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Navigation Paths:
• Pending Orders: /admin/OrderPending
• Successful Orders: /admin/OrderSuccess
• Canceled Orders: /admin/OrderCanceled

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Overview

The Order Management system allows you to track and manage all customer orders throughout their lifecycle - from pending approval to successful completion or cancellation.

Pending Orders

Orders awaiting processing

Successful Orders

Completed and fulfilled orders

Canceled Orders

Rejected or canceled orders

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Order Status Overview

  • Pending Orders
  • Successful Orders
  • Canceled Orders
Orders Awaiting ActionPending orders require admin review, payment verification, or approval before fulfillment.Common Pending Reasons:
  • Awaiting manual payment confirmation
  • Requires admin approval
  • Payment processing in progress
  • Fraud review needed
  • Stock/resource verification
Actions Available:
  • Approve order
  • Reject order
  • Mark as paid
  • Put on hold
  • Request more information

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Order List Management

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Viewing Orders by Status

Access different order views:
  • Pending Orders: /admin/OrderPending - Orders awaiting action
  • Successful Orders: /admin/OrderSuccess - Completed orders
  • Canceled Orders: /admin/OrderCanceled - Rejected/canceled orders

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Order List Columns

ColumnDescription
Order IDUnique order identifier
CustomerCustomer name and email
ItemsProducts/services ordered
AmountTotal order amount
Payment MethodHow customer paid/will pay
StatusCurrent order status
DateOrder creation date
ActionsAvailable operations

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Order Statuses

  • Pending Statuses
  • Success Statuses
  • Canceled Statuses
StatusDescriptionAction Required
PendingOrder created, awaiting reviewReview and approve
Awaiting PaymentWaiting for payment confirmationVerify payment
ProcessingPayment received, being fulfilledComplete fulfillment
On HoldTemporarily pausedResolve issue
Requires ApprovalManual approval neededApprove or reject
Available Filters:
  • Search by order ID, customer name, or email
  • Filter by status
  • Filter by payment method
  • Filter by date range
  • Filter by order amount
  • Sort by any column
  • Export to CSV
Quick Filters:
  • Today’s orders
  • This week’s orders
  • This month’s orders
  • High-value orders (>$100)
  • Manual payment orders

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Managing Pending Orders

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Viewing Pending Orders

The pending orders list displays all orders awaiting action:
ColumnDescription
Order IDUnique order identifier
CustomerCustomer name and email
ItemsProducts/services ordered
AmountTotal order amount
Payment MethodHow customer will pay
StatusPending, Awaiting Payment, Processing
DateOrder creation date
ActionsApprove, Reject, View Details

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Order Statuses

StatusDescriptionAction Required
PendingOrder created, awaiting reviewReview and approve
Awaiting PaymentWaiting for payment confirmationVerify payment
ProcessingPayment received, being fulfilledComplete fulfillment
On HoldTemporarily pausedResolve issue
Requires ApprovalManual approval neededApprove or reject

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Filtering & Search

  • Search by order ID, customer name, or email
  • Filter by status
  • Filter by payment method
  • Filter by date range
  • Filter by order amount
  • Sort by any column
  • Export to CSV

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Order Types

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Automatic Orders

Orders that process automatically:
  • Credit Card (Stripe): Instant payment, auto-fulfillment
  • PayPal: Instant payment, auto-fulfillment
  • Account Credit: Uses existing balance, auto-fulfillment

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Manual Orders

Orders requiring manual processing:
  • Bank Transfer: Awaits payment confirmation
  • Cash Payment: Awaits payment confirmation
  • Check/Money Order: Awaits payment confirmation
  • Custom Payment: Requires manual approval

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Processing Orders

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Reviewing Order Details

  1. Click order ID or View Details button
  2. Review order information:
    • Customer details
    • Items ordered (hosting, domains, addons)
    • Pricing breakdown
    • Payment method
    • Special instructions or notes
  3. Verify customer information is correct
  4. Check for any issues or concerns

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Approving Orders

For Manual Payment Orders:
  1. Verify payment has been received
  2. Check payment amount matches order total
  3. Click Approve Order button
  4. Confirm approval
  5. Order is processed and fulfilled automatically
  6. Customer receives confirmation email
  7. Services are activated
For Orders Requiring Approval:
  1. Review order details thoroughly
  2. Verify customer eligibility
  3. Check for fraud indicators
  4. Click Approve or Reject
  5. Add approval notes if needed
  6. Confirm action
Payment Verification: For bank transfers, verify the transaction reference number matches the order ID. Check your bank account or payment gateway for confirmation before approving.

