll need to select Queue Newsletter from the Actions drop
down on the right. You will have to assign a date for the Newsletter to be sent out and you also have
the ability to modify the Newsletter Template you built before you send it out .

The Administration Interface: Newsletter—Newsletter Queue

After a Newsletter has been submitted to the Newsletter Queue it will be shown on the Newsletter
Queue page. This page allows you to sort newsletters by status, date, and other options. The
Newsletter Queue page is not limited to newsletters that are pending, you can also view newsletters
which have been previously sent.

After a newsletter has been sent, the number of processed newsletters should be equal to the
number of recipients. If this number is different you’ll need to visit the Newsletter Problem Reports
page.

The Administration Interface: Newsletter—Newsletter Subscribers

The Newsletter Subscribers page provides an overview of all customers that have signed up to
receive your newsletters. This page also displays which web site, store, and view the customer is
from. You can view and sort customers by the provided fields. The only action that this page
provides is the ability to unsubscribe customers in bulk. If you find that a customer is not signed up
to received your newsletter you can visit Customer ➤ Manage Customers to add them to the list.

■ Note It’s important to know that while you can create as many different types of newsletter as you
want when customers sign up to receive a newsletter they are agreeing to receive all newsletters,
not just one specific newsletter.

The Administration Interface: CMS

The CMS section of the administration interface controls any editable content that your site might
require. Static content pages, static content blocks, and polls.

The Administration Interface: CMS—Manage Pages

The Manage Pages area gives you the ability to create and modify non-product content pages. These
pages allow you to provide customers with additional information about your store, your policies, or
any other information that you feel is relevant to share. Example CMS pages are: About Us,
Customer Service, and a 404 error page.

By default, there are five different layouts that static pages can use: Empty, 1 column, 2 columns
with left bar, 2 columns with right bar, and 3 columns. Empty pages will be displayed with a blank
white background while each of the four other layouts will display the content between the normal
page header and footer. Empty pages are ideal to provide quick information that can be displayed in
a small external window.

The Administration Interface: CMS—Static Blocks

Static blocks are small areas within your store used to promote products and provide other features
to your customers. Static Blocks can also act as landing pages for product categories. Figure 4-37 is
used for an electronics landing page.

Since Magento allows you to build these static blocks as HTML, the possibilities of how static blocks
can be designed and laid out are endless. Figure 4-38 is a quick look at what the same static block
looks like from the public.

The Administration Interface: Reports

The following are the seven different areas under reports.

• Sales: Sales offers six different types of reports, which are sales report, tax, shipping, total
invoiced, total refunded, and coupons.
• Shopping cart: The two reports under shopping cart are products in carts and abandoned
carts. Products in carts provide a complete list of items currently in all customer carts. While
abandoned carts are carts in which customers began to checkout, but never completed the
process. Actions of users who are logged in do count towards these report totals.
• Products: Product reports offer four different types of reports, including bestsellers, most
viewed, low stock, and downloads.
• Customers: The three reports offered about customers are new accounts, customers by
orders total, and customers by number of orders.
• Reviews: Review reports are organized into two different areas, customer reviews and
product reviews. Customer reviews provide a review organized by customer while product
reviews are organized by the products themselves.
• Tags: Tags offers three different reports, including customers, products, and popular.
• Search terms: Although search terms only offer one type of view, this report displays a
complete listing of all terms customers have used when searching your site for products.

Magento gives you the ability to view reports by a range of date via a dropdown menu. You can also
choose to view the date by a month, week, or day view. All reports can be exported in both excel
and csv formats.

The Administration Interface: System

The heart of the administration interface is the system drop down. Here you can configure and
control all the different parts of your store, including adding extension to your store to updating your
account and contact information to modifying payment and shipping methods.

The Administration Interface: System—My Account

The My Account link allows you to update your information as an administrator. You can update
your username, first and last name, email address, and change your password.

