Order List
Table of Contents
1. Use Cases
Quick links: Unified all-channel order dashboard ｜ Prioritize restocking for out-of-stock orders ｜ Hold abnormal orders before shipping
Scenario 1: Unified all-channel order dashboard
Situation: You sell the same products on your own website, Shopee, and momo at the same time. Each platform has its own backend, so it's hard to tell which orders have shipped and which are still stuck. Reconciling shipping performance at month-end means switching back and forth between platforms.
Use this feature: Orders imported from every channel are gathered on this single page. Filter by "Sales Channel" and "Status" to review cross-channel progress at a glance (see Search & Filter); when building reports, simply export the filtered orders to a file.
Result: Without logging into each platform's backend, you grasp the full shipping picture across all channels on one page, and obtain order data ready for analysis.
Scenario 2: Prioritize restocking for out-of-stock orders
Situation: After a wave of promotional orders, some best-sellers run out of stock, leaving certain orders stuck in the warehouse unable to ship. You need to know which products are short and how many customers are affected, so you can decide what to restock first.
Use this feature: Filter by "Status" for "Out of Stock" and "Partial Allocated" orders (see Search & Filter). After restocking, select these orders and run "Check Stock" in batch to recheck inventory (see Batch Actions); to assess shortages from a product angle, go to "Out-of-stock Products".
Result: You clearly see which orders are blocked by shortages, and after restocking let the system reallocate and release them, minimizing shipping delays.
Scenario 3: Hold abnormal orders before shipping
Situation: A customer suddenly says the address is wrong, or a platform shopper changes their mind after ordering, but the order has already entered the system ready to ship. You need to hold it first to avoid shipping with incorrect information.
Use this feature: Select the orders to handle, and run "Hold Orders" from "More actions" to pause the shipping flow first (see Batch Actions). Once cleared, run "Resume Orders" to release, or "Cancel" to cancel outright. Held orders show a red "HELD" badge in the list.
Result: Problematic orders are held before shipping, preventing wrong parcels from going out and causing returns and complaints.
2. Features
The order list is your control center for managing shipments. Whether orders come from your website, Shopee, or are created manually, they all gather here for unified tracking of processing progress and shipping status. You can filter out orders that need attention (out of stock, urgent, held), handle many at once with batch actions, and export order data for analysis — grasping the full shipping picture across all channels on one page.
Quick jump: Search & Filter ｜ List Columns ｜ Batch Actions ｜ Import & Export
2.1 Search & Filter
Type the leading text in the top search box to quickly match "Order Number", "Other Number", and "Receiver Name". For more precise conditions, use advanced filters. The table below lists only filters whose purpose isn't obvious from their name; for the rest (receiver, phone, email, tracking number, etc.), just enter or select by name.
| Filter | How to use |
|---|---|
| Status | Multi-select; most often used to filter out orders needing attention such as "Out of Stock" or "Canceled" |
| Product SKU | Enter a product SKU to find all orders containing a product, often used when that product is out of stock or needs recall |
| Hold Status | Switch between "All", "Held", and "Not Held" to list orders currently held with shipping paused, or orders with no hold in effect (including those whose hold was released) |
| Urgent | Switch between "All", "Urgent", and "Not Urgent" to list orders marked as urgent or non-urgent orders |
| COD | Switch between "All", "COD", and "Non-COD" to list cash-on-delivery orders, or orders whose COD amount is not above 0 |
| Note Status | Switch between "All", "Has Note", and "No Note". Looks only at whether the order's own "Note" field is filled in, not at notes on the item lines |
| Duplicate Check | Find orders with duplicate receiver, phone, or address to help spot duplicate orders |
| Created At / Order Placed At | "Created At" is when the order entered the system; "Order Placed At" is when the customer placed it on the channel — each can be set to a date range |
2.2 List Columns
The table below lists columns that need explanation; the rest (receiver, shipping type, time columns) are self-explanatory by name. Click the column settings button at the top-right of the list to customize which columns show.
| Column | Description |
|---|---|
| Order Number | Click to enter order details; urgent orders show a red marker, held orders show a "HELD" badge |
| Other Number | A secondary reference number (e.g. platform order number) for internal reconciliation |
| Expected Quantity | Total quantity of products the order should ship |
| Shipped Quantity | Quantity actually shipped; compare with expected quantity to see shipping progress |
| Status | Shown as a colored label indicating current progress; see the status reference below |
| Expected Ship Date | The system-estimated expected ship-completion date; overdue is flagged in red. Hidden by default — tick it in the column settings to show it |
Order status overview: An order's status reflects the aggregate progress of its fulfillments — if an order is split into two fulfillments, one shipped and one not, the order shows "Partial Shipped".