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Rejecting Orders

  1. Find order to reject
  2. Click Reject button
  3. Select rejection reason:
    • Payment not received
    • Fraudulent order
    • Customer request
    • Out of stock
    • Other (specify)
  4. Add notes for customer
  5. Confirm rejection
  6. Customer receives rejection notification
  7. Refund processed if payment was made
Rejection Impact: Rejecting an order cancels it permanently. If payment was received, ensure refund is processed. Consider putting orders “On Hold” instead if the issue might be resolved.

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Payment Verification

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Bank Transfer Verification

  1. Check your bank account for incoming transfer
  2. Match transfer amount with order total
  3. Verify transaction reference or order ID
  4. Confirm sender matches customer name
  5. Mark payment as received
  6. Approve order for fulfillment
Verification Checklist:
  • Payment amount matches order total
  • Sender name matches customer
  • Reference number includes order ID
  • Payment cleared (not pending)
  • No duplicate payments

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Manual Payment Confirmation

  1. Find order awaiting payment
  2. Click Mark as Paid button
  3. Enter payment details:
    • Payment date
    • Transaction reference
    • Amount received
    • Payment notes
  4. Upload payment proof (optional)
  5. Save payment confirmation
  6. Order moves to processing
Payment Proof: Uploading bank transfer receipts or payment screenshots helps with record-keeping and dispute resolution.

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Order Fulfillment

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Automatic Fulfillment

For approved orders, the system automatically:
  1. Creates hosting account (if hosting ordered)
  2. Installs WordPress (if website ordered)
  3. Registers domain (if domain ordered)
  4. Activates addons and services
  5. Sends welcome email with access details
  6. Updates order status to Completed
  7. Generates invoice/receipt

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Manual Fulfillment

For orders requiring manual setup:
  1. Review order items
  2. Perform manual setup tasks
  3. Verify all services are active
  4. Test access credentials
  5. Mark order as Completed
  6. Send confirmation to customer

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Order Management

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Putting Orders On Hold

  1. Find order to hold
  2. Click Put On Hold button
  3. Select hold reason:
    • Awaiting customer response
    • Payment verification needed
    • Stock/resource unavailable
    • Requires additional information
  4. Add notes
  5. Customer receives notification
  6. Order paused until resolved

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Canceling Orders

  1. Find order to cancel
  2. Click Cancel button
  3. Select cancellation reason
  4. Process refund if payment received
  5. Confirm cancellation
  6. Customer receives notification
  7. Order marked as Cancelled

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Editing Orders

  1. Click Edit Order button
  2. Modify order details:
    • Add/remove items
    • Adjust pricing
    • Change payment method
    • Update customer information
  3. Recalculate totals
  4. Save changes
  5. Customer receives updated invoice
Order Modifications: If editing an order after payment, ensure the customer is notified of changes and any price differences are handled appropriately (refund or additional charge).

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Managing Successful Orders

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Viewing Completed Orders

Access successful orders at /admin/OrderSuccess: Order Information Displayed:
  • Order ID and completion date
  • Customer details
  • Services/products delivered
  • Payment confirmation
  • Invoice number
  • Fulfillment status

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Order Actions

View Order Details:
  1. Click order ID to view full details
  2. Review all order information
  3. Check fulfillment status
  4. Verify services are active
Download Invoice:
  1. Click Download Invoice button
  2. PDF invoice generates
  3. Save or print for records
Resend Confirmation:
  1. Find completed order
  2. Click Resend Confirmation button
  3. Customer receives welcome email again
  4. Includes access credentials and details
Process Refund:
  1. Click Refund button on completed order
  2. Select refund type (full or partial)
  3. Enter refund amount if partial
  4. Add refund reason
  5. Confirm refund
  6. Payment gateway processes refund
  7. Services may be suspended/canceled
Service Status: Successful orders show active services. You can verify hosting accounts, domains, and other services are properly activated.

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Revenue Tracking

Metrics Available:
  • Total revenue from successful orders
  • Revenue by time period (daily, weekly, monthly)
  • Revenue by product/service type
  • Average order value
  • Top customers by revenue

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Managing Canceled Orders

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Viewing Canceled Orders

Access canceled orders at /admin/OrderCanceled: Information Displayed:
  • Order ID and cancellation date
  • Customer details
  • Cancellation reason
  • Refund status
  • Original order amount
  • Who canceled (customer/admin)

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Cancellation Reasons

Common Reasons:
  • Payment Failed: Credit card declined, insufficient funds
  • Customer Request: Customer changed mind or found alternative
  • Fraud Detection: Suspicious activity detected
  • Out of Stock: Service/product unavailable
  • Admin Rejection: Failed verification or policy violation
  • Duplicate Order: Customer accidentally ordered twice
  • Technical Issue: System error during processing

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Managing Canceled Orders

View Cancellation Details:
  1. Click order ID
  2. Review cancellation reason
  3. Check refund status
  4. View communication history
Process Refund: If order was paid before cancellation:
  1. Find canceled order
  2. Check refund status
  3. If not refunded, click Process Refund
  4. Select refund method
  5. Confirm refund amount
  6. Process through payment gateway
  7. Update refund status
Reactivate Order: If cancellation was in error:
  1. Find canceled order
  2. Click Reactivate Order button
  3. Verify customer wants to proceed
  4. Order moves back to pending
  5. Process as new pending order
  6. Fulfill normally
Archive Order:
  1. Select old canceled orders
  2. Click Archive button
  3. Orders moved to archive
  4. Cleans up canceled order list
  5. Still accessible for records
Refund Processing: Always verify refund status before processing. Duplicate refunds can occur if not careful. Check payment gateway for existing refunds.

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Cancellation Analytics

Track Cancellation Metrics:
  • Cancellation rate by time period
  • Most common cancellation reasons
  • Revenue lost to cancellations
  • Customers with multiple cancellations
  • Payment method failure rates
Use Data to Improve:
  • Reduce payment failures
  • Improve product descriptions
  • Enhance fraud detection
  • Better customer communication
  • Streamline checkout process

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Order Lifecycle Management

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Order Status Flow

New Order → Pending → Processing → Completed (Success)
                ↓
            Canceled (Failed/Rejected)
Status Transitions:
FromToTrigger
PendingProcessingPayment confirmed
PendingCanceledPayment failed or rejected
ProcessingCompletedServices activated
ProcessingCanceledFulfillment failed
CompletedCanceledRefund processed
CanceledPendingOrder reactivated

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Bulk Order Operations

Bulk Actions Available: For Pending Orders:
  • Approve multiple orders
  • Reject multiple orders
  • Export to CSV
  • Send reminder emails
For Successful Orders:
  • Download invoices
  • Export revenue report
  • Resend confirmations
  • Generate analytics
For Canceled Orders:
  • Process refunds
  • Archive orders
  • Export cancellation report
  • Analyze cancellation reasons

