Admin panels › Orders
Order Management
Every order your store takes, and everything you do to one: find it, create it, pack and ship it, take the money, refund it and record what happened. 13 parts.
Quick links
Where to find it:WP Admin › EasyCart › Orders › Orders
Finding work
The list
How orders are listed and narrowed down, acting on many at once, and creating one yourself.
The order list
Where orders land, and what each row tells you before you open it
no stored settingsThe tiles across the top count where orders stand: All, New, Awaiting, Shipped and Refunded, plus Pickup, Preorders and Card tests when there are any, then Today and Last 7 days. Click a tile to show just those orders. With PRO the period tiles also carry revenue, and an average order for the last 30 days.
Read the list as a table, as cards on a smaller screen, or, with PRO, as a spreadsheet where tracking numbers and carriers can be typed straight in. Each row carries badges so you know what an order is without opening it: guest checkout, pickup, preorder, subscription, possible card test, partly or fully refunded, promo code used. The total shows Balance due or Refund due when an edited order no longer matches what was paid, and the fulfillment column shows how much is packed and offers Fulfill or Mark picked up on the row.
Columns chooses what the table shows. Tick the columns you want, move them up or down, then Save for yourself or Reset to default. An administrator can also Use as the default for everyone. The Source column, where each order came from, starts hidden and is switched on here.
Filters, search and saved views
Narrowing the list to the work in front of you
no stored settingsFilters opens a drawer: order status, order date ( Today, Yesterday, Last 7 Days, Last 30 Days, This Month, This Year ), fulfillment ( Awaiting Fulfillment, Partly shipped, Fulfilled, Pickup, No Shipping Needed ), payment method, Purchased Product to answer who bought a particular item, and By Customer. With PRO you can also filter by source and by invoice, and search by PO number.
Once checkout protection has tagged a payment, a Checkout protection filter appears with Possible card tests, and the Card tests tile counts the tagged orders from the last 30 days that are not yet refunded or cancelled. Look at each one before you ship it.
With PRO, Save Current View keeps a set of filters as a one-click view, up to twelve each. Awaiting fulfillment, paid, ships to my country becomes one click every morning instead of four dropdowns.
💡 Note: The Card tests tile and filter come from Settings › Cart & Checkout › Checkout protection, which tags payments made during a card-testing attack. If you do not recognise the customer, refund before you ship anything.
Working in bulk, and undoing it
Acting on many orders at once, and taking a mistake back
no stored settingsTick orders and choose from Bulk Actions: change the status, resend the receipt, print receipts or packing slips, send the shipped email, mark viewed or not viewed, or export the selected orders, or every order, as CSV. The export names the coupon codes customers entered, including Offers codes, and which promotions each order and each item got and how much every code and promotion took off. With PRO, Fulfill Selected marks up to 200 orders shipped in one go, keeps the tracking numbers already saved on each, and marks free local pickup orders picked up instead.
Each row’s menu has View / Edit Order, Quick Edit, Resend Receipt Email, Duplicate and Delete. Duplicate asks what the copy is for, a Reorder, a Replacement / reship or Custom, lets you pick the items, and stamps the new order with the one it came from.
Nothing here is final straight away. A deleted order goes with its items, download links, packages and checkout answers, and Undo puts it all back for 15 minutes afterwards. A bulk status change can be undone too: the old status comes back, but stock and payment changes made by the new status stay.
💡 Note: Undo is offered for 15 minutes after a delete. After that the order is gone for good, so check the selection before deleting in bulk.
New order
Phone, email and quote orders, built in the admin
no stored settingsWith PRO, New order at the top of the list opens a drawer for an order you take yourself. Find a customer by name or email, or type a guest’s details, then the billing address, with Ship to the billing address ticked by default.
Add products by name or SKU, with their options, or Add a custom line with your own description and price, ticking Taxable and Ships as needed. Gift cards, downloads and subscriptions are only sold through your checkout. Shipping comes from your own shipping rates, or Custom: enter the method and amount. Live carrier rates are quoted at checkout only, so pick the service and enter what it costs. Tax is Automatic from your tax rules, or typed by hand, which TaxCloud and TaxJar stores need here.
Invoice details take a PO number, payment terms and a note to the customer. Then choose Save as draft, which only you can see, Create order, or Create and send invoice, which opens the order with the invoice email ready, its Pay button carrying the order’s pay link. Stock goes down when the order is paid, not when it is created.
For a step by step walkthrough, see How to Take a Phone Order and Send a Pay Link.
Doing the work
Inside an order
Reading where an order stands, shipping it in one step, moving fast, and packing it.
