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Sellvia Insights

Sellvia Order Processing: How To Approach My First Order

by Denis K. | | 11 min read
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So, you’ve finally got your first order? Now you’re probably wondering how do I handle it the right way? This is where you’ll need to know how Sellvia’s order processing is set up.

That’s why in this article, we will try to clear up how you can process your first order (and any future orders!) in the most efficient way possible.

What is order processing?

The world is turning more and more digital with each passing day, and it’s clear why ecommerce is growing so incredibly fast. For this reason, ecommerce businesses need to optimize their order processing workflow (the journey from when an order is placed to when it is shipped) to make sure that every customer’s shopping experience is perfect.

What does order processing mean? To be more specific, it is the workflow that ensures customer orders are properly prepared and delivered to the right place. Depending on the scale of the business, order management can happen in a warehouse or distribution center, where sorters and packers work together trying to complete order fulfillment or it can be done by a single person or small group of people.

The process itself starts after your customer places an order in your online store. Then, you need to confirm the products are in stock. After that, pick the product from the inventory and send it to the sorting area. There, you will need to carefully pack it and ship it to the customer’s address.

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Order processing factors

You can’t apply a one-size-fits-all approach when it comes to order processing, as several factors play into the effectiveness of the whole process.

  • The nature of the products

Shipping products in certain temperatures and/or in humidity-controlled conditions is necessary to retain the quality of the products. For instance, items that fall into this category are food or flowers.

  • Amount of goods

It’s no surprise that the process of managing large quantity orders differs compared to small orders.

For example, postal services deliver small orders directly to the customer’s address, whereas distribution centers handle large quantity orders.

  • Shipping packaging

Another aspect that seems to be obvious, but some manage to overlook – is the size of packaging containers. Why? Because it can affect the handling of the product during shipping.

  • The productivity of the workforce

It’s really up in the air if the workforce can keep up with order processing. However, if the number of orders exceeds the ability of the workforce then it’s a clear sign that certain automation features need to be incorporated into the process.

  • Seasonality

Around the holiday seasons, for example, there can be a lot of stress put on the whole processing workflow. During these busy shopping seasons workers need to pick, sort, pack and ship a lot more orders.

Workers spend more time getting the products ready for shipping, as a result it takes longer than usual for customers to receive their orders compared to normal circumstances.

Order Processing Workflow: 5 fundamental steps

There are five main steps in order processing, from the placement of the order to the delivery (in some cases it goes on if there’s a return). Here’s a quick breakdown of what’s happening during the order processing workflow.

I. Order placement

During order placement, an order management system receives certain details about the customer order. This usually includes information about the item(s), shopping details, and delivery address. Furthermore, if the business has multiple fulfillment centers or warehouses, the order management system automatically decides the appropriate warehouse to ship from, based on the availability of the goods and the delivery address. In many situations, this helps reduce delivery costs and times.

II. Picking inventory

Order picking must be a highly controlled process because it directly influences the productivity of the overall order processing workflow – the sooner orders are accurately picked, the sooner they can be packed and shipped.

To efficiently pick orders, businesses generally employ different picking strategies, including but not limited to:

  • Piece picking, where each picker collects the necessary products for one order at a time.
  • Zone picking, where each picker is responsible for picking items within a zone of the warehouse.
  • Batch picking, where order pickers collect products for several orders simultaneously, in batches.

Picking can be done manually by using picking slips and spreadsheets, automatically using barcodes and scanners, or even picking robots or machines.

III. Sorting

The process of separating picked items according to their final destination.

Sorting is an essential step toward accuracy and customer satisfaction because it’s the perfect time for workers to ensure all ordered items are present and in good condition for shipping.

IV. Packing

The process of securing items into appropriate shipping boxes. The packing process also includes weighing the packages and labeling them with recipients’ addresses and any necessary delivery instructions.

V. Shipping

The process of transporting orders to their final destination. You can either ship the orders directly to the customer, or you might need to consolidate it with other orders that are going to nearby locations. This will cut down costs and minimise the total number of shipments.

Once items are delivered, businesses often follow up with customers to ensure satisfaction or answer any questions regarding the product purchased. If the order processing steps are carried out effectively – meaning all items are delivered accurately, timely, and safely – customers are more likely to be satisfied.

When shipping, it’s important to use a reliable tracking system so you – and your customers – can monitor the orders.

Sellvia order processing: handling your first order

There it is, your first order, a truly life-changing moment that you might remember for the coming years. But for now, let’s make sure your first customer is your first happy customer!

When some lucky customer orders one of your products, it appears in SellviaOrders.

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Once you see the order, you need to send it to the Sellvia Warehouse. So, when you click on the Orders, you will see something like this:

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Click on the order to see its details.

