Order Management: Process & Fulfill
A complete guide to tracking, processing, and fulfilling customer orders in your Partify admin panel.
partify.co.za/admin/orders to manage your orders.Image: Screenshot of the main Orders list view showing the search bar, status filters, and the list of orders with columns for Order #, Customer, Date, Status, and Total.
Search & Filter
Use the search bar to find orders by Order Number, Customer Name, or Email.
Filter orders by status to focus on what needs attention:
- Pending: New orders awaiting payment or confirmation.
- Processing: Paid orders ready to be packed.
- Shipped: Orders currently in transit.
- Delivered: Successfully completed orders.
- Cancelled/Refunded: Orders that have been voided or returned.
Mobile vs Desktop
The admin panel is fully responsive:
- Desktop: View a detailed table with all order information.
- Mobile: View a card-based layout. Tap the filter icon to access status filters.
Image: Screenshot of the "Create Order" page showing the customer selection, product search, and shipping address forms.
You can manually create orders for phone sales, walk-ins, or special arrangements. Click Create Order on the main orders page.
1. Customer & Items
- Customer: Select an existing customer or create a new one instantly.
- Products: Search and add products. You can select specific variants (e.g., Size/Color).
- Custom Pricing: The system pulls current prices, but you can adjust quantities.
2. Shipping & Payment
- Address: Enter shipping and billing addresses.
- Shipping Cost: Manually enter the shipping fee for this order.
- Status: Set the initial Order Status (e.g., Pending) and Payment Status (e.g., Paid).
Status Updates
Keep customers informed by updating the order status as you process it:
- • Change status from Pending to Processing when you start packing.
- • Update to Shipped when the courier collects the parcel.
- • Mark as Delivered once it arrives.
Communication
Use the Send Email button to trigger notifications manually:
- • Order Confirmation: Resend receipt.
- • Shipping Update: Notify of dispatch.
- • Invoice: Email a professional tax invoice.
Documents
You can download and print a Packing Slip directly from the order details page to include in the box.
Image: Screenshot of the Fulfillment page showing item selection checkboxes, quantity inputs, and carrier/tracking fields.
How to Fulfill an Order
Navigate to the Fulfillment Page
Open the order detail page and click the "Fulfill Order" button. This opens the fulfillment interface.
Select Items and Quantities
Check the items you're shipping. For partial fulfillments, adjust the quantity for each item. Uncheck items that will ship later.
Enter Carrier and Tracking Info
Select or enter the shipping carrier (e.g., "The Courier Guy", "DPD", "Aramex") and provide the tracking number if available.
Confirm Fulfillment
Click "Create Fulfillment" to complete the process.
Automatic Updates
- • Order status changes to Shipped
- • Tracking info saved to order record
- • Fulfillment history logged with timestamp
Customer Notifications
- • Shipping confirmation email sent automatically
- • Tracking link included in email
- • Customer can track shipment directly
Invoice Generation
Generate professional PDF invoices for any paid order.
Packing Slip
Print packing slips to include in shipments for order verification.
Order Status Flow
Pending
Awaiting payment or confirmation
Confirmed
Payment received, ready to process
Processing
Order being packed
Shipped
Handed to carrier
Delivered
Successfully received
Payment Status Flow
Pending
Payment not yet received or confirmed
Paid
Payment successfully processed
Refunded
Full or partial refund issued
Processing Refunds
For paid orders, use the Refund button.
- You can refund the full amount or a partial amount.
- Refunds are recorded in the order timeline.
- Note: Ensure your payment gateway supports automatic refunds, otherwise process manually via your gateway portal.
Cancellations
Use the Cancel Order button for unpaid or unwanted orders.
- Sets status to Cancelled.
- Stops further processing.
- Useful for abandoned checkout recovery or customer requests.