How To Handle Orders? - Full Guide

In this article, we’ll guide you through the essential steps to effectively manage your orders.

You’ll learn how to place an order, handle returns, and utilize automation tools to streamline your workflow. By the end, you’ll have the tools you need to choose how to handle your orders with ease and efficiency!

Dropshipping process using AutoDS

If you’re new to dropshipping, we recommend starting by familiarizing yourself with the dropshipping process using AutoDS. This will make your journey much smoother and more manageable.

Imagine you have a store using Shopify (selling channel) as your website (store), and a customer finds a cool backpack 🎒 they want to buy. They place an order, but instead of having the backpack in stock, you buy it from a supplier (Aliexpress, Amazon, Walmart, etc).

1. Customer places an order 🛒 – The customer visits your store website on Shopify and buys the backpack 🎒. You will receive the payment there. NOTE: the customer will ALWAYS pay for the product through the selling channel/store. This means payments will be received in your selling channel account (like Shopify in this case), not through AutoDS.
   
   
2. Order the product from the supplier 🏢 – Since you don’t keep stock, you need to order from the supplier (like AliExpress, Amazon, Walmart, etc). This process can be automated using the FBA service or Auto-order full automation from supported suppliers or handled manually by yourself.
   
   
3. Supplier ships the item 🚚 – The supplier sends the backpack directly to your customer. You don’t need to handle any packaging or shipping!
   
   
4. Tracking the order 🔍 – Once the supplier ships the product, you (manually handle the order) or AutoDS (using the automation process) will receive a tracking number. You can use this number to follow the shipping progress and keep your customer informed.

Why choose the supplier wisely first? 

First, it’s important to identify the suppliers you wish to source products from. This will make managing your orders much easier, as each supplier has its own set of rules.

1️⃣ Automation Compatibility: Some suppliers don’t support order automation features like Auto-Order and FBA Service. If you want to take advantage of these automation options, adding products from suppliers that support them is best. 

2️⃣ Setting Up Configurations: It’s important to set your supplier settings before uploading products. By adding the supplier and choosing the best settings for your listings, pricing, orders, and more, all products you upload will automatically have these configurations applied. Remember, these settings only apply to new listings and uploads, so setting them up first will ensure everything runs smoothly! 🛠️

3️⃣ Shipping Considerations: If you select the option to ship worldwide, you’ll need to research shipping conditions and prices for each country (shipping costs won’t be included when this option is selected). This means you’ll need to set your policies according to each region.
We recommend getting comfortable with dropshipping before choosing this option since you will need more experience to choose the best way to do it first!

Articles that can help you in this role:

How to import products into your store: the complete guide

AutoDS Product Sourcing Service

Choosing how to handle your orders: Manually, semi-automation, full automation, or Fulfilled by AutoDS (FBA)

Now that the customer has bought the backpack, you need to order it from a supplier. Here’s where you can choose to use AutoDS automation or do it manually:

Manually

When you’re not using automation, ordering a product is a bit like doing it the old-fashioned way! Without automation, here’s what you would need to do:

1. Visit the Supplier’s Website 🌐: You would go to a site like AliExpress to find the same backpack your customer wants.
   
   
2. Place the Order 🛒: After finding the product, you’ll place the order yourself. This means entering all the customer details (name, address, etc), just like if you were buying a gift for a friend and needed to put their address instead of yours.
   
   
3. Following the tracking 🚚: start by finding the tracking number on the supplier’s website once you’ve placed the order. If your selling channel doesn’t support that tracking number, you will need to convert it to a compatible format or manually update your buyer with all the tracking information.
   
   

The AutoDS Helper Extension is a tool designed to help you quickly copy buyer information from your store and use it to place orders on supplier websites. Instead of manually entering each buyer’s details, the extension streamlines this process, saving you time and reducing errors.

Here’s how the AutoDS Helper Extension works:

• Copy Buyer Information: When an order comes through your store (Shopify, eBay, etc), you can use the AutoDS Helper Extension to instantly copy all necessary buyer details (like name, address, and contact info).
• Paste onto Supplier Website: Once you have the buyer’s information copied, you can paste it directly into the relevant fields on your supplier’s checkout page (e.g., Amazon, Walmart, or AliExpress).

