Order Management
Learn how staff orders are tracked, managed, and reported in the system.
Overview
The Order Management system:
- Automatically tags orders with staff information
- Tracks commission per order
- Enables order filtering by staff
- Provides order history per staff
- Supports order reassignment
Automatic Order Tagging
Order Fields
Added to Every Order:
- Staff member assignment
- Staff group assignment
- Commission amount
Visible In:
- Admin order view
- Order grid
- Order reports
- Order API
When Orders Are Tagged
Scenario 1: Staff Places Order
- Staff logs into customer account
- Places order
- Order automatically tagged with staff ID
Scenario 2: Customer Places Order
- Customer orders directly
- If "Set staff permanently on order" = Yes
- Order tagged with customer's primary staff
Scenario 3: Admin Places Order
- Admin can select staff member
- Order tagged with selected staff
View Staff Orders
Frontend (Staff Dashboard)
Location: Staff Account > My Orders
Display:
- Order number
- Customer name
- Order date
- Order total
- Commission earned
- Order status
There is no dedicated frontend filter panel on the My Orders page in the current implementation.
Admin (Order Grid)
Location: Sales > Orders
Staff Column (if enabled):
- Shows staff name
- Filterable
- Sortable
Enable: Configuration > Admin Settings > Add Sales Staff to Order Grid = Yes
Order Details
Staff Information Section
In Order View:
Sales Staff Information ├── Staff Member: John Smith ├── Staff Group: Territory North ├── Commission: $50.00 └── Commission Rate: 5%Order Comments
Automatic Comment:
Sales Staff John Smith earned a commission of $50.00.Added When: Order is placed
Order Reassignment
Enable Feature
Configuration: Stores > Configuration > MageB2B > Staff > Admin Settings
Setting: Add Reassign feature for Sales Staff to Order Grid = Yes
Reassign Process
Steps:
- Go to Sales >Orders
- Select orders (checkboxes)
- Actions >Reassign Sales Staff
- Select new staff member
- Click Submit
What Happens:
- Staff assignment updated
- Staff group assignment updated
- Existing commission stays as-is (the reassignment action does not recalculate it)
Use Cases:
- Staff member leaves
- Territory changes
- Workload balancing
- Error correction
Bulk Reassignment
Scenario: Reassign all orders from Staff A to Staff B
Process:
- Filter orders by Staff A
- Select all orders
- Reassign to Staff B
- Confirm
Result: All orders transferred
Commission Tracking
Per Order
View Commission:
- Order detail page
- Order grid (if column added)
- Staff dashboard
- Commission reports
Admin Order Create (Optional)
When creating an order from the Magento Admin (Sales >Orders > Create New Order), you can optionally set:
- Sales staff
- Sales staff commission (manual override)
This is mainly useful for phone/manual orders created by your back office team.
Order Filtering
By Staff Member
Admin:
- Go to Sales >Orders
- Filter by "Sales Staff"
- Select staff member
- Apply filter
Staff Dashboard:
- Automatically filtered to own orders
- Can filter by customer, date, status
By Staff Group
The admin sales order grid provides a Sales Staff column/filter in this module. Direct filtering by Sales Staff Group is not available by default.
By Date Range
Common Filters:
- Today
- This week
- This month
- This quarter
- This year
- Custom range
Order Statistics
Staff Dashboard
Metrics:
- Total orders
- Orders this month
- Total sales
- Average order value
- Commission earned
- Pending orders
Charts:
- Orders over time
- Sales trend
- Commission trend
- Top customers
Admin Reports
Built into the core Staff feature set.
Location (Admin): Staff > Reports > Orders / Products
Available Reports:
- Orders by staff
- Orders by group
- Orders by period
- Commission by order
- Average order value
Email Notifications
Order Confirmation to Staff
Configuration: Stores > Configuration > MageB2B > Staff > Email
Settings:
- Email order to: Customer, Staff, Customer and Staff, Customer from quote and Staff, or Staff from quote and Customer
- Sent email copy to staff when customer is placing an order: Yes/No
Email Contains:
- Order details
- Customer information
- Commission amount
- Order total
Order Status Updates
Magento's core order status emails are controlled by Magento's Sales Email configuration and your email templates. The Staff extension can additionally send staff copies depending on your Email order to and Sent email copy to staff... configuration.
Order Export
Export Staff Orders
There is no built-in export control on the frontend My Orders page in the current implementation.
From Admin:
- Filter orders by staff
- Select orders
- Actions >Export
- Choose format
Use Cases:
- Commission calculation
- Performance review
- Accounting
- Tax reporting
Integration
Accounting Software
Sync Orders:
- QuickBooks
- Xero
- Sage
- FreshBooks
Data Synced:
- Order totals
- Commission amounts
- Staff information
- Customer data
ERP Systems
ERP integrations are typically implemented via middleware or custom Magento integrations. Common data points:
- order details
- staff assignment
- commission amount
Best Practices
Order Tracking
Ensure:
- All orders tagged with staff
- Commission calculated correctly
- Order status updated
- Staff notified
Commission Management
Process:
- Review commission calculations periodically
- Align commission payout rules with your internal accounting process
Performance Monitoring
Track:
- Orders per staff
- Sales per staff
- Commission per staff
- Conversion rates
- Average order value
Troubleshooting
Order Not Tagged with Staff
Check:
- Staff was logged in during order
- Customer impersonation was active
- "Set staff permanently on order" setting
- Staff information visible in order details
Commission Not Calculated
Check:
- Staff commission rate set
- Commission type configured
- Order not canceled
- Calculation method correct
Cannot Reassign Orders
Check:
- Reassign feature enabled
- Admin permissions
- Orders selected
- Staff member exists