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Orders

Purpose

The Orders page is where you manage all customer orders from creation through delivery. This is the heart of your order fulfillment process, allowing you to track order status, process payments, manage delivery, and ensure customer satisfaction.

Accessing Orders

  • Navigate to: Orders & Sales > Orders from the sidebar menu
  • Or click on "Orders" from the dashboard quick access card

Orders List View

Orders List

The Orders page with status filters and listing table

Filter by Status

At the top of the page, you'll see quick filter tabs showing order counts by status:

  • All Orders: Shows all orders regardless of status
  • Draft: Orders that are being created but not yet submitted
  • New: Newly received orders awaiting acceptance
  • Accepted: Orders confirmed and ready for preparation
  • In Delivery: Orders currently being delivered to customers
  • Delivered: Successfully completed orders
  • Canceled: Orders that were canceled
  • Delivery Failed: Orders where delivery attempt was unsuccessful

Click any status tab to filter orders by that specific status. The number in parentheses shows how many orders are in each status.

List Features

Search Bar: Search for orders by order ID, customer name, phone number, or other order details

Filter Button: Click "Filter" to access advanced filtering options

Toggle Columns: Customize which columns are displayed in the order table

New Order Button: Click to create a new order manually

Exporting Orders

The Orders page provides export functionality to download order data in Excel or PDF formats for analysis, reporting, or record-keeping.

Export Orders

Export button options in the Orders list

Export All Orders

To export all orders (respecting current filters):

  1. Click the Export button in the header area (top-right of the table)
  2. Choose your preferred format:
  3. Excel (.xlsx): Ideal for data analysis and manipulation
  4. PDF (.pdf): Suitable for printing and archiving

The export will include all orders that match your current filter settings.

Export Selected Orders

To export specific orders:

  1. Select orders by checking the checkboxes on the left of each row
  2. Click the bulk action dropdown that appears
  3. Select Export
  4. Choose your preferred format (Excel or PDF)

Only the selected orders will be included in the export.

Exported Data Includes: - Order ID and status - Customer information - Order date and time - Order total and payment details - Delivery information - All visible columns from the table

Creating a New Order

To create a new order, click the "New Order" button at the top right. The order form is organized into four tabs:

Basic Information Tab

Order Basic Information

Basic order information including customer details and payment status

Order Status

  • Select the current status of the order
  • Default is "Draft" for new orders
  • Change status as the order progresses through fulfillment

User

  • Select an existing registered user if the order is for a registered customer
  • Leave empty for guest customers

Vendor

  • Select the vendor/store responsible for this order
  • Useful in multi-vendor marketplace setups
  • Choose "No vendor" for platform-managed orders

Customer Name

  • Enter the customer's full name
  • Required for order processing and delivery

Customer Mobile

  • Enter the customer's phone number
  • Used for delivery coordination and order updates

Customer Email

  • Customer's email address
  • Used for order confirmations and notifications

Paid

  • Toggle switch to indicate if payment has been received
  • Turn ON if the order is paid
  • Turn OFF if payment is pending

Payment Method

  • Select how the customer will pay or has paid
  • Options include cash on delivery, online payment, wallet, etc.
  • Must match your configured payment methods

Coupon

  • Apply a discount coupon code if the customer provided one
  • Automatically calculates discount when applied

Order Items Tab

Order Items

Order items and pricing calculations

Order Items Section

  • Click "Add Item" to add products to the order
  • Each item includes product selection, quantity, and price
  • Can add multiple items to a single order

Discount

  • Enter any discount amount to apply to the order
  • This is in addition to coupon discounts
  • Calculated from the subtotal

Tax

  • Order tax amount
  • Can be calculated automatically based on your tax rules
  • Or entered manually

Fees

  • Platform fees or service charges
  • Automatically calculated from enabled fee items
  • Based on your fee management settings

Delivery Cost

  • Cost of delivery for this order
  • Can be entered manually or calculated automatically
  • Based on delivery method and location

Items Total

  • Subtotal of all items before discounts and fees
  • Automatically calculated from added items

Final Total

  • The total amount the customer must pay
  • Includes items, tax, fees, and delivery cost
  • Minus any discounts applied

Delivery Information Tab

Delivery Information

Delivery address and location details

Auto Calculate Delivery Cost

  • Toggle ON to automatically calculate delivery cost based on location
  • Toggle OFF to enter delivery cost manually

Delivery Method

  • Select the delivery method (Standard, Express, etc.)
  • Must match your configured delivery methods

Delivery Discount

  • Special discount to apply to delivery cost
  • Useful for free delivery promotions

Address

  • Complete delivery address text

City

  • Select the delivery city from dropdown
  • Used for delivery cost calculation

Location

  • Specific area or neighborhood within the city
  • Helps delivery drivers find the address

Street Name

  • Name of the street for delivery

Building Number

  • Building or house number

Floor Number

  • Apartment floor number if applicable

Delivery Latitude & Longitude

  • GPS coordinates for precise location
  • Helpful for delivery driver navigation

Additional Information Tab

Additional Information

Order metadata and notes

Creation Date

  • Date and time when the order was created
  • Defaults to current date/time
  • Can be adjusted if needed

Store

  • Select which store/branch this order belongs to
  • For multi-store setups

Weight

  • Total weight of the order
  • Used for delivery cost calculation

Notes

  • Any special instructions or notes about the order
  • Visible to staff processing the order
  • Can include customer requests or internal notes

Understanding Order Statuses

Orders progress through different statuses during their lifecycle:

Draft

  • Order is being created but not yet finalized
  • Not visible to customers
  • Can be edited freely

New

  • Order has been received and awaits processing
  • Requires immediate attention
  • Move to "Accepted" once reviewed

Accepted

  • Order has been confirmed and is being prepared
  • Customer is notified
  • Ready for fulfillment

In Delivery

  • Order is currently being delivered to the customer
  • Delivery driver has the order
  • Customer can track delivery

Delivered

  • Order successfully delivered to customer
  • Order lifecycle complete
  • Affects revenue calculations

Canceled

  • Order was canceled by customer or admin
  • No delivery will occur
  • May require refund processing

Delivery Failed

  • Delivery attempt was unsuccessful
  • May require rescheduling
  • Contact customer to resolve issues

Editing Orders

To edit an existing order:

  1. Find the order in the list view
  2. Click the "Edit" button or click on the order row
  3. Make necessary changes in the appropriate tab
  4. Click "Save" to update the order

Viewing Order Details

Click on any order in the list to view its complete details, including:

  • All customer information
  • Ordered items and quantities
  • Payment status and method
  • Delivery information
  • Order history and status changes

Tips for Managing Orders

  1. Process New Orders Promptly: Check the "New Orders" count regularly and process them quickly
  2. Verify Customer Information: Ensure phone numbers and addresses are correct before accepting orders
  3. Update Status Regularly: Keep order status current so customers can track their orders
  4. Use Notes Field: Add any important information about special requests or issues
  5. Monitor Draft Orders: Review and complete or delete draft orders to keep your list clean
  6. Check Payment Status: Verify payment is received before processing delivery

Order Workflow Best Practice

Recommended workflow for processing orders:

  1. New Order → Review order details and customer information
  2. Accept Order → Confirm you can fulfill the order
  3. Prepare Items → Get products ready for delivery
  4. Assign for Delivery → Change status to "In Delivery"
  5. Complete Delivery → Mark as "Delivered" once customer receives order

By following this workflow, you ensure smooth order processing and happy customers!

Configure cart and checkout settings in System Settings: