The Orders List & Order Lifecycle

Use All, Online, Counter, Appointments or Outstanding when offered. Online and Counter describe where money was received: Counter includes appointment balances received at the counter, while online deposits remain separate. An unpaid online pickup can still have an amount to collect at the counter; an online order is not proof of online payment.

Check Bill / customer, Order type, Invoice total and Money received. Types include Counter sale, Online pickup, Appointment and Appointment · Paid; a qualifying pickup also shows Pay at shop. Each payment shows its amount, channel and payment label. An outstanding balance is shown separately. Use Previous and Next when the list spans pages; the first and last page disable their respective controls.

Select Open on the original row. Check the order number and customer, Received, Invoice total, outstanding balance, item quantities and line totals. Payment entries show the method, date, amount and channel; appointment entries can distinguish Deposit · Paid online from Balance · Paid at counter and identify Performed by on a line. Where an original receipt number is supplied, it appears under Receipt. Review Open, Paid or Cancelled and any Read-only history notice before choosing an action.

Use Back to orders to return to the selected filter. If you arrived through a dated link, the list shows Active dates and keeps those dates while you switch filters, open a row and return. This history does not provide its own date picker.

In the history detail, use Open in POS when enabled. It opens the existing counter bill with its original items and total. The admin action requires owner access. Use the approved device for that bill's register, an unlocked, current cashier PIN session with collection permission, and a clear counter with no other bill or unresolved payment. The link does not grant cashier or payment access by itself.

For a paid counter sale, use Receipt. POS opens Original receipt after checking the original bill, receipt number and total. You still need an approved device and a current, unlocked PIN session for the same store. Back to paid bill shows the original paid bill with This is the original paid bill. Changes are unavailable here. This view does not reopen payment or create another sale. Use Back to orders to return to the original history detail and its filter.

On Original receipt, the Document copy list is greyed out and offers only Duplicate of original document: a reprint from history is always a duplicate (printed with a duplicate banner), and there is no Original document choice. The original is the copy printed when the sale was first completed. The list is not shown on Back to paid bill.

Metre, kg and other measured items. A bill that sold by length, area or weight opens the same way. Quantities such as 1.5 (metres) or 1.25 (square metres) are accepted with up to three decimal places, and prices and line amounts with up to two. WhatsApp sending from this screen uses the same bill. A malformed value (for example blank, text such as 1.5m, scientific notation such as 1e2, a leading space, or more decimal places than allowed) makes the whole receipt unavailable; it is never shown partly.

On Original receipt the original bill number appears under the receipt number, and the printed receipt carries the same bill number as Bill followed by the number. Choose the Paper size (58 mm or 80 mm) and select Print; Print is disabled until the receipt has finished loading. Share appears only on browsers that can share a link, and is disabled until a shareable receipt link exists (A shareable receipt link is not ready yet.). WhatsApp opens Send receipt, which shows the customer's saved WhatsApp number; select the send button to request delivery. If the bill has no valid saved Indian mobile number, the screen says A valid saved phone number is unavailable. You can still view or print the receipt. After sending you see Receipt queued. Delivery is pending. or Receipt request accepted. Delivery is not confirmed.; neither is proof the customer received it. The outcome is unknown. Check WhatsApp before requesting another receipt. means do not send again until you have checked.

Open in POS is disabled if the bill cannot be resumed. The detail may say This existing bill cannot be resumed here. Open the original bill to review it. Use View bill to review the original order. Receipt is disabled when the paid bill has no verified receipt target; a cancelled, refunded or inconsistent bill may be ineligible. Do not start a new counter bill as a substitute for the original.

The customer has placed the order. Payment may still be processing. No action needed yet — the system is confirming the transaction.

Payment is confirmed. The order is in your hands: pick, pack, and prepare it for dispatch. This is your working state.

You have handed the parcel to a carrier and booked a shipment. A tracking number is attached. The customer receives an automatic notification.

The carrier has confirmed delivery. The order is complete.

A counter sale does not need a customer. When the bill has no customer attached, or the stored name is blank or the old placeholder Unknown, the customer name on the order detail reads Walk-in customer in the masthead, the customer card and the message drawer title. This is the same on both dashboard skins. A bill with a named customer shows that name unchanged.

