In MyCashflow, there are PDF order documents that are created for each order automatically (e.g. shipping labels, invoices and receipts) and email messages that are sent automatically or manually. This article discusses order documents, emails and comments as well as how to use them during order processing.

Order documents

MyCashflow provides for each order and its individual shipments the following PDF documents:

  • General order documents: Each order has certain documents that include information that apply to the contents of the entire order.
    • Receipt
    • Dispatch note
    • Return form
  • Shipment documents: For each individual shipment, there are documents that include information only about the contents of that shipment.
  • Invoices: Invoices for payments to be made with the MyCashflow Invoice service

Downloading and printing order documents

Currently, printing order documents isn't supported in Microsoft's Internet Explorer 10 browser. We recommend using a more modern browser (e.g. Chrome, Firefox, or Edge).

MyCashflow includes also tools for bulk order processing and bulk printing order documents (available starting from the MyCashflow Advanced plan).

The following sections discuss how to print order documents for the entire order and its individual shipments, as well as invoices.

General order documents

The following documents are available for the entire order:

  • Receipt
  • Dispatch note
  • Return form

To access general documents that apply to the entire order, go to the Print order documents menu in the upper right corner of the order page. Any documents that are downloaded via this menu apply to the entire order and contain all shipments' products.

Shipping documents

The following documents are available for individual shipments:

Here's how to create and print shipment-specific documents:

  1. In the Shipping details pane, search for the desired shipment.
  2. If you haven't created a shipping label yet, click the Create address label link.

    Shipping labels are created also during quick processing, or when you mark individual shipments as delivered.

    Shipping documents are created for the shipment.

    If the shipment's shipping method uses an external logistics service (such as Shipit or nShift), the shipment's shipping label and tracking code are fetched from the logistics service's system.

  3. Print the desired shipping documents via the Shipping documents section.

    The documents downloaded here contain only the products included in that shipment.

If the contents of the shipment change before shipping, create new shipping documents by deleting the shipment's tracking code.

Payment transaction documents

If an order uses the MyCashflow Invoice service, you'll find the PDF invoice in the right-hand Payment transactions pane on the order page, via the payment's tool menu.

Editing order documents

You can edit the contents and design of all order documents generated by MyCashflow. Only the shipping labels provided by logistics integrations cannot be edited with MyCashflow tools, but the logistics services may provide their own tools for this purpose.

Editing document contents and texts

Documents' fixed texts are retrieved from the online store's dictionary and settings. Whenever you edit texts retrieved from the dictionary (such as table column headers) or settings (store name, logo etc.), the changes are reflected in order documents created afterwards.

The easiest way to find dictionary texts used in order documents is to use the text that you'd like to edit as the search term.

The variable contents (such as orderer information, prices, product information) depend on the content of the order. Whenever you edit order content (e.g. add products to a shipment), the changes will be reflected in documents created afterwards.

Editing document design

The structure and design of order documents are defined in the store theme. In order document templates, you can e.g. specify colors and fonts as well as document contents and details as well as their arrangement in PDF documents.

Order document templates can be found in the store theme's root folder. E.g. invoices are created based on the invoice.html file.

For detailed information on order document templates, see our Designer's Guide.

Editing document structure and design require editing the store theme. If you're not familiar with modifying your store theme's HTML/CSS/JavaScript files, contact the designer of your online store's theme or our customer service.

If your store theme doesn't include order document templates, you can add MyCashflow's default document templates to your theme and use them as a basis for customization.

Order emails and comments

Email notifications with which you can inform the customer about the order's progress are automatically created for all orders. You can also send email notifications manually, as well as leave optional comments on the order (store-internal or sent to the customer).

All order emails are sent by default only to the email address indicated in the order's customer details. If you'd like order emails to be sent to the email address indicated in the shipping address, you must add support for this to the online store's email theme.

Adding support for the feature requires the command of the HTML/CSS languages as well as the MyCashflow Interface markup. If you're not familiar with modifying themes, contact the designer of your store theme or our customer service.

Automatic email notifications

The following email notifications can be sent to the customer automatically during order processing:

  • Order confirmation: always sent to the customer automatically when an order is placed.
  • Shipping confirmation/Ready for pickup: sent automatically when an order or one of its shipments is marked as shipped (sending the message is optional when a shipment is shipped).

    If you ship the order in multiple shipments and mark an individual shipment's products as shipped, other order products will be marked in the shipping confirmation as a backorder.

    Order cancelled: a message that, by default, is sent automatically when an order is canceled (when canceling, you can decide whether the message should be sent).

Also additionally, the online store's admin is always notified when a new order arrives in the store. The message can be sent:

Sending email notifications manually

You can send any email notification to the customer also manually, from the Email notifications section on the order page.

Apart from the automatically sent order emails, there are messages that can be sent only manually:

  • Pending payment: a message to remind the customer of an unpaid payment
  • Payment confirmation: a message to confirm that a payment has been received
  • Delivery is delayed: a message to inform the customer of delays in order shipping

Here's how to send order emails manually:

  1. On the admin panel's Orders page, search for and open the desired order.
  2. From the notification list in the Email notifications section on the order page, select the desired email notification.

    The available notifications depend on the order status. For instance, if the customer has already made all the payments, you won't be able to send the Pending payment notification.

  3. Click Send.

    You can also preview the message before sending by clicking Preview. You can preview the message in a HTML version or as plain text.

    The message is sent to the orderer's email.

Informal order comments

Apart from the ready email notifications with fixed contents, you can send order comments to the customer via the order page.

You can also save comments for the order so that they're not sent to the customer. In this way, different store staff members who work on the same order can leave internal comments for each other.

Here's how to leave an order comment:

  1. On the admin panel's Orders page, search for and open the desired order.
  2. In the Order comments section at the top of the view, click Add a comment.
  3. Type the comment in the comment field.

    If you'd like to send the comment to the orderer, select Send to the orderer's email.

    As the sender, the customer will see the first name associated with your user account. As the sender's email address, the customer will see the store version's email address or the store's general email address.

    In the field, you can use HTML markup, e.g.:

    • links
    • some types of inline formatting, e.g. <em> or <u>
    • lists
  4. Click Post new comment.

    If you've chosen the option to send the comment to the orderer, the comment will be sent to the orderer's email and a note about the sent message will be added to order events.

    You can review the comment in the Order comments section of the order page.

Editing emails

You can edit the contents, structure and design of all of MyCashflow's order emails.

Editing email contents and texts

You can edit the texts of order emails via your online store's dictionary.

The easiest way to find email content is by filtering dictionary entries by the search term Email or email content itself.

Editing email design

Emails are always sent in both HTML version and as plain text so that they can be opened in any email client.

The HTML version is based on templates included in your online store's email theme. In the email theme, you can define the design and structure of email notifications by using HTML/CSS code, MyCashflow Interface tags and the Foundation for Emails framework.

Find out more about email themes.

Editing email structure and design requires editing the store theme. If you're not familiar with modifying your store theme's HTML/CSS/JavaScript files, contact the designer of your online store's theme or our customer service.

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