Order Management Workflow

Order Management Workflow is a process of best practices to ensure the lifecycle of each order is completed; from order creation, shipping management and ultimately delivery of orders to the customer, all while maintaining correct tracking and order data in eCellar. The life cycle of an order can be tracked based on its shipping status.


  Ship Status Definitions: Shipping Orders / Carry Out and Pick Up Orders


  Streamline Daily Work Flow


  Compliance Submission


  Changing Ship Status Definitions


  Add Tracking Information to Orders


 Ship Status Definitions 

- Shipping Orders

Unshipped: Unspecified ship date, ready to ship ASAP 

Hold Ship: Has a specified future ship date 

Exported: Order has been exported and send to fulfillment via a spreadsheet file

Shipped: Updated based on tracking information available 

Delivered: Final status update based on tracking information

Note: A Hold Ship order will automatically change to Unshipped status, when the future ship date becomes today. Orders transferred to fulfillment via ShipCompliant will skip the ‘exported’ step, and will have the two-step compliance check/ship process via the ShipCompliant integration.

- Immediate Pickup and Pickup Order

Immediate Pickup: Processed and carried out immediately at the time of payment 

To Pickup: Order is in a hold for pickup status with a future pickup/ship date

Picked Up: Order is picked up by the customer after the purchase date

  Streamline Daily Workflow with Saved Order Searches

Saved Order searches are key to streamlining your workflows.  Searching for Daily orders from ‘Today’ or ‘Yesterday’ enables you to manage shipping orders as a group.  Processing orders in batches, whenever possible will save time.  

For ShipCompliant processing create saved order searches:

- Orders  ready for compliance check
- Orders  passed compliance check, and ready to ship

Example criteria if using ShipCompliant: Create search for order compliance status:        
Orders > Search > Billing Status = Paid, Shipping Status = Unshipped and/or Hold Ship, Compliance Check = Not Checked, or Passed, or Failed

For fulfillment exports, a single saved search for Paid/Unshipped orders will always find what needs to be exported, and sent to fulfillment. 

You can also use the Saved Search Templates found by clicking the lightening bolt icon.  (Let Support know if you would like other search templates created!)

  Compliance Submission

Consider the following when  sending orders to ShipCompliant via eCellar:

Cmpl: When this box is checked orders are sent to ShipCompliant for compliance check: 
- When checking this checkbox at the order list level, the order is queued to be sent to ShipCompliant automatically every hour on the hour. 
- When checked at the order detail level, and UPDATE button is clicked, the order is sent real-time (and committed if compliant).

Regardless of how they are sent to SC, if orders pass address validation and are compliant, they are 'committed' (saved) in ShipCompliant (for reporting purposes).

Ship: When this box is checked, this releases the order in ShipCompliant to the fulfillment company for shipment:
- Every hour on the hour, eCellar checks these orders for ship status, and will pull back ship-track information and save it into the order within eCellar.  
- The order, if it has ship-tracking information, will have the ship status of 'Shipped' automatically in eCellar.  

For orders that fail compliance:
These orders can be resubmitted AS-IS at the order list level by rechecking the Cmpl box
Or at the order detail level with options to ignore address, ignore compliance, or both.  If both are ignored on order resubmit, this is known in ShipCompliant as a 'force commit'.

Sending Orders to ShipCompliant for Compliance Checking and Fulfillment

Check Compliance (only for ShipCompliant Integration)

There are three ways to check compliance on an order:

POS - Before completing an order click the Compliance button. This is a check compliance without commit. (See this article for more information.)

Individual Order - Click the ‘Check Compliance’ checkbox in Order Detail view, upper right corner. (See this article for more information.)

Batch - As outlined in the Help Doc titled Batch Orders for Compliance Check

Release Orders for Fulfillment (for ShipCompliant Integration)

There are two ways to release orders for fulfillment processing:

Individual Order - Click the ‘Sent to Shipper’ checkbox in Order Detail view

Batch - From the Order Search results click on the SHIP button at the top of the column. Make sure as many orders are viewed as possible and perform this for each screen of order results. These will update every hour, on the hour.

Exporting Orders for Fulfillment Houses (for non-ShipCompliant workflow)

From an Order Search Result list (above criteria): from the Select Action menu > Export Orders > Choose your fulfillment house form the drop down menu in Export to Fulfillment > Continue

Alternative: Select desired export format from the drop-down menu, click > Continue

Confirm that you are ready to export these orders to fulfillment.  This step will update the ship status on all orders in the result set to  Exported.
    Choose to email the export file, or download to your computer.  eCellar is programmed for many fulfillment houses to directly email the order file. If you do not see the option available then download the file, and send to your fulfillment house.


  Changing Ship Status 

Note: These are manual updates and will not update or effect inventory if that module is in use.

  For a Paid Order:

Search for order in admin
Change Shipping Status to Unshipped
Change Fulfillment (if required)
Verify Shipping Address
Update Order

For an Unshipped or Hold Ship Order CHANGE To Pick Up:

Search for order in Admin
Change Shipping Status to To Pick Up
Change Fulfillment to InHouse (if required)
Verify Shipping Address
Update Order
Credit Shipping charges


  Add Tracking Information (manually) Using Import Tool

Note: This WILL update and effect inventory if that module is in use. Updates will occur overnight as part of a bulk data pull.

Most fulfillment houses will provide tracking information in a spreadsheet format.  To use the import tool in eCellar, you’ll need the following criteria:
- Order ID
- Shipper (FedEx, UPS, GSO)
- Ship Date

Find the template: Admin Control Panel (ACP): Company > Shipping > Utilities > Add Ship Tracking

Add the data: Copy/Paste each column from the fulfillment tracking to the eCellar Ship Tracking Import Template. Be sure to NOT disturb or alter the first row of data. Save as .csv file. 

Upload File on the Add Ship Tracking page.


Still need help? Contact Us Contact Us