Managing Orders

Manage multiple orders at once using bulk actions, advanced filtering, and export capabilities. Save time by performing actions on many orders simultaneously instead of handling them one by one.

Quick Access

Access the Orders list from the main menu (orders.php or All_Orderslist.php) to view all orders and access management tools.

Why Use Order Management Tools?

Save Time with Bulk Actions

Perform actions on multiple orders at once instead of editing them individually. Cancel, hold, release, or route dozens of orders in seconds.

Find Orders Quickly

Use powerful filters and search to locate specific orders by status, date, customer, or order number. Save filter combinations for instant access.

Export for Reporting

Export order data to CSV format for analysis, reporting, or integration with external systems. Export up to 5,000 records at a time.

Organize Your Workflow

Use filters and bulk actions to organize orders by priority, status, or fulfillment location. Process similar orders together efficiently.

Selecting Orders

Before performing bulk actions, you need to select the orders you want to manage:

1. Navigate to Orders List

   Go to Orders from the main menu. The orders list displays all your orders in a table format.

2. Select Individual Orders

   Check the checkbox in the leftmost column next to each order you want to include in your bulk action.

3. Select All Visible Orders

   Check the Select All checkbox in the table header to select all orders currently visible on the page. This selects all orders matching your current filters.

4. Verify Selection

   The number of selected orders appears near the actions menu. Make sure you’ve selected the correct orders before proceeding.

Selection Note

You must check at least one order before performing bulk actions. If you try to perform an action without selecting orders, you’ll see: “You must check at least one Order”.

Bulk Actions Available

Once you’ve selected orders, click the Actions dropdown menu to access bulk operations:

Cancel Orders

Cancel multiple orders at once. Only orders in specific statuses can be canceled:

Eligible Statuses:

• Pending
• Backorder
• Submit (incomplete)
• Error
• Returned by carrier
• Network Backorder
• Hold
• Low balance

1. Select Orders to Cancel

   Check the boxes next to orders you want to cancel. Only orders in eligible statuses will be processed.

2. Open Actions Menu

   Click the Actions dropdown button (with checkmark icon) above the table.

3. Choose Cancel Orders

   Click Cancel Orders from the dropdown menu.

4. Confirm Cancellation

   Review the confirmation message. Orders that cannot be canceled will be skipped automatically.

Cancellation Warning

Orders cannot be canceled if they are in Processing, Shipped, or other advanced statuses. Only eligible orders will be canceled; others will be skipped with a notification.

Put on Hold

Temporarily pause processing for multiple orders. This prevents orders from moving forward in the fulfillment workflow.

1. Select Orders

   Check the boxes next to orders you want to put on hold.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Put on Hold

   Click Put on Hold from the dropdown menu.

4. Orders Updated

   Selected orders change to Hold status and processing stops until you release them.

Use Put on Hold when:

• Waiting for customer payment confirmation
• Coordinating special shipping arrangements
• Resolving customer service issues
• Holding orders for batch processing

Put on Stand By

Place orders on Stand By status. Stand By is a long-term hold that does not reserve inventory.

Eligible Statuses:

• Pending
• Hold
• Backorder
• Network Backorder

1. Select Orders

   Check the boxes next to orders eligible for Stand By status.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Put on Stand By

   Click Put on Stand By from the dropdown menu. A tooltip explains that Stand By doesn’t reserve inventory.

4. Orders Updated

   Selected orders change to Stand By status.

Stand By vs Hold

Stand By is different from Hold: Stand By doesn’t reserve inventory, making it ideal for long-term delays. Hold reserves inventory and is better for short-term pauses.

Release Hold/Stand By

Release multiple orders from Hold or Stand By status to resume normal processing.

Requirements:

• Orders must be in Hold (Status 50) or Stand By (Status 213) status
• Original shipping method and carrier information must be intact

1. Select Held Orders

   Check the boxes next to orders in Hold or Stand By status.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Release Hold/Stand By

   Click Release Hold/Stand By from the dropdown menu.

4. Orders Resume Processing

   Selected orders return to their previous status (usually Pending) and continue normal processing.

Release Requirements

You can only release orders if their original shipping method and carrier information are still intact. If that information was changed or removed, you may need to re-enter it before releasing.

Apply Alternatives

Automatically substitute out-of-stock items with alternative products for multiple backorders.

1. Select Backorders

   Check the boxes next to orders with backordered items that have alternatives configured.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Apply Alternatives

   Click Apply Alternatives from the dropdown menu.

4. Alternatives Applied

   The system automatically replaces out-of-stock items with configured alternatives where available.

Use Apply Alternatives when:

• Orders have backordered items
• Alternative products are configured in your catalog
• You want to fulfill orders with substitute products

Send What’s Available

Ship partial orders for multiple orders when some items are available but others are backordered.

1. Select Orders

   Check the boxes next to orders with partial availability.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Send what’s available

   Click Send what’s available from the dropdown menu.

4. Partial Shipments Created

   Available items ship immediately; backordered items remain for later fulfillment.

Route Orders

Assign multiple orders to specific distribution centers or warehouses. This feature is only available if your account has distribution centers configured.

1. Select Orders

   Check the boxes next to orders you want to route.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Route Orders

   Click Route Orders from the dropdown menu.

4. Select Destination

   Choose the distribution center or warehouse where orders should be fulfilled.

5. Orders Routed

   Selected orders are assigned to the chosen location for fulfillment.

Cancel Routing

Remove routing assignments from multiple orders, returning them to unassigned status.

