What this page is

The Orders area lets you manage every submitted order from your buyers. From here you can search, filter, sort, open any order, set its status, assign warehouses per line, ship the order, and create or view the invoice. This guide walks you through each action using the exact UI you see in the portal.

Getting to Orders

Go to the owner portal and open the Orders page. You do not need a separate login for this guide. The live Orders list requires owner or staff access in the portal.

Before you begin

Your subscription must be active. If not, you will be redirected to My Account to resume service.
Only users with role owner or staff can access Orders.
Make sure your warehouses are set up and active so you can assign them when fulfilling.

Orders list

The list shows one row per order with columns for Order Number, Customer, Status, Placed, and Total. Use the controls at the top of the table to narrow results.

Key controls	What it does
Search box	Type an order number, customer name, or customer code. Press Enter or use the Search button.
Status filter	Choose Any Status or a specific status such as Pending, Confirmed, Allocated, Shipped, Partially Shipped, Completed, or Canceled.
Page size	Pick how many rows to show per page. The default is 25. The maximum is 200.
Column sort	Click a column header to sort by that column. Clicking again toggles the direction.
Pager	Use First, Prev, Next, and Last to move through pages. The pager also displays the total count.
View Order button	Opens the order detail screen for the selected order.
Create Invoice or View Invoice button	If no active invoice exists, you will see Create Invoice. If one exists, you will see View Invoice.

Tip: The row styling is zebra striped and hover highlighted to make scanning easier.

Open an order

Click View Order on any row. The order view shows summary info, actions, items with warehouse selectors, totals, and status history.

Summary and actions

Element	Purpose
Status dropdown + Update	Set the order status. Allowed values here are Pending, Confirmed, Allocated, Completed, or Canceled. Use this to progress or cancel orders that are not shipped yet.
Placed, PO Number, Notes	Read only fields for quick reference.
Ship Order or View Shipment	If the order is not shipped or completed, you will see Ship Order. If shipped or partially shipped, you will see View Shipment.
Create Invoice or View Invoice	Create an invoice for the order or open the existing one.
Print	Opens a clean, light theme print view in a new tab with a Print button.
Back to Orders	Returns to the list.

After any successful save you will see a green Saved notice. After shipping you will see Order shipped.

Items and warehouses

Each line shows SKU and Name, Qty, Unit, Line total, and a Warehouse dropdown.

You can change the warehouse per line using the Warehouse dropdown.
Click the Save Warehouse button to persist any changes.
If there is exactly one active warehouse and the line has none selected, it will auto select that warehouse for convenience.
If you have multiple active warehouses and the line has none selected, the dropdown will show Choose Warehouse. You must choose one before shipping.

Shipping an order

Ensure every item has a warehouse selected.
Click Ship Order.

On ship, the system will automatically:

Release any reserved quantities for those items.
Reduce on hand inventory by the shipped quantity for the selected warehouse.
Move the order status to Shipped and log the change in history.

If any line is missing a warehouse, you will get an error and nothing will ship until you correct it.

Invoices

From the list or the order view, use the invoice button. The portal will show Create Invoice if there is no active invoice, and View Invoice if one already exists. Invoices track terms, taxes, shipping, payments, and refunds and can be viewed by buyers.

Totals

The Totals section is calculated from the order lines and adjustments and shows Subtotal, Discounts, Tax, Shipping, and Total along with the currency code.

Status history

The table lists each status change with a timestamp, old to new value, and notes. This provides a complete audit trail for the order lifecycle.

Print view

Print opens a clean white page that mirrors the order details and items with a simple Print button. The final printout hides on screen controls and uses readable light styling for paper.

Common messages

Message	What it means and what to do
Saved.	Your change was saved successfully.
Order shipped.	Fulfillment completed and the order moved to Shipped.
Each line must have a warehouse before fulfillment.	Open the order, choose a warehouse on any empty line, click Save Warehouse, then try shipping again.
Order already shipped or completed.	No further ship action is allowed for this order state.
Not found.	The record does not exist or you do not have access.
Failed to update status or Fulfillment failed.	Transient issue while saving. Try again. If it persists, contact your admin.

Hints and best practices

Use status Confirmed when you have reviewed the order and are ready to allocate stock.
Set warehouses as soon as items are confirmed to avoid delays at ship time.
If you need to partially ship, you can manage shipments in the shipment pages and the order may show Partially Shipped depending on your flow.
Use the page size selector to bump to 100 or 200 rows when you are batch reviewing.
If you adjust inventory outside of orders, the ledger will still show a traceable record.

Troubleshooting checklist

Cannot ship: verify every line has a warehouse selected, then save.
Invoice button says Create Invoice: there is no active invoice yet. Click it to generate one.
List looks empty: clear filters using the Reset control on the list page or remove your search text.
Totals look off: check each line quantity and unit price, then review discounts, tax, and shipping.
Access denied: confirm your user is active and has the role owner or staff.

Documentation

Orders - Admin Guide