Order Operations (Status, Payment, Return, Cancellation, E-Invoice)
Changing the order's status, taking payment, editing items/information, returns, cancellation, and invoice issuing operations.
Where to find: The action toolbar at the top of the Order Detail page and the E-Invoice section Who it's for: Anyone who manages an order In short: Changing the order's status, taking payment, editing items/information, returns, cancellation, and invoice issuing operations.
Important rule: which button appears when?
The buttons in the toolbar change based on the order's status. For example, you can't change the items of an order that has been shipped; the cancel button doesn't appear on a cancelled order. That's why you won't see some buttons on every order — this is normal.
1. Changing status
- There is a status dropdown in the toolbar.
- Select the new status from the list (Pending, Approved, Preparing, Shipped, Delivered, Cancelled, Payment Failed, Processing).
- It is saved as soon as you select it; a "Order status updated" notification appears.
Advance the status as you process the order: Approved → Preparing → Shipped → Delivered. That way, both the customer and you know where it stands.
2. Mark as Paid
When it appears: If payment hasn't been received yet.
If you've received the money from the customer by hand/bank transfer/POS, to mark the order as "paid":
- Click the Mark as Paid button.
- The window that opens: "Record the offline collection (bank transfer/cash/POS)." If you want, write a payment note.
- Confirm. A "Order marked as paid" notification appears.
3. Send Payment Link
When it appears: If payment hasn't been received and the status is "Pending".
If you want the customer to pay by card:
- Click the Send Payment Link button.
- A payment link is sent to the customer ("Payment link sent to the customer").
- The link is also shown on the screen; you can copy it with Copy Link and send it via WhatsApp as well.
4. Edit Items (changing products)
When it appears: If payment hasn't been received and the order hasn't been shipped/delivered/cancelled.
- Click the Edit Items button. The "Order Items" window opens.
- You can add and remove products and change quantities and the shipping fee.
- When you save, a "Order items updated" notification appears.
This button does not appear on orders that have been paid or shipped — because changing the products after that stage would be wrong.
5. Edit Information (address / note)
When it appears: If the order hasn't been cancelled/refunded.
- Click the Edit Information button.
- You can edit the delivery address, the "Billing address same as delivery" option, and the order note.
- When you save, a "Order information updated" notification appears.
6. Return
When it appears: If payment was received through a provider and there is a refundable amount.
- Click the Return button. The "Return Order" window opens.
- Select the return type:
- Full Refund: Refunds the entire amount.
- Partial Refund: You refund a specific amount (cannot exceed the refundable amount).
- By Selecting Items: You choose how many of which product will be returned; the system calculates the refund amount.
- Write a Return Reason.
- Confirm. A "Return completed" notification appears.
The Refundable Amount is shown in the window. Refunds made are listed in the Return History section on the page.
7. Cancel Order
When it appears: If the order hasn't been cancelled/refunded/delivered and there is no unrefunded amount.
- Click the Cancel Order (red) button.
- The confirmation window: "Are you sure you want to cancel the order? This action cannot be undone. If stock was deducted, it will be returned."
- Write a Cancellation Reason and confirm. A "Order cancelled" notification appears.
Cancellation cannot be undone. If stock was deducted for the order, that stock is automatically added back.
8. Edit History
Always visible.
The Edit History button lists the changes made to the order (items, address, billing address, note, shipping) as who changed what, and when. If there are no changes, it says "No edits yet".
9. Issuing an E-Invoice / E-Archive
You issue an invoice from the E-Invoice / E-Archive section of the page:
- Click the Issue Invoice button. During the operation it says "Issuing...".
- If successful, a "Invoice created" notification appears and the invoice is added to the list.
- If your invoice information is incomplete, you'll get an error; in this case, complete the settings with the Fill In Invoice Information that appears.
Invoice list
Each issued invoice becomes a row:
- Invoice no, type badge (e-Archive / e-Invoice) and status badge.
- Statuses: Waiting, Draft, Sent, Successful, Rejected, Cancelled, Error.
- Refresh (update the status), PDF (download), and Cancel buttons if needed.
If there are no invoices yet: "No invoice has been issued for this order yet."
Which operation do I do when? (summary)
| Situation | What to do |
|---|---|
| New order came in, payment pending | Send Payment Link or, if you received the money, Mark as Paid |
| Payment received, preparing | Set the status to Preparing |
| You shipped it | Set the status to Shipped |
| Customer received it | Set the status to Delivered, Issue Invoice |
| Customer gave up (before payment) | Cancel Order |
| Customer requested a return (if paid) | Return |
Frequently asked questions
A button isn't showing. That operation cannot be done in the order's current status (e.g. the items of a shipped order can't be edited). This is intentional.
What's the difference between Cancel and Return? Cancellation usually stops an order that hasn't been paid/shipped yet. Return is giving the money back to the customer on an order whose payment was received.
I changed the status by mistake. You can change the status back to the correct value; all changes are recorded in the Status History.