Introduction

The Review Orders screen serves as UltraCart’s primary order search and management tool, providing intuitive access to all order records in your account. From this interface, you can locate specific orders, customize your view, perform single-order and bulk actions, and monitor order status—all from a centralized location. This guide is tailored for new users and offers step-by-step explanations of core features and best practices.

Prerequisites

Prerequisite: You must have an UltraCart account with the Operations → Order Management → View All Orders permission enabled. If you do not have access, contact your account administrator to request the appropriate permissions.Getting Started

Tip: Bookmark this guide for quick reference, and consider creating custom views (using column and row ordering) that align with your day-to-day workflow to improve efficiency.

Navigation

To access the Review Orders screen, navigate through your UltraCart dashboard using this path:

Main Menu: Operations → Order Management → View All Orders (in any stage)

Accessing the Review Orders Screen

1. Sign in to your UltraCart merchant dashboard.

2. Navigate to Operations in the left-hand menu.

3. Select Order Management, then click View All Orders (in any stage).

Once selected, the Review Orders interface will display both a Search Criteria form and, upon execution of a search, the Results Table.

View of the View Orders Search Form:

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Screenshot of the View Orders Search Form.

View of the View Orders Search results table:
(*this view appears when when multiple orders are returned)

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Screenshot of the View Orders Search Results page.

Accessing the Review Orders Screen

1. Sign in to your UltraCart merchant dashboard.

2. Navigate to Operations in the left-hand menu.

3. Select Order Management, then click View All Orders (in any stage).

Once selected, the Review Orders interface will display both a Search Criteria form and, upon execution of a search, the Results Table.

Screen Layout Overview

The Review Orders interface consists of several key components that work together to help you manage your orders effectively. The main screen displays a searchable list of orders with customizable columns, while additional tools allow you to filter results, adjust display settings, and perform bulk actions.

Note: If you're new to UltraCart, we recommend taking a few minutes to familiarize yourself with the interface before diving into advanced features.

Display and Navigation

Maximizing Screen Real Estate

When working with large order datasets, screen space becomes valuable. UltraCart provides several ways to optimize your viewing experience:

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Full Screen Toggle (in top right menu of search results page.)

Full Screen Mode: Located on the far right side of the "View all orders" search page, you'll find a "Toggle Full Screen" button. Clicking this button hides the UltraCart title bar and navigation sections, dedicating more space to your order results. Your browser window size remains unchanged, and the system remembers your preference through a stored cookie.

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Horizontal Scrool bar for View Order Search Results table.

Horizontal Scrolling: When your order list contains more columns than can fit on screen, use the horizontal scroll bar at the bottom of the orders list to view additional columns that extend beyond the right edge of your display.

Column Management: The most effective solution for crowded displays involves customizing which columns appear and their order, which we'll cover in detail below. To access the Result Display Settings click the button in the search results menu (appears both above and below the search results tab.)

Understanding the Interface Tour

UltraCart's order management system includes several modern features designed to streamline your workflow. Understanding these components will help you work more efficiently with your order data.

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The interface combines traditional list views with interactive slideshow functionality, allowing you to quickly browse individual orders while maintaining context of your overall order list. Filter options provide granular control over which orders appear, while sorting and column management tools help you organize information according to your specific business needs.

Filtering and Search

Basic Search Options

The Search Criteria form allows you to specify exactly which orders you want to review. Most fields in the filter section are self-explanatory, but understanding the advanced options can significantly improve your search efficiency.

Order ID Search with Wildcards: The Order ID field supports wildcard searches using asterisks. This powerful feature enables flexible searching patterns:

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Performing a Wildcard Search using the Asterisk key as the wildcard.

Examples: (Example OrderID ‘DEMO-0009105916’)

• Use leading asterisks to find orders ending with specific digits: *0009105916

• Use trailing asterisks to find orders beginning with specific characters: DEMO-0009105*

• Combine both for middle-pattern matching: *0009105*

Display Options: After setting your filters, you have two primary output options:

• Search (Button): Generates the search results as an HTML listing directly on the current page, respecting both your row and column ordering preferences, as set in the Result Display Settings.

