Managing Orders
How to view, filter, update, and manage your sales orders including fulfillment status, payments, and receipt approvals.
Viewing All Orders
- Go to Sales > All Sales in the sidebar.
- You will see a table of all orders with columns:
| Column | Description |
|---|---|
| Order Number | Unique identifier for each order |
| Customer | The customer who placed the order |
| Store | Which store the order belongs to |
| Order Source | Where the order was created — Web (business portal) or Storefront (online store) |
| Payment Method | The primary payment method used (Cash, Online, Receipt, or Store Credit) |
| Fulfillment Method | How the order will be fulfilled (In-Store, Pickup, Delivery, or Dine-In) |
| Fulfillment Status | Current fulfillment status (Pending, Preparing, Ready, Delivering, Completed, Cancelled) |
| Payment Status | Pending, Partial, Paid, Cancelled, Partially Refunded, or Refunded |
| Total | The order total amount |
| Date | When the order was created |
Mobile View
On mobile devices, orders are displayed as cards instead of a table. Each card shows:
- Order number
- Customer name
- Order source badge
- Payment method
- Fulfillment method and status
- Payment status
- Total amount
- Date
Filtering Orders
Use the filter bar to narrow down your orders:
- Order Number — Search by order number
- Order Status — Pending, Completed, or Cancelled
- Date Range — Quick presets or a custom range
- Store — Filter by store
- Payment Status — Filter by payment status
- Payment Method — Cash, Online, Receipt, or Store Credit
- Source — Web (portal) or Storefront
- Channel — Filter by sales channel
You can also export the current filtered view to CSV using the export button in the toolbar.
Tip
To see one customer's orders, open the customer's page — their full order history appears there with the same filters.
Order Details
Click on any order to open its Order Details page. Here you will find:
Order Information
- Order number, date, and time
- Customer name and contact
- Order source — Whether the order was created from the business portal (Web) or the online storefront
- Fulfillment method and delivery address (if applicable)
- Order notes
Financial Details
- Payment status and primary payment method
- Amount paid vs. total
- Amount due (if partially paid)
Order Payments Section
The order details page includes an Order Payments section that lists every individual payment transaction for the order. Each payment record shows:
| Column | Description |
|---|---|
| Payment Method | The method used (Cash, Online, Receipt, Store Credit) |
| Amount | The payment amount |
| Status | Pending, Completed, Failed, or Cancelled |
| Date | When the payment was made |
Pending Cash or Receipt payments can be approved right from this table (with the uploaded receipt image shown for review).
This section is useful for orders with split payments or multiple payment transactions.
Order Items
- List of all products in the order
- Quantity and price per item
- Variant information
Order History
- Timeline showing all status changes and actions
Updating Fulfillment Status
To update an order's fulfillment status:
- Open the order details.
- Click Update Fulfillment Status.
- Select the new status from the available options (you can skip ahead — e.g., straight from Pending to Completed) and add optional notes.
- Confirm the update.
The available statuses depend on the current status and fulfillment method. See Fulfillment Methods for the full status flow.
Note
In-Store orders don't have fulfillment tracking — the customer receives the items immediately. Fulfillment updates are also unavailable once an order is completed or cancelled.
Adding a Payment
If an order has an outstanding balance:
- Open the order details.
- Click Add Payment.
- Select the payment method (Cash, Online, or Receipt).
- If Receipt is selected, you can optionally upload a receipt image.
- Enter the amount.
- Confirm the payment.
The payment status updates automatically based on the remaining balance.
Accepting Storefront Receipt Payments
When a customer places an order through your online storefront and selects Receipt as the payment method, the order is created with a pending payment record. The customer uploads a receipt image as proof of payment during checkout.
To accept the payment:
- Open the order details. You will see the Accept Payment Receipt button in the header (instead of the usual "Add Payment" button).
- Click Accept Payment Receipt.
- A confirmation dialog opens showing the receipt image uploaded by the customer.
- Review the receipt to verify the payment.
- Click Confirm to mark the payment as Completed.
Note
The "Accept Payment Receipt" button only appears for storefront orders with Receipt payment method that have a pending payment. For other orders, the regular "Add Payment" button is shown.
Accepting Storefront Cash Payments
When a customer places a storefront order with Cash payment, a pending payment record is created. After the customer pays on delivery or pickup:
- Open the order details.
- Click Add Payment (or use the order actions to mark the payment as complete).
- The payment is recorded and the order payment status updates.
Cancelling an Order
- Open the order details.
- Click Cancel Order.
- Confirm the cancellation.
Note
Only Pending orders can be cancelled. Cancelling reverses inventory changes if inventory tracking was enabled — stock levels return to what they were before the order.
Receipts: Print, PDF, Link, WhatsApp, and QR
Open the order details and click Print / Share Receipt:
- Print — via a paired thermal printer or the browser print dialog (your choice is remembered per store)
- Download PDF — save the receipt as a PDF
- Share Link — copy a public digital-receipt link the customer can open
- Send via WhatsApp — open WhatsApp with the receipt link ready to send to the customer (see WhatsApp Sharing)
- QR Code — show a QR code the customer can scan to view their receipt
The receipt follows your Receipt Settings, including the auto-print option.
Notifying Customers on WhatsApp
When an order has a customer phone number, a WhatsApp customer button appears in the order details header. It opens WhatsApp with a message matching the order's current fulfillment status — received, preparing, ready, delivering, completed, or cancelled — plus a link to the order.
See WhatsApp Sharing & Customer Updates for the full flow and message templates.