Order management


When a purchase is made by a customer in your Magento store, the order will be created and then automatically exported into EasyERP. All new orders placed by customers in your Magento web store are imported automatically into EasyERP. This happens each sync period of 15 minutes. Making EasyERP your master system ensures accurate order management and offers additional possibilities to your retail endeavours.

The order management workflow typically looks like this:

  1. Order comes from Magento store, EasyERP imports order details;
  2. User in EasyERP allocates and fulfills an order;
  3. User in EasyERP confirms payment;
  4. The order is shipped.

This sequence of order processing is not strict, it may vary depending on specific business requirements. You may fulfill and ship order only after receiving payments, or put orders on hold, ship items and receive payment later. Thus, EasyERP system does not dictate the order management logic.

Under EasyERP - Magento integration order updates work in one direction only. It means that changes in order processing (status updates) can only be received from Magento store into EasyERP, and not otherwise. Order updates made in EasyERP will not be visible On your Magento store.

Besides downloading order details, EasyERP also gets customer information. It means when an order is placed by a new customer, the record of him/her is created in EasyERP (CRM module - Persons). This is crucial as it contains name, billing/shipping address, discounts, etc. On Magento customers may make purchases with or without registering at checkout. In both cases a customer record is created in EasyERP.

Regarding currencies, one should know that a Magento store should be set to the same base currency as EasyERP price list assigned to it.

Further in this article we explain how order information is synced between Magento and EasyERP. To find out how orders are generally managed in EasyERP, see Sales orders user guide.

Order status updates

When customers place orders on your Magento web store, they must specify email, first and last name, shipping address, shipping methods (set by store owner), payment method, discounts (if applicable).

example of magento order

Then you, as a store owner, will see this new order in admin panel, Sales - Orders. Your options in Magento in regard to incoming orders are: Edit / Send email / Hold / Invoice / Ship / Cancel. You can also create new order manually if you get a purchase by phone or any other way other than through web store.

When you have your store on magento integrated with EasyERP, all incoming orders are downloaded into EasyERP and processed there. You can see certain data on orders right after your integration of Magento channel is complete in Settings -> Integrations.

easyerp integration channel menu

Further updates on orders’ status work one way only, meaning that initial order status will be reflected in EasyERP, but order processing (allocation, fulfillment, invoices, shipment, etc.) made in EasyERP will not update Magento.

For example: if you get an order from Magento, process and mark it as ‘shipped’ in EasyERP,  this update about shipping won’t be visible in Magento store during synchronization process.

EasyERP receives the following order updates from Magento:

Order status on Magento Resulting update in EasyERP
New Processing
Pending Processing
Processing Processing
On hold Processing
Payment review Processing
Complete/Closed Closed
Cancelled Cancelled
Suspected fraud No update
Custom status No update

! Note, products available both on Magento store and EasyERP should properly match, otherwise you’ll get unlinked orders. More details on this issue - below.

Order details

All the received orders from your Magento store are imported and placed into CRM -> Orders in EasyERP. There orders are displayed chronologically by default. Order management system in EasyERP allows you to sort orders by customer, processing stage, status, payment and so on. In this whole list of all incoming orders you may see basic details right away: order ID, customer, status, payment balance, date, and a sales channel where an order came from, like your Magento store.

easyerp orders magentoEasyERP imports the following data along with orders from Magento:

  • date;
  • ordered items;
  • SKU;
  • quantity;
  • unit price;
  • tax rate;
  • price;
  • amount total;
  • customer name;
  • shipping/billing address.

By clicking on the order you go to its page where you can see all those details, edit the order, and/or take further processing actions.

easyerp order preview


! Note, things like order comments/notes, customer group, user IP, credit memos, transactions and other additional data available in Magento back-office WILL NOT be downloaded into EasyERP.

Also, Magento ecommerce platform includes Invoices feature. If you mark an order as ‘paid’ in Magento back-office by generating invoice, this invoice will also be imported into EasyERP (CRM -> Invoices) during synchronization. After this the order status will change in Magento, but in EasyERP it will still be ‘Processing’, it’s up to you how you treat it there.

Unlinked orders

As briefly mentioned above, for order management process to operate properly one should make sure products in both systems, EasyERP and Magento, match. If they don’t, you’ll get the ‘Unlinked orders’ warning in Settings -> Integrations -> Your Magento channel.

easyerp magento unlinked orders

This is a negative issue for your business workflow, as such orders will not appear in CRM module for you to see, and it signals there is a mismatch between two applications. So how to handle this issue?

There are mainly 2 reasons for unlinked orders: no SKU specified in Magento store, or a product deleted in EasyERP. And for both cases you have two solving options available.