• Download Report: Creates a PDF report in a new window, which honors your filter settings and row ordering but ignores column customizations

• Export Report: Exports the search results using a configured export mapping, allowing for custom column exporting.

Tip: Use the HTML display option for interactive work and the PDF download when you need printable reports or external sharing.

Customizing Your View

Row and Column Ordering System

UltraCart’s flexibility allows you to tailor which columns appear and how orders are sorted using the Result Display Settings button above or below the results table.

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Click ‘Result Display Settings’ to access the row and column ordering settings.

Column Ordering

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New User Configuration Tips

The Row and Column Ordering panel provides two distinct but complementary customization tools. Understanding the difference between these controls is crucial for creating an efficient workspace.

Column Ordering determines which information appears in your order list and controls the sequence of columns from left to right. This affects what you see on screen and directly impacts the usability of your interface.

By default, orders appear sorted by Order ID in descending order (most recent first).

Row Ordering controls how orders are sorted within your list. This ordering instruction gets passed to the database queries, determining which orders appear first, second, and so forth in your results.

Both systems use the same drag-and-drop interface. Click on any field name and drag it up or down to change its position. As you move items, the system automatically renumbers the sequence to reflect your changes.

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Column and Row settings. Toggle View and reorder columns and rows.

Column Management Strategies

Effective column management can transform a cluttered, difficult-to-read order list into a streamlined tool that shows exactly the information you need.

The Default Challenge: UltraCart's default order view displays 23 columns of information. Unless you're working with an ultra-wide monitor (1900+ pixels), this creates a cramped display where important information gets pushed off-screen.

Strategic Column Selection: Consider your specific business needs when choosing which columns to display. For example:

If you only conduct business domestically, country-related fields may provide little value and can be hidden to save space. For businesses dealing primarily with individual customers, company fields might be less relevant than personal name fields. When multiple date fields exist, focus on the dates most important to your operations, such as payment dates over order placement dates.

Column Hiding: Each column in the ordering panel includes a hide checkbox. Checking this box removes the column from your display without affecting the underlying data. Hidden columns can be restored at any time by unchecking the hide option.

Positioning Important Information: Move your most frequently referenced fields toward the left side of your display. Information positioned on the left remains visible even when working with smaller screens or when other columns extend beyond the visible area.

[Image Placeholder: Before and after comparison showing column optimization]

Row Sorting for Better Organization

While column management improves what information you see, row ordering determines how that information is organized. Effective sorting can help you identify patterns, prioritize work, and process orders more efficiently.

Multiple Sort Criteria: You can establish multiple sorting levels by arranging fields in your preferred order within the Row Ordering panel. The system applies sorts in sequence, so the first field becomes your primary sort, the second field becomes your secondary sort, and so forth.

Practical Sorting Examples:

Sorting by geographic information (state, then city) groups orders by location, useful for shipping optimization or regional analysis. Sorting by payment status helps you quickly identify orders requiring attention. Sorting by order date provides chronological organization for time-sensitive processing.

Default Behavior: Without custom row ordering, the system sorts orders by Order ID in descending order, showing the most recent orders first.

[Image Placeholder: Row ordering interface showing multiple sort criteria]

Order Slideshow Feature

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Understanding the Slideshow Interface

The Order Slideshow provides a detailed view of individual orders while maintaining easy navigation through your order list. This feature combines the convenience of detailed order information with the efficiency of quick browsing.

The slideshow panel displays one complete order at a time, showing all relevant order details alongside actionable buttons for order management tasks. Actions appear on the left side of the order display, organized by category for easy access.

Starting a Slideshow

You can initiate an order slideshow through multiple methods:

Direct Order Selection: Click the slideshow icon next to any order in your main order list. This immediately opens the slideshow view for that specific order.

Order ID Navigation: Click directly on any Order ID link within your order list. This provides the same slideshow functionality while maintaining the familiar navigation pattern of clickable identifiers.

Navigation Within the Slideshow

Once you've opened the slideshow, navigation controls appear at the top of the panel. The system typically displays three Order ID links representing the previous order, current order, and next order in your filtered list sequence.

