Creating orders manually
There may be times when you need to manually enter an order into Click & Drop, for example if you get an order through an external channel, such over the phone or in person.
Our simple to use guide gives easy to follow step-by-step instructions.
How to create a manual order using the Address book
From the Address book, click on the 'Create order' button at the side of the address that you want to create the order for:
The 'Create order' window will now open:
You can see that the name and address data has already been completed by using the Address book data you have previously entered.
You can enter data into the email address, order value and shipping cost if you choose.
If you haveProductslisting set up, click on 'Add products'.
A new window opens,
Using the drop down menu choose which product this order is for
In this example, we are sending a white mug
If you want to apply postage later, click on 'Create order' or if you want to apply postage now, click on 'Create order and apply postage' and follow the normal ordering process.
How to process a single order- how to apply the right postage and create your own labels, so you can get your package ready for delivery quickly and easily.
Apply postage
Let's start by applying postage. To process a single order, simply expand the order details panel and select apply postage. You'll then see a screen giving you two options: quick apply and find a service.
Quick apply
Quick apply is the most convenient process for those who've saved their favourite services, or know the code of the Royal Mail service they're looking for.
Once you've selected a service, you'll need to give us some more information. This includes things like the shipping region, weight and possibly the size of your package.
When you're done with this section, the order status will automatically update to postage applied.
Find a service
Our find a service tool lets you conduct targeted searches based on key order details, such as the shipping region or weight of your package.
You can filter your search results by delivery speed, compensation band and service features, so you can confidently pick the best service to meet your needs.
Once you've selected your preferred service, your order status will update to postage applied.
Please note: If you find a service that you'll use frequently, you can save it to your favourites. Find out how to create your own favourites.
Create label
We'll need a few additional pieces of information before you can create your shipping label. This includes:
- The postage service you've selected
- The customer's address
- A return address
When you're ready, you can generate a PDF version of your shipping label that can be printed out and attached to your package. Depending on the order, additional documents, such as a customer invoice or a customs declaration form, may be included.
Once all of your PDFs have been created, the order status will automatically update to label created.
Please note: Customs declarations are blank forms that you'll need to fill in if you're sending a package outside of the EU.
Mark as despatched
It's time to send your package. When an order status is updated to despatched, we'll log the date, time and status for future reference.
This will trigger certain channels to send customers an email notifying them that their package is on the way.
At this point you can manifest the order manually, or wait for it to be done automatically at the end of the day.
Archive
You can archive despatched orders straight away or wait for them to be automatically archived after 30 days. They'll be safely stored for you to access any time via Storefeeder, whichever route you choose.
Future dating your orders- There may be occasions where you wish to prepare your orders and parcels, but deliver them on a later date. This can be done by creating future dated orders and batches. Includes how to manifest future dated orders.
If you want to have the ability to future date an order, please send your account number and your Click & Drop login email address to clickanddropsupport@royalmail.com. Once the update has been made to your account, they will let you know.
Once the change has been made, when applying postage to your orders, you will see an additional box under ‘Step 4. Confirm and Submit’:
In the ‘Planned despatch date’ field type the date that you want to despatch these items on or select the date from the calendar that will appear:
You can now apply the postage and generate labels as usual for one or more future dated orders.
Howto manifest future dated orders
To manifest your future dated orders, click ‘Orders’ and then ‘Batches’ to go to your ‘Batch history’ page.
Click on the cog icon on the top right of the column headers as shown:
Now, simply click on the column header name so that a tick appears against ‘Manifest date’. This will add a new column to your ‘Batch history’ page, and will allow you to view your batches by the date they are due to be manifested:
To filter the view to that you see only your future dated batches, click the ‘Future dated batches’ button as shown:
Your future dated batches will now be visible by their date:
Please note: if needed, you can manifest the batch earlier than the planned date, otherwise the batch will be automatically manifested on the correct date by the auto manifest feature. If you have the auto manifest option switched off, then you will need to manifest these orders manually on the planned date.
For information on how toprocess multiple orders (Batch orders) & manifest them see
How to edit shipper details on an order- This can be done on any new orders, whether they have been manually created, downloaded from your marketplace or the order data uploaded.
Please note: if you have a shipping rule set up that includes the destination on the shipper address and you change it, then you will see a warning message advising you to check postage depending on whether you have a shipping rule set for the new destination or not.
How to edit shipper details on an order
Within Click & Drop, click on 'Orders'.
In the 'Orders' screen, find the orderwhere you want to change the shipper details.
Now, clickon the order to open up the order details. In the 'Customer shipping address' box, click on '[Edit]'.
In the 'Update order' box, correct the relevant details. You can amend any or all of the fields: first name, last name and/or address.
In this example, we have amended the first name and address.
