View Orders

Owned by Hunter Schaeffer
Last updated: Sept 29, 2022
10 min read

View Orders Screen

The View Orders screen is the main order search and invoice viewing tool for your order records.

Navigation

 Operations → Order Management →  View Orders

 

 

By default the View Orders search form displays with the Creation Date Begin and Creation Date End configured to display the last 90 days, and the records per page set to 50, with all other fields left blank.

There are three buttons to the search form:

  1. Search → Submits the search form to view the search results for the provided criteria.

  2. Reset → Resets to last 90 days and 50 records per page in search results.

  3. Clear → Clear all the search field (except the records per page.

You may find that you need to perform a series of searches with specific search criteria. In this situation, you can click the checkbox field “Save Filter“, to save the entered search criteria, so that its available for subsequent searches.

A Tour

As part of our site redesign, we've added some new features to the merchant site. Here's a tour of the Order Review features in case you're unfamiliar with them.

Full screen mode

To the far right side of the "View all orders (in any stage)" search page, you'll see a button labelled "Toggle Full Screen". Clicking this image will toggle full screen mode. This will not affect your browser window size, but it will hide the UltraCart title and navigation sections, freeing up real estate for result sets. The web page will store a cookie saving your preference for full screen (or not).

Search Filter Options

The filter options allows you to specify which records you wish to see. The fields below are mostly self explanatory.

WildCard Searches

  • The Order ID field accepts wild cards (asterisks), so you may search for an order using leading asterisks (*19452), trailing asterisks (2010*), or both.

  • The First Name and Last Name fields do not use the “*” wildcard, simply enter a portion or full name in the name fields, and a wild card search will be performed.

Clicking “Search” will generate search results for the filter criteria.

This listing will respect both the Row and Column Ordering you specify (see below for ordering details). Clicking the Download Report button will spawn a PDF report to a new window. It will respect your Filter Options and Row Ordering, but will not consider any Column Ordering or hiding.

Row and Column Ordering

The Row and Column Ordering panel contains two lists. The first is Column Ordering, the second is Row Ordering. Column Ordering affects which columns appear on a report and in which order. Row Ordering affects the order of the data. The Row Ordering is passed to the underlying database queries. Examples showing the effects both follow. The lists operate in the same manner. Drag and Drop the fields up and down to change their order. For example, in the picture below, Email is the third column on the report. To move it to the second position, I click on it and drag it upward. Notice below, that when I drop it, the order has changed, and the fields have re-numbered themselves. Email was No. 3, and is now No. 2. Column Ordering also has the additional feature of a hide checkbox. Clicking the checkbox will hide a column from a report.

The Effect of Column Ordering

The default report shows 23 columns of data. Unless you have a monitor running a resolution 1900 pixels wide, that crams up the screen with data. In the screenshot below, the data is literally spilling off the page. Tsk tsk. So, let's eliminate some fields we don't need, while at the same time, shifting important fields fields to the left of the report.For a fictitious example, consider my needs as follows:

  • I only do business in the United States, so I don't care about the Country fields. I hide them.

  • Many of my customers are individuals, so the Company fields provide little value. I hide them too.

  • For the same reason above, Bill To Name and Ship To Name are usually the same. I hide one of them.

  • Of the dates, I'm only concerned about Payment Date. I'll hide the other two.

  • I'll also hide RMA. I don't need it for this report.

  • I wish to feature Bill To State and City more prominently, so I'll shift them to the front of the report.

Here's what my Column Ordering will look like: After clicking Save Changes and reloading, my report is much smaller and will display on lower resolutions. And it contains only the information I need.

The Effect of Row Ordering

While the Column Ordering changes I made above are good, I wish to sort my report by State and City. So I'll make the following changes to my Row Ordering, save them, and reload my report.Before I make these changes, my report sorts by the default of Order ID (descending). After moving state and city to the top... My report contains the sort order I desire.

Order Slide Show

The Slide Show is a panel that displays a single order along with applicable actions that may be performed against that order. The actions display to the left of the order.

Beyond just being able to quickly review orders, the big benefit of the slide show are the checkboxes at the top. The slide show checkboxes are tied to the checkboxes in the Orders panel below. So you may browse your orders, and check ones you wish to display in detail.

Starting a Slide Show

You may begin a slide show three different ways:1. Click the slideshow icon for an order. 2. Click an order ID.

Moving through a Slide Show

To move forward or backwards in a slide show, click the order IDs at the top of the panel. There are usually three Order IDs displayed: 1) previous order in the list, 2) current order, and 3) the next order in the list. Click the previous or next order will display that order. Clicking the current order will refresh the currently displayed order (if you wish to do that for whatever reason).

Performing Actions

Single Order Actions

Actions against a single order may be done by displaying an order in the slide show and clicking an action to the left. Please note that actions will open a new window.

