Click on Orders
in the Management menu. The search form will appear:
Picture 1: Basic search.
In the provided search form specify the period when the order being searched for was placed. Select one of the following:
You can search for your customers' orders using the built-in search engine. You can list all your orders or filter orders by certain criteria. X-Cart provides two types of search: basic and advanced. Basic search allows you to search for orders by the date/period when they were placed. Advanced search allows you to specify additional search parameters so the search results will be more accurate. Once you have found an order, you can view or modify its details, add notes, update order status, print invoice and label, delete the order or export it in the selected format (CSV or QuickBooks).
Note. If you are using X-Cart PRO edition, each of the providers can search and list only the orders with his own products. The administrator can view payment details and orders of all the providers.
Click on Orders
in the Management menu. The search form will appear:
Picture 1: Basic search.
In the provided search form specify the period when the order being searched for was placed. Select one of the following:
• 'All dates'
• 'This month'
• 'This week'
• 'Today'
• 'Specify period below' (if this item is selected, you will have to specify the first and last days of the period in the fields below)
Click on Search. Search results will be displayed in the 'Search results' form.
'Advanced search options' section enables you to be more specific in setting the parameters for your search. To expand the 'Advanced search options' section, click on the "+" box or on the Advanced search options link.
Picture 2:
Advanced search.
It is not necessary to fill out all the fields in the 'Advanced search options' section. Specify only the parameters relevant to your search. The more information you will provide about the order, the more accurate the search results will be. You can:
Specify the necessary Order id range by entering the initial and the final order id's. If you enter just one of the id's, the search results will include all your orders with id's beginning with the initial one or with id's up to the final one.
Search for orders by Order total (enter the desired range into the fields provided)
If needed, choose the used Payment method and method of Delivery.
Specify the status of your order (Order status): select Not finished, Queued, Processed, Backordered, Declined, Failed or Complete.
Note. Not finished (I), Failed
(F) and Queued
(Q) are the statuses that can be automatically assigned to orders
by X-Cart.
The status Not finished signifies
that X-Cart is unable to define the status otherwise because the customer
went to conduct the transaction using an online payment processor but
for some reason did not return (the transaction is neither successful
nor failed yet).
Failed is assigned to an order if the transaction cannot be processed.
The status Queued is assigned
to an order waiting to be processed by the admin (when a customer pays
by an offline payment method - like credit card, check or phone ordering
- the admin needs to provide assistance for the order to be processed
and then change the order status to Processed
(P) after the payment is received).
Processed can be assigned either manually or automatically, it means
that the payment was received by the shop.
Complete (C) is the status that can be assigned to an order by the
provider when all the work concerning the order is done: the money is
received and the products are sent to the customer.
Backordered (B) status is assigned by the shop admin if an order
is returned and the customer gets his money back.
Declined (D) is another status that can be assigned by admin - it
is usually used when an order was processed but then it turned out that,
for example, the credit card information provided by the customer was
incorrect. Declined is a manually
assigned equivalent of Failed.
From the list of Order features select the features pertaining to your order. Press and hold 'Ctrl' key while clicking with your mouse to select multiple features.
Include information about the ordered products:
• Enter the pattern by which the order can be identified.
• Specify where this pattern should be searched for (Search in: Title or Options).
• Enter the product SKU or Product id #.
• Enter the Price range.
Include information about the customer:
• In the field Customer enter the customer's username.
• In the Search by address line select Billing, Shipping or Both if you want the customer's address to be taken into consideration. Select Ignore address if the address must be ignored.
Note. Address fields are inactive if Ignore address radio button is selected.
• If you have chosen to search by address, enter the customer's address into the appropriate fields: type in the name of the City, select the State and the Country from the drop-down lists, enter the Postal/Zip code.
• If known, enter the customer's Phone/Fax number.
• Enter the customer's E-mail address.
Click on Search.
The search results are displayed in the 'Search results' form. For each of the found orders you can see its order id #, status, customer's name and username, date and total.
Picture
3: Search results.
The search results may be sorted by clicking on the column headers (for example, if you want the results list to be sorted by the date, click on the DATE column header).
Clicking on the order id number link allows you to view and modify the order details.
You can quickly update the status of the orders in the 'Search results' form by selecting the necessary status from the drop-down list and clicking on the Update status button.
You can print invoices and labels for selected orders: select the necessary check boxes and click on Invoices for selected or on Labels for selected.
You can delete selected orders: select the necessary check boxes and click on Delete selected. You will be asked to confirm the deletion.
Picture 4:
Order deletion
confirmation.
Review the order information carefully and make sure it is really the order you would like to delete. The deletion cannot be reverted! Answer if you want to proceed:
• Click on Yes to delete the order.
• Click on No to go back to the 'Search results'.
You can export selected orders: select the necessary check boxes, select the file format from the drop-down box and click on Export selected. If you want to export all the orders found by this query, click on Export all found.
Use the Check all / Uncheck all links to select or unselect all the boxes.
Clicking the Search again link takes you back to the 'Search for orders' form and enables you to start a new search.
Paging is provided for more convenient navigation in cases when the list of results delivered by the search engine is too long. The number of orders per page and the maximum number of navigation pages can be defined through the Administration menu of the admin zone (General Settings>Appearance Options>Orders per page (admin) and General Settings>Appearance Options>Maximum navigation pages).
Related topics:
Viewing and Modifying Order Details