Manage your orders in Shoporama

Order management is the heart of your online store. In Shoporama, you can manage the entire order flow from receiving a new order until it is shipped, credited or completed. This guide will walk you through all the features of the order list and order page.

Order list

You'll find all orders under Orders in the top menu. The number in the circle shows how many new orders you have. Orders that have not been paid are shown with a pink background.

Status tabs

At the top of the order list, you'll find tabs to filter orders by status. Each tab shows the number of orders:

• All - shows all orders
• New - orders that have just been received
• In progress - orders that are currently being processed
• Pending - orders that are waiting (e.g. for goods or payment)
• Ready - orders that are packed and ready to ship
• Ready for pickup - orders that the customer picks up themselves (e.g. in a physical store)
• Picked up - orders that have been picked up by the customer
• Shipped - orders that have been shipped
• Credited - credit notes
• Canceled - canceled orders

You can also create custom views with saved filters so you can quickly switch to the combinations you use most. Click the + button on the tabs to create a new view.

Searching and filtering

You can search for orders with free text (order number, customer name, email, etc.) and filter by date range. In addition, there are advanced filters:

• Label - filter on one or more order labels
• Supplier - only show orders with products from specific suppliers
• Shipping - filter by shipping method (e.g. GLS, PostNord, DAO)
• Country - filter by delivery country
• Paid - show only paid or unpaid orders
• Captured - filter on whether the amount has been captured
• Payment method - filter by payment gateway
• Batch - filter by batch number (if batch management is enabled)

All filter buttons show a badge with the number of active filters and you can reset all filters with one button.

Compact and extended view

The order list has two view modes:

• Compact view - displays order number, status, date, customer, price and shipping method in separate columns
• Extended view - additionally shows product details with images, full shipping address, internal comments, purchase price, profit and weight

You can also unfold individual orders by clicking the arrow, or use "Unfold All" to unfold all at once. Your preferred view is automatically remembered.

Customize columns

Click Customize view to choose which additional columns to show. You can add:

• Basket number - the internal basket ID
• Internal note - internal comments
• Technical note - technical log
• Comment - customer comment
• Discount code and discount amount
• Customer ID - with link to the customer profile
• Profit - calculated profit per order
• Company name
• Unsent from same recipient - number of orders not yet sent to the same customer
• Previous purchases - number of previous orders from the customer
• Reference, Points, Payment method, Paid

For each column, you can choose whether to show it in compact view, expanded view or both.

Bulk editing

Mark multiple orders with checkmarks and use the fixed bar at the bottom of the screen. Here you can:

Change status.

• Mark as Sent - automatically sends "order sent" email to the customer
• Mark as In progress - sets the order for processing
• Mark as Ready for pickup
• Mark as Picked up
• Change to any other status via dropdown

Parcel labels and shipping

• Send to GLS / PostNord / DAO / Burd - create shipments with the freight provider
• Download parcel labels - download labels as PDF for all selected orders
• Create return label - create a return label with GLS or PostNord
• Print delivery notes - print delivery notes for the selected orders

Finances

• Withdraw money - capture payment (works with QuickPay, ePay, OnPay, Nets Easy, Stripe)
• Accounting - send to Billy, Dinero or e-conomic

Labels

Add or remove order labels on multiple orders at once.

Other actions

• Mark as paid
• Send email - write and send an email to the marked customers
• Resend order confirmation or order sent email
• Copy order - create a copy of the order
• Blacklist - cancel and block the customer's email and phone number
• Delete - delete orders permanently

Export - export

You can export orders in several formats:

• CSV file - export all orders in the current search with all order details, products, addresses and payment info
• Uni-Connect - GLS format (business/private)
• Swipbox format
• Environmental export - exports environmental data (packaging, WEEE, batteries) for a given period

The CSV export runs in the background and notifies you when the file is ready for download.

The typical order flow

1. Receive the order - the order appears in the list with the status "New". You get a pop-up notification in admin
2. Process the order - set the status to "In progress" and use the pick list to pick and pack the items
3. Generate packing labels - mark orders and send to GLS, PostNord, DAO or Burd
4. Print labels and delivery notes - download packing labels as PDF and print delivery notes
5. Mark as sent - the customer automatically receives an "order sent" email with tracking number

Edit an order

Click on an order number to open the order page where you can edit all details:

Status and payment

• Change the order status
• Change payment and shipping method
• Mark as paid/unpaid
• View transaction number and basket ID
• View and share payment link to customer (if order is not paid)

Contact information

• Email, phone number, EAN number and CVR number - all editable
• View and edit order address and shipping address
• Parcel shop information (ID, name, address)

Product information

• View all products with image, name, variant, quantity, price and item number
• Edit quantity, unit price and VAT
• Change variants via dropdown
• Add new products to the order
• See stock movements linked to the order

Prices

• Edit order price, VAT, shipping price and total
• View discount code and discount amount
• View promotional discount with calculation explanation
• Use "Calculate new total price" to recalculate the total from the products

Comments and notes

• Public comment - visible to the customer
• Internal comment - only visible in admin
• Technical note - for technical log and troubleshooting

Tracking numbers

Add one or more tracking numbers (one per line). Tracking numbers are automatically included in the "order sent" email to the customer with a tracking link.

Labels

Assign order labels to categorize and organize orders.

Mails and order queue

View all emails sent related to the order and compose new emails directly from the order page. You can also view the order queue with background actions (e.g. label generation, posting).

Extra options when saving

• Resend order confirmation
• Do NOT send a status change email - useful if you want to change the status without notifying the customer
• Send to financial system - sends the order to Billy, Dinero or e-conomic

Crediting and returns

From the order page, you can create a credit note via Save and create returns. On the returns page you can:

• Choose which products to credit (per item)
• Specify if the items should be put back in stock
• Create returned items as new products
• Credit shipping costs
• Add back loyalty points
• Add comments to the credit note

The credit note is created as a separate order with negative amounts and linked to the original order. If the payment gateway supports it, you can subsequently refund the amount directly from the credit note.

Automatic payment collection

You can set your payment gateway to automatically capture the amount when an order is marked as sent. This saves you a manual step in the order flow.

Notifications

When you have the order list open, Shoporama automatically checks for new orders. New orders appear as a pop-up notification and the number of new orders is updated in the sidebar and page title.

Create a new order

You can create orders manually from admin by clicking Create new order. This is useful for phone orders or orders that need to be created without the customer going through checkout.

Do you need help? Contact us at support@shoporama.dk.