Orders

Panel → Orders. The list of what has been bought, the detail of each order, and the four things you do with them day to day: mark them paid, ship them, refund them and cancel them.

The list

It shows the 200 most recent orders, ten per page. Each row has the order ID, the customer (name and email), how many items, the date, the status and the total. You can sort by ID and by date.

Search orders... looks inside what is already loaded: order ID, customer name, email and product name. An order older than those 200 does not appear in the list, however you search.

Above the table there is one button per status with its count: All, Processing, Confirmed, Paid, Shipped, Delivered and Cancelled.

The ID in the list is the order's internal identifier. The number the customer sees (#1042) is on the invoice page.

Where the status comes from

The status is not a field someone types in: the panel works it out from the payment and the shipments.

A card order arrives already paid, so it starts as Confirmed. A bank transfer or cash on delivery order starts as Processing, and stays there until you mark it paid.

Paid is an action, not a state the list recognises: once you reload, a paid order shows as Confirmed. That is why the Paid button in the list always shows 0.

The detail

Click an order. It shows the items with SKU, quantity and price; subtotal, shipping, taxes and total; the customer with their address and phone; and the Payment card, with the method and a finer status than the order's: Paid, Partly paid, Authorised, not captured, Partly authorised, Refunded, Partly refunded, Voided, Unpaid or Unconfirmed.

Order history only shows the current status with its date. It is not a log of every change.

Changing the status

Change status is the drop-down at the top of the detail. Each option does something different in the store:

Marking an order Paid is what releases what depends on the money: downloads, keys, licences, gift cards bought, loyalty points and each seller's share. They all wait for that moment, not for the order to come in.

What is worth knowing before using it:

• Shipped does not email the customer, although the message on screen says so. It creates the shipment and takes the stock out; if you have Telegram alerts, you get the "ready to ship" alert. And once you reload, the order shows as Confirmed, because the shipment is picked but nothing marks it as having left: from the panel it goes straight from picked to Delivered.
• Delivered only closes paid orders. If the order is not paid, the shipment is marked delivered but the order is not completed. With cash on delivery the panel records the payment afterwards, so the order stays delivered and paid but not completed.
• An order that has left is not cancelled: it is handled as a return. The store refuses.
• A paid order is not cancelled from here. The store answers "This order has already been paid. Refund the money before cancelling it", and the panel only says it could not change the status. Refund it first.

Refunds

Refund, in the detail. It does not appear on Processing or Cancelled orders.

It opens with how much can be refunded and how much has already been. The amount comes filled in with everything, and you can lower it: refunding part is the normal thing when one item out of several comes back. The reason is optional. It cannot be undone.

What happens to the money depends on how it was paid:

• Card or other gateway (Stripe, PayPal, Mollie, MONEI, Adyen): the refund is sent to the gateway. If the gateway refuses it, nothing is recorded.
• Bank transfer, cash on delivery, Bizum: the refund is recorded, but the money is returned by you, outside the store.
• Gift card or store credit: that part goes back to the customer's balance. If the order was paid half and half, the gateway is refunded first.

And every time, in the same step:

• The customer gets the "refunded" email, in their language, with the amount.
• If the order had products from other sellers, each one has their share taken back and your commission returned.
• If the refund is for the whole order: downloads are revoked, the keys delivered are collected and the licences cancelled, and loyalty points are settled.
• Stock is not put back. The panel does not ask for it: if the item comes back and can be sold, adjust the stock by hand.
• The invoice is not corrected by itself. The credit note is made in Panel → Invoices, on the order's invoice, with Credit note. It is explained in Taxes and invoices.

After a full refund the order shows as Cancelled. After a partial refund of an order that has not been picked yet, it shows as Processing, and the Refund button disappears until something else changes.

The invoice

Invoice, in the detail. It shows the order's invoice with its number in the chained series, and has three buttons:

• Print.
• Download PDF.
• Send by email: sends the PDF to the customer. It is written in the customer's language (the one they bought in; if it is not known, the invoice language in your settings, and then the store's). It needs SMTP_HOST, SMTP_USER and SMTP_PASS: without them it fails with an error, it does not pretend it was sent.

What is not there

• Creating an order by hand. Add order opens a form, but saving it does not create anything. The API does not support it.
• Filtering by date, payment method or country, or exporting the list.
• Editing an order that has come in: changing items, quantities or address.
• Picking part of an order or choosing the warehouse: Shipped picks everything, from the warehouse where the stock was reserved.

See also

• Taxes and invoices — chained numbering and credit notes
• Card payments and other gateways
• Set up shipping