Managing orders

Managing orders

Orders are created when a customer completes the checkout process and are visible by Countryfi and Shop Manager users only. Each order is given a unique Order ID.

An order also has a status. The order statuses let you know how far along the order is, starting from pending and ending with complete. The following order statuses are used:

• Pending payment – Order received (unpaid)
• Failed – Payment failed or was declined (unpaid). Note that this status may not show immediately and instead show as pending until verified (i.e., PayPal).
• Processing – Payment received and stock has been reduced- the order is awaiting fulfillment
• Completed – Order fulfilled and complete – requires no further action
• On-Hold – Awaiting payment – stock is reduced, but you need to confirm payment
• Cancelled – Cancelled by an admin or the customer – no further action required
• Refunded – Refunded by an admin – no further action required

Viewing orders

When you start taking orders the order management page will begin to fill up. You can view these orders by going to WooCommerce > Orders in the left hand admin menu.

Each order row displays useful details, such as the customer’s address, email, telephone number, and the order status. You can click the order number or the ‘view order’ button to see the single order page (this is also where you can edit the order details and update the status).

Order rows also have some handy shortcut buttons to quickly mark orders complete and processing.

You can filter the list of displayed orders by date, status and customer by using the form at the top of the screen.

Editing/viewing single orders

From the single order page not only can you view all order data, you can edit and update it. You can:

• Change the order status
• Edit order items – modify the product, prices, and taxes
• Stock – Reduce and restore stock for an order
• Order Actions – Resend order emails to the customer using the drop down menu above the Save Order button. Send New Order, Processing Order, Completed Order or Customer Invoice emails – very handy if manually creating an order for your customers
• Modify product Meta to edit product variations by removing and adding meta.

Order Data

The order data panel lets you modify the order status, view (or change) the customer’s order note, and change which user the order is assigned to.

You’ll also find the customers billing and shipping addresses, along with a link to view other purchases the customer may have had in the past. To edit addresses, click ‘edit’ and a form will appear. Once saved, the new address will be displayed in a localized format.

Order Items

The next panel on the order page is the order items panel. This panel lists items which are in the order, as well as quantities and prices.

The editable parts of line items include:

1. Tax Class – Tax class for the line. This may be adjusted if, for example, the customer is tax exempt.
2. Quantity – The quantity of the item the user is purchasing
3. Line Subtotal – Line price and line tax before pre-tax discounts
4. Line Total – Line price and line tax after pre-tax discounts
5. Add Meta – Add and remove meta to change product variable options.
6. Sorting – Sort by Item, Cost, Quantity, and Total by clicking on the respective listed items.

Here you can also add additional fees for items. Click “Add fee” and fill out the fee name, tax status and amount:

To add custom meta fields, use the regular Custom Fields metabox:

Order Totals

The Order Totals panel stores totals and tax for the order. You can enter these values yourself or have them part calculated for you using the ‘calc totals’ button. The totals comprise of the following:

• Cart Discount – pre-tax discounts. Can be auto-calculated.
• Order Discount – post-tax discounts. Need to be input manually.
• Shipping cost – cost excluding tax.
• Shipping method – name of the method.
• Cart tax – cart tax total.
• Shipping tax – shipping tax total.
• Order total
• Payment method – name of the payment method used.

There are two buttons available on this panel – calc taxes and calc totals. Calculating taxes will use your prices, and calculate the tax based on the customers shipping address. If the customer’s address has not been input, it will default to the stores base location.

There is also a section called tax rows. This is where you can define (and name) multiple tax rows. This is useful if, for example, you take multiple taxes or use compound taxes. These values are displayed on the customer invoice.