1. Select Routed Orders

   Check the boxes next to orders that are currently routed to distribution centers.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Cancel Routing

   Click Cancel Routing from the dropdown menu.

4. Routing Removed

   Orders return to unassigned status and can be routed again if needed.

Divide Network Backorder

Split network backorders into individual orders. This feature is only available if logistic centers are activated for your account.

1. Select Network Backorders

   Check the boxes next to orders in Network Backorder status.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Choose Divide Network Backorder

   Click Divide Network Backorder from the dropdown menu.

4. Monitor Progress

   A progress indicator shows the division progress. This process may take time for large batches.

Progress Tracking

When dividing network backorders, a progress badge shows the completion percentage. You can check the last execution info using the history button.

Filtering and Searching Orders

Use filters and search to find specific orders quickly:

Global Search

Location: Search box at the top of the orders table

Searches Across:

• Order ID
• Order Number
• Reference Number
• Customer Name
• Customer Email
• Shipping Address
• Tracking Number

How to Use:

1. Click in the search box
2. Type your search term
3. Press Enter or wait for automatic search
4. Results update immediately

Column Filters

Filter individual columns using the filter row below column headers:

Available Filters:

• Status - Filter by order status (Pending, Processing, Shipped, etc.)
• Order Date - Filter by date range
• Shipping Date - Filter by shipping date range
• Customer Name - Filter by customer
• Shipping Method - Filter by delivery method
• Carrier - Filter by shipping carrier
• Channel - Filter by sales channel
• Order Type - Filter by order type

How to Use:

1. Click in the filter box below the column header
2. Enter your filter value or select from dropdown
3. Table updates automatically
4. Combine multiple column filters for precise results

Advanced Filters

Access advanced filtering options for complex searches:

Advanced Filter Options:

• Date Ranges - Order date, shipping date, must arrive by date
• Customer Filters - Country, state, city, email, company name
• Order Details - Quantity ranges, line item counts
• Status Filters - Multiple status selection, sub-status filters
• Shipping Filters - Carrier, shipping method, bill type
• Channel Filters - Sales channel, order type
• Special Filters - Attachments, residential delivery

How to Use Advanced Filters:

1. Click the Advanced Filters button (if available)
2. Add filter conditions
3. Combine conditions with AND/OR logic
4. Apply filters to update the table
5. Save filter combinations for reuse

Exporting Order Data

Export order data to CSV format for external analysis or reporting:

CSV Export

1. Apply Filters (Optional)

   Filter orders to export only the data you need. Export includes all orders matching your current filters.

2. Click CSV Button

   Click the CSV button above the orders table.

3. Download File

   The CSV file downloads automatically with filename format: orders_YYYY_MM_DD_HH_mm_ss.csv

4. Open in Excel or Spreadsheet

   Open the CSV file in Excel, Google Sheets, or any spreadsheet application for analysis.

Export Includes:

• All visible columns from the orders table
• Order details, customer information, shipping data
• Status and dates
• Up to 5,000 records per export

Export Limits

If your filtered results contain more than 5,000 orders, you’ll see an alert asking you to refine your filters. Apply date range or status filters to reduce the result set before exporting.

💡 Best Practices

Filter Before Bulk Actions

Always apply filters before selecting orders for bulk actions. This ensures you’re working with the correct order set and prevents accidental changes to wrong orders.

Verify Order Status

Check order statuses before performing bulk actions. Some actions only work on specific statuses, and verifying prevents errors.

Use Date Ranges

Filter by date range when working with large order volumes. This improves performance and makes it easier to manage daily workflows.

Save Filter Combinations

Save frequently used filter combinations for quick access. Create saved filters for common views like “Today’s Pending Orders” or “This Week’s Backorders”.

Review Before Canceling

Double-check selected orders before canceling. Cancellation cannot be undone, so verify you have the correct orders selected.

Monitor Bulk Action Progress

Watch for progress indicators during long-running bulk actions like dividing network backorders. Don’t navigate away until actions complete.

Troubleshooting

No Orders Selected Message

Problem: You see “You must check at least one Order” when trying to perform a bulk action.

Solution:

• Make sure you’ve checked at least one checkbox next to an order
• Verify the checkboxes are actually selected (they should be checked)
• Try refreshing the page if checkboxes aren’t responding

Action Not Available

Problem: A bulk action doesn’t appear in the Actions menu or doesn’t work.

Solution:

• Check if your account has the required features enabled (e.g., distribution centers for routing)
• Verify orders are in the correct status for that action
• Some actions are only available for specific order types or configurations

Orders Not Processing

Problem: Selected orders don’t change status after performing a bulk action.

Solution:

• Check if orders meet the requirements for that action
• Verify order statuses are eligible
• Look for error messages or alerts explaining why orders were skipped
• Refresh the page to see updated statuses

Export Too Large

Problem: Export fails or shows “too many records” message.

Solution:

• Apply date range filters to reduce the number of orders
• Filter by status to export specific order types
• Export in smaller batches using tighter filters
• Maximum export is 5,000 records per file

Filters Not Working

Problem: Filters don’t seem to apply or show incorrect results.

Solution:

• Clear all filters and start fresh
• Check filter syntax (dates, text matching)
• Verify you’re using the correct filter type for each column
• Refresh the page and reapply filters

Related Documentation

• Orders Overview - Learn how to view and navigate the orders list
• Editing Orders - Edit individual order details
• Order Status & Workflow - Understand order statuses and transitions
• Creating Orders - Create new orders manually

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Next Steps: After managing orders in bulk, learn about Order Status & Workflow to understand how order statuses change throughout the fulfillment process.