If you click on Unlinked orders, you’ll see them all listed. Find your order from Magento store and click on it. There press the Go to unlinked products button.

easyerp button unlinked orders

You’ll see your product that is unlinked or inexistent in EasyERP. Select your action and press the respective button.

view all unlinked orders

Click to link button serves to link ordered products with incorrect or missing data with those in the database, matching them. In a popup window search for the product and click Link it. Click to build button serves to create new product in EasyERP so an order can be processed.

The best practice to avoid unlinked orders is to add proper SKUs, titles and description to products, while creating them either on Magento or EasyERP side.

Order fulfillment

After an order comes from your Magento store into EasyERP, our application has full functionality to process and ship orders to customers, while tracking every detail. You’ll see 3 order stages - Allocated, Fulfilled, Shipped, marked respectively with colors (green, yellow or red). Order fulfillment suggests picking products, preparing them for shipping, creating goods-out notes for a warehouse, shipping products, and closing an order.

In some cases you may not have available all of the products that were ordered - EasyERP allows partial fulfillment of such orders and shipping later when products are in stock.

How to fulfill a sales order? Find your order, open it and click Edit button. Hover over Fulfill order and choose one of three options:

  • Fulfill and ship later
  • Fulfill and mark as shipped
  • Partial / Advanced fulfill

magento easyerp order action

Each of these actions create a goods-out note, a document that is used by your warehouse to send out and deliver ordered items, and it can also be sent to customer. Additionally, in orders  there are tools to record a prepayment on orders, to generate invoices (for internal purposes or sending to customers), to attach files, download in PDF, add notes.

For detailed description of order management process in EasyERP, please go to our CRM user guide.


Shipping and taxes

When making a purchase in your Magento web store customers may specify shipping methods, pre-defined or their own. These can be set up within Magento platform. When orders are being imported into EasyERP, a shipping method/fee/tracking reference will be assigned to orders along with taxes.

Then, to process and ship the ordered items using EasyERP, users will fulfill the order, and automatically create a goods-out note. This internal document in Inventory confirms order fulfillment and signals to your warehouse to ship and deliver the items. Goods-out note can also be sent to customer along with the order.

After a note is marked ‘Shipped’, this triggers the following:

  • Order status update - marking order ‘ship’ icon green and signaling that now it can be invoiced or delivery note can be sent to customer to notify the order is on the way;
  • Inventory update - the stock is automatically reduced by the number of items shipped;
  • Journal entry - for accounting purposes (bank account used, source document, debit/credit balance).

We also need to stress once again, that after a goods-out note for a Magento order is marked as ‘Shipped’ in EasyERP, an update is made in order in Magento, but this will not update the order status on Magento side.

Summary of shipping features:

Process/Action Is it possible for Magento orders?
Partial shipping Yes (multiple shipments)
Update order status Yes, but only in EasyERP
Tracking reference Yes
Delivery note Yes
Drop-shipping No
Shipping bundles No
Cancelling shipped orders No
Email notifications to customers Yes

Now what about taxes, one might ask? Magento platform comprises tax rates and rules functionality for store owners. Within integration of our two applications, EasyERP and Magento, taxes are applied to orders the way they are set at Magento. These exact tax amounts will be imported into EasyERP along with orders. Tax rates in orders can be manually edited, but only  before invoicing.

easyerp magento taxes

Also please note, there might be additional bank transactions fees that may alter the amount to pay for customers. This is external business issue that is out of power of EasyERP and does not relate to it in any way.


Order cancellation

At any point a customer may cancel the order. There may be plenty of reasons for that, so let’s focus instead on what happens then within Magento - EasyERP integration. Cancelling order status update will be received in EasyERP after the nearest synchronization (Read how synchronization process works in Synchronization section >>>link<<<).

In Magento administrative panel store owners can also cancel orders - those in ‘Pending’ status only. When an order is being processed or have been shipped - no cancellation allowed.  Similarly, you can cancel orders in EasyERP for sure, but only until they haven’t been invoiced.

As it is strongly recommended to make EasyERP the master system in Magento-EasyERP integration, it is also preferable to cancel orders in our application. This way you’ll get all other business components, like inventory or journal entries, updated accordingly.

! Note, with order cancellation in EasyERP, order status will not be updated on Magento store, as  orders are synchronizing only in one direction - from Magento to EasyERP.

Cancelling orders is pretty simple. Go to orders list in EasyERP, find your order, click Edit button, then click the status button, and select Cancelled there.

magento easyerp order status

What happens in EasyERP when an order is cancelled?

Order cancellation removes a goods-out note, un-allocates and un-fulfills the items included in the order. Those items become available for purchasing again, changing status to ‘On hand’.

Example: you have a pending order for 100 items of “demo product”, and you see that those 100 are fulfilled, meaning 1090 is a total quantity available in stock, and 990 are on hand.

example order from easyerp

This is confirmed in Inventory > Products:

easyerp inventory item

Now if you cancel the order or delete it from the list, the number of products in that order will un-allocate and the stock will be updated.

! Note, that cancelled orders that have been already shipped, will not update inventory total.