Online orders

Online orders are the orders placed on your storefront, waiting for someone in the shop to deal with them.

Where

Sale Transactions → Online Orders

Plan

All plans

Permission

Sales → Online Order

Feature

Modules → Ecommerce

The one rule

An order stages. It does not post.

Everything you do on this screen — changing its status, adding a packing slip, attaching a waybill photo — is bookkeeping on a staging row. Nothing has been sold.

Confirm is the single action that crosses into your real books. It creates the customer if needed, builds a sale from the order and completes it: stock leaves and the ledger is posted, in one step. There is no draft to review first, and no un-confirm.

Two kinds of status

	What it is
Order status	The shopper-facing lifecycle: pending, confirmed, in transit, not delivered, completed, cancelled, returned.
Your own label	A label you define — “Packing”, “Out for delivery” — for your team’s benefit.

They are deliberately separate, and you set them independently. Changing either one does not sell anything.

How to accept an order and put it in your books

1. Go to Sale Transactions → Online Orders.
2. Pick the storefront in the scope bar at the top — nothing shows until you do.
3. Click View on the order to check what was bought.
4. Open the row menu and click Confirm into a sale.
5. Read the summary — order number, grand total, amount paid, balance, items — then click Confirm and post.

You will see Order confirmed — a sale has been created. That is the moment stock is issued and the accounting entries are written.

How to record a payment without confirming

1. Open the row menu and click Record payment.
2. Enter the Total paid so far — note this is the full amount collected, not just this instalment. It replaces the recorded figure rather than adding to it.
3. Save.

Nothing reaches your books yet. The money becomes a sale payment when you confirm.

How to refuse an order

There is no Reject action. Open the row menu and click Cancel order.

This works only while the order has not been confirmed into a sale. Once it has, you must reverse the sale instead.

Confirming an order

Before it lets you confirm, the screen checks the order and will refuse if:

• it has already been converted;
• its status is not one you can confirm from;
• there is no location to fulfil it from;
• it has no items;
• it is an unpaid order from a guest with no customer on file — a completed sale with a balance has to belong to somebody.

Ignore the shipping warning — it is out of date

The confirm screen warns that the order’s shipping charge will not carry into the sale, and names the amount. That warning is wrong. Delivery charges do reach the sale: they post as an extra line sold against your Shipping item, as revenue with no stock movement, carrying the tax the shopper was charged.

If anything the app is stricter than the warning suggests — when it cannot find a shipping item to sell the charge as, it refuses the conversion rather than quietly dropping the money. The same stale warning appears as a banner on the Shipping methods screen.

One thing is automatic, and it is not what you might expect

When an online payment clears, the order is marked paid and — unless your shop turns it off — moves itself to Confirmed.

That is only a cue for you to convert it. No sale is created, no stock moves and nothing reaches your accounts until a person clicks Confirm into a sale. An order sitting at Confirmed is still not in your books.

Undoing

You cannot cancel or delete an order once it has been converted. Reverse it from the sale itself — cancel the sale, or raise a good return.

Related

• Good returns
• Deliveries