View Orders
View Orders Screen
The UltraCart Orders Interface
The View Orders screen is your central hub for managing all orders within UltraCart. From here, you can search for specific orders, review their details, and perform a wide range of actions.
This guide will walk you through how to use the search interface, customize your view to see the most relevant information, and manage orders individually or in bulk.
Navigation
Navigation Path:
Main Menu → Operations → Order Management → View Orders
Search Interface
By default, the search form loads with:
Creation Date Begin and End set to the past 90 days
Records per page set to 50
All other filters blank
Search Form Buttons
Search – Executes the query based on the filter criteria
Reset – Resets to the default 90-day range and 50 records per page
Clear – Clears all fields except the record count
Tip: When viewing the search results table, press Shift + Right Arrow Key to scroll horizontally through table columns.
Save Criteria
If you regularly perform searches with the same criteria, you can click the Save Criteria button on the right to store your criteria for future use.
Full Screen Mode
Click the Toggle Full Screen button (top-right of the search page) to hide the UltraCart title/navigation. This maximizes screen real estate for large result sets. Your preference is saved via browser cookie.
Bulk Order Actions
The View Orders screen allows you to perform actions on multiple orders at once. This is useful for tasks like printing a batch of packing slips or resending a group of shipment confirmation emails.
To perform a bulk action:
Use the checkboxes on the left side of the order list to select the orders you want to act on.
Click the appropriate action button located at the top of the search results list.
Tip: You can also use the checkbox in the table header to select all orders currently displayed on the page.
View All Orders Screen
The UltraCart Orders interface provides powerful tools to customize how you view and sort your order data. You can reorder columns to prioritize key information and adjust row sorting to change the default order of results.
Customizing Column Display
The View Orders screen allows you to rearrange or hide columns to improve readability. This is particularly useful for reports with many columns, as it helps you focus on the most important information. The changes you make here affect only what you see on the screen and will not alter downloaded reports.
To customize your columns:
Navigate to the View Orders screen.
Click the settings icon to open the column configuration options.
Drag and drop fields to change their order. Place the most important fields on the left.
Use the hide Eye Icon to remove a column from view.
Click Save Changes and the screen will refresh with your new settings.
For example, if you ship only to the United States, you can hide the Country field. If you also want to feature the shipping state and city, drag the Ship To State and Ship To City columns to the beginning of the list.
Sorting Your Results
Row Ordering determines how the orders in your results are sorted. Unlike column changes, this directly affects the database query. By default, orders are sorted by Order ID in descending order.
To change the sort order:
In the Row Ordering section, drag and drop fields to define your desired sort priority.
The field at the top of the list will be the primary sort key.
Click Save Changes and reload the screen to apply the new sorting.
For instance, you can change the default sort from Order ID to State and then City. This will arrange all orders alphabetically by state, and then by city within each state.
Downloading Reports
The Download Report button generates a PDF of your current view. The report will reflect any filters and the row sorting you've applied, but it will not exclude any hidden columns. All default columns will be included in the downloaded report, regardless of your on-screen column settings.
The UltraCart Orders Slide Show
The Slide Show view lets you review individual orders one by one, providing a detailed look at all order information and related actions.
Launching a Slide Show
There are two primary ways to start a slide show from the View Orders screen:
Click the Slide Show icon
Click an Order ID in the results list.
Tip: You can use the checkboxes on the View Orders screen to select multiple orders, and then launch the slide show for detailed review of only those selected orders. This allows you to quickly browse a filtered set of orders.
Navigating the Slide Show
Once in the Slide Show view, you can move between orders using the navigation links at the top of the panel.
Typically, you'll see three links displayed:
The previous order in your selected list.
The current order you're viewing.
The next order in the list.
Clicking the previous or next Order ID will move you to that order's details. Clicking the current Order ID will simply refresh the page.
Single Order Actions
When viewing an order in the Slide Show, you can perform various actions on it using the ‘Possible Actions’ menu on the left side of the order details.
Note: Clicking an action will open a new window or tab. You can close this window to return to the slide show.
Simply click the desired action from the ‘Possible Actions’ menu, and a new window will open to allow you to complete that task.
The Possible Actions Menu List
The ‘Possible Actions’ menu is where you can take actions upon the order you are viewing, the menu list is detailed below:
Edit
Customer Information Edit the order's core attributes, including billing and shipping information, coupons, taxes, and items.
