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This section is used to display "new" or "processed" orders for your store. Orders are shown from newest to oldest, and each order has its own line in the table. To view an order, click on its order number, its red arrow, or its VIEW button.

ORDER NUMBERS and REFERENCE NUMBERS
Each order that is taken by your store is assigned an order number and a reference number. The combination of these two numbers makes each order unique and is required for the store to operate properly. Example: 982953856-20925.

An order number is the web server's time when the order was started. This is the number of seconds that have elapsed (in Greenwich Mean Time) since January 1, 1970. Since the space is limited when viewing orders on the selection page, the store only shows the order number.

Example:
Order Number: 982953856 means the order was taken Fri, 23-Feb-2001 18:44:16 GMT.

The reference number portion (e.g. 20925) is a random number assigned by the store to track the customer's order. NOTE: The reference number is only shown when viewing the order detail information and not on the selection page. By adding this reference number to the order number, the store is able to track the customer's order by a unique number.

WHEN VIEWING *NEW* ORDERS
When viewing new orders, the store will show the first 250 new orders that contain the status of "PENDING", REFUND", or "NEW". If the store reaches the limit, it will display the message:

NOTE: Additional Orders Found But Not Shown. Too Many to List Here.

When the 250 new order limit is reached, orders will be shown in order from oldest to newest. Therefore, if you have too many orders to show at one time, you will need to mark some of the new orders as processed in order to see more of the list.

When less than 250 new orders are being shown, the orders will be shown in order from newest to oldest.

In addition, a special "MARK ALL NEW ORDERS AS PROCESSED" button will be displayed when viewing NEW ORDERS. This button allows you to quickly mark all the NEW orders displayed (excluding any PENDING or REFUND orders) as "processed". This action will move the NEW orders into the PROCESSED ORDERS section of the store.

IMPORTANT NOTE: It's important that you mark completed orders as "PROCESSED" or "CANCELLED". This moves them out of the NEW ORDERS section of the store and into the PROCESSED ORDERS section of the store. Since the store only shows the first 250 new orders that it finds in the database, leaving old completed orders in the NEW ORDERS section will mean you will not be able to display the NEWEST orders that just came in. Old orders will need to be marked as "processed" or "cancelled" in order to see the newest orders when the 250 order limit is reached.

For more information about the various status codes, please see the discussion below.

DELETING NEW OR PENDING ORDERS
The store does NOT allow you to delete a "new", "pending", or "refund" order. This is done for your protection to prevent accidental removal before processing or completion of the order. You need to first mark it as "processed" or "cancelled" before the store will allow you to delete it.

WHY DO NEW CREDIT CARD ORDERS SHOW AS "PENDING"?

IMPORTANT: when using real-time credit card processing, it's possible for an order to remain in PENDING status even though the customer completed their credit card information. This will happen when the customer FAILS to click the final button/link on the real-time credit card processor's web site. At this point, the customer's credit card was charged but since they FAILED to click the final button/link, they were never returned back to your store. When this happens, the store does not receive final notice from the credit card processing company's web site that the order was completed OK. Therefore, the store still thinks the order is still PENDING.

If you are using Authorize.net for your real-time credit card processing, please activate and use the SLIENT POST feature to help eliminate this problem.

WHEN VIEWING PROCESSED ORDERS
When viewing processed orders, the store only shows you a "subset" of all the processed orders. This is done since there could be hundreds or thousands of processed orders, and it would take far too long to display all of them. Therefore, the store will only display the first 250 orders it finds that match the selection criteria. If the store reaches the limit, it will display the message:

NOTE: Additional Orders Found But Not Shown. Too Many to List Here.

When the 250 order limit is reached, orders will be shown in order from oldest to newest. Therefore, if you have too many orders to show at one time, you will need to change your selection list parameters such that a smaller list of orders is displayed.

When less than 250 orders are being shown, the orders will be shown in order from newest to oldest.

When the store is showing you a set of processed orders, it will indicate the order date range and type of orders being shown. This will appear near the top of the "Order Selection" list. Processed orders include the follow status codes: "processed", "refunded", "cancelled", and "shipped".

ORDER STATUS
Each order has a "status" associated with it. As an order moves through your store, its "status code" indicates what "state" the order is currently in. Orders start out as "pending", proceed to "new", then become "processed", and finally "shipped".

Below are the various status codes that may appear for a given order.

Pending - the customer is almost done with their checkout from your store. The store is currently waiting for the customer to enter their credit card data and finalize (submit) their order. When they do, the status will change from "Pending" to "New".

If a customer decides NOT to finish their order, the order status will remain as "pending" and you will need to ultimately cancel or delete the order. NOTE: it's recommended that you wait at least 24 hours before you cancel or delete a "pending" order. This will allow the customer sufficient time to complete their order.

New - the customer has completed their checkout from your store. All the required information to process the order has been collected from the customer. This order is ready for processing by the store manager.

Refund - Paypal has issued a REFUND transaction back to the store. This is a NEW refund that needs your attention. When you mark a new REFUND transaction as PROCESSED, it will move to the PROCESSED ORDERS section of the store, and its status will be changed to "REFUNDED".

