Orders Overview

The Orders Overview is your central hub for managing all customer orders in ShipEdge OMS. View orders at any status, search across multiple fields, export data, and perform bulk actions on multiple orders at once.

Quick Access

Navigate to Orders from the main menu (accessible via orders.php) to view all your orders at any time.

Why Use Orders Overview?

Complete Order Visibility

See all orders across all statuses in one place. Track pending, processing, shipped, and backorder items with real-time updates.

Powerful Search & Filters

Find orders instantly using the search bar or apply advanced filters by status, date range, customer name, order number, or reference number.

Bulk Actions

Select multiple orders and perform actions like put on hold, release, apply alternatives, or cancel all at once.

Export Data

Download order data to CSV or Excel format for reporting, analysis, or external processing. Export up to 5,000 records at a time.

Accessing Orders Overview

1. Navigate to Orders

   Click Orders in the main navigation menu. The Orders page loads with your current orders displayed in a searchable table.

2. View Order List

   Browse the order table showing key information: Order ID, Order Number, Reference Number, Status, Customer Name, Shipping Method, and more.

3. Use Search and Filters

   Type in the search box to find orders by any visible field. Use the filter dropdowns to narrow results by status, date range, or other criteria.

4. Select and Act on Orders

   Check the boxes next to orders to select them, then use the action buttons to perform bulk operations.

Order Statuses

ShipEdge tracks orders through multiple statuses as they move through your fulfillment workflow.

Pending

Orders waiting to be processed. Ready for fulfillment once inventory is available and validated.

Processing

Orders actively being picked, packed, and prepared for shipment in the warehouse.

Shipped

Orders that have been shipped to customers with tracking numbers assigned.

Backorder

Orders with items out of stock. These orders wait for inventory to be replenished.

Hold

Orders temporarily paused from processing. Can be released when ready to resume.

Stand By

Orders on standby waiting for specific conditions to be met before processing.

Cancelled

Orders that have been cancelled and will not be fulfilled.

Divided

Orders split into multiple shipments when items are fulfilled from different locations or at different times.

Additional Status Types

The system also tracks these specialized statuses:

Status	Description
Incomplete	Orders missing required information or failing validation
Error	Orders with processing errors that need attention
Packing Error	Issues encountered during packing process
Low Balance	Orders on hold due to insufficient account balance
Editing	Orders currently being edited by a user
Dropship	Orders fulfilled by dropshipping partners
Return by Carrier	Shipments returned by the carrier
Sent to ShipEdge	Orders sent to ShipEdge fulfillment network
Shipped by ShipEdge	Orders fulfilled and shipped by ShipEdge

Key Features

Main Action Buttons

Located at the top of the orders page:

Add Order

Create a new order manually. Opens the order creation form where you can enter customer information, products, and shipping details.

Upload Orders

Import multiple orders at once using a CSV file. Access upload history to review past imports.

Create Pick Order

Generate a special pick order for warehouse operations or internal use.

Order Table Columns

The orders table displays the following information:

• Checkbox - Select orders for bulk actions
• Actions Menu (⋮) - Access individual order actions
• Order ID - Internal system order number
• Status - Current order status with visual indicator
• Order# - Customer-facing order number
• Reference# - External reference or PO number
• Shipping Method - Selected carrier and service level
• Items - Number of items in the order
• Customer Name - Ship-to first and last name
• Company - Customer company name (if applicable)
• Email - Customer email address
• Phone - Customer phone number
• Address - Shipping address details
• Order Date - When the order was created
• Tracking# - Carrier tracking number (when shipped)
• Order Comments - Internal notes about the order
• Customer Comments - Special instructions from the customer

Per-Order Actions

Click the actions menu (⋮) on any order row to access:

Available for All Orders:

• View - Open detailed order information in a new view

Available for Pending/Backorder Orders:

• Edit - Modify order details, customer information, or items
• Put on Hold - Temporarily pause order processing
• Put on Stand By - Place order on standby status
• Apply Alternatives (Backorders) - Substitute out-of-stock items with alternatives

Available for Orders on Hold:

• Release - Resume processing for orders on hold (only if original shipping method is preserved)

Bulk Actions

Select multiple orders using the checkboxes, then perform bulk operations:

• Change order status
• Put orders on hold
• Release orders from hold
• Apply alternative products
• Export selected orders

Selection Limit

Be mindful when performing bulk actions on large numbers of orders. Operations process sequentially and may take time to complete.

