Search for orders and view order details

Use the All tab to find any order, and the order's own page to see everything about it and run actions such as packing, holding, refunding or cancelling.

Before you start

Open Orders in the Store Portal. The All tab is the best place to search because it covers every stage.
By default the All tab shows orders from the last 30 days. Change the date filter to look further back.

Find an order

In the search box on the All tab, type an order number (with or without #), a student's name, a parent's name, a student ID, or an email address.
Optionally choose All, Online or POS to show one channel, and use the date filter to change the period.
Use the page controls under the table to move between pages and change how many orders show per page (10, 25 or 50).

Searching by a parent's name finds the orders for that parent's children. Orders placed by a guest at a FlexiPOS terminal can be found by the guest's name or email.

Each row shows the Order number, Customer, when it was Placed, the Total, the Collection point and a Summary of where its items are, for example "2 to pack · 1 waiting". Under the customer's name it shows whether the order was placed Online or at the POS. If no name was captured, the row shows an email address, or "No customer details retrieved".

The other tabs also have a search box (Search by name or order) for their own lists. Closed also has a date filter.

Tip: Export on the All tab downloads every order that matches your search and filters, as Excel or CSV, with an Items column listing each order's items.

Open an order

Select the order number, or anywhere on the row. Use ← Orders at the top of the page to go back to the list.

What you'll see on the order page

Header: the customer's name and year or class, the order number, Online store or POS, and the fulfilment method. A cancelled order shows a Cancelled badge.
Action buttons: Refund items (or Refund & exchange items once an item has been handed over), Put items on hold and Cancel order. Each only appears when it applies. See Cancel an order and Refund or exchange items.
Item sections: one card per stage, such as To pack, Packed, Waiting, Refunded and Collected, Posted or Cancelled. Each lists the items with their variant, quantity, add-ons and price. Bundles show a Bundle badge with their parts. Each card has the actions that stage allows.
Payment: items, order fee and delivery (online orders), the Total, the payment method and when it was paid. Any refunds show below, with the Net paid. Select Print invoice to print the order receipt, or Send receipt to parent (Send receipt once the order has refunds) to email the receipt to the contact's email address.
Fulfilment: the pickup location and hours, or the home delivery address, and the current stage date.
Contact: the parent's name, phone and email, or a dash where none was captured.
Note: see below.
History: every change to the order with its date, time and who made it. The most recent four show; select Show all to see the rest.

Add a note to an order

Use notes to pass on anything the next person working the order should know.

In the Note card, select Add (or Edit if a note exists).
Type up to 150 characters. A counter shows how many are left.
Select Save. Select Delete to remove an existing note, or Cancel to leave without saving.

Anyone who opens the order sees the note.

Good to know

An order that doesn't exist, or belongs to another shop, shows Order not found.
To see which emails the parent received for an order, read Emails sent to parents.