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Receiving Orders

When customers place orders for your books, you'll be notified and need to manage those orders through the BookWish app.

Order Notifications​

You receive notifications when new orders come in, based on your store's notification preferences:

Notification Preferences​

Your store can be set to receive order notifications in two ways:

  • Immediate Notifications: Get notified right away when an order is placed
  • Daily Digest: Receive a summary of all orders once per day

To change your notification preference:

  1. Go to your Store Settings
  2. Navigate to Notifications
  3. Select your preferred Order Notification Method
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Immediate notifications are recommended for stores that want to fulfill orders quickly. Daily digests work well for stores with lower order volume.

Order Types​

You'll receive two types of orders:

  1. Regular Orders: Orders for books you have in your inventory
  2. Special Orders (Ingram): Orders for books that need to be ordered from Ingram Content Group

Special orders are clearly marked and require you to place an order with Ingram first.

Viewing Order Details​

To view order details:

  1. Open the Orders tab in your store management section
  2. Tap on an order to see full details including:
    • Order number (format: BW-YYYYMMDD-XXXX)
    • Customer information
    • Ordered books with quantities
    • Fulfillment type (Pickup or Ship)
    • Order total, subtotal, and tax
    • Payment status
    • Shipping address (for shipped orders)

Order Information​

Each order includes:

  • Order Number: Unique identifier in format BW-YYYYMMDD-XXXX
  • Customer: Customer name and contact information
  • Books: List of books ordered with quantities and prices
  • Fulfillment Type:
    • Pickup: Customer will pick up at your store
    • Ship: You need to ship the order to the customer
  • Pricing:
    • Subtotal (book prices)
    • Tax amount
    • Shipping cost (for shipped orders)
    • Total amount
  • Payment Status: Confirmed when payment is received
  • Timestamps: When the order was placed and confirmed

Order Routing​

Orders are intelligently routed to your store based on:

  • Customer's wishlist preferences (if they added books to their wishlist from your store)
  • Items shared from your store via QR code or store website
  • Books you have in inventory
  • Customer's location (for local pickups)
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Orders are automatically routed by the BookWish platform. You'll only receive orders that make sense for your store to fulfill.

Accepting Orders​

When you receive an order:

  1. Review the order details carefully
  2. Verify you have the books in stock
  3. Check the fulfillment type (pickup or ship)
  4. Accept the order to begin fulfillment

Once accepted, the order moves to Confirmed status and you can begin preparing it.

Declining Orders​

If you need to decline an order:

  1. Open the order details
  2. Review the reason for declining
  3. Tap Decline Order
  4. Provide a reason (optional but recommended)
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Only decline orders if you cannot fulfill them. Common reasons include:

  • Book is out of stock or damaged
  • Unable to ship within reasonable timeframe
  • Pricing error or inventory discrepancy

When you decline an order:

  • The customer is notified
  • The order may be re-routed to another store or BookWish Direct
  • Payment is automatically refunded to the customer

Order Status Flow​

Orders progress through these statuses:

  1. Pending: Initial state before payment confirmation
  2. Confirmed: Payment received, ready to process
  3. Processing: You're preparing the order
  4. Ready for Pickup (pickup orders): Ready for customer pickup
  5. Shipped (shipping orders): Package has been sent
  6. Delivered: Order completed
  7. Cancelled: Order was cancelled by customer or store

See Order Status Management for more details on managing order status.

Gift Orders​

Some orders are marked as gifts, which means:

  • The order includes a gift message
  • Gift recipient information is provided
  • The packing slip should not include pricing
  • Special care should be taken with packaging

Gift orders are clearly marked in the order details.

Source Store Information​

Orders may show a "source store" field, which indicates where the customer discovered the books:

  • Source Store = Your Store: Customer added books to wishlist from your store or scanned your QR code
  • Different Source Store: Order was routed to you based on inventory availability

This helps you understand how customers are discovering your store.

Next Steps​

After receiving an order: