Managing Storefront Orders

The Orders tab provides administrators with visibility into all purchases made through a storefront. From this interface, administrators can view order lists, search for specific transactions, review detailed order information, and update order metadata to support fulfillment workflows. Order management enables tracking of customer purchases, verification of billing information, and coordination of order processing across operational teams.

Requirements

To view and manage storefront orders, users must be assigned a security role with one of the following permissions:

Administrator System Role
Store Manage Access

Note: Users with Administrator System Role always have full access to all storefront orders regardless of individual sharing settings.

Orders List

The Orders tab within a storefront displays all orders in a list view. Administrators use this page to scan recent orders, search for specific transactions, and access individual orders for review or updates.

Orders List Columns

The orders list displays the following columns:

Order Number: System-generated unique identifier (for example, SO-000002). Clicking the order number opens the order detail view.
Billing Name: The name associated with the order's billing information. Useful for identifying the purchaser when multiple users place orders.
Checkout Method: Indicates how the order was completed (for example, Credit Card, Place Order, or Redeem Points). Helps distinguish between different checkout flows and payment methods.
Created On: Date and time the order was created. Uses the system's configured date/time format and time zone.
Modified By: Shows the last user who modified the order and the timestamp of that change. Helpful for audit and troubleshooting purposes.

Searching Orders

Use the Enter Keywords search field to filter the orders list. Searches match text values including:

Order Number
Billing Name

Enter search terms and press Enter to filter results. Clear the search field to return to the full orders list.

Order Actions

From the Actions menu on each order row, administrators can:

Edit: Opens the order in edit mode, allowing updates to order metadata
Delete: Permanently removes the order from the storefront

Warning: Deleting an order permanently removes it from administrative records. This action cannot be undone and should be used with caution, especially for fulfilled or reported orders. Deleting an order does not reverse any external fulfillment or financial processing that may have already occurred.

Viewing Order Details

The Order Details page provides a read-only view of an individual order. This page is used to review completed orders, verify billing and item details, and audit order activity without modifying transactional data. Order details support order verification, customer support inquiries, and internal reporting.

To view order details:

Navigate to the storefront and select the Orders tab
Click on the Order Number to open the order detail view

Order Header

The order header at the top of the page summarizes key order information:

Order Status: Current lifecycle stage (for example, Submitted, Fulfilled)
Order Number: Unique system identifier
Order Date: Date and time the order was placed

Billing Information

Displays the customer's billing contact details captured at checkout:

Billing Name (First and Last)
Email Address
Billing Street Address
City, State/Province, Postal Code
Country

Order Line Items

A table listing all products included in the order. Each row displays:

Product Name: The product name and variant (if applicable)
Unit Price: Price per item at time of purchase
Quantity: Number of items ordered
Line Total: Calculated total for the line item (unit price × quantity)

The table concludes with calculated totals:

Subtotal: Sum of all line item totals before tax
Total: Final order amount including any applicable taxes and discounts

Note: Product names, prices, and variants displayed reflect the values at the time of order placement. If a product has been updated in the store catalog since the order was placed, the order details continue to show the original values.

Additional Order Metadata

Supporting system and transaction information:

P/O Number: Purchase Order number if provided by the customer at checkout
Transaction Number: Payment transaction reference (for credit card orders)
IP Address: Client IP address from which the order was placed, useful for auditing and fraud analysis

Note: Some metadata fields may be empty depending on checkout configuration and payment method. P/O Number appears only if the field was enabled in storefront settings and completed by the customer. Transaction Number appears only for orders processed through payment gateways.

Audit Information

Displays administrative activity on the order:

Created By: User who placed the order and timestamp
Modified By: User who last modified the order and timestamp

Audit information helps administrators understand the order's lifecycle and track administrative changes.

Editing Orders

The Edit Order page allows administrators to make limited, controlled updates to existing orders. This page is used to correct order metadata (such as billing or shipping details), update internal reference information, and adjust order status for fulfillment tracking.

Important: Order editing is not intended for modifying purchased items, quantities, or pricing. Edits support operational corrections and lifecycle management without altering the financial integrity of the original order.