Action Group

Action

Description

Action Group

Action

Description

Edit





customer information

This button allows you to edit the billing, shipping, coupons, taxes, items, and other attributes about the order.



items

This button takes you straight to the item editing for the order. It's provided as a shortcut

Payments





chargeback dispute

If you have configured UltraCart to handle chargeback processing, this will initiate the dispute process.



complete refund

Start the refund process out with a complete refund of the order. This is typically used when an order is returned and the merchant wants to provide a 100% refund.



complete refund (then reject)

Start the refund process out with a complete refund of the order, but when the refund is successful reject the order at the same time. This button is typically used to refund the customer and cancel the order right after a customer has placed it and changes their mind.



partial refund

Initiates the refund process. The merchant will decide how much of the order is refunded.



remove buySAFE bond

Removes the bond from the order and cancels it with buySAFE. This button should only be used if the payment has not been processed. If the payment has already been processed then the partial refund button should be use to refund just the bond.



resend receipt

Resends the receipt email to the customer



transaction history

View all the transaction history records stored by UltraCart. This is where you can find the gateway transaction ids, etc.

Print





order

Reprints a PDF of the order. Useful for accounting purposes.



packing slip

Reprints a PDF of the packing slip.



reprint labels

Reprints any labels generated through label servers like Express1.com as a PDF file. Use this if the printer acts up and destroys the original copy.

Shipping





packing solution

Provides a copy of the packing solution so the merchant can see how UltraCart recommends packing the order. Useful for large shipments and troubleshooting configurations.



resend shipment confirmation

Resends the shipment configuration email to the customer including any tracking numbers that have been entered.



Assign RMA #

Allows you to assign an RMA number to the order. The RMA number will be added to the order record and is a searchable field in the "View all orders" search page.

(*This feature is under development.)



retransmit to dist. center

If the order is being handled by a fulfillment house, this button will resend the order to the fulfillment house.

Tools





cancel auto order

Cancels any auto order that this order is associated with. This does not have to be the original order in the sequence.



auto order

Takes the user to the auto order editor if one is associated with this order.



copy order

Allows copying of the order.



copy to new cart

Generates an HTTP link for a new cart with the same contents and information as this order.



copy to short link

Generates a bit.ly shortened HTTP link for a new cart with the same contents and information as this order.



ebay Data

If this order is associated with eBay, this button will display all the XML information received from eBay to generate the order. This is good for troubleshooting any eBay orders.



digital delivery reset

Reset the download counters for the order and resend the customer a new download link.



digital delivery report

A report of the download attempts for this order.



establish fraud filter

Sets up new fraud filters based upon the credit card information, address information, and IP address of the customer.



assign to affiliate

Associate this order with a specified affiliate.



remove from affiliate

Remove the commission for this order from the associated affiliate.



replacement shipment

Initiates a replacement shipment based upon this order.



resend EDI confirmation

Resends advanced shipment notices (ASN) and invoices to the EDI trading partner associated with this order.

Bulk Order Actions

You may perform certain actions against a large number of records by selecting (checking) those records in the Orders list and clicking one of the buttons at the top of the panel.

Payment Status

The order list has a Payment Status column, below is a description of the various statuses listed in that column:

Status

Description

Status

Description

Unprocessed

Placed order in either Pre-orders or Accounts Receivables (or marked as 'skip payment processing from A/R department)

Authorized

Placed order that has a credit card authorization but has not performed the capture the pending authorization. Typically this has to do with the "Auth then Capture" authorization model, in which the authorization occurs during the initial payment of the order and the capture occurs when the order is marked as shipped in the shipping department.

Approved

A placed order of a payment type that requires either manual or automatic approval, such as:

  • Cash

  • Check

  • Purchase Order

Declined

An order sent to the A/R due to the payment being declined.

See also:
Payments#MethodsCreditCardPaymentSettings the "After Failed Attempts __ at processing the payment collect the order information and store in accounts receivable." field determine the number of attempts during checkout before the order is captured with declined status.

Also, if you have upsell after offers configured, orders captured during an auto closing of an upsell after can be designated as declined: Upsell After





Quote Received

An order was created using the "Quotation" selection during checkout, which is awaiting review and approval.(See Quotes Tutorial)

Quote Sent

The received quote has been reviewed and sent by the merchant back to the customer. (See Quotes Tutorial)

Processed

A placed order that has been processed for payment.

Processed (Pending Clearance)

A placed order paid via Amazon Payments in which the order has been authorized and is awaiting the instant payment notification that the payment has cleared. (see FAQ about Amazon Payments#Q:WhydoAmazonPaymentordersgointopendingclearance?)

Refunded

Either a "Partial Refund" or "Complete Refund" was performed form the Review Orders page.

Rejected

Order has been marked as rejected by one of the following ways:

  • The "Rejected" button was clicked, from the A/R or Shipping departments 

  • The "Complete Refund (then reject)" was performed

  • The order was manually edited using the edit "Customer Information" button located when reviewing the order, then navigating to the "Other" tab of the order editor and selecting "Rejected Orders" in the "New Location" drop down menu and clicking the move button.

Rejected order are retained for 1 year only, regardless of the Order Retention configuration.



Skipped

Order has been marked as Skipped by one of the following ways:

  • The "Skip payment processing" button was clicked from the A/R department 

  • The "Replacement Shipment" button was clicked from the order review order slideshow

Unprocessed





The Payment Statuses are hard coded to the various payment types and related order processing steps and are not directly editable by the merchant.

Viewing and Modifying an Order Record

Review Order

Editing items in a Placed Order