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Custom Order Numbers Options

Custom Order Number for WooCommerce Pro plugin allows you to have sequential and customizable order numbering. You can add prefix and suffix to the custom order numbers, define a custom width, enable order tracking by order ID and much more using this plugin.

These settings are available on Custom Order Numbers Options page. To go to this page follow the path WooCommerce -> Settings -> Custom Order Numbers -> General as shown below:

Custom Order Numbers Options page

This page is divided into 3 partsCustom Order Numbers Options, Tools and Reset Settings. Let us understand each of them in detail:

Custom Order Numbers Options

1. WooCommerce Custom Order Numbers

When you enable this option, you are enabling the Custom Order Numbers for WooCommerce Pro plugin. After you have installed and activated this plugin, enable this option by ticking the checkbox to start using it for setting custom order numbers.

2. Order numbers counter

This setting will allow the admin to select one of the options to be set for the WooCommerce order numbers. This includes 3 options like Sequential, Order ID and Pseudorandom – crc32 Hash (max 10 digits) as shown below:

3 options to set the order numbers counter

When you select Sequential option from the dropdown, the WooCommerce order numbers will be sequential. For instance, the order numbers for placed orders will appear as shown below:

Sequential counter selected

Now if you select option Order ID, the order numbers will be based on the Order ids. For example, #2310, #2311, #2317 etc as shown below:

Order ID option selected

And if you select the option Pseudorandom – crc32 Hash (max 10 digits), the order numbers can be random number as shown below:

Pseudorandom option selected

By default, this option is set to Sequential.

3. Sequential: Next order number

This option is applicable only if the Sequential counter is enabled which means ignore this setting if Order numbers counter is not set to Sequential. If sequential counter is enabled, the number that you enter in this field will be assigned to the next new order on the Orders page.

Say you enter number 1 in this field, then the next WooCommerce order number for an order will start with 1.
Once the order is placed with the order number 1, the Sequential : Next order number’s field will display 2, which will be the next order number to be assigned to next confirmed order.

Next order number appears automatically

This automatic sequence of number appears in the field because you have set the Order numbers counter to Sequential. The default value set for this option is 1. Use Renumerate Orders tool to recount the existing orders.

4. Sequential: Reset counter

There are 4 options available to reset the sequential counter. These are Disabled, Daily, Monthly and Yearly as shown below:

Options to reset the sequential counter

The default value for this setting is Disabled which means you can choose not to reset the counter and continue with the sequential counting. But there are times when you feel the number of orders are more and keeping a log of them might get difficult with enormous order numbers. So that time you can select either Daily, Monthly and Yearly as per the requirements.

If you select Daily, then the counter will reset to the Reset Value added everyday. Similarly, if it is set to Monthly or Yearly, the counter will reset every month or year respectively. If you select an option other than Disabled, you can also add a Reset counter value. So whenever the counter is reset, it will pick up this value and the next new order will get this value assigned for WooCommerce order number.

For instance, say the Sequential: Reset counter is set to Daily and the Reset counter value is added as 1.

Adding reset counter value

This means everyday, the order number of a new order will start with 1 and go in sequence till the end of the day and the same will repeat daily.

Note – Sequential: Reset counter will not be considered when Sequential order numbering is disabled and Reset counter value will not be considered when Sequential: Reset counter is disabled.

5. Order number custom prefix

This option allows you to set custom order number prefix which can be any combination of characters or patterns. It will appear before the custom order number and its default value is set to None. If you add a prefix to the custom order numbers then this will change the prefixes of all the existing orders and it will also reflect for the new placed orders.

For instance, say you add prefix WPN in this setting.

Custom prefix added

Now when you check the Orders page, all order numbers will contain prefix as WPN as shown below:

Order numbers with prefix

6. Order number date prefix

Similar to the Order number custom prefix option, with this setting you can add a date prefix to the custom order number. This can be any date format like mdy, Y-m-d etc. You can use a date format that is created with any of the characters available in the PHP ‘date’ function.

Its default value is None and whichever date prefix we add here will be added to all the existing orders and for all the next order numbers. For instance, say we add value mdy in Order number date prefix option:

Order number date prefix added

Now check the Orders page. It will show all orders with this date prefix as shown below:

Adding a date prefix to custom order numbers

As you can see, date prefix added to custom order number #3 which is the first displayed order, reads as #1214183 where date – 12th December, 2018 is displayed in mdy format as entered in this setting.

7. Order number width

This option will allow you to set the width of the custom order number. This width is a minimum length of order number without prefix and if the number is less than the specified width, zeros will be added to its left side. Default value for this option is set to 0.