To edit an order:

Navigate to the storefront and select the Orders tab
Locate the order and click Edit from the Actions menu, or open the order details and click Edit
Modify fields as needed (described below)
Click Save to apply changes

Order Information Section

This section displays high-level order metadata. Most fields are read-only with limited editable controls:

Read-Only Fields:

Storefront: The storefront where the order was placed
Order Date: Original order creation date
Total Price: Calculated total price at time of checkout (cannot be modified)
Checkout Method: How the order was placed (Credit Card, Place Order, Redeem Points)

Editable Fields:

Status (Required): Order lifecycle status. Available values include:
- Submitted: Order has been placed but not yet fulfilled
- Fulfilled: Order has been completed and delivered
Changing status does not alter order contents or pricing. Status updates are used for fulfillment tracking and reporting.
P/O Number: Optional text field for internal reference or reconciliation. Does not affect checkout, billing, or fulfillment logic.

Billing Information Section

Billing fields represent the purchaser's billing details and are editable to correct data entry errors or update records.

Editable Fields:

Billing First Name (Required)
Billing Last Name (Required)
Billing Email (Required): Must be a valid email format
Billing Street (Required)
Billing City (Required)
Billing State/Province (Required)
Billing Postal Code (Required)

Read-Only Fields:

Billing Country: Determined by the original order and storefront configuration

Note: Changes to billing information do not recalculate taxes or pricing. Billing edits are for record correction only and do not affect the order total.

Shipping Information Section

Shipping information may be empty or partially filled depending on the order type and storefront setup. All shipping fields are optional and editable:

Shipping First Name
Shipping Last Name
Shipping Phone
Shipping Street
Shipping City
Shipping State/Province
Shipping Postal Code
Shipping Country

Shipping details are informational and used for fulfillment or delivery coordination. Editing shipping fields does not impact order totals.

Order Lifecycle

Order Status Values

Orders progress through lifecycle stages represented by status values:

Submitted: Initial status when an order is placed. Indicates the order is awaiting processing or fulfillment.
Fulfilled: Order has been processed, shipped, or delivered. Indicates completion of the fulfillment process.

Administrators update order status manually to reflect fulfillment progress. Status changes are recorded in the order's modification history for audit purposes.

Order Notifications

When orders are placed, the system sends notifications based on storefront configuration:

Customer Receipt: Order confirmation email sent to the customer using the configured Receipt Template
Internal Notifications: BCC copies sent to email addresses configured in the Notification Emails field

Notifications are sent at order creation. Status changes and order edits do not trigger additional notifications.

Best Practices

Order Monitoring

Regular Review: Establish a routine for reviewing new orders to ensure timely fulfillment. Monitor the Orders tab daily or set up notification emails to alert fulfillment teams of new orders.

Search Efficiency: Use order numbers for precise searches when responding to customer inquiries. Use billing names when order numbers are not available.

Status Maintenance: Update order status promptly as orders move through fulfillment. Accurate status tracking supports reporting and customer communication.

Data Integrity

Edit Sparingly: Make billing and shipping edits only when necessary to correct errors. Maintain the integrity of original order data for accurate historical records.

Preserve Financial Data: Never attempt to modify pricing, quantities, or line items through order editing. If order corrections are needed that affect pricing, work with customers to place new orders and handle refunds through payment provider systems.

Deletion Caution: Avoid deleting orders except in cases of test transactions or duplicate entries. Deleted orders cannot be recovered and are removed from all reporting.

Fulfillment Coordination

Notification Distribution: Configure Notification Emails in storefront settings to ensure fulfillment teams receive order alerts promptly.

Shipping Information: When shipping details are incomplete, contact customers to obtain complete delivery information before fulfillment.

Status Communication: Consider notifying customers when order status changes to Fulfilled, especially for physical products requiring delivery.

Troubleshooting

Issue: Cannot find a specific order

Solution: Verify you are viewing the correct storefront's Orders tab (each storefront has separate orders). Try searching by order number or billing name. Check date ranges if filtering is applied.

Issue: Order status not updating

Solution: Ensure you click Save after changing the status. Verify you have Store Manage Access or Administrator permission. Check that the status value is valid.

Issue: Billing information changes not saving

Solution: Verify all required fields are completed (First Name, Last Name, Email, Street, City, State/Province, Postal Code). Check that email format is valid. Click Save to apply changes.

Issue: Customer reports not receiving order confirmation

Solution: Verify the Receipt Template is configured in storefront Checkout Settings. Check that the customer's billing email address is correct. Review email delivery logs for sending failures. Confirm the email template includes proper merge fields.

Issue: Order totals appear incorrect

Solution: Order totals cannot be edited and reflect calculations at checkout time. Verify the original product prices, quantities, discounts, and tax calculations. If errors occurred at checkout, work with the customer on resolution through refunds or new orders rather than order editing.

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