Order Management
Last modified on: 09.07.2024
Introduction
The Order Management module describes the handling of Klarna orders within the Shopware 6 backend.
Usage and operation
Klarna tab in the order
In the Klarna tab in the order details you will find an overview of the Klarna order as well as various actions.
The Klarna tab is only displayed for orders paid with a Klarna payment method.
| name | description |
|---|---|
| Total amount | The total amount of the order. |
| Amount captured | The amount that has already been captured (debited). |
| Amount refunded | The amount that has been refunded. |
| Remaining amount | The amount that can still be captured (amount not yet debited). |
| Klarna Reference | A Klarna internal ID to identify the order. |
| Klarna Status | The order status that is stored at Klarna. |
| Fraud Risk | The Klarna Risk Check status. |
| Expires on | The date on which the authorization expires. From that date on, the remaining amount can no longer be captured. |
Capture amount manually
You can capture an amount by clicking on the "Capture amount" button. A new window will be displayed where you can specify the amount, the positions and a comment.
The selection of items is optional, you can also enter an amount manually. In this case, however, Klarna does not receive the information about which items have already been captured. Therefore, we always recommend to make the entry via the item selection.
The comment is also optional and serves to clarify why an amount was captured. For example, "Item XY was not captured because it was out of stock."
Once you have selected the desired items and the desired amount, you can capture the amount by clicking "Capture Amount".
If the entry was successful, a corresponding message will be displayed.
Refund amount manually
You can refund an amount by clicking on the "Refund amount" button. You will now see a new window where you can specify the amount, items and a comment.
The selection of items is optional, you can also enter an amount manually. However, in this case Klarna will not receive the information which items have been refunded. Therefore, we always recommend to make the refund via the item selection.
The comment is also optional and serves to clarify why an amount was refunded. For example, "Item XY was refunded because it was out of stock."
Once you have selected the items you want and the amount you want, you can refund the amount by clicking "Refund Amount".
If the entry was successful, a corresponding message will be displayed.
Manually extend authorization
You can extend the authorization of a payment by clicking on the "Extend Authorization" link.
You will now be asked if you really want to extend the authorization.
Confirm the action by clicking on the "Proceed" button. In case of error or success, a corresponding message will be displayed.
Release remaining amount manually
You can release (unauthorize) the remaining amount by clicking on the "Release" link.
You will now be asked if you really want to release the remaining amount.
Confirm the action by clicking on the "Release" button. In case of error or success, a corresponding message will be displayed.
Order history
The order history lists all actions that were performed for the order.
| Column | Description |
|---|---|
| # | The column tells whether the action was successful or not. A green tick indicates that the action was successful. A red X says that the action failed. |
| Time | The time when the action was performed. |
| Message | The action that was performed. |
| Details | A link which opens a dialog with more information. |
The following messages may appear:
| Message | Description/Information |
|---|---|
| An amount was captured. | Which amount was captured can be seen in the "Details" dialog. |
| An amount has been refunded. | The amount refunded can be seen in the "Details" dialog. |
| Order details have been updated. | The order has been updated. For example, an item was removed. |
| The authorization period has been extended. | Will be executed when clicking the "Extend Authorization" link within the Klarna tab. |
| The remaining amount has been released. | The remaining (not yet entered amount) has been released and therefore cannot be entered anymore. |
| Order has been canceled. | The order has been cancelled at Klarna and can no longer be entered. |
Example of a dialog with further information about an action.
Cancel order manually
An order can be canceled only if no amount has been entered yet.
The cancellation of an order cannot be undone.
To cancel an order click the "cancel order" button.
You will now be asked if you really want to cancel the order.
Confirm the action by clicking on the "Proceed" button. In case of error or success, a corresponding message will be displayed.
Once an order is cancelled, no further action can be performed on that order.
Automatic changes
Defined changes to an order will automatically trigger actions at Klarna.
Payment status
The payment status is automatically set by Klarna for certain actions.
| Action | Payment status |
|---|---|
| Partial capture | Partially paid |
| Partial refund | Re-crediting |
| Full capture | Completely paid |
| Full refund | Re-crediting |
Address changes
When changing the address of an order in the backend, the new data is first transferred to Klarna. Only if Klarna accepts the new address, it will be updated in Shopware. This ensures that the new address has been accepted by the Klarna risk check.
Please note that a change will not be accepted by Klarna once an amount of the order has been captured.
Klarna generally refuses to change the billing address retrospectively.
Changes to the order
When changes are made to an order (e.g. positions), the new data is first transferred to Klarna. Only if Klarna accepts the new order, it will be updated in Shopware. This ensures that the new data has been accepted by the Klarna risk check.
Changes that increase the Authorized Amount are generally rejected.
Please note that a change is not accepted by Klarna once an amount of the order has been captured.
Shipment number
When changing the shipment number, it will be transferred to Klarna. For multiple shipment numbers, please refer to the respective plugin configuration for shipment number separator.
The shipment number is automatically transmitted to Klarna during captures.
Change payment type
Changing the payment type from one Klarna payment type to another can only be done if no amount has been entered yet. In this case the order will be automatically cancelled by Klarna.
The payment type cannot be changed from one Klarna payment type to another Klarna payment type.
Delete order
An order can be deleted only if no amount has been captured yet. In this case the order will be automatically cancelled by Klarna.
Other
Automatic Klarna actions
By changing the order status, automatic actions can be performed by the plugin. See also the plugin configuration for this.
The automatic actions can only be performed by the plugin if the order update is saved via Doctrine ORM. Direct changes in the database cannot be taken into account for technical reasons.
Automatic capture
When the order status changes to the configured order status, a full capture is performed automatically.
Automatic refund
When the order status changes to the configured order status, a full refund will be executed automatically.