Let us understand this with an example. Say you set the width of custom order number to 5 in Order number width option.

Order number width set to 5

This means the minimum length of the order number should be 5, so a custom order number #1 will appear as #00001:

Custom order number width set to 5

This width excludes any prefix selected for custom order number. Therefore if we opt to add prefix WPN to the order number whose width is set to 5, then it will appear as #WPN00001:

Custom order number with prefix

When you set a width to the order number in this option then it will be applicable to all the existing orders as well as that appears on the Orders page.

8. Order number custom suffix

Like we discussed in point 5 about adding a prefix to the custom order numbers, this option will allow you to set a suffix to the order numbers. It can contain any combination of characters or patterns and its default value is set to None. If you add a suffix to the custom order numbers, then it will be added after the order number and will change the prefixes of all the existing orders as well.

For instance, say you added a suffix KKT9 in Order number custom suffix option.

Custom suffix added as KKT9

Now if you go to the Orders page, you can see all the orders numbers with a suffix as KKT9 added after the order number:

Custom order numbers with suffix

9. Order number date suffix

Similar to the Order number date prefix option, this setting allows you to add a date suffix to the custom order number. You can use a date format that is created with any of the characters available in the PHP ‘date’ function.

The default value for this option is None. The date suffix that we add here will be added to all the existing orders along with newly created orders. For instance, say we add suffix Y-m-d in Order number date suffix option

Order number date suffix added

Now check the Orders page. It will show all orders with this suffix as shown below:

Adding a date suffix to custom order numbers

This shows a date suffix in date format Y-m-d is added after the order number. Hence it appears as #32018-12-14.

10. Order number template

As the name suggests, it is a display form of an order number. This means you can decide how an order number will be assigned for an order using a template.

For example, if you want a custom order number to have a prefix and a suffix ending with a date suffix, you can add merge codes for the same and create a template. So say you add prefix – WPN, suffix – KKT9 and date suffix – mdy on the Custom Order Numbers Options page in their respective settings. Then add Order number template as {prefix}{number}{suffix}{date_suffix} in the field.

Order number template added

These merge codes will be replaced with their respective values and the custom order number will displayed on the Orders page for the already placed orders as shown below:

Display of custom order number using Order number template

This shows a custom order number with prefix – WPN, order number – 1, suffix – KKT9 and date suffx – 121418. Hence it appears as #WPN1KKT9121418. The default value for this option is {prefix}{date_prefix}{number}{suffix}{date_suffix}. You can create any template using the merge codes that best suits your business requirements.

11. Enable order tracking by custom number

When Enable order tracking by custom number option is ticked on the Custom Order Numbers Options page, the orders can be tracked by custom order numbers as well. If it is disabled, then the orders will not be tracked by custom order numbers.

Enable order tracking by custom number option

Customer then needs to add the Order ID which is their custom order number and Billing email address on the Order Tracking page as shown below:

Adding details for tracking an order

Once the customer adds these details, click on Track button and the order details of that order gets displayed on the same page as shown below:

Tracking order details

Thus customers can easily track their own orders and view the order details from Order Tracking page using custom order numbers and billing email address. This option is set as enabled by default.

12. Enable order admin search by custom number

When you want to make a search for a particular order from a long order list on Orders page using a custom order number, you need to tick the Enable order admin search by custom number option.

Enable order admin search by custom number option

Once this option is enabled, simply enter the custom order number in the Search field of the Orders page that you want to search and click on Search orders button as shown below:

Searched for order WPN00222

As you can see, the searched custom order number 222 displays the respective order #WPN00222 on the Orders page. This shows that the searching is done only by the number and not including the prefix.

Hence the search should be made using the number part only with Enable order admin search by custom number option. The default status of this option is set to enabled.

13. Manual order number counter

This option when enabled, will add an Order Number meta box to the edit page of all orders. You can edit the order number manually by adding the value in the meta box.

Enable Manual order number counter option

This is possible only when Order numbers counter is set to Sequential.

Order numbers counter set to sequential

For example, say you have just installed the Custom Order Numbers for WooCommerce Pro plugin and before that you had 50 WooCommerce orders placed. Hence the order number of the last order is #50.

Now when a new order will be placed after the plugin is installed, it will show order number #1. With the help of Manual order number counter setting, you can change this order number to #51 so that the continuation of order numbers is maintained.