The Administration Interface: System—Import/Export

The Import/Export section allows you to import and export Customers and Products for each one of
your Magento stores. Labeled as profiles this enables you to quickly duplicate products between two
different Magento stores. The Import/Export feature can also act as a secondary backup for your
stores

The Administration Interface: System—Cache Management

Due to the size and complexity, Magento has it’s own caching system. By caching products, content,
and other information this allows Magento speed in which pages are loaded. If you are configuring,
or modifying Magento inside of a test environment or production server, it might be best to disable
the cache system to double-check that your changes have been made. Otherwise, it is
recommended that the cache system be enabled to help reduce the load on the server .

■ Tip If you are making modifications to Magento and you do not see the new changes take effect, make sure
that the All Cache option is either set to disabled or refresh after you make your changes.

Working with Products

Getting Started with Categories
Before you begin working products, you need to set up your store Categories. Categories provide
structure and organization to your store. You can use categories to organize products by type,
functionality, or even brands. To add new categories or edit existing categories, login to your
administrative interface and navigate to Catalog ➤ Manage Categories.

There are two types of Categories, Root Categories and Subcategories. Think of Root Categories as
a big blanket, and while it’s not the best practice to assign products to a root category, you are
allowed to do this. The best thing to do when building your category structure is to assign products
to any of the sub categories listed underneath your Root Category. Magento allows you to have
multiple stores and you can assign different root categories to different stores. This allows you to
design identical root categories and subcategories, which could contain the same products, but be
assigned to different stores.

To change which root categories are assigned to each of your Magento stores, navigate to the
System ➤ Manage Stores and select the store you’d like to edit. Even though you can assign
multiple subcategories to a root category, you can only have one root category per store at a time.
By default, Magento only requires that you provide a name for a category to save it, but there are
specific requirements that categories must meet before they are displayed on the public interface.

For Categories to be displayed, they require the following:

• Root category: Subcategories must be under the correct root category for the correct store.
You can only have one root category per store.
• Categories must contain products: Even if you create a category, if you do not have any
products assigned to the new category it will not display.
• Categories must be active: If you create a new category, you must select yes from the Is
Active Drop down; it’s underneath the first section called General Information.
• There must at least one anchor category: You are allowed to create subcategories of
subcategories, but for your categories to be displayed either the category you are working
with or the top-level category must be set as an anchor category.
There are four sections under the category management page: General Settings, Display Settings,
Custom Design, and Category Products.

Product Categories: General Settings

The general settings section contains the following fields and drop downs: Name, Description, Image,
Page Title, Meta Keywords, Meta Description, Is Active, and URL Key. Name, Description, and Image
are all items that will be displayed on the category landing page. Page Title gives the category a
name. You can turn categories on and off by selecting yes or no from the Is Active dropdown menu.
The remaining items, including Page Title, Meta Keywords, Meta Description, and URL Key are all
provided by search engine optimization (SEO) for Magento Categories. The URL Key refers to the
actual URL. It’s recommended to make URLs as friendly as possible by removing any articles, like the
words and, to, the, and at.

Product Categories: Display Settings

The display settings section allows you to control the appearance of each category independently
from each other. You also have the ability to create CMS Blocks that act as mini landing pages for
each one of your categories. This is particularly helpful when customers are interested in a specific
product category, but not sure where to navigate to. You can use CMS Blocks to direct uses to
different subcategories or pages within your site.
.
If you want, subcategories are allowed to be anchor links and be displayed as the top-level
navigation, but there is limited room in the area provided for anchor links, so you will need to plan
out the structure of your site ahead of time.

Product Categories: Category Products

Assign pre-existing products to categories under this section. You can search for specific products by
Name, Id Number, SKU, Price Range, and Position. Products can be added simply by clicking the
checkbox within the row associated with the product.

Creating a Simple Product

Once you’ve created your categories, you’ll need to create products to fill those categories. To get
started, navigate to Catalog ➤ Manage Products and click add product in the upper right-hand
corner. If you set up any attribute sets, you will be presented with two drop down menus before you
begin. One asks you to select an Attribute Set and a Product type. To start, let’s select Default for
Attribute Set and Simple Product for Product Type.

Next is the Product Information screen where you configure all the necessary information about
your product. It consists of 13 different areas: General, Prices, Meta Information, Images,
Description, Design, Inventory, Web sites, Categories, Related Products, Up-sells, Cross-sells, and
Custom options.

