Your e-commerce system includes comprehensive Order Management tools that allow you to view, edit, and process customer orders throughout their entire lifecycle. The order management system provides complete control over order status, customer information, transactions, and fulfillment processes.
Accessing Order Management
To manage orders, navigate to: Administration → Store → Orders
This interface displays all orders in a searchable, sortable table with detailed filtering and export capabilities.
Order Overview
The order management system provides a complete view of all customer orders with powerful filtering and analysis tools.
Order List Features
Comprehensive Data Display
- Order numbers and dates
- Customer names and email addresses
- Order amounts and payment status
- Gift order indicators
- Card type and billing information
- Coupon codes and gift certificates used
- Shipping and billing address summaries
Advanced Filtering
- Date range selection for analysis
- Order status filtering (successful, pending, canceled, etc.)
- Export capabilities for reporting
- Bulk operations for order management
Export and Reporting
Export Options
- Orders with basic information
- Orders with complete cart details
- Stamps.com integration export for shipping
- Date range and status filtering for all exports
Data Purging
- Remove partial orders from specific date ranges
- Clean up abandoned cart data
- Maintain database performance
Individual Order Management
Each order provides detailed management capabilities through a comprehensive tabbed interface covering all aspects of the order lifecycle.
Order Details Tab
Order Information
- Order Status: Comprehensive status management with color-coded indicators
- SUCCESSFUL (green) - Completed credit card transactions
- PAID (green) - Completed invoice payments
- INVOICED (orange) - Invoice sent, payment pending
- APPROVED (orange) - Approved, ready for payment
- PENDING APPROVAL (red) - Awaiting manual approval
- PARTIAL (gray) - Incomplete or abandoned orders
- CANCELED/REFUNDED (gray) - Completed but reversed orders
- Financial Summary
- Order total amount
- Total payments received
- Outstanding balance due
- Automatic calculations based on transactions
- Customer Communication
- Instructions from customer during checkout
- Admin notes for internal use
- Form data submitted during purchase process
Additional Details
- Coupon codes and promotional information
- Tax exemption numbers
- Gift certificate usage
- Referrer tracking information
- Error logs and processing details
- Item costs, shipping, handling, taxes, and discounts
- Promotion applications and calculations
Payment Information
- Card type and last four digits
- Expiration date information
- Payment processor details
- Transaction history integration
Gift Orders
- Gift recipient information
- Gift messages from purchaser
- Special handling for gifted items
Cart Contents Tab
Complete Item Listing
- Product images and descriptions
- Individual item prices and quantities
- Total calculations per line item
- Visual cart recreation for order review
Customer Information Tab
Account Details (when customer account exists)
- Customer name and email
- Account registration and activity dates
- Direct link to customer management
Billing Address
- Complete billing information
- Organization details for business orders
- Contact information including phone and fax
Shipping Address
- Delivery address details
- Shipping contact information
- Special delivery instructions when applicable
Transactions Tab
Payment History
- All payments and refunds associated with the order
- Transaction dates and amounts
- Payment types and descriptions
- Direct links to edit individual transactions
- Transaction creation for manual payments
Financial Operations
- Record payments received outside the system
- Process refunds and adjustments
- Track partial payments
- Maintain complete financial audit trail
Email Communications Tab
Message History
- All automated emails sent for this order
- Delivery confirmations and timestamps
- Email content review capability
- Communication audit trail
Email Actions
- Resend receipts to customers
- Send invoices to store manager
- Email gift notifications to recipients
- Manual email triggers for order updates
Order History Tab
Status Tracking
- Complete timeline of order status changes
- Admin vs. system updates
- Timestamp tracking for all modifications
- Audit trail for compliance and support
Order Management Actions
Order Processing
Status Management
- Update order status based on fulfillment progress
- Color-coded status indicators for quick recognition
- Automatic workflow triggers based on status changes
Payment Processing
- Generate payment links for pending invoices
- Create manual transactions for offline payments
- Process refunds and adjustments
- Track payment completion
Customer Service
- View orders from customer perspective
- Access complete order and customer history
- Generate receipts and invoices
- Handle order modifications and special requests
Communication Tools
Automated Emails
- Receipt emails for successful orders
- Invoice emails for payment requests
- Approval notifications for pending orders
- Gift notifications for recipients
Manual Communications
- Resend any order-related email
- Custom messaging through the system
- Customer service follow-up tools
- Gift order special handling
Order Workflow Management
Order Lifecycle
New Order Processing
- Order placement by customer
- Payment processing (immediate or approval-based)
- Order confirmation and receipt generation
- Fulfillment preparation
- Shipping and delivery coordination
- Order completion and follow-up
Approval Workflow (when enabled)
- Order submission for review
- Manual approval by store manager
- Customer notification of approval
- Payment processing
- Standard fulfillment process
Payment Processing Options
Immediate Processing
- Credit card charges processed at order placement
- Instant confirmation for digital products
- Immediate fulfillment for in-stock items
Invoice-Based Processing
- Manual approval before payment
- Custom payment terms
- Business-to-business transactions
- Net payment arrangements
Special Order Types
Gift Orders
Gift Processing
- Separate recipient account management
- Gift message handling
- Special email notifications
- Library item delivery to recipients
Digital Orders
Electronic Fulfillment
- Automatic library additions
- Download link generation
- Access management
- Digital rights delivery
Physical Product Orders
Shipping Integration
- Address validation
- Shipping calculation verification
- Carrier integration support
- Tracking information management
Best Practices
Order Processing
Timely Management
- Process orders promptly to maintain customer satisfaction
- Update status regularly to keep customers informed
- Handle exceptions quickly to prevent escalation
- Maintain clear communication throughout the process
Quality Control
- Verify order details before fulfillment
- Check for potential fraud indicators
- Validate shipping addresses
- Confirm payment information accuracy
Customer Service
Proactive Communication
- Send timely status updates
- Provide tracking information when available
- Address customer questions promptly
- Follow up on completed orders
Problem Resolution
- Document issues in admin notes
- Track resolution steps
- Maintain customer relationship focus
- Learn from recurring problems
Record Keeping
Documentation Standards
- Use admin notes for internal tracking
- Maintain transaction accuracy
- Document any manual interventions
- Keep communication history complete
Compliance Management
- Maintain order records for required periods
- Track tax and financial information accurately
- Document refunds and adjustments properly
- Support audit requirements
Reporting and Analysis
Order Analytics
Performance Tracking
- Monitor order volumes and trends
- Track average order values
- Analyze conversion rates
- Identify popular products
Financial Reporting
- Export data for accounting integration
- Track revenue by time period
- Monitor payment processing efficiency
- Analyze promotion effectiveness
Data Export
Flexible Export Options
- Date range filtering for specific periods
- Status-based filtering for analysis
- Multiple format options for different uses
- Integration with shipping services
For technical assistance with order management or questions about specific order processing scenarios, contact our support team through your admin panel.