Order Handling in BC

Learn how to process imported orders in Business Central.

After the import, Shopware orders are created as sales orders in Business Central, where you can process them.

1. Imported Orders

1.1 Finding an Order

1

Via Sales Sales Orders filter on the external document number

2

Via Shopware Order Overview open the order

3

Search for the Shopware order number using the search.

1.2 Order Card

The order card contains:

General:

Customer and order data

Lines:

Ordered items

Shopware:

Additional Shopware information (order number, status)

2. Processing the Order

Checking the lines

Open the order.

Check the lines:

• Are the item numbers correct?
• Are the quantities and prices correct?
• Are all items available?

Availability

If an item is unavailable:

• Create a partial shipment.
• Agree on a delivery date with the customer.
• Reorder the item if necessary.

Adjustments

You can adjust the order:

• Add or remove lines.
• Adjust prices.
• Grant discounts.

Changes to the order are not sent back to Shopware automatically!

3. Creating a Shipment and Creating an Invoice

3.1 Posting the Shipment

1

Open the sales order.

2

Select one of the "Post" options.

3

In the window that opens, select one of the three options: only "Ship", only "Invoice", or "Ship and Invoice". Confirm with "OK".

Creating an invoice - posting the invoice

To post an invoice, first proceed exactly as described under "3.1 Posting the Shipment".

In the last step, however, select the "Invoice" option and then confirm the process with "OK".

Creating an invoice - combined posting

The step described under "3.1 Posting the Shipment" is the basis for the following process.

To create the shipment and the invoice in a single step, select the "Ship and Invoice" option. Then confirm the process with "OK".

You will then find the posted invoice under "Posted Sales Invoices".

3.2 Tracking Information

If tracking numbers are available, first open the corresponding order. Then navigate to "Lines" → "Line" → "Item Tracking Lines" to view or add the tracking information.

Alternatively, you can enter the package number directly in the field provided for it.

4. Creating a Credit Memo

For returns or complaints:

1

Open the posted order or the posted invoice (they must not be closed yet).

2

Click "Correct" and then "Create Corrective Credit Memo" in the drop-down menu.

3

Adjust the lines.

4

Post the credit memo. For an explanation of this step, see: 3. Creating a Shipment and Creating an Invoice.

Tips for Day-to-Day Use

Daily routines

• Morning: import new orders.
• Late morning: check and process orders.
• Midday: prepare shipments.
• Afternoon: create invoices.
• Evening: synchronize the status.

Documentation

• Note any changes made to the order.
• Document your customer communication.
• Use the comment field.

Quality control

• Check addresses before shipping.
• Verify the item assignments.
• Monitor open entries.