Skip to main content
Must know
  • Item by item. Each item on an order is Pending, Fulfilled, Cancelled or Returned. The order shows Pending, Partially Fulfilled, Fulfilled or Cancelled based on its items.
  • Where items start. Online items start Pending. Point of sale pickup items are Fulfilled at the register, and card-reader sales once the reader approves.
  • Cancel and return here. Cancelling a pending item restocks it automatically, and a return can restock and refund, all from Store > Orders.
  • Who can do what. Orders appears under Store once Store is on for your club. All staff can view it. Fulfilling, reopening, cancelling and returning need the Edit Financials permission.
Where to find it. Open Store > Orders in the admin dashboard. Only paid orders appear.
1

Find what needs handing over

The [N] items awaiting fulfillment banner counts every pending item in your club, whatever the filters. View pending filters the list to Pending.
2

Open the order

Click its row, or choose View from the row menu. The order opens in a side panel.
3

Fulfill the items

When you hand an item over, choose Fulfill from its menu (“Item fulfilled”), or click Fulfill all pending items (“Pending items fulfilled”). Fulfill all ([N] pending) in the row menu does this without opening the panel.
4

Undo a mis-click

On a Fulfilled item, choose Reopen (mark pending) (“Item reopened”). It goes back to Pending with no refund and no restock.
Finding orders. The table shows Reference (links to the invoice), Date, Customer (links to the guardian; Walk-in if none), Source, Payment, Items, Order Total and Status. The Search by customer or reference… box also matches product names and variant labels. Filters opens Filter orders, with Status (All Statuses, Pending, Fulfilled, Cancelled, Returned) and Source (All Sources, POS, Online). An order matches a status when any of its items has it. Card view. Cards shows one card per order, with each item’s status and menu and badges for source, pickup and payment. Smaller screens open in Cards. Search, filters and view are kept when you come back from an order. Inside an order. The panel’s Items table shows Item, Qty, Pickup (the facility name and city), Amount and Status. Below it are Subtotal, then Tax, Service fee and Surcharge when they apply, then Total and, once the whole order is fulfilled, the Fulfilled date and time. It shows when, not who. What the statuses mean. An item cancelled before handover is Cancelled. One taken back after handover is Returned. Both are struck through, have no menu and can’t be reopened. The order status counts only the items that are neither. Where orders come from. Online store purchases start Pending. At the point of sale, pickup items paid in cash or by QR code are Fulfilled on the spot. A card-reader sale starts Pending, and every pending item becomes Fulfilled when the reader approves. A sale with only gift cards or tickets creates no order. Cancelling and returning. Choose Cancel… on a pending item, Return… on a fulfilled one, or Cancel items… in the row menu for several at once. Cancelling restocks automatically, a return can restock, and both can refund the customer in the same step. See How do I cancel or return a store item and refund the customer? Ask Hero. With Edit Financials, Ask Hero can prepare fulfilling an order or setting it back to pending, for you to confirm. It can’t cancel. Related: What are the store and the point of sale? · How do I offer product pickup at a facility? · How do I refund a customer on a paid invoice? · How do I track and restock inventory?