Description of the MStore Email Order Plugin Functionality for Sellers

The MStore Email Order plugin assists sellers who list products in an online store catalog to manage orders received from buyers. Sellers are registered users who may be suppliers, wholesalers, retailers, or operating under a dropshipping model. Orders are placed via email notifications without online payments on the website. This covers what sellers can do, including managing order statuses, the full interface, order card content, and the benefits of working without online payments.

Viewing Incoming Orders

Incoming Orders Page Interface

Sellers can access the "Incoming Orders" page to view all orders for their products. This page is available from the user profile via the "Incoming Orders" link. The interface is as follows:

• Breadcrumbs: At the top of the page, the navigation path is displayed, e.g., "Profile → Incoming Orders". This helps sellers understand their location on the site.
• Header: A large header "Incoming Orders" indicates that this is a list of orders for the seller’s products.
• Filters: Above the order list, there is a form with three fields:
  • Status Filter: A dropdown list with options: "All", "New", "In Progress", "Completed", "Canceled", "Rejected". Allows displaying only orders with the selected status.
  • Search: A text field to enter the buyer’s email or product name to find specific orders.
  • "Filter" Button: Initiates the search based on selected filters.
• Orders Table: If orders exist, they are displayed in a table. Each row represents an order, with columns:
  • Order number (with a link to the details page).
  • Product name (with a link to the product page).
  • Buyer’s name (or email if it’s a guest).
  • Buyer’s phone number.
  • Product quantity.
  • Order cost.
  • Buyer’s comment (if provided).
  • Order date.
  • Current order status (e.g., "New").
  • Status change history (each change with a date, e.g., "In Progress (09/05/2025 10:30)").
  • Actions: A dropdown list to change the status (options: "New", "In Progress", "Completed", "Canceled", "Rejected") and an "Update Status" button.
• No Orders Message: If there are no orders, the text "No incoming orders" is displayed.
• Pagination: If there are many orders, they are divided into pages. At the bottom of the page, navigation buttons (e.g., "1", "2", "3", "Next") and text like "Page 1 of 4" allow switching between pages.

Interface Benefits

• Easy order search by status or keywords (email, product name).
• A convenient table provides a quick overview of all key data.
• Pagination helps manage large numbers of orders without overloading the page.
• Breadcrumbs simplify site navigation.

Managing Order Statuses

How Status Management Works

Sellers can change the status of each order to track its progress. This can be done on the incoming orders page or within the order card (detailed below). Available statuses:

• New: The order has just been received, and the seller has not yet started processing it.
• In Progress: The seller has begun working on the order (e.g., checking product availability or preparing it for shipment).
• Completed: The order has been fully processed and delivered to the buyer.
• Canceled: The buyer or seller canceled the order (e.g., the buyer changed their mind).
• Rejected: The seller cannot fulfill the order (e.g., the product is out of stock).

Status Change Process

• In the incoming orders table, next to each order, there is a dropdown list with statuses and an "Update Status" button. The seller selects a new status (e.g., "In Progress") and clicks the button. The status updates, and a record is added to the order history, e.g., "In Progress (09/05/2025 12:00)".
• The buyer receives an email with the new order status (e.g., "Your order #123 is now in progress") and key details: order number, product, quantity, cost, date.
• The seller can change the status as many times as needed (e.g., from "New" to "In Progress", then to "Completed"). Each change is saved in the order history.

Benefits of Status Management

• Flexibility: Sellers can update the status at any time to reflect the actual order state (e.g., inform the buyer that the product is on its way).
• Transparency: The status change history shows how the order progressed, which is useful for communication with the buyer or resolving disputes.
• Notifications: Buyers automatically receive emails for each status change, improving communication without extra effort from the seller.
• Control: Sellers can quickly mark problematic orders as "Rejected" or "Canceled" to avoid wasting time on unsuitable requests.
• Simplicity: The status update interface is intuitive — select a status and click a button, no complex actions required.

Viewing Order Card

Order Card Interface

Sellers can open an order card by clicking its number in the incoming orders table. The card is a separate page with full order details. The interface is as follows:

• Breadcrumbs: At the top, the navigation path, e.g., "Incoming Orders → Order Details #123".
• Header: Title "Order Details #123" (where 123 is the order number).
• Main Block: Order information in a card format with sections:
  • Product Section:
    • Product name with a link to its catalog page.
    • Order cost (total amount).
    • Quantity of ordered units.
    • Buyer’s comment (if provided).
    • Order creation date.
    • Current order status (e.g., "New").
  • Buyer Section:
    • Buyer’s name (or email if it’s a guest).
    • Buyer’s email.
    • Buyer’s phone number.
  • Seller Section:
    • Seller’s name (your name).
    • Your email.
  • Status Update Section (if the seller owns the order):
    • Dropdown list with statuses: "New", "In Progress", "Completed", "Canceled", "Rejected".
    • "Update Status" button to save changes.
  • Change History Section:
    • List of all status changes with dates, e.g., "New (09/05/2025 10:30)", "In Progress (09/05/2025 12:00)".
  • Complaints Section:
    • Number of complaints for the order.
    • If complaints exist, displayed: complaint text, submission date, complaint status (e.g., "New", "In Progress", "Resolved").
    • If no complaints, text "None".
    • "File Complaint" button (available only to the buyer, visible but unusable by the seller).
• Error Messages: If the order is not found or the seller lacks access, a message appears: "Order not found or you are not authorized".

