Order Management

Manage order status and fulfill orders with Woocommerce

Email Notifications

The website is set to send email notifications to the following email addresses for new, cancelled, and failed orders:

• [email protected]

• [email protected]

• [email protected] (will remove after 1 month)

To add or remove email addresses from notifications, go to Woocommerce > Settings > Emails, and click Manage on the email notification you want to edit.

Woocommerce email settings

The email notifications will contain full order details (items & total amount, options such as color and composition, shipping method, and payment method). Here is what a sample email looks like:

Sample email notification

You may assign a staff to call/SMS the customer upon receiving the order to confirm their details, assign to a shop, etc.

Order Status

When a customer submits an order, Woocommerce assigns one of the following order status:

• Pending payment — Order received, not yet confirmed by the card's issuing bank. This is a temporary status and will usually update to either Failed or Processing within an hour.

• Processing — Payment confirmed. You may now start processing the customer’s order.

• Completed — Order fulfilled and complete – requires no further action.

• Failed — Payment failed or was declined by bank.

• Cancelled — Customer did not proceed with order (for example, they went to the PayPal checkout but did not enter their payment details).

Please note that this refers to the status of the ORDER, not the PAYMENT. Customers also see the same status on their emails and user dashboard.

Order Dashboard

View the Orders Dashboard by going to Woocommerce > Orders

Woocommerce Order Dashboard

For a more complete view of orders, go to Screen Options, and check Billing and Ship To

Showing Billing and Shipping Fields on the Order Summary

You may view more details about each order by simply clicking on the order number and name. You may also change the order status and send notes to the customer here:

Woocommerce Single Order View

Only the default order status and online payment status will be assigned by Woocommerce automatically. In these cases, you will have to change the order status manually:

• Processing to Completed: Order has been fulfilled and received by customer.

• Processing to Cancelled: Customer cancelled the order. (Paid orders cannot be cancelled online, so they will have to call or email you to cancel, and it is up to you to honor the request.)

Useful Links

• Woocommerce Documentation: Managing Orders