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Best Practices

  • Process orders within 24 hours
  • Verify payments before approval
  • Double-check customer information
  • Test services before marking complete
  • Send confirmation emails promptly
  • Document any issues or notes
  • Follow up on delayed orders
  • Set up automated reminders for old pending orders
  • Verify all services are active
  • Send welcome emails with credentials
  • Follow up after 24-48 hours
  • Monitor for support requests
  • Track customer satisfaction
  • Upsell additional services when appropriate
  • Maintain detailed order records
  • Archive old completed orders periodically
  • Process refunds promptly (within 24-48 hours)
  • Document cancellation reasons thoroughly
  • Analyze cancellation patterns
  • Contact customers for feedback
  • Attempt to save cancellations when possible
  • Learn from cancellation reasons
  • Archive old canceled orders
  • Track refund completion
  • Verify payment amount matches exactly
  • Check transaction is cleared, not pending
  • Match customer name with payment sender
  • Keep payment proof/screenshots
  • Update payment status immediately
  • Reconcile payments daily
  • Flag suspicious transactions
  • Use automated payment verification when possible
  • Watch for unusual order patterns
  • Verify high-value orders carefully
  • Check for mismatched billing/shipping info
  • Monitor for duplicate orders
  • Verify email addresses are legitimate
  • Use fraud detection tools
  • Trust your instincts
  • Maintain blacklist of fraudulent customers
  • Acknowledge orders immediately
  • Provide estimated processing time
  • Update customers on order status
  • Explain any delays clearly
  • Send welcome emails with details
  • Respond to inquiries promptly
  • Follow up after fulfillment
  • Request feedback and reviews

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Order Analytics & Reporting

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Key Metrics to Track

Pending Orders:
  • Average time to process
  • Pending order value
  • Conversion rate (pending to completed)
  • Manual payment success rate
  • Orders on hold duration
Successful Orders:
  • Total revenue
  • Average order value
  • Revenue by product/service
  • Revenue by time period
  • Customer lifetime value
  • Repeat customer rate
Canceled Orders:
  • Cancellation rate
  • Revenue lost
  • Common cancellation reasons
  • Refund processing time
  • Customer retention after cancellation

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Generating Reports

Revenue Reports:
  1. Select date range
  2. Choose report type (daily, weekly, monthly)
  3. Filter by product/service if needed
  4. Export to CSV or PDF
  5. Analyze trends and patterns
Order Status Reports:
  1. View orders by status
  2. Filter by date range
  3. Group by customer or product
  4. Export for analysis
  5. Share with team
Performance Metrics:
  • Order processing speed
  • Fulfillment success rate
  • Customer satisfaction scores
  • Payment method performance
  • Peak order times
Data-Driven Decisions: Use order analytics to identify trends, optimize processes, and improve customer experience. Regular review of metrics helps prevent issues before they become problems.

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Troubleshooting

Issue: Order doesn’t show in pending listSolutions:
  1. Check order status (may be completed)
  2. Search by order ID or customer name
  3. Check filters aren’t hiding order
  4. Verify order was created successfully
  5. Check in completed orders
  6. Review order creation logs
  7. Check customer’s order history
Issue: Order approved but services not activatedSolutions:
  1. Check server has available resources
  2. Verify API connections are working
  3. Review error logs for details
  4. Manually create services
  5. Retry fulfillment process
  6. Check for system errors
  7. Contact technical support
Issue: Payment amount doesn’t match orderSolutions:
  1. Check for currency conversion differences
  2. Verify transaction fees weren’t deducted
  3. Contact customer for clarification
  4. Adjust order total if appropriate
  5. Request additional payment if short
  6. Refund difference if overpaid
  7. Document the discrepancy
Issue: Confirmation emails not deliveredSolutions:
  1. Verify email address is correct
  2. Check spam/junk folders
  3. Resend confirmation email
  4. Test email delivery
  5. Check email service is working
  6. Verify email templates are correct
  7. Provide details via alternative method

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Quick Reference

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Order Processing Workflow

  1. Order Created → Customer places order
  2. Payment Received → Payment confirmed
  3. Order Approved → Admin approves order
  4. Fulfillment → Services activated
  5. Completed → Customer receives access
  6. Invoice Sent → Receipt delivered

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Common Actions

ActionWhen to Use
ApprovePayment verified, ready to fulfill
RejectPayment failed, fraudulent, or customer request
On HoldAwaiting information or resolution
Mark as PaidManual payment received
CancelCustomer cancellation or unfulfillable
EditModify order details before fulfillment

Receipts

View completed orders

Payment Configuration

Payment gateway settings

Users Management

Manage customers

Hosting Plans

Package pricing