Managing Your Orders

Watch Video Tutorial: [VIDEO_PLACEHOLDER]

Managing your orders efficiently is key to running a successful shop. This guide will show you how to view, process, and track all your customer orders from start to finish.

Navigation: Getting to Your Orders

1. Go to your Seller Panel (click your profile icon in the top right, then select "Seller Panel")
2. In the left sidebar, click on Products and Orders
3. Click on Orders

You'll now see your Orders dashboard with all your customer orders!

Understanding Your Orders Dashboard

Your Orders dashboard is your command center for managing all customer purchases. Let's break down what you see:

Orders List

The main area shows all your orders in a table format with these columns:

Order Number

• Format: #ORD-12345
• What it is: Unique identifier for each order
• Why it matters: Use this when communicating with customers or support

Customer

• Shows: Customer name and email
• Click to: View customer details and order history
• Pro Tip 💡: Recognize repeat customers and provide extra-special service!

Date

• Shows: When the order was placed
• Format: "Jan 15, 2025 at 2:30 PM"
• Why it matters: Track how quickly you're fulfilling orders

Status

• Pending: Order placed, waiting for you to process
• Processing: You're working on it
• Shipped: Order sent to customer
• Delivered: Customer received the order
• Cancelled: Order was cancelled
• Refunded: Money returned to customer

Total

• Shows: Order total amount
• Includes: Product price + shipping + taxes
• Your earnings: Total minus platform fees and costs

Actions

• View: See full order details
• Process: Mark as processing
• Ship: Mark as shipped and add tracking
• More: Additional options (cancel, refund, etc.)

Filtering and Searching Orders

At the top of the orders list, you'll see filter options to help you find specific orders quickly.

Filter by Status

Click the Status dropdown to filter orders:

• All Orders: Show everything
• Pending: Orders waiting for you to process
• Processing: Orders you're currently working on
• Shipped: Orders sent to customers
• Delivered: Completed orders
• Cancelled/Refunded: Problem orders

Pro Tip 💡: Start each day by filtering to "Pending" orders to see what needs your attention!

Search Orders

Use the search box to find orders by:

• Order number (#ORD-12345)
• Customer name
• Customer email
• Product name

Example: Search "John Smith" to find all orders from that customer.

Date Range Filter

Select a date range to view orders from specific time periods:

• Today: Orders placed today
• This Week: Last 7 days
• This Month: Current month
• Custom Range: Pick any start and end date

Why use this?: Great for monthly reports or tracking seasonal trends!

Viewing Order Details

Click the View button next to any order to see complete order information.

Order Information Section

Order Number: #ORD-12345
Order Date: Jan 15, 2025 at 2:30 PM
Order Status: Pending

Customer Information

• Name: John Smith
• Email: john@example.com
• Phone: (555) 123-4567 (if provided)

Shipping Address

John Smith
123 Main Street, Apt 4B
New York, NY 10001
United States

Pro Tip 💡: Double-check the shipping address before fulfilling the order. Mistakes are costly!

Order Items

A table showing all products in the order:

Order Summary

• Subtotal: $64.97 (products only)
• Shipping: $8.50
• Tax: $6.55
• Total: $80.02

Your Earnings

• Order Total: $80.02
• Platform Fee (10%): -$8.00
• Shipping Cost: -$8.50
• Your Profit: $63.52

Note: This is an estimate. Actual earnings may vary based on your seller agreement and any applicable fees.

Order Status Workflow

Understanding the order lifecycle helps you manage orders efficiently. Here's the typical flow:

1. Pending → 2. Processing → 3. Shipped → 4. Delivered

Let's break down each status:

Pending (Customer just ordered)

What it means: Order placed, payment received, waiting for you to start working on it.

What you should do:

1. Review the order details
2. Check that you have the product in stock
3. Verify the shipping address is complete
4. Move to "Processing" when you start working on it

Timeline: Process within 24 hours for best customer experience!

Processing (You're working on it)

What it means: You're preparing the order for shipment.

What you should do:

1. Prepare the product (print design, package item)
2. Print shipping label
3. Package the order securely
4. Move to "Shipped" once it's handed to the carrier

Timeline: Most sellers complete this within 1-3 business days.

Shipped (On its way to customer)

What it means: Order is with the shipping carrier, heading to the customer.

What you should do:

1. Add tracking number (very important!)
2. Customer receives automatic email with tracking info
3. Monitor delivery status
4. System automatically moves to "Delivered" when tracking shows delivery

Timeline: Depends on shipping method (2-7 days typically).

Delivered (Customer received it)

What it means: Order successfully delivered to customer!

What happens next:

• Customer can leave a review
• Your earnings are released (after any hold period)
• Order is complete!

Pro Tip 💡: Follow up with customers after delivery to encourage reviews!

Common Order Management Tasks

How to Mark an Order as Processing

1. Go to Orders dashboard
2. Find the pending order
3. Click Process button
4. Order status changes to "Processing"
5. Customer receives email notification

When to do this: As soon as you start working on the order.

How to Mark an Order as Shipped

1. Go to Orders dashboard
2. Find the processing order
3. Click Ship button
4. Enter tracking information:
   • Carrier: USPS, FedEx, UPS, DHL, etc.
   • Tracking Number: 1234567890123
   • Shipping Date: Today's date (auto-filled)
5. Click Save
6. Customer receives email with tracking info

Pro Tip 💡: Always add tracking numbers! Customers love being able to track their orders, and it protects you from "didn't receive" disputes.

