Managing Orders
Process, refund, and invoice customer orders.
Order List
Toolbar
| Control | Purpose |
|---|---|
| Search | Order number, customer name, customer email |
| Status tabs | Quick filter by order status |
| Payment status tabs | Pending, Paid, Failed, Refunded, All |
| Filters | Date range, amount range, product, payment method, subscription type |
| Page size | 10, 20, 50, 100 |
Filter state persists in sessionStorage so navigating to an order and back preserves the view.
Order Statuses
| Status | Description |
|---|---|
| Pending | Created, awaiting payment |
| Processing | Paid, preparing for fulfillment |
| On Hold | Suspended awaiting action |
| Completed | Fulfilled |
| Cancelled | Cancelled before completion |
| Refunded | Fully refunded |
| Partially Refunded | One or more line items refunded |
| Failed | Payment did not complete |
Payment Statuses
| Status | Description |
|---|---|
| Pending | Not yet captured |
| Paid | Captured |
| Failed | Payment attempt failed |
| Refunded | Fully refunded |
Bulk Actions
When orders are selected, the action bar exposes an Actions menu:
- Mark Processing
- Mark Completed
- Mark as Paid
- Cancel Orders
- Delete Orders
Delete Eligibility
An order can be deleted only when all of these are true:
- Status is Pending, Cancelled, or Failed
- Payment status is not Paid, Authorized, Refunded, or Partially Refunded
- Refunded amount is zero
- No invoice has been issued
- No active subscription is bound to the order
If any condition fails, the row's delete checkbox is disabled and the server rejects the action with an explanation.
Order Detail
Clicking an order opens the detail screen, organized in panels:
Customer
Name, email, phone, billing address, shipping address. Address fields are editable inline and persist with the Save button.
Line Items
| Column | Description |
|---|---|
| Product | Name and variation (if any) |
| Quantity | Units |
| Price | Unit price |
| Subtotal | Quantity multiplied by price |
| Total | After line discounts |
Totals
Subtotal, discounts, shipping, tax, refunded, Total.
Status Changes
Use the per-status quick buttons (for example, Mark Processing on a pending order, Mark Completed on a processing order) or open the status menu for the full transition list.
Notes
Notes are tracked per order. System notes log status changes, payment events, and refunds. Manual notes have a private or customer-visible scope.
Invoices
When invoicing is enabled, an invoice number is assigned to the order. From the order detail:
- Download Invoice opens the rendered PDF in a new tab.
- Invoice settings (numbering format, branding, footer text) are configured under Invoice Settings.
Once an invoice number is issued, the order can no longer be deleted.
Refunds
The Refund Order action opens the refund dialog.
| Field | Description |
|---|---|
| Method | Automatic (through the gateway) or Manual (recorded only) |
| Amount | Up to the remaining refundable balance |
| Reason | Free-text note attached to the refund |
Automatic refunds call the payment gateway. The order status moves to Refunded or Partially Refunded based on the amount.
Refunds are blocked on cancelled and already-fully-refunded orders.