Forward and Backward Movement: Click the previous or next Order ID to move through your order sequence. This allows rapid browsing without returning to the main order list.

Order Refresh: Clicking the current Order ID refreshes the displayed information, useful when you've made changes to the order through other interfaces or need to verify recent updates.

Checkbox Integration: The slideshow includes selection checkboxes that synchronize with the checkboxes in your main order list. This integration allows you to browse orders individually while building a selection set for bulk actions.

[Image Placeholder: Slideshow interface showing navigation controls and order details]

Performing Order Actions

Within both the main results table and the slideshow panel, you have access to a range of order-management actions. Actions open in new windows, preserving your workflow.

Single Order Actions

Edit

Payments

Note: When editing an order with previously refunded items, those items are locked and cannot be removed (preserving audit trails).

Print

Shipping & Fulfillment

Duplicate

Diagnostics

Tools

Bulk Operations

Actions taken on multiple orders from the View Orders Search results.

When viewing an individual order (in slideshow or by clicking View), you’ll see these action groups:

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View of the Order Actions Menu in the Review order Page.

Single Order Management

The slideshow interface provides access to numerous order management functions, organized into logical groups. Each action opens in a new window to preserve your current workspace and order context.

Customer Information Management

The Edit group provides tools for modifying order details. The primary "customer information" action opens a comprehensive order editor where you can modify billing information, shipping details, applied coupons, tax calculations, ordered items, and other order attributes. For quick item modifications, the "items" action takes you directly to the item editing interface within the order editor.

Payment Processing Actions

Payment-related actions address various scenarios you might encounter with order payments. The chargeback dispute function initiates the dispute process when you've configured UltraCart for chargeback handling. For security compliance, the "truncate credit card" option immediately masks credit card information to show only the last four digits, rather than waiting for the standard 60-day automatic truncation required by PCI/DSS standards.

Refund processing offers several options depending on your needs. Complete refunds process a full order refund, typically used for returned merchandise. The "complete refund (then reject)" option combines refunding with order cancellation, useful when customers change their minds immediately after placing orders. Partial refunds provide flexibility for situations requiring custom refund amounts.

Important: When working with orders that have previous refunds, refunded items become locked within the order record. This locking preserves audit trails and supports accounting reconciliation. Locked items cannot be removed and won't transmit to fulfillment centers.

Communication and Documentation

Several actions support customer communication and record keeping. The "resend receipt" function sends a new copy of the order confirmation email to the customer. Transaction history provides detailed payment processing information, including gateway transaction identifiers essential for payment troubleshooting.

Printing and Physical Documentation

Print-related actions generate PDF documents for various purposes. Order printing creates complete order documentation suitable for accounting records. Packing slip generation provides fulfillment-focused documentation. Label reprinting recreates shipping labels through integrated services like http://Express1.com , useful when original labels are damaged or lost.

[Image Placeholder: Action buttons organized by category in slideshow view]

Shipping and Fulfillment Actions

Shipping Analysis and Management

The packing solution action displays UltraCart's recommended packing approach for the order, particularly valuable for complex shipments or when troubleshooting shipping configurations. RMA number assignment adds return merchandise authorization numbers to orders, creating searchable references for return management.

Customer Communication for Shipping

Shipment confirmation emails can be resent to customers, including any tracking numbers that have been entered into the system. This proves useful when customers report not receiving shipping notifications or when tracking information is added after initial shipment processing.

Fulfillment Center Integration

For orders handled by third-party fulfillment services, the "retransmit to dist. center" function resends order information to the fulfillment house. This addresses situations where initial transmission failed or when order modifications require retransmission.

Order Duplication and Replication

Several actions support creating new orders based on existing order information. The "beoe: clone order" function copies complete order details to the Back End Order Entry tool for creating new orders. The "beoe: clone w/out items" option provides the same functionality while excluding the original items, useful when you need the same customer information for different products.

Direct copying functions include "copy order" for standard order duplication, "copy to new cart" which generates HTTP links for customers to recreate their orders, and "copy to short link" which creates shortened URLs for the same purpose. Replacement shipments can be initiated based on existing orders, streamlining the process for damaged or lost shipment handling.