NOTE: Since we don’t have access to your manual order process, you’ll have to handle everything yourself—like updating the order status, sending messages to your buyer through your selling channel, dealing with returns requests, and more. This means all the little steps take more time and effort. Using automation makes everything smoother and faster! 🚀

Tracking updates and conversions is essential for keeping your customers informed. If you need to convert your tracking, you can check: How to convert your tracking numbers- the complete guide

FBA Service (Fulfilled by AutoDS): 

The FBA Service is a convenient option for users who want to streamline their dropshipping process. With our FBA Service, we use an AutoDS buyer account to place orders on your behalf. 🛒

This means that instead of you managing the entire process, like placing orders and handling payments on the supplier’s website, we take care of everything for you. 🌟

Please, check here our Supported suppliers and regions to use the FBA Service: Fulfilled by AutoDS- Supported Suppliers, Regions, and Pricing

Steps to use the FBA Service:

To use this option, you’ll need to follow these steps (in order):
1) Enable the Orders Processor add-on;
2) Set your supplier settings;
3) Add enough Auto-order credits (AO credits);
4) Add enough Balance funds.

As part of the regulations that we have to be able to fulfill orders, in some cases, we may need to verify the identity of the account owner. What is required for an account verification call?

1. Enable the Orders Processor add-on. This additional feature is billed separately ($9.90 per month - has no trial period) from the subscription plan and allows you to use the FBA service and Auto-order.


2. Supplier settings. Check both boxes on the supplier settings (for each supplier that you want to use the FBA): “Process orders using the “Fulfilled by AutoDS” service” and ”Automatic orders (Requires buy account or “Fulfilled by AutoDS” orders management).”:

3. Add enough Auto-order credits: Auto-order credits are comparable to tokens used for an arcade machine. Each auto-order requires one credit, and the cost per credit becomes cheaper with higher quantities. These credits enable the automation of your orders, including the automatic fulfillment, conversion, and updating of tracking information. What are Auto-Order Credits?



4. Add enough balance: Since customer payments are always processed through the selling channel, AutoDS doesn’t have access to those funds to pay the supplier for the product. To proceed with placing orders for your buyers, it’s important to note that you’ll need to add a balance to your account. This amount will cover the total costs of all pending orders, including the product price and shipping fees. 💰

Shipping costs: Please remember that if you have set your shipping costs to “include shipping price,” this will be added under the “Buy Price”. However, if you’re using the “Worldwide” shipping option, you’ll need to handle shipping costs and policies directly on your selling channel for each region. 🌍 Get to know more about The "Include Shipping Price" feature

How to add balance to your account?

At the top of the platform, you can view your balance, add funds, and review your payment history:

You can only choose the preset amount to add as a balance to your account. This balance it’s for your account and can be used to fulfill orders from all the stores. You can learn more here: How to add balance?

Tracking Updates and Conversion: 

Tracking updates and conversions is essential for keeping your customers informed. 📈 

With FBA, tracking updates are automatically handled. If the tracking number from the supplier doesn’t fit the format required by your selling channel, we will convert it for you using the FBA service. 

Tracking update on selling channel

Whether you add tracking numbers manually or the system does it automatically, this is what your selling channel will display at each stage of the order process.

Currently, AutoDS will update the order status on your selling channel based on the rules and availability of each platform. Even if the supplier you chose provides tracking updates to AutoDS, your selling channel might not allow AutoDS to update statuses automatically.

That’s why the list above shows the tracking update rules for each selling channel. If your selling channel doesn’t allow automatic updates, you’ll need to manually update the status after checking the updates on your AutoDS account.

NOTE: AutoDS does not update the status when the shipment is marked as "Delivered." Depending on your selling channel the status will update to Delivered by means:

• Buyer confirming delivery

• Manually updating to Delivered

• Selling channel confirms delivery and updates the status to Delivered automatically

FBA - Returns and Refunds and Terms and Conditions

When you choose the FBA option, the return and refund process is managed through our system. If a product needs to be returned, just notify us by going to the Orders page, clicking on the order status, and selecting “Request return.” We’ll handle the return with the supplier, making the process easier for you, so you won’t need to manage individual supplier policies or logistics. 

Please note that certain return requests cannot be processed by our Fulfilled by AutoDS service, as this helps ensure the safety of our accounts and the seamless service we offer through FBA.  You can check our Terms & Conditions for more details.

FAQ - How Do Returns Requests work on the Fulfilled by AutoDS Service?

Please read the article to know all the requirements to use the FBA: 'Fulfilled by AutoDS' Service - Terms and Conditions

Auto-order (Semi & Full Automation)

For Amazon and AliExpress, you can take advantage of full automation through Auto-order. Instead of manually buying products from the supplier’s website and shipping them to your customer, you can connect your buyer account to our platform, and we will automate the purchase and shipping process as if you were ordering directly from the supplier—only it’s done automatically! Also, you can decide if you want to convert tracking and tracking updates automatically as well.

