How to view and process customer orders
Managing your orders is the heart of your daily shop operations. The Orders screen allows you to see who bought what, update shipping details, and keep your customers informed about their purchase status.
How to access and manage your orders
- Open the Orders list: Log in to your WooShop dashboard. In the left-hand sidebar, go to WooCommerce and select Orders.
- Find a specific order: You will see a list of all recent purchases. You can use the search bar at the top right to find an order by customer name or order number. You can also filter by date or order status (like "Processing" or "Completed").
- View order details: Click on the order number or the customer name. This opens the full order page, showing the items purchased, the shipping address, and the payment method used.
- Update the status: Once you have packed the items or provided the service, find the Status dropdown menu in the "General" box. Change it from Processing to Completed.
- Save your changes: Click the Update button on the right side of the page. This automatically sends an email to the customer letting them know their order is on its way.
Common order scenarios
Shipping a physical product
When a customer places an order, it usually starts as Processing. This means the payment is successful and you need to ship the goods. After you hand the package to the courier, mark the order as Completed.
Local pickup or digital services
If you run a restaurant or a service-based business, you might mark an order as Completed as soon as the food is picked up or the service is rendered. This keeps your "Processing" list clean so you only see active tasks.
Adding a note for the customer
If you want to send a tracking number or a specific update, use the Order Notes box on the right. Select "Note to customer" in the dropdown, type your message, and click Add. The customer will receive this note via email.
Troubleshooting common issues
- Order status is "Pending payment": This usually means the customer started the checkout process but didn’t finish the payment, or their card was declined. Do not ship these orders until the status changes to Processing.
- Cannot find a recent order: Ensure you haven’t accidentally applied a filter at the top of the list. Click "All" to see every order in the system.
- Customer didn’t get the email: First, check the "Order Notes" on the right side of the order page. If it says "Email sent," the system did its job. Ask the customer to check their spam folder.
- Accidentally deleted an order: Orders moved to the "Trash" stay there for 30 days. You can click the Trash link at the top of the Orders page to restore it.
Recap
To keep your shop organized, check your Orders page daily. Move orders to Completed as soon as they are fulfilled to trigger customer notifications and keep your dashboard accurate.
Related topics:
- How to issue a refund
- Printing packing slips and invoices
- Managing your inventory levels
