In MyCashflow, single orders can have multiple shipments. Here you’ll be able to discover how to manage shipment details and products, create partial shipments, and cancel shipments.

Delivering shipments

  1. In the shipment's heading row, click Mark as shipped and send shipping confirmation.

    Next to the button, you can also select the option Mark as shipped, which means that no shipping confirmation will be sent to the customer when you mark the shipment as having been delivered. When necessary, you can send the shipping confirmation later via Email notifications.

    To be able to mark a shipment as having been delivered, you must first define a shipping method for it.

  2. In the order page's Shipping details pane, print the shipping label and dispatch note for the shipment.

After you've marked all of the order's shipments as having been delivered, the order status will be updated to Delivered.

Editing shipment details

In the Shipping details section on the top of the order page, you can edit the details for the order's shipments.

  1. Open the desired shipment by clicking its heading on the list.
  2. In the shipment details' upper right corner, click Edit.

    The shipping details open for editing.

  3. Make the required changes:

    You can edit the shipment's shipping method, weight, and number of packages, e.g. if products have been added to the order later on.

    If you change the shipment's shipping method, make sure you update the order's shipping costs when necessary.

    You can also provide a tracking code for the order to enable the customer to follow the shipment's progress. The tracking code will be sent to the customer in the shipping confirmation.

    In the case of most shipping services, tracking codes are automatically created and added to shipment details when the shipping label is created. However, you can also use your own tracking codes.

    You can also delete the tracking code by clicking Edit > Delete tracking code in shipment details.

    It is a good idea to delete the tracking code whenever you create partial shipments. Deleting tracking code enables you to create a new shipping label that takes into account changes to the shipment's content.

    If the order's shipping method uses a collection point service, you can also select or change the order's collection point afterwards.

  4. Once you've made the required changes, save the shipment details.

To edit the details of a shipment that has already been delivered or canceled, in the shipment row's menu, select Correct shipment information. This switches the shipment back into processing and allows it to be edited in the Shipping details area.

Creating partial shipments

By default, every order has only one shipment. However, you can divide an order into multiple shipments for the sake of partial shipments and backorders.

If you've already created a shipping label for a tracked shipment that you'd like to divide into partial shipments, make sure to delete the tracking code for the original shipment. Deleting tracking code enables you to create a new shipping label that takes into account changes to the shipment's content.

To create a partial shipment:

  1. From the dispatch list, select the products you'd like to deliver in a new partial shipment.
  2. Click Create partial shipment.
    A new shipment with the selected products is created for the order. The corresponding products are removed from the original shipment.
  3. When needed, you can edit the quantities and prices of the shipment's products or add new products to the shipment.

    Optionally, see also how to edit product quantities and prices as well as how to add products to shipments.

  4. In the Shipping details pane on the order page, if necessary, define the new shipment's details.

    If the original shipment was canceled, the new shipment won't have a shipping method or tracking code defined.

    Make sure that you update the order's shipping costs after you've defined the details for the new shipment.

    For instance, you can change the shipment's shipping method and define other details before dispatching it.

    Learn how to edit shipment details.

  5. When necessary, collect an additional payment from the customer or make a refund.

    If you've added products to the shipment, or changed their quantities or prices, the order total won't match payments that have been made by the customer.

    In that case, create a new payment transaction via the notification at the top of the order page.

The order now has a new shipment whose status is In process. Once the payments made by the customer match the order total, you can mark the shipment as delivered.

Editing shipment products

You can delete products from shipments and add new ones. You can also change the products' retail prices and tax rates on an order-specific basis.

You can only edit the products for shipments that are being processed.

If you need to make changes to a shipment that has already been delivered, consider the following options:
  • Canceling a shipment: the shipment goes back to the processing stage, and all its details (such as tracking code and shipping method) are deleted.
  • Correcting shipment details: the shipment goes back to the processing stage, but all shipment details are preserved.

Adding products to shipments

  1. Find the order and open its details from the list on the admin panel page Orders.
  2. Navigate to the shipment you'd like to add products to.
  3. In the search field under the shipment product list, enter the product's name, product code, or barcode.

    You can also add products to the order by using a barcode scanner.

    To do so, open the search field and scan the product's barcode. If the code matches any product, the system will add it to the order.

  4. Select the desired products from the search result list and close the search window.

    On the list, you can also define the products' quantity.

  5. When necessary, create a new payment transaction for the order.

    Most probably, after you've added products to the order, the order total and the payments made by the customer won't match.In such a case, you will see a notification at the top of the order via which you can create a new payment transaction.

    With the Paytrail payment service you can also create a payment link for the customer. The customer can then use the link to pay the remaining amount by card or bank transfer.

Editing shipment product quantities and prices

Before delivering a shipment, you can edit its products' prices, quantities and VAT rates:

  1. Find the order and open its details from the list on the admin panel page Orders.
  2. Navigate to the shipment product you'd like to edit.
  3. Click the editable field on the product row in the relevant column:
    • Price
    • Discount
    • Quantity
    • VAT rate

    The selected field opens for editing.

  4. Make the desired change, and click Save or press Enter.

    You cannot remove a product from a shipment by changing its price or quantity to zero. If necessary, see how to remove products from shipments.

    When you edit the VAT rate, the product's price will stay the same, only the tax's share in the product's price is going to change.

  5. When necessary, create a new payment transaction for the order.
    Most probably, after you've edited product quantities or prices, the order total and payments that have been made by the customer won't match. In such a case, you will see a notification at the top of the order via which you can create a new payment transaction.