How to View Order History

1. Click on any order
2. Scroll to Order History section at the bottom
3. See timeline of all order events:
   • Order placed
   • Payment received
   • Status changes
   • Tracking added
   • Delivery confirmed

Why this matters: Complete audit trail for customer service and dispute resolution.

Handling Special Situations

Customer Requests Address Change

Before shipping:

1. Click Edit on the order
2. Update shipping address
3. Save changes
4. Proceed with fulfillment

After shipping:

• Contact the shipping carrier immediately
• Request address correction (may incur fees)
• If too late, work with customer on resolution

Pro Tip 💡: Always confirm address changes via email to avoid disputes!

Customer Wants to Add Items

Before shipping:

• Ask customer to place a new order
• You can offer combined shipping discount if desired

After shipping:

• Customer must place a new order
• Cannot modify shipped orders

Customer Wants to Cancel

Before shipping:

1. Go to order details
2. Click Cancel Order button
3. Select cancellation reason
4. Refund is processed automatically
5. Customer receives confirmation email

After shipping:

• Cannot cancel (order is in transit)
• Customer must wait for delivery, then request return
• See Handling Returns and Refunds guide

Order Notifications

You'll receive notifications for important order events. Make sure your notification settings are configured!

Email Notifications

You receive emails for:

• ✅ New order placed
• ✅ Customer message about order
• ✅ Order cancelled by customer
• ✅ Refund requested

In-App Notifications

Check the bell icon in your Seller Panel for:

• New orders
• Order updates
• Customer messages
• Important alerts

Pro Tip 💡: Enable mobile notifications so you never miss an order!

Best Practices for Order Management

1. Check Orders Daily

Why: Customers expect fast processing. Check your orders at least once per day, preferably in the morning.

Set a routine:

• 9 AM: Check for new orders
• Process all pending orders
• Ship completed orders
• 5 PM: Final check for any new orders

2. Communicate Proactively

Send updates:

• "Your order is being prepared!"
• "Your order has shipped! Track it here: [link]"
• "Your order was delivered! We'd love your feedback!"

Why it matters: Communication builds trust and reduces support tickets.

3. Ship Quickly

Target timeline:

• Process within 24 hours
• Ship within 1-3 business days
• Total time to delivery: 5-7 business days

Why it matters: Fast shipping = happy customers = good reviews = more sales!

4. Always Add Tracking

Never skip this step!

• Protects you from "didn't receive" claims
• Customers love tracking their orders
• Builds trust and professionalism

5. Package Securely

Protect your products:

• Use appropriate packaging materials
• Add padding for fragile items
• Seal packages securely
• Include thank-you note (optional but nice!)

Why it matters: Damaged products = refunds + bad reviews. Invest in good packaging!

6. Keep Records

Save everything:

• Shipping receipts
• Tracking numbers
• Customer communications
• Photos of packaged items (for high-value orders)

Why it matters: Essential for resolving disputes and insurance claims.

Troubleshooting Common Issues

"I don't see my new order!"

Check:

1. Refresh the page
2. Check "All Orders" filter (not just "Pending")
3. Check your email for order notification
4. Contact support if order is missing

"Customer says they didn't receive tracking info"

Solution:

1. Go to order details
2. Verify tracking number is entered correctly
3. Click "Resend Tracking Email" button
4. If still not received, send tracking info manually via message

"Tracking shows delivered but customer says they didn't get it"

Steps:

1. Check tracking details (delivery location, signature)
2. Ask customer to check with neighbors, mailroom, family members
3. Contact carrier for delivery proof
4. If truly lost, work with customer on resolution (see Returns guide)

"I entered wrong tracking number"

Solution:

1. Go to order details
2. Click "Edit Tracking"
3. Enter correct tracking number
4. Save changes
5. Customer receives updated email automatically

Order Management Tips for Success

Batch Processing

Process multiple orders at once:

1. Filter to "Pending" orders
2. Review all orders
3. Print all shipping labels together
4. Package all orders
5. Mark all as shipped with tracking

Why it's efficient: Saves time and reduces errors!

Use Shipping Software

Consider using:

• ShipStation
• Pirate Ship
• Stamps.com

Benefits:

• Discounted shipping rates
• Bulk label printing
• Automatic tracking upload
• Inventory management

Set Realistic Processing Times

In your shop settings:

• Set processing time: "1-3 business days"
• Set shipping time: "3-5 business days"
• Total delivery: "4-8 business days"

Why it matters: Under-promise and over-deliver! Customers are happier when orders arrive early.

Create Order Templates

For common situations:

• "Your order has shipped" message template
• "Delivery confirmation" message template
• "Thank you for your order" message template

Why it's helpful: Saves time and ensures consistent communication!

Related Guides

Check out these related guides:

• Order Fulfillment Process - Detailed fulfillment workflow
• Handling Returns and Refunds - Process returns and refunds
• Setting Up Shipping Templates - Configure shipping rates
• Customer Communication Best Practices - How to message customers
• Packaging Tips - Protect your products during shipping
• Dealing with Difficult Customers - Conflict resolution

Still have questions? Contact our support team or visit the Help Center!

Watch Video Tutorial: [VIDEO_PLACEHOLDER]

Efficient order management = happy customers = successful shop! 📦 Stay organized, communicate well, and ship quickly!