Diagnostic and Analysis Tools

Communication Tracking

Email delivery tracking shows comprehensive delivery information for all emails related to the order. This includes customer receipts, shipment notifications, and internal notifications sent to account users. This information proves invaluable when troubleshooting communication issues or verifying that customers received important order updates.

Integration Monitoring

Integration logs display detailed information about order processing through various connected systems. This includes fulfillment center transmission logs, payment gateway communications, and other automated system interactions. These logs are essential for diagnosing issues with third-party integrations.

Customer Behavior Analysis

Page view history provides insights into customer behavior by showing recorded page visits associated with the order. This feature requires tracking script implementation on your website but can provide valuable context about customer decision-making processes.

System-Level Diagnostics

Shopping cart logs contain detailed system-level information about the order creation process. These logs are primarily accessible to UltraCart support staff for advanced troubleshooting scenarios.

Specialized Management Tools

Affiliate Management

Orders can be assigned to affiliates using either their affiliate ID or the email address associated with their affiliate account. Conversely, orders can be removed from affiliate associations, which removes commission attribution for the order.

Subscription Management

Auto order management allows you to access the subscription editor for orders associated with recurring billing. The "cancel auto order" function terminates recurring billing relationships, and this cancellation can be performed from any order in the subscription sequence, not just the original order.

Privacy and Compliance

GDPR compliance tools enable you to process customer data removal requests by permanently removing personal information from your UltraCart account. This tool ensures compliance with privacy regulations while maintaining necessary business records.

Digital Product Management

For orders containing digital products, several specialized actions are available. Download counter resets clear existing download limits and provide customers with fresh download links. Digital delivery reports show detailed information about customer download attempts, useful for troubleshooting delivery issues or monitoring usage patterns.

Security and Fraud Prevention

Fraud filter establishment creates new filtering rules based on the order's credit card information, billing address, and customer IP address. This proactive approach helps prevent similar fraudulent orders in the future.

EDI and B2B Integration

For accounts configured with Electronic Data Interchange (EDI), advanced shipment notices and invoices can be resent to trading partners. This function appears only when EDI integration is active on your account.

[Image Placeholder: Specialized tools interface showing various management options]

Bulk Operations

Multi-Order Management

When you need to perform actions across multiple orders simultaneously, UltraCart's bulk operation tools provide efficient solutions. These functions work with orders you've selected using the checkboxes in your main order list.

After selecting the desired orders, bulk action buttons appear at the top of the order panel. These operations are designed to handle common scenarios where the same action needs to be applied to multiple orders, saving significant time compared to individual order processing.

The available bulk actions focus on the most common multi-order scenarios encountered in e-commerce operations, particularly around payment processing and shipping status management.

[Image Placeholder: Bulk action buttons with selected orders highlighted]

Understanding Order Status

Payment Status Reference

Payment status indicators provide immediate insight into where each order stands in your payment processing workflow. Understanding these statuses helps you prioritize work and identify orders requiring attention.

Pre-Processing Statuses

"Unprocessed" indicates orders placed in either Pre-orders or Accounts Receivable stages, or orders specifically marked to skip payment processing. "Authorized" shows orders with valid credit card authorizations that haven't yet been captured, typically occurring in auth-then-capture workflows where authorization happens during checkout and capture occurs at shipping.

"Approved" applies to payment types requiring manual or automatic approval, including cash payments, checks, and purchase orders. "Quote Received" indicates orders created through the quotation system, awaiting merchant review and approval.

Processing Outcomes

"Declined" marks orders sent to Accounts Receivable due to payment rejection. "Processed" indicates successful payment processing completion. "Processed (Pending Clearance)" appears specifically for Amazon Payments orders that have been authorized but are awaiting final payment clearance notification.

Post-Processing Statuses

"Refunded" indicates orders where either partial or complete refunds have been processed through the Review Orders interface. "Rejected" shows orders that have been explicitly rejected through various mechanisms, including manual rejection buttons or the complete refund-then-reject process.

"Skipped" applies to orders where payment processing has been bypassed, either through manual intervention or automated processes like replacement shipment generation.

