View and manage your orders

How to see every order, filter by status, search, and move orders in bulk

The Orders list is where every purchase made on your store sits side by side. From this screen you can audit every order at a glance with a status badge and counter for each state, filter the list down to just Completed / Shipped / Awaiting Payment / Refunded / Trash in one click, search by order number or customer name, change the window of dates shown, and bulk-move a group of orders from one status to another after a fulfillment batch. A morning revenue check, an afternoon shipping run, or a weekly Trash cleanup all start here.

What is this for?

The Orders list is your shipping and fulfillment command station. Its job is to let you see every order your store has taken and to handle the everyday order-management tasks — spot which ones are awaiting payment, mark a batch of packed orders as Shipped, cancel a batch of failed orders, or send old cancelled orders to Trash — without opening each order one by one.

Rows on this screen show the seven things you check most often: Order number (with the customer's name), Products (as clickable deep-links to your product catalog), Total (with a strike-through original price when a coupon discount was applied), Payment Method, Status badge, and Order At timestamp. Everything else — the customer's full address, the line-item breakdown, refunds, and per-order notes — lives one click away on the order detail page.

Good use cases

The nine status tabs across the top are your at-a-glance audit of the store — each tab carries a live count of orders currently in that state. A healthy morning check looks like this:

Example 1: Morning revenue check. You open SGEN first thing in the morning. Go to Store Management → Orders. The default view shows the last five days of orders. Glance down the Total column: you can see at a glance whether yesterday's new-season launch pulled in more than your usual day. The tab counters at the top tell you how many orders are Completed, how many are Pending Online Payment (customer hasn't finished paying yet), and how many are Shipped vs still waiting to ship. Reading the row above you see 17 Completed, 3 Pending Online Payment, 2 Shipped — yesterday's launch is converting. The 1 in Refunded flags one order to follow up on.

Example 2: Afternoon shipping batch. You packed ten orders during lunch and are ready to mark them all shipped. Click the Completed tab, check the box next to each of the ten orders you just packed, pick Mark as Shipped from the Action For Selected dropdown, click Apply. The list refreshes to the Shipped tab with those ten orders now badged Shipped, and each customer's order history on your site flips to show the same status. No order detail pages opened, no per-order clicking.

Example 3: Finding a specific customer's order. A customer calls about a return and you need their order number. Type their last name ("Hopper") into the Search orders... box and press Enter. The list narrows to every order Grace Hopper has placed — you see order #1011 (Barista T-Shirt, $29.00, Shipped) and older rows. Click the #1011 link to jump into its detail page.

Example 7: Daily order review. First thing in the morning, open Store Management → Orders. The default 5-day window is already set — no date change needed. Scan the status tabs: All Orders 12 • Completed 7 • Shipped 2 • Pending Online Payment 1 • Refunded 1. The one Pending Online Payment (Alan Turing, Brewing Guide 2026, $9.00) needs a follow-up if payment hasn't cleared by end of day. The one Refunded order (Margaret Hamilton, Canvas Tote Bag, $30.00) is already handled. Seven completed, two shipped — clean morning.

Example 8: Ship weekend backlog on Monday. You packed orders over the weekend and return Monday to mark them shipped. Click the Completed tab — it shows 7 orders. Check all 7, pick Mark as Shipped from the Action For Selected dropdown, click Apply. The list reloads on the Shipped tab with all 7 now badged Shipped. Each customer's account page on your site shows the updated status immediately.

Example 9: Process refund for a bad batch. A customer emails to say their Canvas Tote Bag arrived damaged. You find the order by searching "Hamilton" — order #1009, Margaret Hamilton, $30.00, Completed. Click #1009 to open the order detail page. You see the full billing address, the single line item (Canvas Tote Bag, qty 1, $30.00), and the Stripe payment on file. Click Click here to refund, enter qty 1 and amount $30.00, tick Restock item, add a note ("Customer reported damaged item — full refund issued, replacement dispatched"), and click Refund Order. The order status flips to Refunded automatically.

Example 4: Weekly Trash cleanup. Every Friday you go to the Cancelled tab, check the oldest cancelled orders (say the 2 rows from last month), pick Move to Trash from the dropdown, and click Apply. The Cancelled count drops from 2 to 0; the Trash count goes up by 2. The orders stay hidden but recoverable if you change your mind.