    If you need to make a refund to the customer, see the instructions on how to make a refund.

    With the Paytrail payment service you can also create a payment link for the customer. The customer can then use the link to pay the remaining amount by card or bank transfer.

If you sell multiple, differently-priced items of the same product in the same shipment, first add a new product row, and update the prices in both rows to suit your needs.

Removing products from shipments

At times you may need to remove products from the order even before you've shipped anything. This may happen where, for instance, the customer changes their mind after placing the order.

These instructions apply only to orders for which no shipments have yet been dispatched. If you'd like to remove products once the order has been shipped, see how to process returns and exchanges.

To change the quantity of a product instead of removing it, see the instructions on how to edit product quantities and prices.

To remove products from a shipment:

  1. Find the order and open its details from the list on the admin panel page Orders.
  2. Navigate to the shipment whose products you'd like to remove.
  3. Open the product row's tool menu by clicking at the right side of the row, and select Remove from the order.
  4. When necessary, create a new payment transaction for the order.

    Most probably, after you've added products to the order, the order total and payments that have been made by the customer won't match. In such a case, you will see a notification at the top of the order via which you can create a new payment transaction.

The product has been removed from the shipment.

When necessary, refund the customer, and finalize the order.

Correcting shipment details

It is possible to edit the details of a shipment that has already been marked as delivered by using the Correct shipment information option which returns the shipment to processing without deleting its details.

This may be necessary, for instance, when you notice a mistake in the shipment details before the products have been sent to the customer and would like to make corrections and print a new shipping label for the shipment.

To correct the details of a shipment that has already been marked as delivered:

  1. Select Correct shipment information in the tool menu on the right side of the shipment row.

    The shipment will go back to the In process stage.

  2. At the top of the page, in the Shipping details pane, click Edit for the selected shipment, and make the relevant changes.
  3. Save the changes.

The changes will be visible on the new shipping label and in all notifications sent after the changes have been made.

Specifying customs information and measurements for shipments

You can provide customs information before delivering a shipment, provided that the enabled shipping method allows it.

You need to provide customs details to be able to print order documents necessary for customs clearance (shipping labels, dispatch notes, and commercial invoices). Depending on the shipping service the required information may include product tariff codes, countries of origin, a description of the shipment's contents, and shipment dimensions.

The following logistics extensions include services for which you can provide various customs information:

In extensions marked with an asterisk (*), at least some of the services also support paperless trade and electronic customs clearance, where customs information is automatically transmitted to the logistics company's system. In such cases, there's no need to print customs documents.

Here's how to provide customs information for a shipment:

  1. Find the order and open its details from the list on the admin panel page Orders.
  2. Select the Fill in shipment details function in the order's Shipping details section.

    The shipping service used for the shipment must support providing customs information. When necessary, change the shipment's shipping method first.

    The form for filling in shipment details opens.

  3. Fill in all the necessary information in the form.

    If customs information has been provided in products' stock settings or default shipping settings, the preliminary information will already be included in the form (primarily based on the products' stock settings). You can edit the pre-filled information directly in the form.

    You can find the up-to-date tariff nomenclature on the Finnish Customs website.

  4. Finally, click Register shipment.

    When you register a shipment, the product-specific customs information you have entered in the form will be saved in the product's stock settings, from where it will in turn be copied as preliminary information for future shipments. If you modify the preliminary information provided in the form, the product's stock settings will be updated according to your edits.

After you've provided all the details in the form, you can print shipment and customs documents.

Shipment details cannot be edited afterwards, but you can delete the shipment's tracking code when necessary, so you can re-enter the information.

Adding a new shipment to the order

You can add a new shipment to the order if you need to resend any of the order products without exchanging them.

You can add new shipments to the order only if all shipment orders have been delivered.

To add shipments to an order that is still in process see how to create partial shipments.

Don't create unnecessary shipments for the order

Creating a new shipment is a good idea if:

  • One of the order's shipments has been lost in transport, and you'd like to reship the same products.
  • The customer complained about a product, but the customer doesn't have to send the faulty product back to your online store.

Don't create a new shipment for an order that has already been delivered if the customer would like to add products or make any changes to it. In such a case, create a new order for the customer or process a product return.

To add a new shipment to the order:

  1. On the order page, in the Shipping details pane, click New shipment.
  2. In the Shipping details pane, add shipping settings and other details to the new shipment:
    • Shipping methods
    • Collection point (if applicable)
    • Tracking code (if the shipping service doesn't automatically create one)
    • Package quantity
    • Weight
  3. Save the new shipment's details.
  4. Add the desired products to the shipment.

    Optionally, see how to add products to shipments.

  5. Now that you've added the desired products, if necessary, create a new payment transaction for the order.

    Optionally, see how to add payment transactions.

  6. After sending products to the customer, in the new shipment's heading row, click Mark as shipped.
  7. Finalize processing the order.

Canceling shipments

If the customer would like to return or exchange products, don't cancel the shipment, but see how to process returns and exchanges instead.

Canceling shipments may be especially useful, for instance, if you've split the order into two shipments and notice that all order products can be sent in a single shipment. In such a case, canceling a shipment is going to add its products to the order's other open shipment.

To cancel an individual shipment, open the shipment's tool menu in the heading row, and click Cancel shipment.

No notifications are sent to the customer when individual shipments are canceled. When necessary, you can send a cancelation notification from the Email notifications menu on the order page.

If you cancel a shipment that has already been marked as delivered, most probably you'll have to create a new payment transaction for the order and refund the customer.