Managing Orders
Viewing and Managing Orders
To view orders go to WooCommerce > Orders.
Filter and Arrange Orders
You can filter orders by Date (month/year) or by registered customer.
Orders can also be found using the search box at the top right of the order list. Enter an order number, customer name, or other information shown in the order list such as address. Click Search orders or tap return on your keyboard and search results will show a list of matching orders.
Previewing Orders
Order rows have a Preview “eye.” Clicking Preview opens a Modal, containing the order number, order status, billing details, payment method, shipping details, shipping method, items ordered, and the option to change the order status.
Order Statuses
Order statuses let you know how far along the order is, starting with “Pending payment” and ending with “Completed”. The following order statuses are used:
- Pending payment — Order received, no payment initiated. Awaiting payment (unpaid).
- Failed — Payment failed or was declined (unpaid) or requires authentication (SCA). Note that this status may not show immediately and instead show as Pending until verified (e.g., PayPal).
- Processing — Payment received (paid) and stock has been reduced; order is awaiting fulfillment. All product orders require processing, except those that only contain products which are both Virtual and Downloadable.
- Completed — Order fulfilled and complete – requires no further action.
- On hold — Awaiting payment – stock is reduced, but you need to confirm payment.
- Canceled — Canceled by an admin or the customer – stock is increased, no further action required.
- Refunded — Refunded by an admin – no further action required.
- Authentication required — Awaiting action by the customer to authenticate the transaction and/or complete SCA requirements.
Order Statuses in the Overview
Order Statuses are color-coded and descriptive.
- Canceled – Grey
- Completed – Blue
- Failed – Red
- On Hold – Orange
- Pending Payment – Grey
- Processing – Green
- Refunded – Grey
Simple Instructions for Clients
How to Update Order Status in WooCommerce
- Log in to WordPress
- Go to your website’s admin login page https://yourwebsite.com/wp-admin
- Enter your username and password, then click Log In.
- Go to WooCommerce Orders
- In the left-hand menu, hover over WooCommerce.
- Click on Orders.
- Find the Order
- You’ll see a list of recent orders.
- Look for the one with the status “Processing”.
- Click on the Order Number or the Customer’s name to open it.
- Change the Order Status
- In the Order Details section at the top of the order, there will be a dropdown called Status.
- Click the drop-down menu and change it from Processing to Completed.
- Update the Order
- After selecting “Completed”, click the blue Update button (usually on the top right).
✅ Done!
- The order is now marked as Completed.
- This will also notify the customer via email with a confirmation of the order and shipping details.
Editing Order Details
- To change the date and time, use the dropdown date selector and the quantity selectors for the time.
- To change the status, choose the right status in the dropdown.
- To change the customer, select the current customer and search for the new customer.
Under “Billing” and “Shipping”, several other details can be changed. In order to do so, select the pencil icon next to each of them.
- Under “Billing”, the following things can be changed:
- Billing address — this can also be loaded from the customer’s profile by selecting “Load billing address”
- Phone number
- Payment method and details
- Under “Shipping”, the following things can be changed:
- Shipping address — this can also be loaded from the customer’s profile or copied from the billing address
- Customer provided note
Viewing Order Items
The next panel on the order page is the Order Items panel. This contains the product items, the shipping details, and the order summary.
- Each product item row lists:
- Product image
- Product name
- Single product Cost
- Quantity
- Total (Cost x Quantity, with discounts taken into consideration)
- Taxes
- Below that, the shipping details are displayed. This will include:
- Shipping method
- Boxed items
- Total cost
- Taxes
- The last section contains an overview of the order costs. This section will change if an order is refunded. By default, it will include:
- Items subtotal — cost excluding tax
- Coupon(s) — amount deducted based on the use of coupons; the coupons used are displayed left in this section
- Shipping — the shipping cost for the order
- Taxes — the amount of taxes for the whole order; this will be replaced by the tax code applied to the order
- Order total — the total of the above costs
- Finally, below the line, an overview of what is paid and the fees taken by payment gateways