| Status | Meaning |
|---|---|
| Draft | Draft order, processed later; inventory is not checked automatically |
| Awaiting Payment | Inventory is checked and reserved only after payment is confirmed |
| Pending Allocation | Just created; awaiting the system to check and allocate inventory |
| Allocated | Inventory reserved and ready to ship, awaiting the warehouse to start |
| Partial Allocated | Some products reserved, some still short |
| Out of Stock | Insufficient inventory; not yet shippable |
| Processing | The warehouse is picking and packing |
| Partial Shipped | Some products shipped, some not yet |
| Shipped | The order is fully shipped and completed |
| Canceled | Order canceled; reserved inventory has been released |
2.3 Batch Actions
After selecting one or more orders, batch action buttons appear in the toolbar. Batch actions are applied per order; only orders meeting the conditions are processed.
| Action | Prerequisites & effects |
|---|---|
| Batch Edit | Batch-edit "Shipping Type" or "Sales Channel" |
| Check Stock | Rechecks inventory for orders in "Pending Allocation", "Allocated", "Partial Allocated", "Out of Stock", "Partial Shipped"; commonly used after restocking |
| Export | Choose "Export Order Details" or "Export Allocated Items" from the dropdown |
The "More actions" menu is grouped by purpose:
| Group | Action | Prerequisites & effects |
|---|---|---|
| Flow | Hold Orders | Pauses the shipping flow for orders in "Pending Allocation", "Allocated", "Processing", "Partial Shipped", to be released after review; an order can have only one hold at a time |
| Flow | Resume Orders | Resumes a "Canceled" order; the system rechecks inventory and returns it to the matching status |
| Flow | Cancel | Changes the order to "Canceled" and releases reserved inventory; "Partial Shipped" and shipped orders cannot be canceled |
| Flow | Create Return | Creates a return order for the selected orders |
| Status | Set as Urgent | Marks as urgent to prompt the warehouse to prioritize |
| Status | Unset Urgent | Removes the urgent mark |
| Export / Documents | Download Shipping Details | Downloads the shipping detail PDF document |
| Modify | Remove Products | Deletes the chosen products from the orders, either "All out of stock products" or the SKUs you paste in one per line. Only editable orders are affected, up to 500 per batch; shipped orders, orders being picked (Processing) and orders that already have a shipment are skipped. Partially shipped orders can only have their not-yet-shipped items removed. Cash-on-delivery orders are not supported (removal does not adjust the collected amount, which is the cash the carrier actually collects) — use split or edit them individually. The system rebuilds the fulfillments and releases the stock the item was holding, but the order amount is not adjusted automatically. If the matched items cover every item of the order, or belong to a bundle, the whole order is skipped. Orders without the specified SKU are simply skipped and do not count as failures (if none contain it, the whole batch is reported as failed). The job notification shows whether the batch completed, partially completed, or failed; per-order failure reasons are not listed there yet |
▪ Canceling orders in a merged fulfillment
When you cancel one or more orders, only those orders' items are removed from the merged fulfillment and their reserved stock is released. Their canceled fulfillments remain as records. Other orders keep their items, stock reservations, and original fulfillment numbers without being split again. Batch cancellation handles each order separately.
If a shared fulfillment already has a shipment, the warehouse has assigned picking work, or its amount cannot be safely divided, cancellation of that order fails and leaves it unchanged. Contact the warehouse to resolve the related work, or ask an administrator to check the amount. See FAQ for cancelable order statuses. You can still use "Resume Orders" afterward, but the resumed order is not automatically merged back into the original fulfillment.
2.4 Import & Export
▸ Import orders
- Click the "Import" button
- Download the template file
- Fill in order data following the template format
- Select the completed file to upload
- Click "Upload"
Result: Go to "Data Management" → "Import History" to view the import results and any failure reasons.
▸ Export orders
- Set filter conditions (optional) and select the orders to export
- Click "Export" and choose "Export Order Details" (basic order data) or "Export Allocated Items" (with allocation detail: the warehouse, batch, expiration date, manufacturing date, and quantity of each allocation)
Result: After the export completes, the file will start downloading.
▸ Total volume column
When exporting without a template, the last column of both export files is "Total Volume" = quantity × the product's unit volume, useful for estimating how much space these orders take up when shipped. The unit follows the warehouse's volume unit setting and only one such column appears; the header states whether it is "CBM", "Sai", or "ft³". All other columns stay in the same position.