Example Order Card Content

• Product:
  • Name: XYZ Smartphone (link to product page).
  • Cost: 10,000 RUB.
  • Quantity: 2.
  • Comment: Delivery after 3:00 PM.
  • Date: 09/05/2025 10:30.
  • Status: In Progress.
• Buyer:
  • Name: Anna Petrova (or [email protected] for a guest).
  • Email: [email protected].
  • Phone: +380123456789.
• Seller:
  • Name: Ivan Ivanov (link to your profile).
  • Email: [email protected].
• Status Update:
  • Dropdown list: Current status "In Progress", can select "Completed".
  • Button: Update Status.
• Change History:
  • New (09/05/2025 10:30).
  • In Progress (09/05/2025 12:00).
• Complaints:
  • Number: 1.
  • Text: "Product does not match description" (09/05/2025 14:00, status: New).
  • Button: File Complaint (inactive for the seller).

Benefits of the Order Card

• Complete Information: All order details, including buyer contacts, are consolidated in one place, simplifying processing.
• Quick Access: Links to the product and profiles allow immediate verification of details or contact with the buyer.
• Complaint Monitoring: Sellers can see if a buyer filed a complaint and prepare to address it.
• Convenient Status Updates: Status can be changed directly in the card without returning to the list.

Email Template for Sellers Upon Order Creation

When a buyer places an order, the seller receives an email with a subject like "New order for your product". The email content is:

A new order #123 has been received!
Order details: View order
Product: XYZ Smartphone
Quantity: 2
Buyer’s Phone: +380123456789
Date: 09/05/2025 10:30
Comment: Delivery after 3:00 PM
Buyer’s Email: [email protected]
Buyer: Anna Petrova
Your Seller Profile: Ivan Ivanov

The email includes:

• Order number (e.g., 123).
• Link to the order details page.
• Product name (e.g., "XYZ Smartphone") and link to it.
• Quantity of ordered items.
• Buyer’s phone number.
• Order date and time.
• Comment, if provided by the buyer.
• Buyer’s email.
• Buyer’s name (or "Guest" for unregistered users) and link to their profile (or email for guests).
• Seller’s name and link to their profile.

Complaints

Viewing Complaints

Sellers cannot file complaints (this is for buyers), but they can view complaints about their orders in the order card. The "Complaints" section shows the complaint text, submission date, and status (e.g., "New", "In Progress", "Resolved"). If there are no complaints, it says "None".

Email Template for Sellers Upon Receiving a Complaint

When a buyer files a complaint, the seller receives an email with a subject like "New complaint for order". The exact template is not specified, but it likely includes:

• Order number.
• Product name and link to it.
• Complaint text (e.g., "Product does not match description").
• Complaint submission date.
• Complaint status ("New").
• Buyer’s name and email.
• Seller’s name and link to their profile.
• Link to the order details page.

Benefits of Handling Complaints

• Quick Response: Sellers immediately see complaints in the order card and receive an email, allowing prompt contact with the buyer.
• Transparency: The complaint status (e.g., "In Progress") indicates whether the administrator is addressing it.

Notifications

Sellers receive emails in the following cases:

• New Order: Email with order details (described above).
• Order Status Change: If the administrator changes the order status, the seller receives an email with the new status (e.g., "Completed") and order details.
• New Complaint: Email with the complaint text and order details.
• Complaint Status Change: If the administrator changes the complaint status (e.g., from "New" to "Resolved"), the seller receives an email with the new status and details.

Benefits of Processing Orders Without Online Payments

Managing orders via email notifications without online payments on the site offers sellers several real and potential benefits:

Real Benefits

• Easy Integration: Sellers don’t need to connect complex payment systems, set up gateways, or deal with their requirements. Orders arrive via email, providing all necessary buyer contact information.
• Payment Flexibility: Since payments occur outside the site (e.g., via bank transfer, cash on delivery, or other methods), sellers can negotiate suitable payment methods directly with buyers, accommodating their capabilities (e.g., cash on delivery or prepayment to a card).
• Lower Fees: Without payment systems on the site, sellers avoid transaction processing fees, reducing costs, especially for small businesses or dropshippers.
• Process Control: Sellers decide how and when to accept payments, avoiding automatic deductions or refunds common in payment systems.
• Reduced Fraud Risks: Without online payments on the site, the risk of attacks on payment data is minimized, as no financial transactions occur through the site.

Potential Benefits

• Personalized Communication: Direct contact with buyers via email or phone fosters trust, allowing sellers to offer discounts or negotiate custom delivery terms.
• Suitable for Diverse Markets: Without reliance on specific payment systems, sellers can work with buyers from regions where online payments are less popular or with clients who prefer payment on receipt.
• Simplified Management for Dropshippers: Dropshippers can forward orders directly to suppliers without worrying about payment system integration, speeding up processing.
• Ease of Scaling: Sellers can add new products to the catalog without integrating them with payment systems, simplifying assortment expansion.
• Fewer Technical Issues: The absence of payment modules reduces the likelihood of site errors related to payment processing and lessens the burden on technical support.

Why This Matters for Sellers

The absence of online payments makes the selling process more flexible and accessible, especially for small sellers or those just starting out. Sellers can focus on fulfilling orders and communicating with clients rather than dealing with complex payment system setups. This also enables working with clients who prefer traditional payment methods, expanding the audience.