Export Options

Download order data for external analysis or reporting:

CSV Export:

• Click the CSV button above the order table
• Downloads all visible columns for filtered orders
• Maximum 5,000 records per export
• Filename format: orders_YYYY_MM_D__HH_mm_ss.csv

Excel Export:

• Click the EXCEL button above the order table
• Downloads formatted Excel spreadsheet with all data
• Maximum 5,000 records per export
• Filename format: orders_YYYY_MM_D__HH_mm_ss.xlsx

Export Limits

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

Search and Filtering

Global Search:

• Type in the search box at the top right of the table
• Searches across all visible columns simultaneously
• Finds partial matches in Order#, Reference#, Customer Name, Email, and more

Column-Specific Filters:

• Use the filter row below column headers
• Enter specific values to filter individual columns
• Combine multiple column filters for precise results

Advanced Filters:

• Filter by date range (Order Date, Shipping Date)
• Filter by order status (Pending, Processing, Shipped, etc.)
• Filter by customer information
• Filter by warehouse or distribution center

Working with Orders

Viewing Order Details

1. Locate the Order

   Search for the order using the search box or filter by Order# or Reference#.

2. Click Actions Menu

   Click the three-dot menu (⋮) on the order row.

3. Select View

   Click View to open the complete order details including products, pricing, shipping information, and activity history.

Editing an Order

1. Find the Order

   Locate the order you want to edit. Orders must be in Pending, Backorder, Hold, Incomplete, or Low Balance status to be edited.

2. Check Edit Availability

   The Edit option appears in the actions menu only for editable order statuses.

3. Open Edit Form

   Click Edit to open the order editing interface.

4. Make Changes

   Update customer information, add/remove items, modify quantities, or change shipping method.

5. Save Changes

   Click Save to apply your updates. The order refreshes with new information.

Edit Restrictions

You cannot edit orders that are already Processing, Shipped, or Cancelled. These orders have progressed too far in the fulfillment workflow to be modified.

Putting Orders on Hold

1. Select Orders

   Check the boxes next to orders you want to hold. Orders must be in Pending or Backorder status.

2. Open Actions Menu

   Click the actions menu (⋮) on any selected order.

3. Choose Put on Hold

   Click Put on hold to pause processing.

4. Confirm Action

   Confirm you want to hold these orders. They’ll change to Hold status immediately.

Orders on hold remain in that status until manually released. This is useful when:

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

Releasing Orders from Hold

1. Find Held Orders

   Filter the orders table to show Hold status.

2. Select Orders to Release

   Check the boxes next to orders ready to resume processing.

3. Click Release

   In the actions menu (⋮), click Release to resume processing.

4. Verify Release

   Orders return to their previous status (usually Pending) and will process normally.

Release Requirements

You can only release orders from hold 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.

💡 Best Practices

Filter by Date Range

Use date filters to focus on recent orders first. This improves page load performance and makes it easier to manage your daily workflow.

Bookmark Common Filters

Save frequently used filter combinations as browser bookmarks so you can quickly access views like “Today’s Pending Orders” or “This Week’s Backorders”.

Use Reference Numbers

Always include a reference number (PO number, external order ID) when creating orders. This makes it much easier to search and match orders with external systems.

Review Hold Orders Daily

Check orders on Hold status daily to ensure they’re released promptly once issues are resolved. Held orders don’t process automatically.

Export for Analysis

Regularly export order data to analyze trends, identify bottlenecks, and optimize your fulfillment process.

Monitor Backorders

Keep a close eye on backorder status. Work with your inventory team to prioritize replenishment for backordered items.

Troubleshooting

Can’t Find an Order

Problem: You know an order exists but can’t find it in the orders list.

Solutions:

1. Clear all filters - you may have an active filter hiding the order
2. Search by Order ID instead of Order# or Reference#
3. Check if you’re filtering by date range - expand the date range
4. Search by customer email or phone number instead
5. Verify you’re logged into the correct account if managing multiple accounts

Export Not Working

Problem: Export button doesn’t download a file.

Solutions:

1. Check if your query has more than 5,000 records - reduce using filters
2. Disable browser popup blockers that may prevent download
3. Try a different export format (CSV instead of Excel or vice versa)
4. Clear your browser cache and try again
5. Check your browser’s download folder - file may have downloaded silently

Can’t Edit an Order

Problem: The Edit button doesn’t appear for an order.

Solutions:

1. Check the order status - only Pending, Backorder, Hold, Incomplete, and Low Balance orders can be edited
2. Verify you have the correct permissions to edit orders
3. Check if another user is currently editing the order (status shows “Editing”)
4. If the order is Processing or Shipped, it cannot be edited - you’ll need to contact warehouse staff

Bulk Action Failed

Problem: Selected bulk action didn’t apply to all selected orders.

Solutions:

1. Check individual order statuses - some orders may not be eligible for the action
2. Review error messages that appear after the bulk action completes
3. Try the action on a smaller number of orders to identify problematic ones
4. Verify all selected orders meet the requirements for the bulk action
5. Refresh the page and verify which orders successfully updated

Related Documentation

Next Steps:

• Creating Orders - Learn how to manually create orders
• Editing Orders - Detailed guide to modifying order information
• Order Status & Workflow - Understanding the complete order lifecycle
• Uploading Orders (CSV) - Import multiple orders at once
• Shipped Orders - Viewing and managing shipped orders

Related Features:

• Pending Orders (WMS) - Warehouse view of orders ready to process
• Processing Orders (WMS) - Active order fulfillment
• Shipping Labels - Generating shipping labels for orders