Order Management

1. Managing Alza Trade orders

First, you need to choose where you want to process orders. You have several options:

1. Order processing in Alza Trade; Go to Alza Trade – Orders.
2. Order processing in Expando; Go to Expando.
3. Order processing in Expando with Shoptet integration; Go to Shoptet.
4. Order processing in your own interface – connection via your own API; Go to API – Direct connection

2. Order statuses and processing steps

3. Order processing in Alza Trade

You can find current orders from customers in the Orders tab.  Each order has its own row that contains basic information, its status, and elements for its management. You can expand the order using the + symbol to display more detailed information. After expanding the order, you will see details about the customer and the ordered products. The section always specifies the purchase price of the product for Alza (excluding VAT). This price should be subsequently invoiced to Alza.

Alza carrier mode

Here you will find instructions on how to process orders if you are using Alza carrier.

Order statuses

• Status: Waiting

The Waiting status is given to an order created on Alza.cz but has not been confirmed (i.e., paid) yet. This status serves as the basis for reserving goods in stock. Orders in this state do not contain detailed recipient information, which is added after confirmation. An order can stay in the Waiting status for several days. For further action, wait until it is automatically switched to Awaiting label creation.

• Status: Cancelled

The Cancelled status applies to an order that you have cancelled.

You can cancel an order, for example, when you find out that you only have the last damaged item in stock and cannot ship the order. You can cancel an order by clicking the trash icon. The customer will be notified, and their money will be refunded.

• Status: Cancelled after shipment

The Cancelled after shipment status applies to an order that was initially shipped and later returned to you.

An order that you have shipped to the customer may be returned to you if the customer does not pick it up (refuses or is not found). An order that is returned to you in this way must be canceled again using the trash can icon. This will notify us that the order has been returned and we will refund the customer's money.

• Status: Awaiting label creation

The Awaiting label creation status applies to orders that have already been confirmed (paid) and need to be sent to the customer. 

The Unshipped status applies to orders for which you've already requested postage labels but their shipment has not been confirmed yet.

Order processing

First, you should verify whether you have the items in stock and can ship them. Then, click on Create label in the order's row. This will open a window for generating the label.

Here, enter the parcel's weight and check the preset number of items in the package. If needed, you can split the order into multiple packages by dragging the product into the + Drag item here to create a new parcel field. The order will then be shipped in multiple parcels, and you'll receive a postage label for each of these parcels. More than one label can also be generated for orders containing only one product if its packaging consists of multiple parcels.

After creating the label, you will return to the list of orders. The order's status, for which you created the labels, will change to Unshipped and you'll see the option to Download label.

If you need to modify, delete, or generate a larger number of labels after their initial generation, you can cancel the label and generate it again. You can delete the label after it has been generated by clicking the cross icon:

When you click Download label, the label will be downloaded directly to your computer. You need to print it and affix it to the packaged parcel. The last step is confirming the order's shipment, which you can do by clicking Confirm shipment.

You can perform this action immediately after generating the label if you're shipping on the same day as the order confirmation. However, make sure to confirm the shipment at the latest before the scheduled arrival time of the carrier or collection time. After confirming the shipment, the order status will change to Shipped.

Once you've confirmed the shipment of all parcels for a given day, you can generate a collection list for handing over the parcels to the carrier. In the bottom part of the website, click on Download collection lists.

Perform this action only when you have all the parcels ready and before the carrier's arrival.

Custom carrier mode

Order status

• Status: Waiting

The Waiting status applies to an order that has been created on Alza.cz, but has not yet been confirmed (i.e., paid). This status is used as the basis for creating a reservation of goods in stock. The order in this status does not contain detailed information about the recipient, which are added after confirmation. The order may have the "Waiting" status for several days. Wait until it is automatically switched to the "Awaiting label creation" status for further work.

• Status: Cancelled

The "Cancelled" status applies to an order that you've canceled. You can cancel an order when, for example, you discover that you only have the last damaged item in stock and can't ship the order. You can cancel an order by clicking the trash icon. The customer will be notified, and their money will be refunded.

• Status: Cancelled after shipment

The Cancelled after shipment status applies to an order that was initially shipped and later returned to you. An order you've shipped to the customer might be returned if the customer refuses it or is unavailable to receive it. An order returned in this manner should be canceled using the trash icon. This helps us identify the return, and we'll refund the customer.

• Status: Unshipped

The Unshipped status applies to an order that has already been confirmed (paid) and needs to be sent to the customer.

The difference is that when you process orders as a partner, you skip label download and list printing steps, which are managed by the partner themselves. After shipping the order, the partner confirms the shipment in the Trade portal. You need to provide a valid tracking code code for the specific parcel here:

Please be careful with cash on delivery (COD) orders. You can identify COD orders in the "COD" column. The COD amount is visible in the "Price with VAT incl. COD" column. The full COD amount must be automatically sent to Alza's account after each order.

Alza's account for COD payments: 2531920307/2600.

• Status: Shipped

The Shipped status applies to an order that has already been sent and delivered. Confirmation of delivery is required.

Products ordered for delivery to a branch must always be labeled with an internal BCX code (Barcode) and a standard EAN code. his allows individual products at the branch to be identified at any time (for home delivery, only a label on the entire box of products is attached).

Each item in an order has a unique BCX code, so if you were to send 10 identical products, each item would be labeled with a unique BCX code. You can find the steps for proper packaging of parcels HERE.

You must attach the label to the product, not the box. The label must be readable and the ideal BCX code size is 7x3 cm.

You can download the BCX code in Alza Trade by selecting the order and clicking "Download barcodes" in the bottom bar:

The BCX code looks like this:

Consolidation of orders for delivery to a branch

If you are shipping multiple orders to the same branch on the same day, you can "consolidate" these parcels and send them in one package. To do this, simply select all of the orders that you need to ship.

5. Expando (Shoptet)

If you have chosen Expando as an option in the logistics settings, you will need to wait for approval from Alza.cz. Once your request is approved, a new tab will appear called API and communication“.  This tab will contain all of the information you need to connect Expando: Supplier ID, Secret Key, and Branch ID. You will then add this information to the Sales channels – Connect Alza CZ section in the Expando application.

You will continue to work with products and orders directly in the Expando application. 

More information on connecting the Expando application can be found HERE.