Onceyou have completed your amendments,click on 'Update order'. You will then be directed back to the Order page where you cansee the updatedorder details.
Now you can continueprocessingyour order.
How to create a manual order using a product you've created
How to view your orders- how to view all your orders at once; how to dive deeper into your order information; and where you can find your order history.
Orders overview
Click & Drop's overview screen displays all of your orders in one place. The default view provides a top-line summary of each order, but you can select and expand individual orders to see additional information.
Order details
Selecting an individual order will expand the overview panel, showing you basic information such as the customer's shipping address and the number of items within the order.
If you require further information, just hit the order details button. This will display more in-depth information including: products, quantity, price, the customer's billing address and shipping details.
Audit trail
Click & Drop's audit trail lets you see all stages of an order's history - including what actions were taken and by whom.
How to filter your orders- You'll get the most out of Click & Drop by setting up the orders overview in a way that best suits your business.
How to sort and filter your orders so you'll only see the things you need, when you need them.
Overview display
To make the orders overview area efficient to use and easy to manage, we recommend only displaying the columns you want to see. You can use the settings icon in the top right corner to keep your orders organised.
By default, your orders are arranged by date - starting with the most recent first. You can change this by simply selecting the column heading and sorting them either alphabetically or by number, depending on the data type.
Please note: You can only sort by one column at a time.
Filtering content
Applying a filter gives you a more specific set of results, so you can quickly find what you're looking for.
To begin filtering the content in the cells, simply select the filter icon in the column header. Depending on what type of information the cell contains, you'll get relevant options to filter by - including, but not limited to, free text and date range.
Every time a filter is applied, it is added to the previous search results. So, if you want to start from scratch, simply clear all the filters using the column heading setting and then repeat the steps detailed above.
Personalising the columns you view in orders- you can personalise the columns that you view in the Orders section, the only exception is the 'Order Number' and 'Date'.
Please note: If you clear your cache/browser history, the settings will be removed and you will need to reset your column view again next time you login.
Within Click & Drop, click on the 'Orders' link.
Once in the 'Orders' section, look to the right hand side of the column headers for the 'cog' icon and click on it.
Once you click on the 'cog' icon, you will see a list appear of the column headings.
A column header with a tick at the side means that that data currently appears in the 'Orders' screen. To remove that column data, simply click on the column header name to remove the tick, and this will remove that column data from view.
A column header with a dark circle outlined in white indicates that the data does not currently appear in the 'Orders' screen. To add that column data in simply click on the column header name so that a tick appears and that column data will now be visible.
Order number and date are completely greyed out as they are mandatory fields, and therefore cannot be removed from view.
How to mark an order as 'Despatched by other courier' Sometimes you may have orders in Click & Drop that you will despatch with a courier other than Royal Mail, or by courier services that create their own labels, such as Amazon Prime orders.
By marking an order as 'Despatched by other courier', Click & Drop will exclude it from your dashboard figures. This also prevents the order from downloading again if deleted from Click & Drop.
For step by step instructions see our how to guides below:
How to mark an order as 'Despatched by other courier'
How to enter costs (order value & shipping costs) in other currencies when importing orders- available currencies and checking exchange rates
So that you can handle orders from channels, marketplaces, or countries whose currency is not Sterling, Click & Drop allows you to change the currency of the order value & shipping costs.
As part of your order upload file, you'll need to include a column so that you can specify the 'Currency code'.
The currencies and their codes available are shown in the table below:
| Currency | Currency code | Currency symbol |
|---|---|---|
| Australian Dollar | AUD | A$ |
| Brazilian Real | BRL | R$ |
| British Pound | GBP | £ |
| Canadian Dollar | CAD | C$ |
| Danish Krone | DKK | kr |
| Euro | EUR | € |
| Hong Kong Dollar | HKD | HK$ |
| Japanese Yen | JPY | ¥ |
| New Zealand Dollar | NZD | $ |
| Norwegian Krone | NOK | kr |
| Russian Rouble | RUB |  |
| Singapore Dollar | SGD | S$ |
| Swedish Krona | SEK | kr |
| Swiss Franc | CHF | SFr |
| Taiwan Dollar | TWD | NT$ |
| Turkish Lira | TRY |  |
| US Dollar | USD | $ |
How to check what exchange ratewas used for an order
The exchange rate is updated on a daily basis and if you check the Sterling rate of a foreign currency on one of your orders, if you go back to that same order at a later date, the exchange rate will have saved as it was on the day you checked it.
How to check the value in Sterling if you've chosen a foreign currency for the order value and shipping costs
You can check within Click & Drop, click on 'Orders'.
Using non Latin or foreign characters in customer addresses
With Click & Drop you can have non Latin or foreign characters, such as circumflexes etc in your address data and these will print onto your label.
