Purchase History and Order Management - Viewing and Understanding Orders

The Purchases tab on an account displays all completed orders including invoices, charges, credits, and refunds. It provides order status information, payment details, and quick actions for managing individual orders.

Viewing Purchase History

To view an account's purchase history:

1. Open the account from the Accounts page
2. Select the Purchases tab

The top of the tab shows summary information including the unpaid invoice balance and any unapplied deposits.

Orders are listed with the most recent first. Each row displays:

• Row — sequential row number
• Checkbox — select orders for bulk actions
• Invoice — the invoice number, displayed as a clickable link that opens an invoice preview
• Due Date — when payment is due
• Status — the current payment and order status
• Description — the order name or title
• Amount — the order total

Understanding Order Status

The Status column shows different values depending on the order's state:

• Canceled — the order has been canceled
• Late with a Pay link — the order is past its due date and unpaid
• Pay link — the order is unpaid but not yet past due
• Payment details — for paid orders, shows the payment method and date (e.g., "Credit Card ending in 1234, paid 01/15/2024")
• (Refunded) — prefix shown for orders that have been refunded
• (Charged Back) — prefix shown for orders that have been charged back

Order Actions

Each order row has a menu with contextual actions:

• Pay — navigate to the Payment tool to pay this order (available for unpaid, non-canceled orders)
• Cancel — cancel this order (available for unpaid, non-canceled orders)
• Refund — navigate to the Refund tool for this order (available for paid orders that have not been returned)
• Chargeback — navigate to the Chargeback tool (available for paid orders that have not been returned)
• Edit — open the order record in the admin editing interface (always available)

Bulk Actions

Select multiple orders using the checkboxes, then use the buttons at the top:

• Send Invoice — sends invoice notifications for the selected orders
• Send Statement — sends a statement for the account
• Cancel Order — cancels the selected orders
• Create Order — navigates to the Invoice tool to create a new order for this account

Order Lifecycle Dates

Each order tracks multiple dates through its lifecycle:

• Date Purchase — when the purchase was made
• Date Completed — when the order was charged to the account (the order becomes permanent after this point)
• Date Due — when payment is due, calculated from the account's billing terms
• Pay Date — when the order was paid
• Date Fulfillment Requested — when fulfillment was requested for the order
• Date Fulfilled — when the order was prepared and ready for delivery
• Date Delivered — when the customer received the order
• Date Canceled — when the order was canceled
• Refund Date — when a refund was processed
• Chargeback Date — when a chargeback was recorded

Order Amounts

Each order contains several amount fields:

• Item Charge — the total of all line items (before tax)
• Ship Charge — the calculated shipping charge
• Ship Charge Override — a manually overridden shipping charge (used instead of calculated when set)
• Tax Charge — the tax amount
• Tip Charge — the tip amount
• Total Charge — the sum of all charges

Order Details (Line Items)

Each order contains one or more order detail records (line items). Each line item includes:

• Item — the catalog item purchased (if applicable)
• Quantity — the number of units
• Unit Price — the calculated price per unit
• Unit Price Override — a manually set price that overrides the calculated price
• Unit Cost — the estimated cost (for margin reporting)
• Is Taxable — whether tax applies to this line item
• Tax Subtotal — the tax calculated for this line item
• Tax Subtotal Override — a manually overridden tax amount
• Options — any selected item options in name=value format
• Weight — the shipping weight
• Source Item Number — the manufacturer's item number
• General Ledger Account — the GL account for this line item
• Discount Message — description of any discount applied
• Hide If No Charge — when checked, the line item is hidden on invoices if it has no charge

Bundled Items

Line items can be bundled together:

• Bundle Parent Detail — links a bundled item to its parent line item
• Bundle Message — describes the bundling arrangement
• Show Bundled Items — controls whether bundled items are displayed with the parent on invoices

Subscription Line Items

When a line item was created by a subscription renewal:

• Recurring Purchase — links to the subscription that generated this line item
• The line item uses the subscription's recurring price rather than the item's standard price

Fulfillment Methods

The Fulfillment Method on an order determines how it is delivered:

• Not Selected (0) — no delivery method chosen
• No Physical Delivery (1) — digital or non-physical item
• Ship Third Party (2) — shipped via third-party carrier
• In-House Purchase (3) — purchased in-house (dine-in, etc.)
• Staff Delivery (4) — delivered by staff
• Customer Pickup (5) — customer picks up the order

Additional fulfillment fields:

• Customer Pickup Name — the person authorized to pick up the order
• Staff Member — the staff member responsible for the order
• Order Table — the table number for in-house orders
• Seat Count — the number of seats for in-house orders

Shipping and Tracking

For shipped orders, tracking information may be available:

• ShipStation Tracking Number — the tracking number from ShipStation
• ShipStation Carrier — the shipping carrier
• ShipStation Service — the shipping service level

Address Snapshots

Orders store snapshots of the billing, contact, and shipping addresses at the time of purchase. These snapshots preserve the addresses as they were when the order was created, even if the account's addresses are later changed.

Each address set includes name, company, address lines, city, state, zip, country, email, phone, and fax fields.

Returns and Replacements

When an order has been refunded or a replacement issued:

• Return For Order — links a return order to the original order that was returned
• Replacement For Order — links a replacement order to the original
• Reason For Return — the text reason entered during the refund
• Returned By — the staff member who processed the return
• Ship Charge Returned On Order — links to the return order that refunded the shipping charge
• Tip Charge Returned On Order — links to the return order that refunded the tip

Promotions on Orders

If a promotional discount was applied:

• Promotion Name — the name of the discount at the time it was applied
• Promotion Discount Percentage — the percentage discount applied
• Promotion ID — the ID of the promotional discount record

Invoice and Receipt Messages

Orders can carry custom messages:

• Invoice Copy — text added to the invoice before payment (if Allow Invoice Copy is checked)
• Receipt Copy — text added to the receipt after payment (if Allow Receipt Copy is checked)

These can come from the item configuration or be set during invoice creation.

Tips

• Click the invoice number to preview the invoice as it appears to the customer
• Use the Pay action on overdue orders to quickly navigate to the Payment tool with the order pre-selected
• The Edit action opens the full order record for advanced editing — use with caution as changes to completed orders can affect accounting
• Download the purchase list for offline review or reporting using the download button