Order statuses, sources and extra fields

The Sales settings page (Sales > Sales settings) shapes how orders behave:

• Order statuses: the steps your orders go through, shown as the status folders on the Orders list.
• Order sources: your sales channels, and the status, price level and other defaults their orders get.
• Extra fields: your own order fields.
• Delivery methods: the carrier of each delivery method your channels’ orders come with.

Sales settings opens the Sales part of the Settings page, which has the sections Statuses, Order sources, Extra fields, Built-in automation, Packing and Picking (with the Packing and picking feature; see Pick lists), and Delivery methods. Each has its own address, for example /settings/sales/statuses. You see the sections your permissions allow, and it opens on the first of them; see Permissions. Built-in automation is described in Built-in order automation. Ctrl+K finds each section, for example as Settings › Sales › Statuses.

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Order statuses

Open Sales > Sales settings and choose Statuses. The section lists your statuses by group. Each row shows the colour, Name, Short, Customer name, Analytics type and the number of Orders in the status. A speech-bubble icon means the status has an internal comment; hover over it to read it. The order counts need the Orders permission; without it, the column shows ”—”.

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The statuses you start with

Every organization starts with these statuses in the group Główne, the main group: The names are in Polish whatever language you use. Rename them, change them or add your own as you need.

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Status types

Each status has an analytics type. The type decides what Omnilinker does when an order enters the status, so choose it carefully. The colour and the name are only for people. Omnilinker does not create a Ready for pickup status for you. Add one of your own and give it this type: see Add or edit a status. At least one Cancelled-type status must always exist, so that orders can be cancelled. See Stock for how stock follows the status. For orders from a marketplace account with order synchronization on, the type also decides which status Omnilinker sends to the marketplace; see Status mapping.

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The primary status

One status is the primary status, marked Primary · undeletable. New orders land in it unless their source names another initial status; see Order sources. To make another status the primary one, open its ⋯ menu and choose Set as primary. The primary status cannot be deleted.

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Add or edit a status

Customer name is meant for messages to buyers, which Omnilinker does not send yet; today it is not shown anywhere else. When it is empty, the Customer name column shows hidden.

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Reorder statuses

Drag a status by its handle to a new place in its group, or use Move up and Move down in its ⋯ menu. The order is the order of the status folders on the Orders list and of the status picker on an order. To move a status to another group, edit it and change its Status group.

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Delete a status

Deleting a status never leaves orders without one: you choose where its orders go. The orders move without any effect on stock, which is why the new status must have the same type. A status that is the only one of its type cannot be deleted; create another status of that type first.

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Status groups

Groups are the headings in the status folders.

• Add group creates a group. Enter a Group name, up to 64 characters, and click Save.
• Rename in a group’s ⋯ menu changes its name.
• Delete group asks “Delete group ’…’? Statuses in this group will be moved to the main group.” and moves them.

The main group, marked MAIN, cannot be deleted.

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Order sources

Open Sales > Sales settings and choose Order sources. Each card is a sales channel: its name, its type and external ID, and SOURCE DEFAULTS: Choose the warehouse in the source’s edit dialog: each warehouse is listed with its code and name, and a hint says who manages its stock (Stock: …). A source with no warehouse of its own uses your default warehouse. With the ERP integration on, each card also has a read-only line Into the ERP that says whether and when the source’s orders are sent to the ERP: on confirmation, later, Not sent, or Managed by another system. You change it on the connection’s Orders tab, not here; see Orders to your ERP. The warehouse matters there: an order is sent from its source’s warehouse, which must be mapped to an ERP warehouse.

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Where sources come from

Your organization starts with one source, Sprzedaż osobista, of the type Personal / manual. Orders you add by hand belong to it. A marketplace account with order synchronization on adds its own source, named after the marketplace and the account, the first time Omnilinker checks it for orders. You do not create those sources yourself. If you delete one, Omnilinker creates it again the next time it checks the account.

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Add a source

Add a source for a sales channel that has no source of its own. Each combination of type and external ID can be used once. A second source of the same type without an external ID is refused: “A ’…’ source without an external ID already exists — set an external ID to add another.”

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Edit or delete a source

Click the pencil on the card to change the Display name and the defaults, then click Save. The type and external ID cannot be changed: “The channel identity is immutable”. A change applies to orders that arrive afterwards; orders already in Omnilinker keep their status and prices. Click the bin to delete a source, and confirm “Delete source ’…’?”. Your last source cannot be deleted. Orders of a deleted source stay as they are.

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Extra fields

Open Sales > Sales settings and choose Extra fields to define your own order fields. The table shows each field with its type, a preview and the List column switch. Edit or delete a field from its ⋯ menu; deleting asks “Delete field ’…’?”.

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Errors

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Delivery methods

Open Sales > Sales settings and choose Delivery methods (/settings/sales/delivery-methods). The section lists the delivery methods your marketplace orders came with, by channel (Allegro, OLX), the method with the most orders first. A method appears as soon as the first order with it arrives; you cannot add one by hand. Each row shows: Search by part of the name, or by the method’s id; press Enter to search and Esc to clear it. The section shows the 500 most used methods; search to find the others.

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Choose the carrier of a method

When the rules give a method the wrong carrier, or Other carrier, choose the right one in its Carrier list. Choose No courier for a method no courier collects, such as your own delivery. Omnilinker asks you to confirm:

• Every order that comes in with the method from then on gets that carrier. Choose Use the rules to go back.
• Also update open orders (N) gives the carrier to the method’s orders that still wait for delivery, too. N is how many of them would get another carrier than the one they have. It leaves alone orders that are sent, delivered, cancelled, returned or archived, and orders whose carrier someone set by hand on the order card. Each order it changes records the change in its History.

Click Save. Omnilinker says how many open orders it updated. More than 50 open orders are updated in the background: the dialog says so, and you get an inbox notice when they’re done (it says “up to N” when some of them shipped or were changed by hand in the meantime). If the carrier is saved but the open orders can’t be updated, Omnilinker says so and keeps the dialog open: click Save again, with Also update open orders ticked, to finish them. A method is matched by the marketplace’s id when it has one, so renaming a method on Allegro keeps your choice; an OLX method is matched by its name, in any case.

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Permissions

The permissions are under Ordering in the role editor. See Permissions reference. The Price level list of a source also needs the Edit order permission; without it, the list shows “(price levels unavailable — check permissions)”.