After logging in to MetaKocka select - Order Management from the drop-down menu (the picture below)

When the module is loaded, ALL received orders will be displayed (new, ready to be shipped,...), as well as order status, payment status, ordered products, type and date of payment, order number, amount, and shipping date. 

When searching for a specified order, enter your query in the search bar (2) or use filters (3)

At that level, order data can be viewed and, if needed, additionally modified (i.e. customer did not provide the correct phone number) and save changes.

The first step towards shipping order is the creation of invoices.

Such are prepared in the '' Orders - issuing an invoice'' submenu (as shown below).  

All the orders that will be displayed have been already paid (by PayPal/credit card) or will be paid by ''Cash on Delivery'', but are yet to be shipped. 

**(display conditions may vary depending on the settings of each company/online store)

To select the orders whose invoices will be created, mark those on the left side and click ''Transfer to invoice''.

When the dialog opens, you may print the invoice (all the cash invoices that need to be verified at FURS, will be verified upon printing), or close the dialog, if invoices will be automatically sent via e-mail.

If inventory check is activated, before creating the invoice, the executed query will try to understand whether all the products are in stock; if not, such an order will be automatically skipped.

If your type of payment involves a proforma invoice, received payments can be imported in bulk to orders, and therefore such are marked as paid:

Orders whose invoices have been created are now displayed in the ''Orders- for shipping'' submenu.

If those are sent with different delivery services, then you may use Filters

List of orders will be filtered accordingly. After that, select the orders and click on ''Print labels''.

If direct data sending is configured, by clicking on the ''Print labels'' button, all necessary data for the selected orders will be sent to the selected delivery service (shipment and recipient details, cash on delivery information). Upon a completed sending process, a tracking number (depending on the connected delivery service) for shipped orders will be obtained and labels will be printed (below is the GLS example)

If the export is ready for the other delivery services, by clicking on the ''Export'' button - different csv. export files will be printed (DHL,...)

If any error/problem in the order occurs when printing the labels (example: incorrect ZIP code) that will be indicated and orders containing the error(s) will receive the ''Problem'' status

Orders with the ''Problem'' status need to be fixed to continue printing their labels.

Mark shipped orders by clicking on the "Mark as sent" button (the parcel is physically sent and is on its way to a customer). After clicking on the ''Mark as sent'' button, customers will receive a tracking number via e-mail (if delivery service is configured that way), thanks to which the order delivery can be tracked.


Shipping can be also carried out via mobile scanner, where the courier label should be scanned and the package should be shipped via mobile scanner.
Involving mobile scanner in the shipping process is explained in INSTRUCTIONS.

Orders will receive ''Shipped'' status and will be transferred to the ''Orders - Shipped'' submenu. 

If agreed upon and set up as such, an email with the invoice in electronic format will be sent to the customer with a delay.

Completed orders (paid - cash on delivery received or paid with a credit card with ''Delivered'' order status) are automatically transferred to Orders - delivered.

Final status of shipped orders

Each shipped order (an order that received the tracking number and the ''Shipped'' status) after certain time and events approaches its final status. In the table below, the name and time of reaching final statuses are displayed.

Status (label)MeaningAutomatic transition?Automatically create a credit note?
Completed (completed)The customer received the parcelYes, if package tracking support for delivery service exists.
Importing cash on delivery payment through Excel tabel
No, never (semantically incorrect)
Deleted (manually_closed)OM user canceled the orderNo, always done manually by the userYes, always.
Canceled (canceled)The customer canceled the order No, always done manually by the userYes, always.
Package return (package_returned)The order has been returned since the customer rejected  it/has not received it/the address is incorrectYes, if package tracking support for delivery service exists.
An event of the package being rejected occurred.
If tracking is not supported, the change is made by the OM user
Yes, if the option is activated in additional settings.
Shipped - error
The parcel was shipped but has not arrived to the customerYes, if package tracking support for delivery service exists.
(The package has a tracking number and was shipped, however, the delivery service did not receive it in 30 days
The package was received by the delivery service, but in 60 days, it did not reach the receiver or it was rejected
Yes, if the option is activated in additional settings.

Searching by filters

When searching for the orders, using the following criteria can help you to filter the particular orders you were searching for. Below, each criterion that you can use is described in detail:

  • Customer order - searching by the order number from the online store. Always accurately searched for through the whole string. In the case of merged orders (i.e. 100, 200, 300), enter only one number (for example 100) for a successful search.
  • Tracking number - order's tracking number, which was added when labels were printed or when the tracking number was imported from the delivery service. Always accurately searched for through the whole string.
  • Name and surname - recipient's or customer's name and surname. Can be searched for by particular words (i.e. customer's name is "Janez Novak Gorenc", while you searched by "Janez Gorenc"), reverse order (i.e. if the customer's name is "Janez Novak", matching will also be found if searched for "Novak Janez") or word's substring  (for instance, if the customer's name is "Janez Levjesrčni", matching will also be found if searched for"Janez Levje"). The use of uppercase/lowercase letters does not matter.
  • E-mail: an e-mail address must be entered correctly - uppercase/lowercase letters together with the special characters (such as dots, dashes, hyphens) are not as important though (i.e. " would be found even by searching for "")
  • GSM: recipient's or customer's phone number. Can be searched for by the last part of the number. For instance, if the customer entered "+38641100200" as his/her phone number, the application will find the matching even if "100200" was entered. On the other hand, it would not be found if "041100200" was entered (the first 0 is not part of the original number).
  • Invoice number : searching by full invoice label or number. If your invoice  Iskanje po celotni oznaki računa ali številke. Če imate npr. račun "SK-MK-23456", bo program našel račun pod celotno iskalno besedo ("SK-MK-23456") or number only ("23456").
  • Fast search: searching by order number, partner's or receiver's address and contact information, additional order name, customer order, sales order payment deadline, order finish date, total order value, tracking code, and ID number of connected documents (invoices, packing lists). Despite being named so, the search is not as fast and may take some time to display a lot of orders. To save yourself some time, filter your orders with the ''Order date from'' criteria.