When a counter bill has been voided (see Void an entire paid bill), its fulfilment status is Cancelled. The timeline then shows no Delivered step, because a cancelled sale was not delivered. This applies on both skins.

On the newer dashboard skin, the shipment card of a counter bill shows Pickup status. For a voided counter bill that pill reads the cancelled state rather than the stored pickup state, so a voided bill never looks as if it is still waiting for pickup.

A bill that was created from an appointment shows View appointment among the header actions of the order detail (on the newer skin, in the header's menu of further actions). It opens that appointment on the Appointments page. Ordinary online and counter orders do not show it.

Choose Existing customer and search by name, email, or phone to attach the order to a registered shopper, or choose Guest and enter the buyer's first name, last name, email, and (optionally) phone number directly. Use one or the other, not both.

Search your catalog, pick a product (and a variant, if it has one), and set the quantity. A stock hint shows how many units are available — type more than that and the quantity is automatically capped and you're notified. Stock is re-checked when you submit, so this hint isn't a guarantee if inventory changes in the meantime. Add as many line items as the order needs; each shows its unit price and line total, priced from your live catalog (you can't override prices when creating the order this way).

Every manual order needs a delivery address — name, phone, address lines, city, state, postal code, and country. How you enter it depends on the customer you picked:

• Existing customer with saved addresses — the Shipping address section lists every address in that customer's address book, with their Default address already selected. Click any address card to ship there instead. Nothing needs to be typed. If a saved address has no recipient name or phone, the card shows the customer's own name and phone, and the order uses them too.
• Edit — click Edit on an address card to open it as a form, already filled in. Change whatever you need (a new flat number, a different phone). Also update this address in the customer's address book is ticked by default, so the saved address is corrected too; untick it to use the change for this order only. Choose a saved address throws the edit away and takes you back to the list.
• Add new address — click + Add new address below the list for a blank form. The recipient's name and phone are pre-filled from the customer's profile. Save this address to the customer's address book is ticked by default; untick it for a one-off delivery address.
• Existing customer with no saved addresses — the form opens straight away. If you keep the save option ticked, this address becomes the customer's default.
• Guest — enter the full address by hand. The guest is created with the order, and this address becomes their first saved address and their default.

For an Indian address, typing a 6-digit postal code fills in City and State for you (you can still change them). The form also checks that the phone is a valid 10-digit mobile number (a leading +91 is fine) and that the postal code has 6 digits before it lets you submit.

Under the address form, Save address (shown for an existing customer) applies your edit straight away and, once the address is saved, returns you to the saved-address list with that card selected, without creating the order. With Also update this address in the customer's address book (or Save this address to the customer's address book) ticked, the address is written to the address book at that moment; if the write fails you see an error and stay on the form. With the box unticked while you are editing a saved card, nothing is written: the edit applies to this order only, and the card shows your edited details. (Unticked on a brand-new address, the button does nothing further; the address is still used for the order when you submit.) If a field is invalid, for example a postal code that is not 6 digits, the form stays open with the error. Selecting Save address is optional; submitting the order saves a ticked address too.

An address you save or update here is written to the customer's address book (immediately with Save address, otherwise when you submit the order), and appears on the Addresses tab of the customer's detail page. An order placed with a saved address points at that address, so its shipping details match the address book. An address you left unsaved (save option unticked) is stored only on this order and never shows up in the customer's address book.

Leave Billing same as shipping ticked to reuse the delivery address, or untick it to enter a separate billing address.

Enter a coupon code if the order qualifies — it's validated and redeemed the same way a customer's own coupon would be at checkout.

Pick Cash on Delivery if payment hasn't happened yet, or Manually paid if you already collected payment outside the platform (bank transfer, cash in person, a payment link, and so on). For a manually-paid order you can add a payment reference and a short note — both optional, useful for reconciling against your own records later.

Optionally set a shipping amount (defaults to zero) and an admin note for your own records, then submit. On success you're taken straight to the new order's detail page, where it behaves exactly like a customer-placed order — same statuses, same fulfilment and refund tools.