Take every order from paid to delivered and closed
Every purchase lands in one place: open E-commerce, then Orders. By the end of this page you will read the list at a glance, ship with tracking, handle refunds and cancellations without second-guessing, and close finished orders so the list only shows what still needs you.
We will follow one order the whole way through: order #1042, two bottles of Bordeaux Rouge 2021 from your coastal wine shop, Coastal Cellars.
The orders list: your morning glance
The list answers three questions before your coffee is done. What needs shipping. Who has not paid. What is already handled. Stats cards across the top count Unfulfilled, Unpaid, Fulfilled, Cancelled, and Total orders. Filter tabs narrow the table to just those orders, and search finds any order by its number or the customer’s email.
| Order | Customer | Payment | Fulfillment | Total |
|---|---|---|---|---|
| #1042 | Dana Whitfield | Paid | Unfulfilled | $53.94 |
| #1041 | Miles Archer | Paid | Fulfilled | $86.00 |
| #1040 | Priya Shah | Pending | Unfulfilled | $32.00 |
Open vs Closed is about your workflow, not the money. Open orders still need something from you. Closed orders are archived and done. We cover closing orders further down.
Inside an order
Click any row to open the order detail page. It is the single source of truth for that sale: everything you need to ship it, answer a question about it, or fix it lives on this one screen. Here is #1042 laid out.
Items and totals
Every line the customer bought, then subtotal, discounts, shipping, tax, and the final total. Any discount is snapshotted on the order, so history stays accurate even if you retire the code later.
Customer
Name, email, and phone, linked to their full profile and order history.
Delivery details
The delivery method they chose at checkout: shipping, local delivery, or pickup.
Addresses
Shipping and billing addresses, side by side, exactly as entered at checkout.
Payment summary
What was charged, what was refunded, and what remains.
Notes and tags
Internal only. Customers never see them. Perfect for handoffs like "gift order, include a card".
Two status tracks: the money and the boxes
Every order carries two statuses that move independently. Payment tracks the money. Fulfillment tracks the boxes. Order #1042 can be fully paid and still unfulfilled, and that combination is exactly what the Unfulfilled tab shows you: paid orders waiting to ship.
Payment status
- Pending
- The order exists but the money has not arrived yet.
- Authorized
- The card is approved and the amount is reserved, but not captured yet.
- Paid
- The money is in. Safe to ship.
- Partially paid
- Some of the total has been collected, the rest is still due.
- Partially refunded
- You returned part of the payment to the customer.
- Refunded
- The full payment went back to the customer.
- Voided
- An authorized charge was released without ever taking the money.
Fulfillment status
- Unfulfilled
- Nothing has shipped. This order still needs you.
- Partial
- Some items shipped, the rest are still waiting.
- Fulfilled
- Every item is on its way or handed over.
- Restocked
- Items went back into inventory after a cancellation or return.
You rarely set these by hand. Payments update themselves as money moves, and fulfillment updates as you ship. Read them, trust them, and let the filter tabs do the sorting.
Fulfill an order
Fulfillment is the core loop of running your store. Dana paid this morning, the two bottles are boxed, and now you record the shipment so the order, the customer, and your list all stay in sync. It takes four clicks.
Click Create fulfillment on the order detail page. For #1042 that is the moment the wine leaves the "needs attention" pile.
Pick items and quantities. Both bottles of Bordeaux Rouge going out together? Keep the full quantities. Only shipping part of the order? Lower the quantity and the rest stays open for a second fulfillment later.
Add the tracking details. Carrier, tracking number, and the tracking link. Customers click that link instead of emailing you "where is my wine?".
Check Send shipment notification to customer and confirm. The shopper gets the shipping email with their tracking details the moment you finish.
Each fulfillment becomes its own card on the order, so a partially shipped order shows exactly which items went out and which are still waiting. You can edit the tracking on a fulfillment after the fact, or cancel the fulfillment if a box never actually left. The shipping email itself lives with your other store emails. See store emails for what it says and how to make it yours.
The payoff. You never write a tracking email by hand again. Record the shipment once and the customer is notified, the order flips to fulfilled, and tomorrow morning the Unfulfilled count is only the orders that genuinely still need you.
Refunds, cancellations, and closing out
Not every order goes the happy path. When something goes sideways, you have three clean exits, and none of them require an apology tour in your inbox.
Refund, full or partial
One bottle arrived with a cracked cork? Refund $24.00 of the $53.94 and keep the rest of the order intact. The money goes back through your payment provider, and the customer automatically gets a refund email confirming the amount.
Cancel
For orders that should never ship. Open More actions, choose Cancel order, and add an optional reason so future you knows why. Cancelled orders stay visible under the Cancelled tab, they never just disappear.
Archive and reopen
Archiving closes a finished order and moves it out of your open list. It is tidying, not deleting. If Dana emails next month about a reorder detail, reopen the order and it returns to the open list.
The timeline remembers so you do not have to
Every order keeps an activity feed of everything that happened to it: status changes, payments, fulfillments, and notes your team adds along the way. When a customer calls three weeks later, the answer is on the order, not in someone’s memory.
Use notes and tags for handoffs. Maya tags #1042 with gift and leaves the wrapping note, and whoever packs the box the next morning has everything they need without a single message being sent.
You never watch the list
Orders come to you. Turn on new order notifications and every sale emails your team the moment it lands, so nobody refreshes the dashboard hoping for good news.
Turn the alert on and choose who receives it under store setup, notifications. In the dashboard it lives at E-commerce, then Settings, then Notifications, next to low stock alerts and the customer email toggles.