Current Orders — the pipeline

Where it is

1. Home
2. Current Orders

Who can open it

EveryoneEveryone. The financial columns — shipping cost, shipping profit, gross profit — and deleting are administrator-only.

Tabs

• Leads
• Local
• Shipped
• Pay-later
• Items
• SLA
• Quick

What it writes

• Order status changes, singly and in bulk
• A settlement: the collected amount as income, and the courier’s side of it
• A return: stock back, and a refund out of the safe where one is due
• A wallet deduction, when store credit is applied to a balance
• A lead marked approved, held or rejected
• A deletion, administrators only — written when the ten-second Undo lapses, not at the press

The seven tabs

A tab decides which orders you are looking at. Each has its own filters and remembers them.

On the Basic package there is no online store, so there is no Leads tab — six tabs, starting at Local.

Finding orders

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1. Use a work queue before you use a filter

   1. Filters
   2. Work queues

   Five ready-made questions, each one press:

   Queue	Shows
   Needs attention	Anything stalled, late, or missing something
   New today	Created today
   Ready	Finished and waiting to go out
   Payment due	Money still to collect
   Returns	Returned and cancelled orders

2. Narrow it further

   The Filters3 panel holds everything else: branch, status, shipping company, source, a date range, grouping, sort — plus two toggles that are off by default and are often the reason an order “is missing”:

   • Show delivered/settled — finished orders are hidden until you ask for them.
   • Show old returns (>3 days) — same, for returns.

   Applied filters show as removable chips when the panel is closed. If a list looks too short, read the chips.

   On a phone the toolbar is one line: the search and Filters side by side. Sort moves inside the panel, as its first field.

3. Choose how the list looks

   1. Current Orders
   2. Layout

   Table Cards Compact. Cards are the default on a phone, the table on a desktop, and your own choice wins and is remembered per tab and per device.

   Columns controls the table. A compact set always shows — order and date, status and SLA, paid and remaining with a progress bar, and the branch tag — and the rest are optional column groups.

Acting on one order

Open a row to get the details panel: a money band at the top, then shipping and status, the collection method, the products, and the notes. In the table a row opens by pressing it, or from the keyboard — Tab to the row, then Enter.

The table’s last column is the row’s own actions, and it holds three: Edit, Pay, and ⋯ for everything else — comment, print, and, on an administrator’s account, delete.

Changing status

Pick the New status. The list holds only the statuses that can actually be applied to what you have in front of you — an option that fits none of it is not shown at all, rather than offered and then quietly skipped once the change runs.

A status that fits only part of a selection says so on its own line — applies to 3 of 7 — and one line under the list names how many options were hidden and the commonest reason: 2 status options are not shown.

Settling an order

Settling is how money that was collected outside the shop gets into the ledger: the courier delivered, took the cash, and has now handed it over.

The panel asks What happened? and states the answer back to you in numbers before the button — who collected, how much, what is left on the customer and what is left on the order.

Three things it refuses, and each says why:

• Set the missing workshop cost first. — the order’s workshop fee is unknown, so the profit would be a guess. The Basic package has no workshops, so this is never asked there — an older order with an unpriced workshop job settles like any other.
• Collected is more than due. — with an option to record the excess as a refund.
• This order is collected on the buyer’s behalf — for a wholesale order where your trade customer’s own customer pays.

Use wallet balance applies the customer’s store credit against what they owe, and shows the balance before and after.

Taking a return

Pick the lines and the Return quantity per line. The panel then works out the refund itself and explains it:

Acting on many orders

Two different things, in two different places, and the split is worth knowing:

The second one is the one people miss.

The two actions that write are kept together behind Actions2, below a dividing line, rather than sitting in the row beside a print button — so neither is ever one stray press away:

Settling many at once

Moving a batch to a status that finishes the order used to hand back every order that still had a question on it — money left to collect, a courier account still open, a workshop cost unpaid or never entered — and tell you to go and settle each one on its own. It no longer does.

If anything in the batch still needs deciding, one screen opens — Collect & mark delivered — and asks for all of it there. If nothing needs deciding, no screen opens at all and the batch is simply applied.

Three questions for the whole batch, along the top:

Then Payment method for every row, and the list itself. Each row carries the order, what is left on it, an amount to collect, and the status it will land on. Collect it all and Collect nothing fill the column in one press.

1. A row waiting on a workshop cost is answered here

   A row whose workshop cost was never entered says Enter the workshop cost and grows a Cost per unit field. Type it and the row joins the batch like any other. It is the last thing that used to send you back to a single order.

2. A branch that does not take the shared method pays on its own

   The method at the top is a default, not a gate. A row whose branch does not offer it falls back to that order’s own method and says so, and the receipt splits the cash accordingly — via each order’s own payment method.

3. Read the receipt before the button

   Beside the list, What this covers states in numbers what Collect & apply is about to do: what is collected and by which method, what is left unpaid as customer debt, what is paid out to couriers and paid out to workshops, what stays with the couriers, and how many are being moved to the new status with nothing to collect. Anything still waiting on a workshop cost is named there too — Waiting on a workshop cost: 1.

Reviewing an online order

A lead is not an order yet. Its card shows the whole basket, the customer, the payment proof if they uploaded one, and any warning worth reading before you accept it:

• Priced as wholesale, but this customer is not a trade account
• Store credit used exceeds the balance
• The recipient pays less than this order is worth
• Not paid yet

Then one of four:

Messaging the customer

The same send sheet every screen uses: the message on one side, a WhatsApp-style preview of exactly what the customer will receive on the other.

• Which message — Order confirmation or the message for the order’s current status, both written in Resources → WhatsApp messages.
• Send — Text message or Invoice picture. The clipboard holds one thing, so the picture is copied instead of the words; paste it, then type anything else yourself.
• Message — editable for this customer only, with the same tags, formatting and Write with AI as the builder. Once you change it, Make this my standard message saves your wording for everyone.

Copy & open WhatsApp copies the message and opens a plain chat with that customer. Copy copies without opening. With no phone number on the order, WhatsApp opens for you to pick the chat.

Printing

Print opens Print studio. The same studio serves one order, the rows you ticked, or Print list. Its right-hand Preview contains every selected order and every requested copy; for several orders it is labelled Bulk preview and states the order and page counts.

Start with a preset:

You can change Document language, Copies per order, receipt width, footer note, logo, order notes and the optional verified ETA QR. ETA tax mode keeps customer details, addresses, payment method and the tax breakdown switched on because those are not presentation extras on a tax document.

The last setup is remembered on this device. Administrators can name it and press Save preset; that preset is shared with employees, who can use it but cannot save or delete shared presets.

Download invoice

On an invoice, Download invoice saves a PDF instead of printing — one file per selected order, named invoice-<order number>.pdf, so a batch downloads as a batch. It is the same document as the preview and the printout, on A4; an invoice too long for one sheet is split across pages rather than squeezed onto one. The button appears on invoices only, and an ETA preset that is not ready to print is not ready to download either.

New orders arriving while you work

When orders arrive while you are looking at the list, the list does not jump. A banner appears — n new orders are waiting — and the list updates when you press it.

The same applies to orders taken while the device was offline: Offline orders waiting, with the review flow described in Getting around.