- Which quantity is used: "Export Order Details" has one row per item and uses the item's ordered quantity; "Export Allocated Items" has one row per allocation and uses that allocation's quantity (including the historical allocations of shipped orders); items not yet allocated use the ordered quantity. A partially allocated item only lists the allocated quantity — the shortfall has no row, so its rows add up to less than the ordered quantity's volume
- Blank: orders without items, unregistered products, or products with neither length/width/height nor carton dimensions to derive from — the volume cannot be measured, so it is blank rather than 0. Fill in the product dimensions and export again
- When only carton dimensions are filled in: if a product has no unit dimensions but does have carton dimensions and "Items Per Large Unit (Box Quantity)", the unit volume is derived as carton volume ÷ units per carton, for CBM, Sai, and ft³ alike
- When exporting with Export Templates: both order detail and allocation detail templates can pick "Total Volume (CBM)", "Total Volume (Sai)", or "Total Volume (ft³)", and always output the unit you picked — changing the warehouse's volume unit later does not affect existing templates. Existing templates do not gain this column automatically; add it to the template for it to appear
- When importing an exported file back: the total volume column is ignored and does not affect order creation
Bulk app actions
When the selected merchant has an order tool and you have order viewing and editing permissions, select orders and choose “App actions”. The tool receives the orders selected when it opens. Close the window and select again to pass a different selection. Selecting orders does not narrow the app’s granted access; its features may also use other data within its permissions. Warehouse staff can only process orders in their own warehouse.
Results are shown per order; partial success does not mean every order completed. For a conflict, read the latest result before retrying. Check saved data when a result is unconfirmed; unsent items have not run. Closing the window does not undo successful changes. When the app refreshes its results, the order list reloads.
See Apps for available tools and uninstalling.
3. FAQ
3.1 FAQ
▪ What does each order status mean?
See the "Order status overview" under List Columns. Note in particular: "Shipped" means the order is fully shipped and completed (shown as "Completed"), not merely delivered to the warehouse.
▪ How do I handle "Out of Stock" orders?
Options:
- Arrange restocking. After the product is received, if the sales channel has auto inventory recheck enabled, the system will attempt to allocate automatically
- After restocking, manually select the orders and run "Check Stock" to recheck
- Edit the order to remove out-of-stock items (see Edit Order)
- Cancel the whole order
▪ Why can't some orders be canceled?
"Partial Shipped" (some items shipped) and fully shipped orders cannot be canceled, because the shipped portion can't be recalled. For these, use the return flow instead. Cancelable statuses include "Pending Allocation", "Allocated", "Out of Stock", "Partial Allocated", "Draft", and "Awaiting Payment".
▪ I canceled an order but now want to ship it — can I recover it?
Yes. Run "Resume Orders" on a "Canceled" order; the system rechecks inventory: if in stock it returns to "Allocated", if short it returns to "Out of Stock".
▪ An order is held — how do I release it?
A held order has its shipping paused. After confirming the issue is resolved, select the order and run "Resume Orders" to release the hold and resume the flow. If the address, phone, or store code is wrong, enter order details and use "Correct Information" to edit, then release the hold (see Order Details).
▪ What if an order import fails?
Check in order: whether the file uses the downloaded template format, whether all required fields are filled, and whether the product SKU exists in the system. For per-row error reasons, go to "Import History".
▪ Can I modify a shipped order?
A fully shipped order cannot be modified directly. A "Partial Shipped" order can only adjust the not-yet-shipped portion; shipped items cannot be deleted or reduced. To change what's already shipped, use the return flow.
▪ Where is the order merge feature?
Under "Orders" → "Merge Fulfillments". The system detects mergeable orders and combines multiple orders for the same receiver into a single shipment, saving on shipping costs.
▪ Batch "Download Shipping Details" shows "The selected order has no fulfillments, so this operation cannot be completed." — what should I do?
PDFs are generated from fulfillments. If a selected order still contains items that are not mapped to real products, no fulfillment is created for it, so no PDF can be produced. Open the order, map those items to real products in the item list, then try again.
3.2 Notices
⚠️ Important reminders
- After canceling an order, the reserved inventory is automatically released back to sellable stock
- "Partial Shipped" and fully shipped orders cannot be canceled; use the return flow instead
- "Draft" orders are not checked for inventory automatically; they must be converted to formal orders before processing begins
- An order can have only one hold at a time; to hold it again you must first release the existing hold
💡 Tip: During high-volume promotions, use the "Status" filter to prioritize "Out of Stock" orders; before batch actions, confirm the selection with filters to avoid mistakes.
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Order Details | View the full content and shipping progress of a single order | Go |
| Add Order | Create an order manually | Go |
| Edit Order | Modify the content of an unshipped order | Go |
| Out-of-stock Products | Assess shortages and affected orders by product | Go |