Learn about order management

Receiving orders is the goal of every online business. After you have set everything up and set your website live, it won't be long before your first orders come in. This article gives you an overview of the functionalities and possibilities you can choose from when handling your orders.

Skip to:

• Where to find your orders
• How to search and filter orders
  • Search bar
  • Quick filters
  • Filters
• How to get detailed information of an order
• Where to find your order documents
• How to manage several orders at once

Where to find your orders

In the sidebar of your cockpit, select Orders. This is the central place for processing your orders. You will find all orders, even the canceled ones, in the list. New orders are highlighted in bold. Furthermore, the number of new orders will be indicated in a small circle next to the Orders menu item in the sideba if you have at least one new order. Once you've selected an order and thus opened the detailed view for that order, the order is not considered new anymore.

By the way, you are notified about new orders via email. So, you don't need to worry that you might not get informed about a new order. If you are already working in your cockpit, you will also be informed about incoming new orders via a notification in the upper right corner.

How to search and filter orders

Once you have received your first orders, keeping an overview might be difficult. That's why we provide you with a search bar, quick filters, and filters at the top of your order overview.

Search bar

You can search your orders with the search bar. To optimize your search, you need to specify the categories you'd like to search in: Customer name (also includes the company name), customer email, customer number, order number, invoice number, shipping address (does not include the customer name), billing address (does not include the customer name), payment method, or shipping method. The list of orders is automatically updated while you are typing so that you immediately get feedback on matching results.

Note

You can also use the search bar in combination with quick filters and filters.

Quick filters

You can choose between three different quick filters: not yet invoiced (shows all orders for which you haven't created an invoice yet), paid/not yet shipped (shows all orders with the shipping status unshipped, ready to ship or partially shipped that are marked as paid), and not yet paid (shows all orders with the payment status pending or partially paid). You can reset any quick filters and filters by selecting All.

Imagine these quick filters as a preconfigured set of filters that you can apply with just one click. As you can see in the example, the related filters paid, unshipped, partially shipped and ready to ship are automatically applied by selecting the quick filter Paid/Not yet shipped:

Filters

You can filter your orders by several categories, such as payment status, order status, coupon campaigns, and order amount. By selecting , you'll see the whole range of options. You can combine the filters according to your needs. This means that you can select multiple filters within one category and combine them with multiple filters of other categories.

If you select multiple filters within the same category, e.g. paid and partially paid in the category Payment status, these filters are combined with OR logic. This means that all orders will be shown that are either paid OR partially paid. If you now add filters of a different category, e.g. unshipped and ready to ship of the category Shipping / Pickup status, these filters will be added with AND logic. Thus, the described filter combination would search for orders that have the payment status paid OR partially paid AND that have the shipping status unshipped OR ready to ship.

Note

Within the filter category Order status, you can only select one filter.

The list of orders is automatically updated after every selected or removed filter so that you immediately get feedback on matching results. Furthermore, your selected filters are displayed at the top of your order overview to easily grasp which filters are currently applied:

Info

If you often use a specific combination of filters for your daily work that is not covered by the available quick filters, you can select all required filters and then save the current URL of your cockpit as a bookmark. As your selected filters are also added to the URL, you can open this bookmark every time you'd like to apply the related combination of filters to your order overview. This will speed up your workflow and serve as a kind of custom quick filter.

How to get detailed information of an order

To take a closer look at a specific order, select Orders in the sidebar of your cockpit and then select the Order number of the order you'd like to edit.

In this detailed view, you can see all relevant information concerning the order. This is also the place where you can manage the payment and the shipment or pickup of the order. Additionally, you can use the timeline of each order to constantly keep track of an order's status.

Where to find your order documents

Of course, order documents are an important part of your order management. There are separate articles on this to inform you about all emails and order documents that will be sent to you or to your customer.

How to manage several orders at once

On the order overview, you also have the option to perform basic actions for several orders at once. For example, you can process several invoices or mark orders as unseen.

Here’s how:

1. In the sidebar of your cockpit, select Orders.
2. On the order overview, activate the checkbox on the very left of each order that you would like to manage. Your order selection remains untouched if you switch to another page of the order overview. You can also select all orders across all pages at once by activating the checkbox on the very left of the table headers.
   As soon as you’ve activated the first checkbox, the table header section changes and indicates how many orders you have already selected.

   Info

   To facilitate your workflow and the order selection, you can first narrow down the order list by making use of the search bar, filters and quick filters.
3. In the table header section, select Actions. You can then see a dropdown with the available actions.
4. Select your desired action from the dropdown. Here’s an overview of the available actions:
   • Mark as seen
     In the order overview, new orders are highlighted in bold, and the number of new orders is displayed in a small circle next to the Orders menu item in the sidebar. These markers only disappear once you’ve opened the detailed view of an order. With the batch actions you can now also process your orders from top to bottom without even opening the detailed view of orders, which is why the marking does not disappear. By using the batch action "Mark as seen", you can more easily keep track of which orders have already been processed and which not.
   • Mark as unseen
     In the order overview, new orders are highlighted in bold, and the number of new orders is displayed in a small circle next to the Orders menu item in the sidebar. Once you’ve opened the detailed view of a newly received order, the order is no longer highlighted. This can make it difficult to keep track in the order overview. Marking orders as unseen after you’ve already had a look at their details, makes them stand out again. The bold highlighting and re-adding of the circle in the sidebar help you to monitor your order processing.
   • Process invoices
     If your customers have selected Invoice or Cash as their payment method during checkout, you must first create invoices for your customers in order to receive payments. This way you can send several invoices to your customers by e-mail and/or combine them in one PDF document. All you need to do is to activate the respective checkboxes before confirming the dialog.
   • Process packing slips
     Your orders are ready to be shipped/picked up? Using this batch action, you not only start the shipping/pickup process for the orders and create the packing slips for them, but also set their order status. All at once! You can mark the orders either as Ready to ship/for pickup or as Shipped/Picked up. At the same time, you can send confirmation emails to your customers and/or open all packing slips in one PDF document for printing. Simply activate the respective checkboxes before confirming the dialog.

     Note

     If you process orders via this action, a tracking link is only added when you use shipping apps like Sendcloud.
5. Confirm your desired action in the confirmation dialog.

Your selected action has been performed.

If you’ve included an order in your order selection that already had the desired status, the status of this order was not changed.

Here’s an example:
If you include one unseen and two seen orders in your order selection and then perform the Mark as unseen action, the two seen orders will be marked as unseen. The status of the order that has already been marked as unseen will not be changed.