Product Information: General

The General section contains much of the core required information for creating a new product. The
required fields are: Name, SKU, Weight, Status, Tax Class, and Visibility. With the status drop down,
you can quickly enable and disable products.

You can also set products to a new status under the Set Product as New From Date and Set Product
as New to Date. This gives you the ability to feature New products as they are added to your store
Product Information: Prices
The Prices section contains all pricing information for products. The only required field is the basic
Price field. The field called cost is for internal use only, dealing with reporting and is not viewable by
customers. Tier Price not only lets you set up quantity base pricing, but quantity-based pricing per
customer group. In Chapter 6, you’ll be taking an in-depth look at customers, customer groups, and
how customer group pricing works.

Products can be given Special Prices in this tab. Special prices are prices which are viable and
available to all customers, regardless of their customer group.

Product Information: Meta Information

The Meta Information section contains only three simple fields: Meta Title, Meta Keywords, and
Meta Descriptions. All of this information will be displayed in the HTML <HEAD>, and although
hidden to the customer it is important for Search Engine Optimization and better search engine
results. Information in this tab is not required to create a new product.

Product Information: Images

The Images section contains options to upload images for your product. Magento allows you to use
different images for each of your different store views. You can also upload different images for
thumbnails, small images and base image (full size image). Although recommended, images are not
required to create a product.

Product Information: Description

The Description section contains only two fields: Description and Short Description. Both of these
fields are required to save a product. The short description will be displayed on the product list view
and the Description and short description will be displayed on the product detail page.

Product Information: Design

Similar to Category configuration, you can assign unique layouts and designs to individual product
pages. There is no required information on this section .

Product Information: Inventory

The Inventory section contains a number of different fields. Most importantly, it is the Qty which is
required to save a product. Magento will keep track each time the product is purchased and will
adjust the Qty accordingly. You can also set up email notification when product Qty’s drop below a
specific level. If you do not want to keep track of your inventory in this manner, the Manage Stock
drop down can be changed from Yes to No. Aside from basic Qty inventory, you can also control
minimum and maximum numbers of the product customers can purchase.

■ Tip Make sure you change the Stock Availability drop down from Out of Stock to In Stock. Although
not required, if you do not make this change your product will not display.

Product Information: Web Sites

The web site section controls which web site your product will be displayed on. This is not required
to save your product, but it is required if you want your product to be displayed. While you are not
limited to displaying products on one web site, you must select the web site you want your product
to be displayed in.
Product Information: Categories
The Categories section brings up a list of all available Categories. Categories must be created before
you can assign products to them. Products can be assigned to multiple categories and multiple
stores. If you have multiple Magento stores, you will need to assign products to each store and
category you want the product to be displayed within.

Product Information: Related Products, Up-sells and Cross-sells

Related Products, Up-sells, and Cross-sells allow for cross-promotion within your store. You can
assign specific related products to the product you are currently making. To assign related products,
you’ll need to make sure you select the check boxes on the far left column. These products will be
displayed on category pages, product details pages, and the customer cart page. Neither Related
Products, Up-sells, and Cross-sells are a requirement to create a new product.

Product Information: Custom Options

Form elements for custom Forms could include blank fields, drop downs, radio buttons, etc. Custom
options differ from product attributes, because they are unique to each individual product. You
cannot create sets with custom options. They have to be recreated with every new product. This
section is not required to create a new product.

Product Reviews
By now, you should know that customers have the ability to write reviews about your store’s
products. Associated with each review is also a rating, based upon your criteria, which the clients are
required to also submit when they write a review. Reviews must be approved before they will
appear on the public interface. Pending tags will be listed under the menu Catalog ➤ Reviews and
Ratings ➤ Customer Reviews ➤ Pending Reviews.

Product tags
Tags are an easy way to associate products with specific keywords. For example, if you are selling a
cell phone, some example tags that might be associated with this product would be phone, camera,
lcd, sleek, and touchscreen. Tags can be added when the product is first created, but can also be
added by customers from the public.

Tags must be approved before they will appear on the public interface. Pending tags will be listed
under the menu Catalog ➤ Tags ➤ Pending Tags.

■ Note Currently, once a product is created you can only add tags from the public interface.
Hopefully, this is an issue that Magento corrects in the future.