Full automation processes orders automatically using your own buyer account and tracking numbers are added and converted as needed. This means less manual work for you, making it easier to manage orders from supported suppliers like Amazon and AliExpress.

Semi-automation is designed for users who prefer to handle order placements manually while still receiving tracking updates for their orders. This option is beneficial for those who want more control over their order processing but still want to keep track of shipping information.

Supported suppliers for Auto-order Full Automation: The auto-orders are currently working in full automation for Amazon (US, UK, FR, DE) and AliExpress. For tracking updates only, we support Walmart and Home Depot.

Steps to use the Auto-order (semi & full automation):

To use this option, you’ll need to follow these steps (in order):
1) Enable the Orders Processor add-on (enable the same way as for the FBA service);
2) Set your supplier settings;
3) Add your own buyer account from supported suppliers;
4) Add enough Auto-order credits (AO credits).

2. Supplier settings:

Full-automation only (auto-order and tracking updates): Check the Auto-order boxes on the supplier settings “Automatic orders (Requires buy account or “Fulfilled by AutoDS” orders management)”: 

Semi (tracking updates only) & Full-automation (auto-order and tracking updates), select your preferences:

Override customer’s phone number: if you turn this feature on, the system will use the number the user inserted instead of the buyer's phone number.

Mark order as Delivered automatically: set the system to automatically mark an order as “Delivered” after a certain number of days (X days). If you don’t set this, the order will remain in the “Shipped” or “Delivered” status depending on the method you’re using for tracking delivery or the Estimated Time of Arrival (ETA).

• AliExpress Orders: Status stays “Shipped” because there’s no automatic conversion.
• Amazon Orders: Status updates automatically based on Amazon’s shipment status.
• Qtrack: Marks orders as “Delivered” based on the estimated delivery date (ETA), not the actual shipment progress.

Set order as shipped: 

• Shipped status - the order will be updated to ‘Shipped’ when it is actually shipped.
• Ordered status -  the order will be updated to ‘Shipped’ as soon as it is ordered.
• Order is received - the order will be updated to ‘Shipped’ as soon as the buyer places it.

Tracking conversion - convert tracking numbers provided by the supplier into formats accepted by some selling channels such as eBay and Shopify. You can choose Bluecare or QTrack. If you do not want to convert, please select “Disabled”.

3. Add your own buyer account on our platform (this is the account that you have on the supplier website). We’ll place the order using your buyer account, saving you the time and effort of manually going to the supplier’s website and completing the steps yourself.

For semi-automation with only tracking updates, add your buyer account and select only the “Auto Tracking Numbers” option in the Buyer Account settings.

Check the article to learn more about each process for adding a buyer account: How to Add a Buy Account for the Automation of Your Orders.

 4. Add enough Auto-order credits for auto-order full automation or auto tracking numbers with tracking conversions. If you choose to not convert your tracking for semi-automation, you don’t need auto-order credits (AO Credits).

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Auto-Order - Returns and Refunds

How do returns work for auto-orders semi and full automation? 📦

Since the order is in your own buyer account, you will need to handle the return/refund process using your Amazon or Aliexpress account by following the policies that you set for returns. Read here for more details: Return request using your Buyer Account

Unmonitored Orders

It means that an order was received for this item but it is not monitored on AutoDS (for untracked products for example). 

To have it ordered you will first need to add it to the system by clicking Add Product. Once monitored, you will be able to send it to the auto-ordering process to be fulfilled. 

If you do not wish to add a product from supported suppliers, you will need to handle this order manually.

Unmonitored Order Status

If you delete a product from your product page before processing an order, we won’t be able to complete it for you. Even if you try to add the supplier ID later, it won’t work.

For us to process an order (FBA or auto-order full automation), the product needs to stay active on your product page and also be live on your selling channel. So, make sure the product is still listed until the order is fully processed to avoid any issues.

If you deleted it and wish to workaround, here’s what you can do to try and resolve it:

1. Relist the Product: Click on “N/A - Add product” to try adding the product back to your listings.
2. Source Request: If relisting doesn’t work, you can try submitting a source request to add the product.
3. Manual Processing: If neither option works, the last step is to process the order manually. 

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If you have further questions that were not answered in this article, please do not hesitate to turn to us at the support chat - we will be more than happy to assist you.