Example 5: Discount audit. Your Total column shows struck-through prices when a coupon was applied. For instance Ada Lovelace's order #1012 reads ~~$30.00~~ $25.00 — the original subtotal was $30 and she paid $25 after a $5 OFF coupon. Scroll the Completed tab to see how your coupons landed across the week — which orders got discounted and by how much.

Example 6: Bookkeeping export. Click Export Orders (top-right of the list), pick a date window, and download the CSV. Each order becomes a row with the customer name, email, total, payment method, status, and timestamp — ready to paste into your accounting spreadsheet. The header row looks like this:

order_id,customer_name,customer_email,total,payment_method,status,order_at1012,Ada Lovelace,ada@example.com,25.00,Stripe,Completed,2026-04-22 09:14:021011,Grace Hopper,grace@example.com,29.00,Stripe,Shipped,2026-04-21 15:48:111010,Alan Turing,alan@example.com,9.00,PayPal,Pending Online Payment,2026-04-19 11:02:371009,Margaret Hamilton,margaret@example.com,30.00,Stripe,Refunded,2026-04-17 08:30:55

What NOT to use this for

• Do not use the Orders list to issue refunds. There is no refund action in the bulk-action dropdown. Refunds are per-order only and happen on the order detail page. Click an order number to open its detail page and use the refund form there.
• Do not use the Orders list to edit line items. Once an order has been placed, its line items (which product, what quantity, what price) are fixed. If a customer contacts you to change an item, cancel the order and ask them to re-order, or issue a refund and create a replacement order through your own fulfillment process.
• Do not use bulk actions to delete orders permanently. The bulk-action dropdown does not include a Delete Permanently option — that is by design. Orders are part of your financial record and should stay in Trash indefinitely rather than being hard-deleted.
• Do not rely on the Products column to edit a product. The product name in the Products column is a deep-link to the product's edit page in your product catalog. Clicking it opens the product record for editing — which may not be what you want if you are in the middle of reviewing an order. To look at the product as a shopper sees it, use your product catalog directly.

How this connects to other features

• Ecommerce → Products — every product name in the Products column is a link to that product's edit page in your product catalog. Changes you make to a product's price or title afterward do not change past orders — each order keeps the price and name it was placed at.
• Ecommerce → Coupons — every time a customer applies a coupon at checkout, the order records which coupon was used and how much was discounted. You can see this on each order detail page, and the strike-through original price in the Total column is a quick visual cue that a coupon was applied. Changes you make to a coupon later (renaming it, changing its dollar amount, trashing it) do not change the discount that was already applied to past orders.
• Ecommerce → Configuration → Taxes / Shipping / Currency — the currency symbol, tax label, and shipping line on each order are controlled by your store configuration. The Total column follows your configured currency.
• Users — every logged-in order record is linked to a customer account in your Users list. Guest orders (where the customer did not sign in) show a "N/A" or guest-person icon in the customer column. The customer's name and email come from the Users record.
• Your customer's account page — whenever you change an order's status here (either one at a time on the detail page or in bulk from this list), the customer's My Account → Orders page reflects the new status immediately. Marking an order as Shipped here flips the badge on their side the next time they visit.

Before you start

• You are signed in to SGEN as an Administrator or Site Owner.
• At least one order exists on your store. If you just launched, the list will display No orders were found! in red — that is normal for a fresh store and will populate as customers check out.
• Your store currency, tax, and shipping are configured under Ecommerce → Configuration. Those settings control the formatting of the Total column on every row.

Where to go

1. Open the left navigation in your SGEN admin.
2. Click Store Management → Orders → All Orders (or open /sg-admin/ecommerce/orders directly). The Orders list loads.

Steps — Audit and filter

1. Read the status tabs

A row of tabs sits at the top of the screen, one per order status, each with a live count:

• All Orders — every order regardless of status.
• Completed — paid in full and closed out.
• Pending Online Payment — the customer started checkout but has not completed payment yet.
• Awaiting Payment — payment not yet confirmed (held for manual admin confirmation).
• Shipped — marked as shipped to the customer.
• Cancelled — order cancelled before fulfillment.
• Failed — payment gateway rejected the transaction.
• Refunded — part or all of the order has been refunded.
• Trash — removed from active view; can be restored.

Glance across the counts. If you expect 10 orders in Shipped and see 7, three orders might still be sitting in Completed waiting for you to move them.

2. Click a tab to narrow the list

Clicking any tab narrows the table to just those orders. The active tab is highlighted. Click All Orders to go back to everything.