The order screen
Where the order stands, at a glance, and everything about it below
no stored settingsThe header carries the order number, tags, the date, customer, item count and total, with Print, Email, the … menu and the previous and next order arrows. Under it, five progress steps show where the order stands: Placed › Paid › Pack & ship › Shipped › Delivered, with the current one marked Now. Orders that do not ship read differently: Nothing to ship for downloads, gift cards and services, Ready for pickup and Picked up for pickup orders.
Anything that must be read before you act sits above the rest. Payment on hold means the order was paid but held at checkout. Possible card test means the payment went through during a card-testing attack. Stock not taken means a paid order never reduced stock, with Take stock now or Already corrected.
Moving an order to Order Cancelled puts its items back into stock, unless it has shipped, and gives back any gift card balance it used, each with its own setting ( Put stock back when an order is cancelled under Settings › Products, Give gift card balances back when an order is cancelled under Settings › Checkout ), both on by default.
Below are the cards: items, payment, activity, customer, notes, ship to and bill to, documents, and with PRO the Invoice & PO and Source cards. A gift order shows a Gift chip and a Gift order card with the message and the gift receipt. Changing the status from the status pill only changes the status: marking an order refunded or cancelled sends no money back, and the screen says so before it applies.
⚠️ Careful: Setting an order to Refunded or Canceled from the status pill sends no money back. To give money back, use Refund.
Next step and the shipping queue
The one thing this order needs, and the order to do after it
no stored settingsThe Next step panel names what the order needs now and offers the button for it. For a paid order that ships it reads like Ship 1 item to the customer, with the address, the method and what the customer paid for it, and the box. Choose the carrier, paste the tracking number and press Ship order, or Enter: the order is marked shipped and the customer gets the shipped email with the tracking, in one step. The Carrier list puts the carriers On your recent orders first, then In your country, Worldwide and More carriers, and starts on the one your shipping method points to. Other… lets you type any carrier’s name. The shipped email links the tracking number to the carrier’s tracking page for each carrier it knows. When a label service such as Stamps.com, Shippo or ShipStation is connected, Buy label is the main button, with Ship order beside it and More label options under it; with several services it reads Buy a label and opens the Fulfill order window. With several packages it asks for a tracking number per package and sends one email listing them all.
On a phone, the tracking field has a camera button where the browser can read barcodes ( Chrome, Edge and Android, on an https site ). Hold the label’s barcode inside the frame and the number is filled in.
The panel changes with the order: Send the invoice or Collect the balance when money is due, Mark picked up for pickup, Review payment when a flag needs reading, Fulfill remaining when part has shipped, and Mark delivered once it has. Beside it, the Shipping queue counts the orders still to ship, names the one waiting longest, and Next order to ship takes you straight there.
💡 Note: An order that is not paid yet cannot be marked shipped. Mark it paid first, or record the payment.
Find anything, and keyboard shortcuts
Moving through a day of orders without the mouse
no stored settingsCtrl K ( ⌘ K on a Mac ), or the Find an order or run an action box in the header, opens one search for both. Type an order number or a customer to jump to that order, or type what you want to do: ship, print the packing slip or receipt, email the customer, refund, edit totals, edit the customer and addresses, pin a note, copy the shipping address, set a status, or go to the next order to ship.
Single keys work whenever you are not typing in a field: P print, E email the customer, R refund, N next order to ship, K and J previous and next order, and ? lists them all. Enter in the tracking number ships the order.
Packing, labels and delivery
Packed ticks, packages, labels and the Delivered status
no stored settingsItems to pack has a tick per line and counts 0 of 1 packed until everything reads All packed, so two people never pack the same order twice. Each line shows which package it goes in.
Packages are worked out from the boxes you save under Settings › Shipping, each with its box, size, weight and items. Edit packages splits items between boxes, Pack again rebuilds the packages that have no label yet, and each package has Add tracking plus the label buttons of any label extension you run. Make a label opens Fulfill order: buy the label through Shippo, ShipStation or Stamps.com, or make it at the carrier, with the ship-to address and package ready to copy, then add the tracking and email the customer.
Once shipped, the order can move to Delivered on its own when a label service reports every package arrived ( Mark orders delivered from tracking under Settings › Shipping ), or by Mark delivered. Pickup orders skip all of this: Mark picked up sets Order Picked Up with no carrier, tracking or shipped email. A gift order reminds you to pack it with the gift packing slip, which leaves the prices off.
For a step by step walkthrough, see How to Fulfill Orders.
💡 Note: Shipping part of an order? The Email window lets you list only the items in this box, and the rest show as to follow. See Sending Order Documents.
Money and records
Payment, paperwork and history
What was paid and what is due, invoices and pay links, the customer, where the order came from, and what happened to it.