Manually adding the order number

As you can see, the Order number is set to 51 in the meta box on Edit order page of Order #1. Click Update to save this action. Now when you go to Orders page, the latest order will appear as #51 and not #1 as shown below:

First order changed to #51

14. Hide “Renumerate Orders” admin menu for roles

This setting allows you to hide Renumerate Orders submenu under the WooCommerce menu for specific users. You can do so by selecting the user roles from the drop down of Hide ”Renumerate Orders” admin menu for roles option. The entered user roles will not be able to see the Renumerate Orders sub menu in WooCommerce menu, thus restricting them from using this option.

Let us understand this with an example. Say you do not wish to permit a shop manager to use the Renumerate Orders tool and so you want to hide that option in the menu. So go to Hide ”Renumerate Orders” admin menu for roles option and select Shop Manager role from the drop down as shown below:

Selecting the Shop Manager role

Before hiding the Renumerate Orders menu for Shop Manager role, it would appear as shown below:

Renumerate Orders option appears on the menu

But when you opt for hiding the Renumerate Orders option from the menu for Shop Managers role, the option will not appear in the WooCommerce menu as shown below:

Renumerate Orders option does not appear on menu

This way you can assign permission to different roles for using Renumerate Orders option. The default value is set to None.

15. Hide “Custom Order Numbers” admin settings tab for roles

This option allows you to hide Custom Order Numbers tab for specific users. You can do so by selecting the user roles from the drop down, whom you do not want to grant permission to access Custom Order Numbers tab. The drop down has all the user roles listed.

Similar to the above option, say you do not want Shop Managers to access the Custom Order Numbers tab. So from the Hide ”Custom Order Numbers” admin settings tab for roles drop down, select Shop Manager as shown below:

Selecting Shop Manager role

This will hide the Custom Order Numbers tab from WooCommerce -> Settings page as shown below:

Custom Order Numbers tab is hidden

When the permission is not restricted, the Custom Order Numbers tab appears on WooCommerce -> Settings page as shown below:

The Custom Order Numbers tab is not hidden

This way you can hide the display of Custom Order Numbers tab on WooCommerce -> Settings page for different user roles. The default value is set to None.

Note – The Custom Order Numbers tab cannot be hidden for admins.

Renumerate Orders Tool

This option allows you to renumerate all the existing orders. When you click on Renumerate Orders Tool button, you are taken to the Renumerate Orders page where you can click the Renumerate orders button as shown below:

Renumerate Orders page

It is a one click process for renumerating all existing orders. For more details on this, you can refer to our next post.

Reset Settings

This setting allows you to reset all the values added in the Custom Order Numbers options section to the default ones. Simply tick the Reset section settings checkbox and click the Save changes button as shown below:

Reset Settings option

This will reset all the values to the default values under Custom Order Numbers tab.

For instance, say the existing custom order number for the new order is #WPN1SCR as shown below:

Existing custom order number

Now tick the Reset section settings. This will reset the order number to its default value which is 1, means without prefix and suffix as shown below:

Original order number 

Note – The changes made to the order numbers due to the settings added on Custom Order Numbers Options page, reflects on all orders whether placed before or after the Custom Order Numbers for WooCommerce Pro plugin was installed.

Therefore when you choose to reset the settings, the WooCommerce order numbers and Custom order numbers both will get reset to its default values.

Effect on order numbers when new orders are placed

Once you place an order, the changes implemented for WooCommerce order numbers are reflected on different sections. You can notice that, as per the settings added on the Custom Order Numbers Options page, the changes will appear on Order Received page, My Account page and in the Email.

Let us understand these with examples.

Order Received page

To learn about the changes implemented on order numbers due to the settings added in the backend, let us take an example of Order number custom prefix and Order number date prefix options. Say you add Order number custom prefix as SCR and Order number date prefix as Y-m-d on the Custom Order Numbers Options page as shown below:

Settings added in the backend

Now when you check the Order Received page after an order is placed, you will see the order number is displayed with added custom prefix and date prefix as shown below:

Order Received page

This shows that the new custom order number for the placed order is displayed as SCR2108-12-191 where prefix is SCR, date prefix is 2018-12-19 and order number is 1.

My Accounts page

Let us add settings for Order number custom suffix and Order number date suffix as SCR and Y-m-d respectively:

Settings added in the backend

When an order is placed, these changes will reflect on the order numbers on My Accounts page of Customer side as shown below:

Changes on My Accounts page

This shows the order number has changed to #1SCR2018-12-19 because custom suffix – SCR and date suffix – Y-m-d were added.

Email Confirmation

Similarly, when a custom width for an order number is set to 3 and a custom template is changed to {prefix}{number}{suffix}, this will reflect on the email as well.

Email confirmation

Hence the custom order number appears as #WPN001SCR because of the settings added in the backend.

 

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