Processed - this status indicates that the store manager has "processed" (completed) the "new" order. Normally, this status is assigned by the store manager after they have verified the order, and processed the credit card transaction or collected payment from the customer.

Refunded - This status designates that you have completed processing of a Paypal issued REFUND transaction.

Cancelled - when a "new" or "pending" order is invalid or incomplete, this status can be assigned to indicate this order was "cancelled" (never completed). This status is used to keep valid (complete) orders separate from the cancelled or bad orders.

Shipped - this optional status can be used to determine which "processed" orders have been delivered or shipped to the customer, and it's normally assigned after an order has been processed by the store manager.

CLICK HERE FOR IMPORTANT TIPS REGARDING THE STORE'S CHECKOUT PROCEDURE, ORDER STATUS, and CONFIRMATION EMAILS

REAL-TIME CREDIT CARD PROCESSING NOTES
If you have enabled real-time credit card processing for your store, there are two additional status codes that may appear:

CC DECLINED
This status means the customer's credit card was "declined" by the issuing bank. You will need to contact the customer and obtain a new credit card before processing the order and shipment/delivery of the merchandise.

CC ERROR
This status means the store was unable to contact the customer's credit card company (through the gateway) to process this transaction. The customer needs to retry their order, or you need to contact them to obtain a different credit card or alternate form of payment.

SUMMARY TOTALS FOR ORDERS LISTED
At the bottom of the page, you will see a table which displays a summary of totals for the order listed. This table can be used to gather financial information regarding the orders listed on the page.

Example:

Summary Totals for Orders Listed
	Gross Amount	Taxable Amount	Footnotes
Total Cart Amount Ordered:	2877.40	2859.45	(1)
Total Coupon Savings Amount:	-0.00	-0.00	(2)
Total Purchase Discount Amount:	-220.96	-220.96	(3)

Net Order Sub Total:	2656.44	2638.49	(4)

Total Shipping Costs:	14.00		(5)
Zip Code Sales Tax:	0.75	1674.08	(6)
State Sales Tax:	125.56	1674.08	(7)
Country Sales Tax:	10.00	1674.08	(8)

Net Sales Total:	2806.75		(9)

Footnotes Column:
This column only exists on this help page to assist with the explanation of the sample totals shown above.

Footnote 1:
Column 1: Total amount ordered by customers. The represents the total amount of products ordered ("cart total") before any coupons, discounts, sales tax, or shipping charges.

Column 2: Total taxable cart amount. This is the amount of Column 1 that is "eligible" for sales tax calculations. When you setup a product, you tell the store whether or not to calculate sales tax on it. This setting is used to determine how much of the customer's order is eligible for sales tax calculations

Footnote 2:
This row shows the total coupon savings (if any) given to customers. If a customer uses a coupon during checkout, a savings amount will be applied to their order. This figure shows the total amount of any coupons used for the orders listed on the page.

NOTE: coupon savings are applied (deducted) equally to both the gross order amount as well as the taxable order amount.

Footnote 3:
This row shows the total purchase discount savings (if any) given to customers. If a customer places a large enough of an order to qualify for one of the purchase discount levels, a savings amount will be applied to their order. This figure shows the total amount of any discounts applied to the orders listed on the page.

NOTE: purchase discount savings are applied (deducted) equally to both the gross order amount as well as the taxable order amount.

Footnote 4:
Column 1: Subtotal amount ordered by customers. The represents the total amount of products ordered ("cart total") after deducting coupons and/or purchase discounts applied to the orders.

Column 2: Subtotal taxable cart amount. This is the amount of Column 1 that is "eligible" for sales tax calculations. When you setup a product, you tell the store whether or not to calculate sales tax on it. This setting is used to determine how much of the customer's order is eligible for sales tax calculations

Footnote 5:
This is the total shipping charges that were calculated and added to the orders. Depending on how you have your store configured, shipping charges may or may not be included in sales tax calculations.

Footnote 6:
Column 1: this is the total "zip code" sales tax (if any). applied to the customer orders. If you have configured to collect sales tax by specific zip codes, the store will collect sales tax on orders shipped to those zip codes.

Column 2: this is the "taxable" order amount used by the store to calculate the zip code tax in Column 1.

Footnote 7:
Column 1: this is the total "state" sales tax (if any). applied to the customer orders. If you have configured to collect sales tax for specific states, the store will collect sales tax on orders shipped to those states.

Column 2: this is the "taxable" order amount used by the store to calculate the state sales tax in Column 1.

Footnote 8:
Column 1: this is the total "country" sales tax (if any). applied to the customer orders. If you have configured to collect sales tax for specific countries, the store will collect sales tax on orders shipped to those countries.

Column 2: this is the "taxable" order amount used by the store to calculate the country sales tax in Column 1.

Footnote 9:
This shows the total net sales amount for all orders shown on the page. This is after coupons, purchase discounts, shipping, and sales taxes have been accounted for.

CLICK HERE FOR TIPS REGARDING INVENTORY TRACKING