Manage and fulfill the customer orders that flow into Organizely, whether they were imported from a connected store like Shopify or created by hand. This guide covers the order list, order details, statuses, fulfillment, and the History and Integrations tabs.
Note: Everyone on your team can view orders. Creating, editing, and deleting orders is a Manager or Admin capability.
Where orders live
Orders are a top-level section in the sidebar. Go to Orders → Manage to see the orders in your organization.
The list is a table with these columns:
Order ID : the order name or number.
Total : the order total (line items plus shipping and tax, minus discounts).
Date : when the order was placed.
Source : a colored badge showing where the order came from (for example Shopify, Web, API, or Import).
From this page you can:
Search for a specific order using the search bar.
Start a new order with the New Order button.
Click any row (or use the row menu's View Details) to open an order.
Delete an order from the row menu (you are asked to confirm, and it cannot be undone).
Page through results with the pager at the bottom when there is more than one page.
Opening an order
Click an order to open its detail page. Every order detail page has three tabs:
Edit Details : the full order, including line items, customer, addresses, totals, and status.
Integrations : which external platforms this order is connected to.
History : the audit trail of changes to the order.
Note: Orders imported from Shopify are read-only in Organizely. You will see a banner that reads "This order was imported from Shopify and is read-only. To make changes, please edit the order directly in your Shopify admin." Sourcing controls (the purchase-order link and unit cost, described below) stay editable even on synced orders, because they are internal-only and never sent back to Shopify.
The Edit Details tab
The details tab is laid out in two columns.
Left column
At the top of the left column you set the basic order fields: order name, order date, order email, shipping price, tax amount, order discount, discount codes, tags, and an optional barcode. Below that are three sections:
Line Items : each item on the order.
Customer Information : customer email, first name, and last name.
Shipping Address and Billing Address : address lines, city, province or state, ZIP or postal code, country, and phone. Billing can be set to match the shipping address or entered separately.
Right column
Order Summary : the money breakdown (see below).
Order Profitability : COGS, Gross Profit, and Margin.
Order Status : the Financial Status and Fulfillment Status controls, plus Tax exempt and Requires shipping toggles.
Line items
Each line item shows its product variant, title, quantity, price, an optional per-line discount, and SKU. To add one:
In the Line Items section, click Add Item.
Search for a product variant and select it. The title, SKU, and price fill in from the variant automatically.
Adjust the quantity, price, or discount as needed. The order totals recalculate as you type.
Use the trash icon on a line to remove it.
Sourcing and cost per line
Once a line item is saved, each one gets inline controls to tie it to the purchase order it is being sourced from and to record its cost:
Linked Purchase Order : search for and attach the purchase order this item is waiting on. The link is internal to Organizely and is never sent to Shopify, so it works even on read-only synced orders. Clear it any time with the X.
Unit Cost (COGS) : set a per-unit cost for the line and click Save. This feeds the Order Profitability panel.
Tip: To link every line to the same purchase order at once, use the batch link action at the top of the Line Items section instead of setting each line individually.
Order totals
The Order Summary panel breaks the order down as:
Line Items : the sum of item prices before discounts.
Item Discounts : shown when any line has a discount (subtracted).
Subtotal : line items after item discounts.
Shipping : the shipping price.
Tax : the tax amount.
Order Discount : an order-level discount, shown when one is set (subtracted).
Total : the final amount the customer owes.
Order profitability
The Order Profitability panel summarizes the order's cost and margin from each line's cost (it uses a line's saved unit cost first, then the variant's effective cost):
COGS : appears as soon as at least one line item has a known cost.
Gross Profit and Margin : appear only when every line item has a known cost.
If no line has a cost yet, the panel prompts you to set a unit cost on a line item to see the numbers.
Order statuses
Organizely tracks two separate statuses on every order, each set from the Order Status panel with a dropdown.
Financial Status
Reflects payment state. The available values are Authorized, Expired, Paid, Partially Paid, Partially Refunded, Pending, Refunded, and Voided.
Fulfillment Status
Reflects how far the order has progressed toward being shipped. The available values are Unfulfilled, Pending Fulfillment, Open, Scheduled, On Hold, In Progress, Partially Fulfilled, Fulfilled, Restocked, and Request Declined.
To change a status on an order you created in Organizely, pick the new value from the dropdown and click Update Order at the bottom of the right column.
Tracking fulfillment
Use the Fulfillment Status field to follow an order through its lifecycle. As you ship items, move it from Unfulfilled to Partially Fulfilled (when only some of the order has gone out) and finally to Fulfilled once everything has shipped. On Hold, Scheduled, and In Progress cover in-between states, and Restocked or Request Declined cover returns and declined requests.
Note: For orders imported from Shopify, fulfillment (including shipped quantities and any carrier tracking) is managed in Shopify and flows into Organizely automatically. Update those orders in your Shopify admin, not here.
History and Integrations tabs
The History tab shows a full log of changes made to the order over time, so you can see what changed and when.
The Integrations tab shows which external platforms the order is connected to (for example the store it was imported from). If an order is not tied to any integration, you will see a message saying so.
Note: If your plan includes Raw-Material Tracking (Pro plan) and you are in the manufacturing beta, order line items also show production controls for creating and tracking work orders against the order. Those controls are hidden for everyone else.
Need help?
If you get stuck or something does not look right, reach out to our support team.