Working with Orders

Getting Started with Orders
Once your store starts receiving orders it can be a little overwhelming. Payments need to be
received and verified, customers will need updates on orders that have shipped, and you’ll need to
keep an eye on orders through reports. In this chapter, you’ll look at the details of an order, how to
process orders, and how to generate reports based upon orders that have been placed. Let’s start by
taking a look at an order details page. To view the details of an order from the admin panel, navigate
to Sales ➤ Orders. Once the grid listing loads, select an order from the provided list to view its
details.

The order details page displays all of the details of the order including order number, customer
information, billing and shipping information, payment method, shipping and handling information,
an itemized list of each product ordered, a comments area, and an order totals area.

There are two different navigation points on the order details page. Up top are action items that
include the following buttons: edit, cancel, hold, invoice, ship, and reorder. You'll be going through
each of these actions in this chapter. On the left there are five tabs. The first is the information tab.

It also includes, invoices, credit memos, shipments, and comment history. While no actions can be
taken in each of these tabs, once orders have been invoiced and shipped, a record of their respective
invoices shipments and credit memos will be listed under each tab.

Since Magento allows you to create multiple stores, it also assigns a unique sequential order
number to each store

It is important to know that while you can create multiple invoices, shipments, and credit memos
each of these items will be contained underneath one order number. The order number in Figure 7-1
is 100000006. Usually, you will only have one invoice, shipment, or credit memo assigned to each
order number, but Magento does allow you to create multiples. It can get rather confusing because
when you create an invoice or shipment each of these items are assigned a unique number. These
numbers are unique to the invoice or shipment that is created. As an example, if I create an invoice
for order number 100000006 it could be assigned a sequential invoice number like 100000002. Do
not worry if these numbers are not the same, Magento just assigns a unique number to every order,
invoice, shipment, and credit memo that is created inside of the system.

The Life Cycle of Orders

Typically orders follow a standard life cycle process which the following outline in order.

1. New orders arrive in the administration interface with a pending status.

2. The next step is creating an invoice for the order. Once an invoice has been created, the order
status will change from pending to processing.
3. Finally, orders will need to have a shipment. Creating a shipment for an order will change the
status for processing to complete.

■ Note You can create a shipment first, but until you complete both steps 2 and 3 the order status
will only be reflected as processing. You must create an invoice and a shipment before the order
status will be set to complete.

Complete List of Order Status

There are several other order status aside from pending, processing, and complete. Orders can be
set to any of the following status:

• Pending: Pending orders are brand new orders that have not been processed. Typically,
these orders need to be invoiced and shipped.
• Pending Paypal: Pending PayPal orders are brand new orders that have not been cleared by
PayPal. When using PayPal as a payment method customers are redirected to the PayPal
site. If they have not paid for the order, orders will be marked as Pending PayPal. It is not
 recommended to process these orders without referencing PayPal first to see if payment has
been made.
• Processing: Processing means that orders have either been invoiced or shipped, but not
both.
• Complete: Orders marked as complete have been invoiced and have shipped.
• Cancelled: Cancelled orders should be used if orders are cancelled or if the orders have not
been paid for.
• Closed: Closed orders are orders that have had a credit memo assigned to it and the
customer has been refunded for their order.
• On Hold: Orders placed on hold must be taken off hold before continuing any further
actions.

Creating an Invoice for an Order

Magento allows you to invoice customers for orders that they have placed in your store. While this is
a feature that is oftentimes reserved for wholesale and business-to-business transactions it can be
quite useful for retail purchases as well. It also can be a huge resource for internal records, because
Magento allows you to create multiple invoices if required. This way if someone orders two different
products and paid for them separately, you can create two different invoices.

Note the checkboxes labeled: “Append Comments” and “Email Copy of Invoice” next to the submit
invoice button. The append Comments will save any comments made in the left-hand Invoice
Comments to the invoice. Comments are viewable to the client. The Email Copy of Invoice will send
an email copy of the invoice to the customer along with the invoice comments if the Append
Comments button is checked.

Once you’ve created an invoice for this order, the order status will be changed to processing.

