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How to Manage Your Orders

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and the free trial. Not available on Free Store owner, or a team member with Orders access (View to see orders, Edit to select and update them, Delete to delete them) About 5 minutes Beginner

Summary

Overview: The Orders page lists every order your store receives, from your online store, orders you create yourself and (if you use them) QR Menu, Lazada and Shopee. You can search, filter and sort the list, open an order, export selected orders to a CSV file, and change the order or payment status of many orders at once.

Prerequisites:

  • A store on the Launch, Grow, Scale or free trial plan.
  • Store owner access, or a team member with Orders access.

Step-by-Step Instructions

Step 1: Open the Orders page

  1. In the sidebar, click Orders.
  2. The table shows 10 orders per page, newest first.

Each row shows these columns:

Column What it shows
Order ID Click it to open the order
Name The customer's name
Date When the order was placed, in your store's time zone
Due Date The scheduled delivery or pickup date, or N/A if the order has none
Delivery Time The delivery or pickup time the customer chose, in your store's time zone, or Now when they asked for it as soon as possible. It covers every method, including scheduled Manual Shipping and Store Pickup orders
Location The store location the order belongs to. Only shown if your store has more than one location. A location you switched off shows (Deactivated), and a deleted one shows (No Longer Exists)
Amount The order total
Order Status For example Open, Processing or Completed. See How to Understand Order and Payment Statuses
Channel Prosperna - Website (your online store), Prosperna - Manual (an order you created), QR Menu, Lazada or Shopee
Payment Status For example Awaiting Payment or Paid
Payment Type How the customer pays, for example COD or Bank Transfer
Delivery Status The courier's latest update, or N/A
Shipping Type Standard Delivery, Same Day, Scheduled Delivery, Manual Shipping by Customer, Manual Shipping by Merchant or Store Pickup
Actions The ... menu (see Step 5)

Step 2: Search for an order

Type in the Search... box at the top of the table. You can search by:

  • Order ID
  • Customer first name, last name or full name
  • Customer phone number
  • Order amount (for example 1250 or 1250.50)
  • Order date, typed as YYYY-MM-DD (for example 2026-10-09). This also finds orders scheduled for that date.
  • Payment type, payment status or shipping type

Step 3: Filter the list

  1. Click the filter button (the lines icon) next to Create Order. The Filter panel opens on the right.

  2. Click Add Filter and choose what to filter by:

    Filter Choices
    Amount < Less than**, **> Greater than, = Equal to, != Not equal to, Is not empty (has any value) or Is empty. For the first four, type a number under Enter Value
    Channel All, Prosperna - Website, Prosperna - Manual, plus QR Menu, Lazada and Shopee if you use them
    Date Ordered A From date and a To date. Both are required
    Order Status All, Accepted, Completed, Declined, Delivery Cancelled, Open, Out for Delivery, Pending, Processing, Ready for Pickup, Returned
    Payment Status All, Awaiting Payment, Cancelled, Declined Payment, Partially Refunded, Paid, Refunded
    Payment Type All, Bank Transfer, COD, COP, Credit Card, E-wallets, Over the Counter, Payment Link, Pay by Invoice
    Delivery Status Courier statuses, plus No Delivery Status. If you also pick Standard Delivery or Same Day Delivery as the Shipping Type, only that courier's statuses are listed
    Shipping Type All, Manual Shipping by Customer, Manual Shipping by Merchant, Same Day Delivery, Standard Delivery, Store Pickup
    Store Location All Locations or one location. Team members see All my locations and only the locations assigned to them

  3. Pick a value for the filter. Repeat Add Filter to combine filters.

  4. Click Apply. The list goes back to page 1 and the panel stays open.

  5. To remove one filter, click the X next to its name. To remove all filters, click Clear.

Step 4: Sort and page through orders

  • Click a column header to sort by that column. Click it again to reverse the order.
  • Use the page numbers under the table to move between pages.
  • Choose 10, 25, 50 or 100 to change how many orders show per page.

