Managing orders
Every sale becomes an order under Orders in the admin. An order moves through a status lifecycle as you work it, and its fulfillment (what's shipped) is tracked separately — see Fulfillment.
Find an order
Orders opens the list, showing each order's number, customer, item count, status, total, and date. Use the status filter to narrow the list to one stage — Pending, Confirmed, Processing, Completed, or Cancelled. Choose View to open an order.
What an order shows
The order page lays out the customer's name, email, and phone; the line items with quantities and prices; and the subtotal, tax, and total. These details are a record of the order as placed — line items aren't edited after the fact. You also get an internal notes field: a private scratchpad for your team that customers never see.
The status lifecycle
An order's status tracks where it is in your workflow. It moves forward one step at a time, and you can cancel an active order at any point:
| Status | What it means |
|---|---|
| Pending | Placed but not yet confirmed. |
| Confirmed | Payment captured; ready to work. |
| Processing | You're preparing the order. |
| Completed | Done. This is a final state. |
| Cancelled | Called off. Also final. |
Change the status from the dropdown on the order page. It only offers the valid next steps — you can't skip from Pending straight to Completed, and Completed and Cancelled are final, so there's no moving an order back out of them. (Need to reverse a completed sale? That's a return, not a status change.)
Cancelling an order
Cancelling frees the order's reserved stock back to available right away, so those units can sell again (see Stock levels). It does not refund the customer — handle the refund through your payment provider. Cancelled is final, so cancel deliberately.
Status vs. fulfillment
An order's status and its fulfillment are independent: an order can be Confirmed but still unfulfilled, or Processing with some items already shipped. Status is your workflow stage; fulfillment is what's physically gone out the door. Fulfillment covers the other half.
Who can do this
Any team member can view orders. Owners and Admins can change an order's status and edit notes, and so can Staff granted the Orders and fulfillment permission group — once granted, the order controls unlock for them. Staff without the group see orders read-only. See Team & permissions.
Related
- Fulfillment — marking orders shipped
- Stock levels & adjustments — how orders move stock
- Audit log — a record of who changed what