Items This is a shortcut that takes you directly to the item editing section for the order.
Payments
Chargeback Dispute If you've configured UltraCart to handle chargeback processing, this initiates the dispute process for the order.
Complete Refund Starts a full refund for the order. This is typically used when an item has been returned and you want to issue a 100% refund.
Complete Refund (then reject) Initiates a full refund and then immediately rejects the order once the refund is successful. Use this to quickly refund and cancel an order.
Partial Refund Starts the refund process and allows you to specify the amount to be refunded.
Resend Receipt Sends the receipt email to the customer again.
Transaction History View all transaction history records for the order, including gateway transaction IDs.
Order Generates a PDF of the order for printing, which is useful for accounting and record-keeping.
Packing Slip Generates a PDF of the packing slip for the order.
Reprint Labels Creates a PDF of any shipping labels generated through label servers like http://Express1.com . This is useful if the original labels were lost or damaged.
Shipping
Packing Solution Provides a copy of UltraCart's recommended packing solution for the order. This is helpful for large shipments or for troubleshooting.
Resend Shipment Confirmation Sends the shipment confirmation email to the customer again, including any tracking numbers that have been added.
Assign RMA # Adds a searchable Return Merchandise Authorization (RMA) number to the order record.
Note: This feature is currently under development.
Retransmit to Dist. Center Resends the order to a fulfillment house if the order is being handled by an external distribution center.
Tools
Cancel Auto Order Cancels any auto order associated with this order.
Auto Order Directs you to the auto order editor if the order is part of an auto order sequence.
Copy Order Creates a copy of the order.
Copy to New Cart Generates a new HTTP link for a new shopping cart with the same contents and information as this order.
Copy to Short Link Generates a shortened http://bit.ly HTTP link for a new cart with the same contents and information.
eBay Data If the order originated from eBay, this button displays the raw XML information received from eBay, which can be useful for troubleshooting.
Digital Delivery Reset Resets the download counters for digital orders and sends the customer a new download link.
Digital Delivery Report Generates a report of download attempts for this order.
Establish Fraud Filter Creates new fraud filters based on the customer's credit card, address, and IP address.
Assign to Affiliate Associates the order with a specific affiliate.
Remove from Affiliate Removes the commission for this order from the associated affiliate.
Replacement Shipment Initiates a new replacement shipment based on the current order details.
Resend EDI Confirmation Resends advanced shipment notices (ASN) and invoices to the associated EDI trading partner.
Payment Status Descriptions
The Payment Status column on the View Orders screen provides a quick look at an order's current state within the payment and fulfillment workflow. Here's a breakdown of each status:
Status | Description |
|---|---|
Unprocessed | An order that has been placed but has not yet been processed for payment. This can include pre-orders or orders marked to "skip payment processing." |
Authorized | An order with a credit card authorization that is pending capture. This status is common in the "Auth then Capture" model, where the card is authorized at checkout and charged only when the order is marked as shipped. |
Approved | An order that has been approved for payment, either manually or automatically. This status applies to orders paid by methods like cash, check, or a purchase order. |
Decline | An order where the payment was declined. UltraCart will send these orders to Accounts Receivable. The number of failed attempts before an order is marked as Declined is configurable in your payment settings. |
Quote Received | An order created as a quotation that is awaiting review and approval by you, the merchant. |
Quote Sent | A received quote that you have reviewed and sent back to the customer. |
Processed | A placed order that has been successfully processed for payment. |
Processed (Pending Clearance) | An order paid via Amazon Payments that has been authorized but is awaiting an instant payment notification to confirm that the payment has cleared. |
Refunded | An order that has received either a partial or complete refund. This status is set when you perform a refund from the order review page. |
Rejected | An order that has been marked as rejected. Orders can be rejected by clicking the Rejected button in the Accounts Receivable or Shipping departments, by performing a Complete Refund (then reject), or by manually changing the order's location in the order editor. Rejected orders are retained for only one year. |
Skipped | An order that has been marked as skipped. This can occur by clicking the Skip payment processing button in Accounts Receivable or when you create a Replacement Shipment. |
Related Documentation
https://ultracart.atlassian.net/wiki/spaces/ucdoc/pages/38622311
https://ultracart.atlassian.net/wiki/spaces/ucdoc/pages/1010073660