Also, once you created an invoice note that on the product details page the itemized product now
has Invoiced 1 below the Qty header. Since Magento gives you the ability to create multiple invoices
and shipments per order, you can also get a breakdown view of all invoices, credit memos, and
shipments associated with a specific order. To view invoices, credit memos, or shipments associated
with your order select one of these three options underneath the information tab on the product
details page.

Lastly, once an invoice has been created it will be listed in the Invoices tab on the left-hand side of
the order details page. You can view the details of an invoice by clicking on the invoice row.

Bringing up, it provides all the basic invoicing information and looks very similar to the order details
page. One important note is that the invoice is marked as paid, but the customer has not been
notified. If it is not required to notify a customer when you create an invoice, your store might not
need this functionality. Magento is just letting you know that they have not received an email yet

Creating a Shipment Order

The next step in processing an order usually includes creating a shipment order. To do this, select
the ship button from the order details page (Magento also calls this the Order View page). The new
shipment pages.

Just like when you created an invoice there is a field under Qty to Ship that allows you to select a
specific qty of items to ship inside of this shipment. This is especially helpful if you ship out products
through different carriers or methods.
There is also an area to include shipping information for each shipment that you create. You can
select a carrier from the drop down list that includes: DHL, FedEx, UPS, or USPS. You can also enter a
custom shipment if it is not one of the ones listed. This information is accessible to customers
through the public interface, and if the Email Copy of Shipment button is checked they will also
receive the shipping information inside of the email that their order has shipped.

■ Note If you choose to create multiple shipments for one order until you create a shipment for ALL
of your products contained in the order, the order status will remain as processing.

Cancelling an Order
Cancelling an order halts any further actions that can be taken with that order. Orders that are
cancelled cannot be invoiced, shipped, or credited. You can reorder cancelled orders, but this will
only generate a new order in the system with an unique order number.

An order can be cancelled in one of two ways, the order overview page or the order details page. To
cancel an order from the order overview page, navigate to Sales ➤ Orders. When the order
overview page loads select the order you wish to cancel by clicking the checkbox located on the
same row as the order. Once you have the order selected, select cancel from the actions pulldown
and click submit. The page will reload and the order will be cancelled.

To cancel an order from the order details page, click on any order from the order overview page to
view its details. Once the detail page loads, click the cancel button in the upper right-hand corner.
This will cancel the order.

One problem I’ve noticed is that if you cancel an order that has either been invoiced or shipped, the
order will be cancelled but the status will incorrectly be set to complete instead of cancelled. Only
orders marked as pending can be correctly changed to cancelled.

■ Note It is important to realize that you cannot un-cancel an order. Orders that are cancelled are
permanently cancelled.

Placing an Order on Hold

Orders can be placed on hold during any part of the process and will be given a status of On Hold.
Placing orders on hold does not affect an order in any way. The only difference is that you must
unhold orders before you can take any further actions with them. If customers view their order
details from the public interface they will be able to see that the status of their order has been
placed on hold. Similar to how you cancel an order, orders can placed on hold from the order
overview page or the order detail page. To place an order on hold from the order overview page,
navigate to Sales ➤ Orders. When the order overview page loads, select the order you wish to
cancel by clicking the checkbox located on the same row as the order. Once you have the order
selected, select hold from the actions pulldown and click submit. The page will reload and the order
will be cancelled.

To place an order on hold from the order details page, click on any order from the order overview
page to view its details. Once the detail page loads, click the cancel button in the upper-right hand
corner. This will place the order on hold. Once an order is placed on hold to perform any additional
actions with an order you must first “unhold” an order.
Credit Memos
Credit Memos allow you to refund customers for orders they have placed in your store. Once you
create a credit memo for an order, you can take no further action with the order except to reorder
the order. Once you have created a Credit Memo for an order that order status will be changed to
Closed.

Deleting Orders
Currently, there is no way to delete orders once they have been created inside of Magento. Magento
allows you the ability to cancel an order, but deleting or removing an order is an architectural
decision that the Magento team decided to prohibit.

Orders are referenced within multiple tables for optimization of the database. Considering that
Magento is still in version 1.0 it is hopeful that they will include this feature in future versions of
Magento.