Order Manager – how to configure

BaseLinker will let you fulfill all orders from nearly 20 marketplaces in one place! And the number of available integrations is still growing 🙂

 

All available integrations are visible in the Integrations → Add integration section Marketplace.

 

Two-way integrations with marketplaces enables import and comprehensive order fulfillment in BaseLinker panel, as well as synchronization of stock levels and order export to the store.

 

One-way integration with other platforms enables import and comprehensive order fulfillment in BaseLinker panel.

 

Before you proceed with the configuration, think about how your company’s order fulfillment process should look like.

 

Do you want to send all orders from marketplaces to your online store, or do you want to fulfill them in the BaseLinker panel? Do you only want to automate the process of creating labels, issuing invoices, and sending e-mails to customers, or do you also plan to use the Packaging Assistant? Will your employees also use the system? Read articles below and think about your strategy 🙂

 

Below you can see a sample scheme of the Order Manager’s full configuration. It will help you navigate through all the articles. You can skip specific steps if you don’t use the features.

 

 

1. Shipping carriers integrations

Add and configure the carrier account.

 

BaseLinker offers over 50 courier integration! You can connect as many accounts as you need – there are no limits, and it does not affect the subscription fee!

 

From now on, you can create all labels in one place: for a single order or in bulk for multiple orders at the same time. BaseLinker can even create labels without you – using automatic actions 🙂 Properly configured module will also allow you to mark imported orders as paid (based on a file provided by the carrier).

 

Don’t forget to enable the forwarding of the shipping number to the marketplace in the account settings once the configuration is complete!

 

More information about this can be found here:

 

2. Sales documents

Set up the default settings for sales documents.

 

BaseLinker allows you to create different invoice/receipt templates and format series.  You can issue invoices for each order or in bulk for multiple orders at once. BaseLinker can even generate such sales documents without you – using automatic actions 🙂

 

Also, you can integrate the BaseLinker account with external accounting systems. Such integrations enable, amongst others, to transfer the invoices issued in BaseLinker to your online accounting system. Such invoices can be later sent to customers via e-mail or print the same way, as invoices generated in BaseLinker panel.

 

 

3. Printouts and exports

Create your printouts and exports format or choose from the existing ones.

 

BaseLinker allows you to generate reports based on filtered orders (on default or custom templates). There are many ready to use printouts and exports (such as a shipping list, sales report, etc.).

 

More information about this can be found here:

  • Printouts and exports

 

4. Printing

Connect the printer module (optional).

 

You can save on desktop and then print all documents generated in BaseLinker (labels, invoices, etc.). However, BaseLinker also allows you to print documents with one click directly from the panel. To do that, connect your printer to BaseLinker. There is also an integration that enables the printing of fiscal receipts.

 

More information about this can be found here:

 

5. Sending messages

Add your e-mail box and create e-mail templates. You can also connect the SMS module.

 

BaseLinker allows you to send e-mail and SMS messages to customers directly from the panel. You can also send hidden messages (visible only to the seller).

 

You can send messages for each order from the order card, in bulk from the order list, or using automatic actions.

 

More information about this can be found here:

 

6. Order information page for customer

Configure the order information page.

 

Each order in the order manager has its unique information page. You can find a link to such a page on the order card.

 

Order information page contains necessary information about the order, such as product list, delivery address, the current status of the order, information about the shipment. You can also communicate with the buyer through the form available on this page.

 

More information about this can be found here:

  • Order information page for customer

 

 

7. Customer response follow-up

Connect the Thunderbird module (optional) and BaseLinker Caller

 

You can use Thunderbird (an alternative to MS Outlook) to handle emails from customers. The Thunderbird module enables you to redirect you quickly from client messages in Thunderbird to associated order in BaseLinker.

 

To handle phone calls, you can use BaseLinker Caller. It is an application for Android phones (version 7 or higher), which displays information about orders related to the caller’s phone number.

 

More information about this can be found here:

 

8. Slack

Add the Slack module (optional). 

 

More information about this can be found here:

 

 

9. Order statuses

Create your order statuses.

 

Order statuses are the folders that your orders are grouped into.  The statuses may correspond to, e.g., types of shipments, types of payments, or they may be related to the stage of order processing. Their task is to facilitate your work and keep the buyer informed about the progress of his order. You can also create status groups.

 

More information about this can be found here:

 

10. Automatic actions

Create your automated actions.

 

Automatic actions are the heart of the entire Order Manager module. Their construction is based on the principle: If event A occurs, under condition B, then perform action C.

 

With the right system configuration, you will do significantly more work in a shorter time and with fewer mistakes. Instead of sending emails, changing statuses, issuing receipts and invoices, generating labels or printing documents on printers, you will be able to focus on expanding your business 🙂

 

More information about this can be found here:

 

11. Barcode system

Configure barcode system (optional).

 

BaseLinker also helps you in the packing process. You can significantly reduce order completion time and reduce error rates during routine operations by implementing a barcode system and scanner.

 

More information about this can be found here:

  • Barcode scanning
  • Packing Assistant module

 

12. Employee profiles

Create employee profiles (optional).

 

Each employee can have their profile (you don’t have to give anyone an administrator password). Moreover, you can specify which system elements can be accessed by employees (e.g., only orders in certain statuses).

 

More information about this can be found here:

  • Creating employee profile

 

13. Additional fields

Additional fields will allow you to adjust the BaseLinker system to the needs of your business.

 

More information about this can be found here:

  • Additional fields

 

14. Transferring orders to the store

All orders from marketplaces and stores can be fulfilled directly in the BaseLinker. Orders from marketplaces can also be transferred to the one selected store.

 

More information about this can be found here:

 

15. Enable orders import

If you have:

  • already connected all the marketplace accounts and online stores,
  • imported all offers and linked them to products from the warehouse (optional)
  • configured the Order Manager module,

then you can enable orders import at this stage.

 

All you need to do now is to wait for the first orders from customers 🙂

 

More information about this can be found here:

 

 

Don’t forget that the product ID, as well as the EAN, SKU, VAT, and weight in the order card are imported directly from the offer where the order was placed (in section Allegro/other marketplace modules → Offer management).

 

Therefore, if you want this information to be included in your orders, please remember to:

Such actions will enable:

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