Functional documentation

Order feature V2

How to manage your order

How it works

The Orders API enables you to manage your orders received from the different Octopia sales channel you subscribed to. It offers 5 services :

• retrieve a list of orders using a set of filters
• retrieve a specific orders using the orderId
• validate an order (if necessary)
• ship an order
• cancel an order

Pre-requesites : In order to retrieve and update orders, you need a valid access token

Order Lifecycle

Upon receiving a new order, Octopia Order Management proceeds to a set of controls to ensure the order is valid. This includes for instance enriching the order with the appropriate data such as the logistic supply mode and commission fees, or controlling the stock and offer status. If and only if all controls are valid will the order be made available to you.

The order will then move through the different states below, according to the actions you perform and the order’s supply mode:

The supply mode helps identifying the logistic funnel processing the order :

• it may be a logistic partner of your choice connected to Octopia, in which case the supply mode value is “Fulfillment” : the status updates will then be provided by the partner itself
• it may be yourself or logistic partner of your choice not connected to Octopia,  in which case the supply mode value is “Seller” : the status updates will then be provided by you
• it may require a shipment of the products to an intermediary warehouse belonging to the sales channel, in which case the supply mode value is “Xdock” : the status updates will then be provided by the sales channel warehouse

Each order state has the following meaning:

• WaitingAcceptance : if you chose to validate yourself your orders, you will first have to validate or refuse to fulfill the order 
• Refused :  you refused to fulfill the order
• Accepted : you validated your order and the information will be forwarded to the sales channel
• inPreparation : this status is only available on Octopia orders with a “fulfillment” or “xdock” supply mode. It informs you your order is being prepared by the warehouse. For Cdiscount orders, they go to InPreparation when they are accepted by the seller and payment is OK. You must therefore dispatch Cdiscount orders with this status.
• Shipped : it indicates the order has been collected by the carrier and is on its way to your customer
• Delivered : the order has been delivered to your customer (please note that this status is not available yet)
• CancelRequest : a cancelation request has been made on the order and is being processed by the system – it may be rejected, in which case the order state will be reset to its previous state
• Cancelled : an order may be refunded at any time during its lifecycle, resulting into a “cancelled” status. A cancelation may be triggered because of logistic troubles, upon customer request raised through a discussion (see Discussion Management) or by the sales channel’s Customer Services Department. 

Please note: not all sales channels allow manual acceptance, therefore the states “WaitingAcceptance” and “Refused” won’t be available on all orders.

See also : Octopia Delivery Modes

Order line management 

The Order Management  feature allows you to manage your orders at the item level according to the sales channel configuration.

For instance, if the sales channel allows order line management and you receive an order containing 2 items from this sales channel, you may ship one the item on a Monday and the second item the following day. You may also refuse only one of both items.

However, not all sales channels are capable of managing orders on item level yet and they may prefer to disable this feature. In which case, updates on item level are not allowed. This means you may only ship a complete order.

Please note: this sales channel configuration is not reversible. Once a sales channel decides to activate this feature, it will be active for all future status updates.

Order cancellation reasons

Important : In case of an order with a Fullfilment or Xdock line(s) the cancellation will be rejected.

You can find bellow a table sumarizing the cancellation reasons :

	List of reasons for cancellation	Code	Order status	Takeover sale	Reimbursement Committee
1	Refuse seller	seller-refusal	Accepted, inPreparation	Yes	No
2	Customer cancellation	customer-cancellation	Shipped, Delivered	Yes	Yes
3	Customer complaints	customer-claim	Accepted, inPreparation,Shipped, Delivered	Yes	No
4	Repayment at the seller’s initiative	refund-from-seller	Shipped, Delivered	Yes	No
5	Customer withdrawal	customer-withdrawal	Shipped, Delivered	Yes	Yes
6	No customer collection in shop	no-customer-withdrawal-in-store	Shipped, Delivered	Yes	Yes
7	Reference error	reference-mistake	Shipped, Delivered	Yes	No
8	Damaged	damaged	Shipped, Delivered	Yes	No
9	Multiple delivery	multiple-shipping	Shipped, Delivered	Yes	No
10	Missing element	missing-product	Shipped, Delivered	Yes	No
11	Breakdown on unpacking / after sales service	breakdown-during-unpacking	Shipped, Delivered	Yes	No

Order invoices

As a seller, you are in charge to create invoices for your customers, you might wonder how to share those invoices with your clients.

Now, the Sellers can upload directly invoices from the order section in the seller zone,

by the API POST/order-invoice-imports (bulk) or POST /orders/ {orderId}/invoice-documents (unitary).

Then, an asynchronous report to share an invoice upload status of success / reject will be available by API using GET/order-invoice/imports (bulk) or GET/order-invoice-imports/{importId} (unitary).

This feature is enabled on a per SalesChannel basis, depending on expected billing requirements from sellers.
Most channels have not yet implemented this solution.

API Order Invoices Fallback :