Finding orders: list, filters and export
The order list is where daily order processing starts. It shows the newest orders first and lets you narrow the list down by almost any property of an order: its statuses, dates, the products in it, the store it was placed in or the tags you gave it. From here you also export orders to Excel and print PDF invoices in bulk.
Where to find it
Go to Sales → Orders. Each row shows the order number (Id), Order status, Payment status, Shipping status, the Customer name and email, Created on and Order total. Click the number, a status or the row to open the order; click the customer to open their customer record.
How to search and filter
- Type a customer's billing email in the search box and press Search for the quickest lookup.
- Click Filters to open all other criteria.
- Set the fields you need (see the table below) and click Search. The criteria combine: every filter you set must match.
- To jump straight to one order, enter its number in Go directly to order # and click Go.
Filters
| Field | What it does |
|---|---|
| Go directly to order # | Opens the order with that number without searching. |
| Orders creation date from / to | Limits the list to orders created in that period. |
| Order GUID | Finds an order by its technical identifier, for example one quoted by a payment provider. |
| Billing country, Billing last name | Match the billing address of the order. |
| Product | Shows only orders that contain the chosen product. |
| Order status, Payment status, Shipping status | Filter by any of the three statuses – for example all Paid orders whose shipping is still Pending, i.e. the orders waiting to be packed. |
| Vendor | Orders containing products of one vendor. |
| Store | Orders placed in one store of a multi-store installation. |
| Warehouse | Orders with items shipped from a given warehouse. |
| Payment method | Orders paid with one method, e.g. cash on delivery. |
| Order's tag | Orders you tagged with a keyword on the order's Info tab. |
Export and bulk actions
The Export menu in the top right offers:
- Export to Excel (all found) – every order matching the current filters, one row per order.
- Export to Excel (selected) – only the orders ticked in the grid.
- Print PDF invoices (all found) and Print PDF invoices (selected) – one PDF with an invoice per order, the same document the customer can download.
Ticking orders also shows a bar with Delete (selected). Deleting marks the orders as deleted and returns their stock; orders that already have shipments cannot be deleted.
Tips and common mistakes
- A daily "to ship" view: Payment status = Paid, Shipping status = Pending.
- A "chase payment" view: Order status = Pending, Payment method = your offline method, and a date range older than a few days.
- The quick search matches the billing email, which is normally, but not always, the customer's account email.
- Use order tags for anything the statuses cannot express – they are free text and filterable.
Related
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