By default, the pending orders in the system are displayed when you first enter the Order Manager. All new orders received in the store will show up on this screen, until their status is changed. Using the search fields and filters, you can locate specific orders, process them, view their invoice, print invoices and/or packing lists, etc. The search fields and filters for the pending orders are:
Order Date – Select the order date for the orders. You can view orders from today, yesterday, this month, last month, and this year.
Customer – Search field to find orders placed by a specific customer. You can search using the first name, last name, or company name for the customer. Any portion of these names will match.
Paid – Filter orders according to their payment status. The store settings will determine this setting for orders when they are placed. If you use the Billing tab feature, credit card orders are marked as unpaid until the funds are collected. Offline orders will be marked as unpaid until you change their status. For PayPal orders, the PayPal server will mark the order as paid when it is completed.
Shipping Status – The user-defined shipping status of the order. You can use the Picklists to create the list of available statuses, or edit the ones available by default.
Sort – The sort field in the Order Manager plays two roles – it sorts the orders being displayed, and it displays additional information according to the selection. The choices include:
Order No – The default sort order, no additional information displayed
Print Inv – Shows which orders have had the invoice viewed/printed.
Print Pack – Shows which orders have had the packing list viewed/printed.
Customer – Sorts by the customer and provides a link to view the customer’s previous order history (filled orders).
Payment – Sorts by and displays the payment method – Online, Offline, Purchase Order, BillUser (saved CC), Auto Rebill, and PayPal.
Shipping – Sorts by and displays the shipping method for the order. Links to the screen for filling the order and emailing the tracking information to the customer.
Status – Displays and sorts by the user-defined status of the order
There is also a link to show ALL pending orders and a field to enter an order number to go directly to the details screen for that order.
The following information is displayed on the list for each pending order:
Order No – The order number as assigned by the store. Click on the Order Number to go to the Order Details screen.
Order Date – The date the order was placed.
Customer – The name of the customer that placed the order. If the customer was logged in when the order was placed and you have user admin permissions, click on the customer name to view their user summary page. Below the customer name a summary of the order will be shown, with the number of unique products ordered and total items in the order.
Paid – Shows the payment status of the order.
Sort – Shows any additional information as controlled by the sort field (see above).
The list of orders can also be used to perform various batch actions. This allows you to quickly print and/or process multiple orders at once, rather than having to work on a single order at a time. You can check the specific orders you wish to include in the batch, or select to include all orders that are still pending. The batch actions are:
Print Invoices – This will open up a new, secure window with order details suitable for printing. The orders will be marked as having the invoice printed.
Print Packing Lists – This will open up a new window to print packing lists for the order. If you order has purchase orders for drop-shipping vendors, those items are not included on the packing list.
Move to In Process – Changes the status of the selected orders to In Process. This is generally used for orders that are being processed, but not yet shipped.
Move to Filled – Changes the status of the selected orders to Filled. Filled are orders that have been completed.
Void - Cancelled – Cancelled orders are marked as Filled but inventory amounts are returned and the orders are not used for sales reports. These are generally for orders the customer has cancelled.
6. Void - Fraud – This setting works basically like the Void-Cancelled status, but is used for orders that are removed due to fraud.