How to Find, Organize and Export Orders

Access the Search Interface

1Click Orders in the top navigation bar

2Select Search Orders from the Sales Orders section

Quick Search Filters

Use these common fields to find specific orders:

• Order Number: Enter the exact order ID
• Customer Number: Search by customer account ID
• Customer Name: Search by first or last name or email
• Order Type: Filter by Phone Order, Web Store Order, or Walk-In

3Enter your search criteria in the appropriate field

4Click Search to display matching orders

Filter by Order Status

Click status links in the Status sidebar to view orders by their current state:

• Pending Approval: Orders awaiting approval before processing
• Warehouse: Orders ready for fulfillment
• On Hold: Orders or items paused from fulfillment
• Picked/Packed: Orders in fulfillment process
• Shipped: Completed orders with tracking
• Partially Shipped: Orders with some items shipped
• Cancelled: Voided orders

Filter by Date Range

1Use the date picker fields to set start and end dates

2Select common ranges: Today, Last 7 Days, Last 30 Days, Custom Range

Filter by Order Tags

1Navigate to Orders > Tags 

2Click a tag name to view all orders assigned that tag

3Use tags for workflow organization (VIP customers, rush orders, wholesale)

View Order Details

1Click the order number in search results

2The View Sales Order screen displays complete order information

Quick Actions Available

From the View Sales Order screen, you can:

• Edit Order: Modify products, quantities, addresses, or pricing
• Cancel Order: Change status to Cancelled (order will not be fulfilled)
• Manage Item on Hold: Pause specific items from fulfillment
• Fulfill Order: Create shipment and generate shipping label
• Print & Email Options: Generate picking lists, packing slips, invoices

Putting Items on Hold

To pause specific items without canceling the entire order:

1Open the order and click Manage Item on Hold

2Select the items you want to hold

3Click Save Changes

Item status changes from Warehouse to On Hold. The order remains active but selected items won't be fulfilled until released from hold.

Generate Order Export

1Navigate to Import and Export > Export > Sales Order Export

2Apply filters to select the orders you want to export

3Click the Generate Export File button

4You will receive a message when the data file is ready. Click the [Download it now] link

5The export file downloads to your computer

What Data is Included

The exported CSV will contain 78 fields of order data, which include:

• Order number and date
• Customer name and contact information
• Order status and payment status
• Product SKUs, quantities, and pricing
• Shipping method and address
• Order totals and tax amounts
• Order tags and custom fields

Using Exported Data

• Financial reporting: Import into accounting software
• Inventory analysis: Track product sales trends
• Customer insights: Analyze purchasing patterns
• Fulfillment planning: Bulk purchase ordering

Use Order Tags Effectively

• Create tags for workflow stages (On-Hold, Needs Review, Quality Check)
• Tag special order types (Wholesale, Dropship, Gift Orders, Rush Processing)
• Mark problematic orders (Fraud Risk, Address Issue, Payment Failed)
• Identify customer segments (VIP, First-Time Buyer, Repeat Customer)

Establish Daily Search Routines

• Morning: Review Pending Approval orders requiring attention
• Midday: Check Warehouse status orders ready for fulfillment
• Afternoon: Monitor On Hold items for resolution
• End of Day: Verify all Shipped orders have tracking

Regular Maintenance Tasks

• Review and finalize Incomplete orders weekly
• Archive or cancel old Pending Approval orders (30+ days)
• Release or cancel On Hold items that are no longer needed
• Update order tags as workflows progress

Cannot Find Order

Cause: Filters are too restrictive or order was cancelled/deleted

Solution:

• Clear all filters and search by order number only
• Check if customer provided correct order number
• Search by customer name or email instead
• Verify order wasn't created in test mode or different environment

Export File Empty or Incomplete

Cause: No orders match current filter criteria

Solution:

• Verify filters are set correctly before exporting
• Check that date range includes orders you expect
• Ensure you have permission to view the order data

Order Status Not Updating

Cause: Browser cache or system delay

Solution:

• Refresh the page to see latest status
• Clear browser cache and retry search
• Verify action completed successfully in order history