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Operations

Current Orders — the pipeline

Seven tabs over every order in the shop. Filter them, change status in bulk, settle what a courier collected, take a return, print an invoice or a shipping label, and message the customer.

Current Orders14 min readUpdated

The current orders pipeline: tabs for online leads, local delivery, shipped and pay-later, with status badges, delivery dates and per-order actions.
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

The seven tabs

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

Tab Holds
Leads Orders from the online store, waiting to be reviewed. Not real orders yet
Local Pickup and local delivery. The default
Shipped Anything with a shipping company on it
Pay-later Everything with an outstanding balance, whoever owes it
Items The same orders seen as items — what is being made and what is going out
SLA Ordered by promised date. Late and urgent first
Quick The counter sales from Quick Order, by day and branch

Finding orders

The current orders pipeline: tabs for online leads, local delivery, shipped and pay-later, with status badges, delivery dates and per-order actions.

Current Orders on the Shipped tab.

Numbered on the screenshot

  1. 1The seven tabs. Each one is a different set of orders, not a filter on the same set.
  2. 2Search — customer, phone, order number, tracking number, anything on the order.
  3. 3Filters. Branch, status, shipping company, source, dates, work queues and the show/hide toggles all live behind here, and the number is how many are on.
  4. 4The actions that work on the FILTERED set rather than a selection: change status, print the list, export, columns — and, on an administrator’s account, delete.

  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.

  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.

Action What it does
View details The full record
Edit Opens it in Add Order
Change status Moves it along the pipeline
Settle order Records what was collected — see below
Return / remove items Takes items back — see below
Print A4 invoice, 80 mm thermal receipt, or shipping label
Copy shipping info The address block, for pasting into a courier’s system

Administrators only

Delete removes the order. It is on the same menu for an administrator and absent for an employee — the record is what every figure in the shop is derived from, so removing one is not an editing operation.

Changing status

Pick the New status. Moving an order backwards asks first — Move backwards? This moves the order back to an earlier stage — and the toast that follows carries an undo.

Settling an order

  1. a row
  2. Settle 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.
  • 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

  1. a row
  2. Return / remove items

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

Case What it says
They paid more than the order is now worth Max refund — the difference — with Refund now
They paid less than the order is still worth No refund: they have paid less than the order is still worth
They paid nothing The customer has not paid anything on this order, so there is nothing to refund

Acting on many orders

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

You want to act on Where
The rows you ticked The selection bar that appears at the bottom
Every order currently listed Actions5 in the title row

The second one is the one people miss. It holds:

Action Does
Change status Changes the status of every order in the list
Print list Prints every order in the list
Export orders CSV of the list
Columns Which column groups the table shows

Administrators only

Delete orders permanently deletes every order currently listed, which is why it is administrator-only and why the filter chips above the list are worth reading before pressing it.

The money column groups — shipping cost, shipping profit and gross profit — are also administrator-only, on the table and in the CSV export.

Reviewing an online order

  1. Current Orders
  2. Leads
  3. a lead

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:

Button Result
Approve & create order Opens Add Order with everything filled in. Saving there deducts stock, creates the order and marks the lead approved
Put on hold Parks it. Take off hold puts it back in the queue
Reject Reject this online order? The customer will see it as rejected
View image Enlarges the payment proof

Messaging the customer

  1. a row
  2. WhatsApp

One panel, three message types — Order confirmation Status update Empty chat — each pre-filled from the templates you wrote in Resources and editable before you send.

Printing

Print opens the options sheet, and it serves one order or a whole selection:

Option Paper
A4 invoice A full invoice
Thermal receipt (80mm) A till receipt
Shipping label Automatically limited to shipping and delivery orders

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.

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