Payment, balance and refunds
What was charged, what is still due, and giving money back
no stored settingsThe Payment card shows Charged, Refunded and Net received, the gateway and its transaction, and the totals with every tax line. Its chip reads Paid in full, Balance due, Not paid or Refund due. What the customer paid is recorded on the order, so adding or removing items afterwards never rewrites it: add an item and the order shows a balance; take one off and it shows a refund due.
A balance can be paid two ways. The customer pays online from the order’s pay link, by Stripe, Square or PayPal, or sees your bank transfer details. Or, with PRO, Record payment logs money you took outside the store, cash, a cheque or a card over the phone, with the amount, a reference and an optional receipt email.
With PRO, Refund ( or R ) opens the refund window: pick items and quantities, restock them, revoke download access, refund shipping and the prorated tax, give a reason and an internal note, and choose whether to email the customer. When an order was paid more than once, Refund from splits the refund across its payments. Gateway payments go back through the gateway; a recorded payment is Recorded only and you return the money yourself.
For a step by step walkthrough, see How to Handle Refunds, Order Edits and Credit Notes.
⚠️ Careful: A refund of a recorded payment sends nothing back: it is written on the order and you return the money yourself. Gateway refunds go back through the gateway.
Invoice & PO, pay links and gift orders
The paperwork side of an order, with PRO
no stored settingsThe Invoice & PO card holds the order’s PO number, payment terms and due date, and its gift details. With invoice numbers on under Settings › Documents, Issue invoice now gives the order its number and keeps the invoice exactly as issued; a later refund issues a credit note, and both download as PDFs here.
The card’s Pay link row emails the customer a page where they pay exactly what is due, with Email pay link or Resend pay link and when it last went. Pay links take Stripe, Square and PayPal; any other gateway is named and the invoice goes without a Pay button. A draft order shows as Awaiting payment once its invoice is emailed.
Gift orders come from the checkout’s gift option: the order keeps the gift message and the recipient’s email, prints the gift packing slip without prices, and sends the recipient a gift receipt when it ships.
For a step by step walkthrough, see How to Invoice Trade Customers on Net 30.
💡 Note: Pay links, invoice numbers, payment terms, PO numbers and gift orders are switched on and worded under Settings › Emails & Documents › Documents.
Customer, addresses and corrections
Who bought it, and fixing what they typed
no stored settingsThe Customer card shows the name, email and phone, each with a copy button, and a link to the account. With PRO it adds customer stats: orders, lifetime spend, average order and customer since. Ship to has Map, Copy and Edit; Bill to says Same as shipping address when it is.
Any Edit opens one drawer with jump links for the customer, shipping address, billing address, shipping details, codes and details. Address and contact corrections are free. Copy from billing fills the shipping address. Changing the customer account saves at once; everything else saves together with Save changes, and Esc closes the drawer. To ship, use the Next step rather than the shipping details here: those are for corrections.
Order sources
Where each order came from
no stored settingsEvery order records how the shopper found the store: the referring site or search engine, campaign tags, ad clicks and the landing page, sorted into types such as Search, Social, Paid ads, Email, AI assistant and Direct. Orders you build in the admin read Staff and subscription renewals Renewal.
The free plugin shows the first visit’s source in the Source column. With PRO, the order’s Source card shows the first and latest visit, the number of visits, days to order, the landing page and campaign tags, and Reports adds Sales by source.
For a step by step walkthrough, see How to Find Your Best Products, Customers and Sources.
💡 Note: Recording sources uses a first-party cookie. Whether it waits for cookie consent is set under Settings › Advanced › Integrations.
Notes, documents and activity
What was said, what was sent, and what happened
no stored settingsTwo kinds of note, and the label tells you which. A Pinned note is for the team only and sits at the top of the order so nobody misses it. A Note for the customer shows on their receipt and in their account, alongside anything they wrote at checkout.
The Documents card prints the packing slip and receipt and shows when each email last went, with Send again. Email ( or E ) opens one window for the receipt, shipped email, packing slip, and with PRO the invoice, the gift receipt or your own message, with To, Cc, Bcc and a preview.
Activity is team only and records what happened and when: payments, status changes, emails, shipments and edits, with Full order log when the summary is not enough. With PRO, order tags and staff comments add to it. When a customer disputes what was agreed, this is the record.
⚠️ Careful: The pinned note is team only; the note for the customer is not. Read the label before typing anything you would not want the buyer to see.
Keep going
Related panels
Receipts, shipped emails, packing slips and PDFs from an order.
Pay links, invoice numbers, PO numbers, payment terms and gift orders.
Card-testing protection, behind the Card tests tile.
Boxes, packing and the Delivered status.
Recurring orders, which create an order on each payment.
The figures these orders add up to.
The customers behind the orders.
Ready to run your store on WP EasyCart?
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