3. Change the date window

The date-range field above the table defaults to the last 5 days plus 2 days ahead (so same-day orders show up without wrapping). To widen or narrow the window, click the field, pick a new range from the calendar picker, and click Select Dates. The window is capped at 3 months — if you pick a wider range, the start date is nudged forward automatically so the list stays fast to load.

4. Search by order number, customer name, email, or address

For a specific order, type into the Search orders... box and press Enter. The search matches against order number, order date, order total, customer email, customer display name, product name, and billing first name / last name / email / city / postal code / address line 1 — a wide net. Search respects the active tab, so search within Completed by clicking the Completed tab first, then searching.

5. Read a row

Each row shows:

• Order — the order number (like #1012) with the customer's name on a second line. Click the order number to open the order detail page.
• Products — the line items, each a link to that product's catalog edit page.
• Total — the amount paid. If a coupon was applied, the original subtotal appears struck-through next to the discounted total.
• Payment Method — a short label like Stripe, PayPal, or Credit Card.
• Status — a color-coded badge matching the order's state.
• Order At — a "2 hours ago" / "yesterday" / "3 days ago" timestamp.

Steps — Bulk-manage orders

1. Check the orders you want to act on

Every row has a checkbox in the first column. Tick the rows to include in a bulk action. Use the header checkbox to tick or clear every row on the current page.

2. Pick an action from the dropdown

The Action For Selected dropdown sits just above the table. Eight actions are always available, one per status:

• Mark as Completed
• Mark as Shipped
• Mark as Cancelled
• Mark as Refunded
• Mark as Pending Online Payment
• Mark as Awaiting Payment
• Mark as Failed
• Move to Trash

The action applies to every checked row. Each order whose status actually changes also gets a system-generated note on its detail page recording the transition (for example, "Order status has been updated from Completed to Shipped") — your audit trail is automatic.

3. Click Apply

Click Apply. The list reloads filtered to the new status. Counts on the tab badges update to reflect the change. If you marked 10 orders as Shipped, the Shipped tab count goes up by 10 and the tab you were on loses those 10.

4. Restore orders from Trash

Click the Trash tab to show only trashed orders. Tick the rows you want back, pick a status (Mark as Completed to put them back in Completed, or another status if more appropriate), and click Apply. The orders rejoin the active list with the new status.

What success looks like

• The table loads with every order visible as one row, and the tab counters at the top add up correctly.
• Clicking any tab narrows the table immediately; the active tab is highlighted.
• Typing in the search box and pressing Enter narrows the table to matching orders.
• Ticking rows and applying a bulk action shows the rows you acted on with their new status badge, and the tab counters update. Each changed order has a system-generated note on its detail page recording the change.
• Clicking an order number opens the order detail page. Clicking a product name in the Products column opens that product's edit page in your catalog.
• Looking at a customer's own My Account → Orders page on your public site shows the same status you see here.

What to do if it does not work

• The list shows "No orders were found!" in red. Either there are no orders in the date range the list is currently set to — widen the date-range picker and click Select Dates — or there are no orders in your store yet. If a fresh store, the list will fill as customers check out. What the empty state looks like:

• My date range seems to have changed after I picked it. If you picked a window greater than 3 months, the start date is auto-nudged forward so the window fits inside 3 months. Pick a tighter range, or use the Export Orders page (documented separately) for a single-shot CSV of a longer window.
• A bulk action reports nothing changed. Make sure at least one row is ticked. If you ticked rows and picked an action but the orders are already in that status, no change was made — the bulk action skips orders that are already in the target status (which is why the count does not budge).
• I see an order with no customer name. That is a guest order — the customer did not sign in before checking out. A guest icon replaces the usual customer name. The customer's email and shipping details are still on the order detail page.
• The bulk-action dropdown does not have Delete Permanently. By design, deleting orders permanently is not a bulk action. Orders are part of your financial record. If you need to hard-delete specific orders, contact support.
• A search returns no matches when I expect some. The search respects the active tab and the active date window. Start from All Orders and widen the date range before re-running the search.

Next step

• View an individual order's details — open a single order and see its full billing, line items, totals, and per-order actions.
• Export orders to CSV — download a spreadsheet of your orders by date range and customer.
• Manage products list — jump into your product catalog to edit the items customers are buying.
• Create discount coupons — set up a promo code that shows as a strike-through on the Total column when applied.