Step 5: Use the row actions

Click ... in the Actions column of an order:

Action What it does
View Opens the order. See How to Process and Fulfill an Order
Contact Opens a new Gmail message to the customer's email address in a new tab
Rebook Order Shown for paid Standard Delivery orders that have no J&T booking yet. Click Confirm in the Rebook Order window to book J&T again
Delete Asks Are you sure you want to delete this order? Click Confirm. You see Successfully deleted order ID # followed by the order ID. Needs Delete access

Step 6: Export or update several orders at once

You need Edit access for the tick boxes to appear.

  1. Tick the box at the start of each order you want. To pick every order on the page, tick the box in the header row.
  2. Click More above the table and choose:
    • Export Orders: downloads the selected orders as a CSV file. You see Successfully exported orders via CSV. The file has one row per item, with the order ID, customer name, email address, phone number, order notes, date, delivery time, delivery address, location, item, variant, product type, quantity, item subtotal, order total, order status, payment status, payment type, shipping type and courier.
    • Edit Order Status: in Bulk Edit Order Status, under Change selected orders status to:, pick a status under Standard Orders (and under QR Menu (Pay at the Counter) if you selected QR Menu orders). Click Apply.
    • Edit Payment Status: in Bulk Edit Payment Status, under Change selected orders payment status to:, pick a status and click Apply.

Bulk edits only change orders that you are allowed to update by hand:

  • Order status changes only for Manual Shipping by Customer, Manual Shipping by Merchant and Store Pickup orders, plus QR Menu orders that aren't Completed or Cancelled.
  • Payment status changes only for Manual Shipping orders paid by COD, Store Pickup orders paid by COP, Pay at the Counter orders, and Payment Link or Pay by Invoice orders. If any selected order is Pay at the Counter, you can only choose Awaiting Payment, Paid or Declined Payment.

Other selected orders are skipped. See "Verify It Worked" for the messages.

Verify It Worked

Success criteria:

  • Searching or applying a filter shows only matching orders, starting from page 1.
  • After a bulk edit you see Successfully updated order status. or Successfully updated payment status., and the updated orders show the new status in the table.
  • If some orders were skipped, you see a message like Updated 3 of 5 order(s). 2 order(s) skipped (status controlled by courier/gateway).
  • After Export Orders, a CSV file downloads to your computer.

Troubleshooting

Common errors

  • "No orders were updated. Selected orders have statuses controlled by couriers or payment gateways.": none of the selected orders can have its order status changed by hand (for example, they are J&T, Lalamove or USPS orders). Courier orders update by themselves.
  • "No orders were updated. Selected orders have payment statuses controlled by payment gateways.": the selected orders were paid online or by bank transfer, so their payment status can't be changed by hand.
  • I don't see the tick boxes or the More button: your account needs Edit access to Orders. The More button appears only after you tick at least one order.
  • Apply is greyed out in the Filter panel: for Date Ordered, choose both a From and a To date. For Amount, type a value under Enter Value.
  • After clicking Clear, the list is still limited to one shipping type: the Shipping Type you chose earlier can stay in the panel after Clear and come back the next time you click Apply. Remove the Shipping Type filter with its X before clicking Clear, or reload the page.
  • I can't find the Orders page: Orders isn't available on the Free plan. See How to Choose a Prosperna Plan.

Limitations & considerations

  • Export Orders exports only the orders you tick, and only from the current page. To export more at once, show 100 orders per page first.
  • The Order Status filter doesn't list Shipped or Cancelled, and the Shipping Type filter doesn't list Scheduled Delivery or USPS.
  • Team members who are assigned to some store locations only see orders from those locations.
  • Deleting an order removes it from your list. It doesn't put the items back in stock or notify the customer.
  • The Location column appears only when your store has more than one store location.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/19/2026