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Next, click the “Order from Sellvia” button in the Actions sections. In the next tab, you will see available Sellvia products with a “Product Found” status.

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If the product has a “Product Not Found” status – you can find it manually in the Sellvia catalog. Simply click “Find product Manually”.

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In the next tab, search by the name of the product and select it from the list.

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Now, head back to the product list and complete the order. If the product is not appearing in the manual search, contact the support team for assistance.

Moving on, if you want to add a gift to the order, press “Edit”.

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Then “Add another product”.

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Type in the title of the product and click “Add” and close the tab.

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The product should appear in the order.

Your next step should be to carefully check all the order details. Once you see that everything is in check, click “Place order”.

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Then, you will be redirected to your Sellvia account, where you will need to click on the “Checkout” button to complete the order.

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Once you click on the “Checkout“, a window will appear confirming the order, click “Yes” to continue.

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At the checkout page, you can check the order details, select the suitable payment option, and complete the purchase.

If you have several orders to place, you can pay for them in bulkPlace orders without clicking on the “Checkout“.

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Once you’ve placed the last order, click the “Orders” tab on the left.

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Then, select all the orders you plan to complete and click “Checkout”.

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A window will appear confirming the order, click the “Proceed to checkout” button.

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Please keep in mind, if you try to Checkoutbut have not completed the payment for some reason and you don’t see the highlighted Checkoutbutton, click on the “Card” icon next to the order number and you will open the Checkoutpage to complete the payment.

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Once the order is complete, on the “Orders tab”, you can see the Status of the order and the Tracking id number

And there you have it, your first order is complete! We take care of the following steps and your customers get their order in the designated time. It takes 1 business day to process the initial order and 1-3 business days for your customer to receive their order.

You will stay notified

During the ordering process we want to make sure no extra troubles arise, that’s why we notify both sides (you and your customer) about the current status of the order.

Your customer will receive the following notifications once you’ve processed the order.

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And you will receive this kind of notification.

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Sellvia order processing: how to handle refunds

Our number one priority is the satisfaction of your customers and we want you to fulfill your orders with confidence and ease. If you manage your business with Sellvia, everyone who shops with you receives the following benefits:

  • Refund if the item is not as described or damaged;
  • Refund minus the shipping cost if your customer does not want the product they received. Your customer must return the item at his expense to our warehouse and the same condition.

However, refunds are not available under the following circumstances:

  • Your customer’s order does not arrive due to an incorrect address provided by the customer;
  • Your customer’s order does not arrive due to exceptional circumstances beyond our control (e.g. delayed by a natural disaster).

How do I request a refund, return, or exchange, you might ask?

Handling returns is a crucial part of any business, and we want to make sure that your returns process is simple and effortless.

  1. In the event of a refund, return, or exchange request from your customer, contact our Customer Support team via email at support@sellvia.com and include the evidence if required.
  2. After we have approved the order refund, return, or exchange, the product must be returned to our warehouse at the following address: 14460 Myford Rd, Irvine, CA 92606, USA.
  3. Your customer must return the product and provide a tracking number.
  4. Once the tracking number has been provided (or once we have received the returned product), a replacement product will be shipped or a refund minus the shipping cost will be credited back to the card or original method of payment on file.
  5. For Sellvia to ship a replacement product or process a refund for damaged or incorrect product we require a tracking number for the item returned

How do I handle the returns process on my end?

When you do happen to stumble upon a refund request, all you’re going to need is your transaction ID.

Log in to your payment account where you receive your transactions. There, you’re going to need to manually find the order by the transaction ID. And in just a few clicks you should be able to complete the refund process. It’s that simple!

We want you to have the best experience running your own ecommerce business, so if you have any more questions, feel free to contact our support team at support@sellvia.com.

Sellvia order processing: conclusion

Now you should have a total understanding of how to process your first of many orders.

If you want to increase your number of orders and the overall amount of potential customers, you need to constantly optimize your online store. To do that make sure you follow the latest trends of the ecommerce industry, and to help you with that, be on the lookout for new article posts in our blog every day! There you will find many guidelines, insights, and secrets on how to create a successful ecommerce business that will bring your income for the years to come. And make sure you check out our Academy, where you can find the explanation on everything involving online store promotion and become an expert promoter yourself!

To create a successful business, you need to have a continuous traffic flow of online users to your online store, and to help you with this we’ve created a promo tools bundle that will transform your online store into a powerful sales-generating machine! 

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by Denis K.
Denis is a copywriter at Sellvia. Having graduated from the Faculty of International Business as a specialist in advertising, he explores the rapidly changing and evolving digital marketing industry and feels committed to sharing his findings with a wider reader’ audience.
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