Note: Payment statuses are automatically managed by the system based on payment types and processing steps. These statuses cannot be directly edited by merchants.

Shipment Status Tracking

Shipment statuses provide detailed information about order fulfillment progress, with enhanced detail available when integrated with fulfillment services and shipment tracking systems.

Pre-Shipment Statuses

"Available for Pickup" and "Awaiting Pickup" indicate orders that have reached the shipping department. The distinction often relates to fulfillment timing, with "Awaiting Pickup" specifically noting orders waiting for scheduled retrieval by third-party fulfillment services.

In-Transit and Delivery Statuses

"Info Received" shows orders where tracking information has been transmitted to shipping carriers, but no further status updates are available. "Shipped" indicates packages that have left the facility but haven't yet been delivered. "Out for Delivery" means packages are with the delivery service for final delivery attempts.

"Delivered" confirms successful package delivery, while "Expected Delivery" provides estimated delivery dates based on carrier tracking services.

Exception Handling

Several statuses address delivery complications. "Failed Attempt" indicates unsuccessful delivery attempts. "Exception" signals tracking system errors or unusual circumstances. "Returned To Sender" shows packages that couldn't be delivered and are being returned.

"Customer Action Required" indicates delivery issues requiring customer intervention, while "Rescheduled" shows packages that have been rescheduled for delivery attempts.

Fulfillment Integration Statuses

For accounts using fulfillment services, specific statuses track integration processes. "Pending Transmission to Fulfillment" shows orders awaiting transmission to fulfillment centers. "Queued For Transmission to Fulfillment" indicates orders scheduled for the next transmission batch.

"Transmitted to Fulfillment" confirms successful order transmission to fulfillment partners, while "Untracked In Transit" shows orders that have been transmitted and are en route to customers without detailed tracking.

[Image Placeholder: Status legend showing color coding for different order states]

Important Considerations

Order Retention Policies

Understanding UltraCart's data retention policies helps you plan your record-keeping and reporting strategies. Rejected orders are retained for exactly one year, regardless of your general order retention configuration settings. This shorter retention period for rejected orders helps maintain system performance while preserving essential business records.

Regular order retention follows your account's configured settings, allowing you to balance storage costs with business record requirements.

Decline Processing Configuration

The number of payment attempts before an order is marked as declined can be configured in your payment settings. Navigate to the credit card payment settings and locate the "After Failed Attempts" field to adjust how many processing attempts occur before orders are captured with declined status.

Orders processed through upsell after offers can also be designated as declined when auto-closing processes are configured. Review your upsell after configuration to understand how these scenarios are handled.

Integration Dependencies

Several features described in this guide depend on specific integrations or configurations:

Enhanced shipment tracking requires integration with compatible shipping services. Fulfillment center features require established connections with third-party fulfillment providers. EDI functionality requires proper EDI configuration and trading partner setup.

Page view history requires implementation of tracking scripts on your website front-end. Some diagnostic features may require specific account configurations or support assistance.

Conclusion

The Review Orders screen is the central hub for managing all aspects of your order lifecycle—from search and customization to single-order and bulk actions. By mastering the Search Criteria, customizing your view, and utilizing the slideshow and action tools, you can streamline your order management processes and respond quickly to customer needs.

Next Steps

Now that you understand the Review Orders interface, consider exploring related UltraCart features that complement order management:

• Order Processing Workflows: Explore Operations → Order Management → Order Processing Rules to automate order routing based on criteria (e.g., payment status, shipping destination).

• Shipping Configuration: Visit Operations → Shipping & Fulfillment → Shipping Methods to set up carriers, rates, and packaging profiles.

• Payment Gateway Setup: Configure additional payment methods under Operations → Payment Gateway Configuration to expand your accepted payment types.

• Reporting & Analytics: Review Analytics → Reports → Order Reports to gain insights into sales trends, average order values, and customer behavior.

• API Integration: For developers, refer to the UltraCart REST API documentation to build custom order management tools or integrate with external systems.

The Review Orders screen serves as the central hub for order management, but understanding how it integrates with other UltraCart features will help you build a comprehensive e-commerce operation that scales with your business growth.