In my last post, I detailed how to manually credit affiliates for sales that did not track through the Rakuten Affiliate Network, so today I going to show you how to manually cancel (void) orders. Cancelling orders is not something affiliate managers want to do, but it is part of the game. Orders can be cancelled for various reasons including: customer refunds, PPC bidding, unauthorized coupon code use, and the list goes on. Below is a step-by-step approach to manually cancelling orders (one or multiples).
Step 1 – Navigate to “Transactions” Page
In order to get started you need to go to the “Account” tab and then click the “Transactions” link. It will bring you to the page where the cancelling process begins.
Step 2 – Click “Manual Cancellation” to Begin the Process
This page should look familiar to you. This is where you can manually credit affiliates for sales. To cancel an order, click the “Manual Cancellation” link.
Step 3 – Cancel by Single Order ID or Multiple Order ID’s
If you have just one order to cancel, simply put the order ID in the box and click the radio button to the left of Single Order ID. If there are multiple orders to cancel, then you must select the Multiple Order ID option or you can upload a cancellation file and the orders will be canceled. If you want to upload a cancellation file (which I recommend if there are more than 10 orders to cancel) you must click the “Upload Cancellation File” and it will show you the format it must be in and the fields that are required. For the purpose of this exercise I am cancelling a single order.
Step 4 – Confirm the Order to Cancel
After the order ID to be cancelled is input and “submit” is hit, you must verify the action. Once everything is verified and correct click “Submit Selected Items” and the action will be processed and be reflected in the account within 24 hours.
After the orders are cancelled I recommend following up with a network representative to ensure they processed and the commissions were cancelled. Cancelling orders should be done as frequently as possible so that they do not pile up and then require a lot of time at the end of the month.
Not every affiliate relationship is the same. Since I started managing affiliate programs almost 5 years ago I found out that the standard relationships are not always the most successful ones, but rather the ones where an outside the box idea is utilized tend to be the most fruitful. Not every affiliate is using affiliate links in their marketing, but use the affiliate network for payment processing. When a relationship like this is in place you need to know how to manually credit the affiliate(s) to ensure they get paid properly and timely. I will provide a step-by-step guide to manually crediting affiliates in the Rakuten Affiliate Network.
Step 1 – Navigate to the Transactions tab
Once logged in to your Rakuten Affiliate Network account you will want to navigate to the “Account” tab and then the “Transactions” sub-tab.
Step 2 – Select Manual Credit to Begin the Process
Next, you will click the “Manual Credit” link to begin the process of crediting an affiliate or affiliates.
Step 3 – Input Affiliate(s) + Transaction(s) Information
There are a few fields that are mandatory (indicated by an asterisk). The first is order ID (if it is a single transaction), but if you are reconciling a few weeks or a months’ worth of transactions you can make up an ID for your internal data. Next is site ID, this is the affiliate’s ID so that RAN can pay them accordingly. Third, the amount (total revenue NOT commissions). Lastly, the reason for doing this. Make it something that you can recognize and other people within your organization will not question. After the mandatory fields are filled in, hit submit.
Step 4 – Confirm Data Entered is Correct
Final step is to confirm that all the data entered is correct. If something is incorrect you can still go back and change. Hit the confirm button and the manual transaction credit is complete.
Adding manual transactions is not a daily task, but those affiliate relationships that require it should be nurtured and done as frequently as possible. Some of the best affiliate relationships I have do not use affiliate links, but use the affiliate network for payment processing. These types of relationships do require a little extra time, but can be worth the extra effort in the long run.