Orders (Global Order Management)

With the Orders tab, you can see every order from all of your stores in one place. You can set fulfillment statuses, email customers, download receipts, and print key fulfillment reports for all orders on a global level. This saves you valuable time and helps to process and fulfill orders more efficiently, especially if you have multiple stores closing at the same time or if you need to fulfill orders on demand.

Accessing the Orders tab:

Step 1: Click on "Manage" at the top of your page.

Step 2: Click "Orders" from the Manage dropdown list.

Searching For Orders:

All orders across the account are listed on the global order management page, sorted with the newest order first.

Using the "Search Orders" bar, you can search by the following criteria:

• Store Name
• Store Code
• Billing Name
• Salesperson
• Payment Type (Cash, Card, Visa, Mastercard, Gift Card, etc)

Filtering Orders: 

Using the "Filters" button you can specify the search criteria for which orders appear.

Step 1: Click on the "Filters" button to see all filters that you can apply.

Filtering by Date Range:

Step 2a: Click on the "Start Date" and select a starting date on the calendar. Then click on "End Date" and select an ending date on the calendar.

Filtering by Stores:

Step 2b: Click on "Search sale code" and type in a keyword or phrase. Any stores including archived stores containing those words will then appear in the dropdown.

Filtering by Status:

Step 2c: Click on the "Search Statuses" dropdown menu. A list of all of your account's statuses will appear. Click here to learn how to add your own Custom Statuses to help organize your fulfillment.

Click the boxes for all the statuses you want to include.

As you choose statuses, the number of statuses selected will show up in green.

Filtering by Sales Rep:

Step 2d: Click on the "Sales Rep" dropdown menu. A list of all your sales reps will appear, sorted alphabetically.

Click the boxes for all the Sales Reps you want to include. As you choose Sales Reps, the number of reps selected will show up in the search bar similar to Status.

Clearing All Filters:

Step 2e: Click on the "Clear All" button to reset all the filters.

Updating A Status:

Step 1: To change a single order status, click anywhere in the red box to expand the order.

Step 2: Click on the status bar and select a new status to change the entire order's status. 

Step 3: You can also change the status of individual products in an order by clicking the status bar for the product.

Editing An Order:

Step 1: Click anywhere in the red box to expand the order you want to edit.

Step 2: Click the green Edit Order button to go directly to that order's edit screen.

Click through the relevant help center articles below for common cases when editing an order.

• Click here to learn how to refund products and/or shipping within an order.
• Click here to learn how to exchange a product within an order.
• Click here to learn how to edit customer information within an order.

Selecting Multiple Orders:

Step 1: Click the circle next to the Order ID to select that order.

Step 2: Alternatively, you can click on the circle next to the Order ID, and select all orders on the current page. The page defaults to 50 orders per page.

As you select multiple orders, a new menu will appear with a bulk Actions dropdown menu and it tells you how many orders are selected.

Pro Tip: You can select orders across multiple pages! For example, you can select all 50 orders on the first page, move to the second page, select another 25 orders, and now all 75 orders are selected.

Updating Multiple Order Statuses:

Step 1: Select multiple orders using the method described above.

Step 2: Click the green "Actions" dropdown menu.

Step 3: Click the "Update Status" button.

Step 4: A new popup should appear. Click the "Select Order Status" dropdown menu.

Step 5: Select the order status for the selected order(s).

Step 6: Click the green "Update Statuses" button to save the changes.

A progress bar will let you know how many orders are being changed. When it's finished, there will be a green checkmark. Click the "Close" button to go back to the orders screen.

Emailing Customers of Multiple Orders:

Step 1: Select multiple orders using the method described above in this article.

Step 2: Click the green "Actions" dropdown menu.

Step 3: Click the "Email Customers" button.

Step 4: After you have written your email, click the green "Send" button to send it to all customers you selected.

Generating Multiple Receipts:

Step 1: Select multiple orders using the method described above.

Step 2: Click the green "Actions" dropdown menu.

Step 3: Click the "Generate Receipts" button.

A PDF of all the receipts of the orders you selected will be downloaded to your computer. If the number of orders selected is over 100, then you will get a .ZIP file of the PDFs.

Generating Product, Player and Order Report:

Step 1: Select multiple orders using the method described above. Orders can be for the same store or across multiple stores.

Step 2: Click the green "Actions" dropdown menu.

Step 3: Click the "Generate X Report" button.

Step 4: You can choose to download as a CSV file, print, or share via email.

Pro Tip: You will only be able to export and print reports of 300 orders or less.

Frequently Asked Questions (FAQ):

Q: How can I use this feature as part of my business?

A: You can use Manage Orders to get a global view of orders placed across all their online stores and apply bulk actions such as email customers, downloading receipts, and more. You can also generate key reports that contain orders across multiple stores and use Custom Statuses to filter out orders that have already been fulfilled, saving valuable time and allowing you to fulfill orders on demand or at the cadence that makes sense for your business.

Q: Can I save any of the filters so I don't need to re-do them every time?

A: All filtering, paging, and search parameters are actually saved in the URL. Once you set up a "report" that you like, for example "All orders with the label Decorating for Salesperson A", you can bookmark that URL for later use. You can even share that URL to other people!

Q: If I change a status on the orders page does that change the status on the manage orders page on the store level?

A: Yes it will

Q: I deleted some statuses but they are still assigned to some orders. Can I filter for those?

A: Yes you can. You will be able to filter for all current created statuses as well as deleted statuses that are currently still set as a status on an order.

Q: Will I be able to export everything into a CSV?

A: No, the plan is to not have this functionality.

Now that you've learned how to use the Orders tab. Click here to learn how to use our Live Inventory feature. Click here to learn how to use Gift Cards. Click here to learn how to integrate with Quickbooks Desktop.