Order Management

Part 1: The Orders Dashboard

1.1 Accessing the Orders Page

Go to /dashboard/orders from your dashboard navigation. This is your central hub for every order placed in your store — online, in-store, or phone.

1.2 Summary Cards

At the top of the page, you see four summary cards showing order counts at a glance:

• Total Orders: The total number of all types of orders.
• Pending: Orders that have not yet started processing.
• Processing: Orders that are being prepared.
• Completed: Orders that have been completed successfully.

1.3 The Order Table

Below the summary cards, the main order table lists every order with the following columns:

1.4 Order Statuses

Each order shows one of the following statuses:

1.5 Search and Filter

• Search: Use the search box to find orders by Order Number, Customer Email, or Customer Phone Number.
• Filter: Use the filter dropdown to narrow orders by status — All Orders, Pending, Processing, Shipped, Delivered, Completed, or Cancelled.
• Sort: By date created (default), total amount, or customer name. Ascending or descending.
• Pagination: Orders are displayed in pages with a configurable page size.

1.6 Bulk Actions

Select one or more orders by ticking the checkbox next to each row. A bulk actions bar appears at the bottom showing how many orders you selected. From there you can:

• Update Status: Change the status of multiple orders at once.
• Cancel Selected: Cancel all selected orders (with a confirmation dialog).
• Export Selected: Download a CSV or PDF report of the selected orders.

1.7 Per-Row Actions

Clicking the three-dot menu on an order row shows actions for that single order:

• View: Opens the order detail page.
• Download Invoice: Generates and downloads the invoice for this order.
• Update Status: Opens a status change dialog.
• Cancel: Cancels the order (with confirmation).
• Refund: Processes a refund for the order.

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Part 2: Creating a New Order

2.1 Opening the Create Order Page

Click the "Create Order" button in the top-right corner of the Orders page to open the new order creation form.

2.2 Initial State

When the page first opens:

• No products are added.
• The Total is ৳0.
• The Create button is disabled.

The Create button becomes active after you add at least one product and provide the required customer information.

2.3 Selecting the Order Type

You can create an order in three ways:

• In-store: For customers who visit the shop and purchase in person.
• Online: For orders received through a website, Facebook, Messenger, or other online channel.
• Phone: For orders placed by customers over the phone.

Customer, Payment, and Delivery information changes depending on the selected Order Type.

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Part 3: Online Order Process

3.1 Required Information

• Customer Name
• Phone Number
• Email
• Division
• District/City
• Thana/Area
• House/Road/Area
• Parcel Weight

3.2 Payment Options

• Cash on Delivery: Customer pays on delivery.
• Prepaid: Full amount paid in advance.
• Advance Collected: Optional — enter any amount already collected.

3.3 Delivery

The delivery charge is automatically calculated based on the customer's location and the product's parcel weight.

3.4 Online Order Flow

Pending → Processing → Shipped → Delivered → Completed

If the order is cancelled:

Pending/Processing → Cancelled

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Part 4: In-store Order Process

4.1 Customer Information

For in-store orders, the following is needed:

• Customer Name
• Phone Number
• Customer Address — Optional

Using the phone number, the same customer's Online, Phone, and In-store purchase history can be linked to one customer profile.

4.2 Payment Method

• Cash
• Online

4.3 Payment Status

4.4 Delivery

For in-store orders, customers usually collect products from the shop directly. Therefore:

• There will be no delivery charge.
• The Delivery section shows "In-store pickup — no delivery charge".

4.5 Recommended In-store Flow

Pending → Processing → Completed

In-store orders typically do not need the Shipped or Delivered statuses unless the product will be delivered later from the shop.

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Part 5: Phone Order Process

5.1 Required Information

• Customer Name
• Phone Number
• Email
• Division
• District/City
• Thana/Area
• House/Road/Area
• Parcel Weight

5.2 Payment Options

• Cash on Delivery
• Prepaid
• Advance Collected — Optional

5.3 Delivery

Like Online Orders, the delivery charge is calculated based on the customer's location and the parcel's weight.

5.4 Phone Order Flow

Pending → Processing → Shipped → Delivered → Completed

If cancelled:

Pending/Processing → Cancelled

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Part 6: Adding Products to an Order

6.1 Adding Products

Click the "Add your first product" button to open the product selection panel. From there you can select:

• Product
• Variant
• Size or Color
• Quantity
• Unit Price

You can add multiple products. For each product, you can:

• Increase or decrease the Quantity
• Edit the price when needed
• Remove the product
• Check stock availability

If a product is out of stock, the system will prevent the order from being created.

6.2 Order Summary

The order summary section shows the financial breakdown:

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Part 7: Order Calculations

7.1 Discount Types

Discounts can be given in two ways:

• Percentage Discount — e.g., 10%
• Fixed Amount — e.g., ৳100

A Promo Code can also be used at the same time. When a promo code is used, the system checks:

• Whether the code is valid
• Expiry date
• Minimum order amount
• Customer usage limit
• Discount limit

7.2 VAT / Tax

You can enter a VAT or Tax percentage. Example:

VAT/Tax is calculated on the discounted subtotal by default.

7.3 Delivery Charge

For Online and Phone orders, the delivery charge depends on:

• Division
• District
• Area
• Product weight
• Courier rate

For in-store pickup, the delivery charge is ৳0.

7.4 Grand Total Calculation

Grand Total = Product Subtotal − Discount + VAT/Tax + Delivery Charge

Example

If an advance payment was collected:

Due Amount = Grand Total − Advance Collected

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Part 8: Order Notes

8.1 Using Order Notes

The Order Note section is for internal business information only. Examples:

• "Customer requested delivery after 6 PM."
• "Call before delivery."
• "Gift packaging required."
• "Customer paid ৳500 in advance."

This note does not appear on the customer invoice unless it is configured to be displayed separately.

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Part 9: Creating the Order

9.1 Final Confirmation

After entering all required information, the Create button at the top shows the total order amount.

Example: Create — ৳1,015

9.2 What Happens After Creating

When you click Create:

1. An Order Number is generated.
2. The Customer profile is created or updated.
3. Stock is reserved or deducted from inventory.
4. A Payment record is created.
5. The Delivery charge is saved.
6. The order appears on the Orders Dashboard.
7. An Invoice may be created automatically when needed.

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Part 10: Order Management Best Practices

10.1 Status Tracking

• Always update the status as the order progresses to keep customers informed and inventory accurate.
• Use the status flow that matches your order type — Online orders need Shipped/Delivered steps, while In-store orders can skip those.
• Cancelled orders should have their stock restored automatically.

10.2 Prompt Processing

• Process Pending orders quickly to avoid customer wait time.
• Set up notifications so you know when a new order arrives.
• Use the filter and search tools to stay on top of high-volume periods.

10.3 Communication

• Use Order Notes for internal instructions — they keep your team aligned.
• Notify customers when their order status changes (shipped, delivered, etc.).
• Keep a record of advance payments and partial payments for accurate accounting.

10.4 Stock Management

• Verify stock before creating an order — the system blocks out-of-stock items automatically.
• After an order is fulfilled, check that stock levels are updated in the product catalog.
• For cancelled or refunded orders, confirm that inventory is restored.

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Part 11: Quick Reference

Order Pages

Order Statuses

Order Types Compared

Common Actions

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End of Guide

Your order management system is fully under your control. You can create, track, update, and manage every type of order — online, in-store, or by phone — from a single dashboard in minutes.