A Comprehensive Guide to Manage WooCommerce Orders

A Comprehensive Guide to Manage WooCommerce Orders

Once your online store set up will complete, orders will start coming. The convenient settings of woocommerce help you manage your orders. The Order Status Manager of WooCommerce permits you to create, edit, and delete custom order statuses. It also allow you to integrate them consistently into your WooCommerce order management flow.

Every order has a status as well. The order status allows you to keep track record from beginning to end of your product sales process. The different options of order status are as follows:

  • Pending payment – You received an order but payment is pending
  • Processing – Payment received, the order is in process. The status will be ‘processing’ till the shipment complete. Virtual and downloadable products won’t have this status.
  • Completed – Order is completed and fulfilled.
  • On-Hold – Awaiting for the payment to be confirmed but the stock is reduced.
  • Cancelled – Order is canceled by the admin or customer, stock is increased.
  • Refunded – Refund is completed by an admin.
  • Failed – Payment is declined or failed. Please note that this status may not display quickly and rather appear as pending until confirmed (i.e., PayPal).

Viewing orders

To view the orders on the admin panel, go to WooCommerce > Orders.


Alternatively, you can also just click on WooCommerce; it’ll also take you to the Orders page.

Displaying orders

If you want to see less or more information on order page, you can open Screen Options at the top right corner. A new panel will open.

Select which Columns and how many Items you want to display on each page, then Apply.

Order columns pagination

Filter orders by Date (month/year) or Search for a registered Customer.

Filter date search customer

Arrange orders in ascending or descending order by Order number, Date or Total by clicking the heading like the following screenshot.

Arrange orders

To see the Single Order page, click the order number and customer name, where you can also Edit order details, Update Status and Add Notes.

Single order page

You can view the Order rows by clicking on Preview ‘eye’.

Order preview

When you click on Preview it will open a Modal, containing order number, order status, billing/shipping details, items ordered, payment method and the option to change/edit order status.

Order modal

The color code of Order Statuses are as under:

  • Canceled – Grey
  • Completed – Blue
  • Failed – Red
  • On Hold – Orange
  • Pending Payment – Grey
  • Processing – Green
  • Refunded – Grey

Editing/viewing single orders

You can view/edit order by three ways:

  1. Click on the order number
  2. Hover the cursor around the order and click on ‘Edit’
  3. Click the view button under the Actions column at the right.Viewing order details

To edit and update a single order.

  • Change the order status
  • Edit items – modify the product, prices and taxes
  • Stock – Reduce and restore stock for further order
  • Order Actions – send order details to customer through Email
  • Modify product Meta to edit product variations
  • Apply coupons. To learn more on coupon see How to Set up WooCommerce Coupons 
  • Add fee.

Billing and Shipping details

You can find customer billing and shipping addresses, along with a link to view other purchases the customer may have had in the past in Order Data panel. To edit addresses, click on Edit and a form appears. Once saved, the new address is displayed.

Order data panel

Order Items

You can see details of the ordered item(s). Individual cost, quantity and total cost are displayed here.

Order items

Under this section, you can also see other relevant information of any order like Shipping and discount details, if any.

Further item details

You can also add custom meta-data fields in the Custom Fields section. Click on Add Custom Field button to create a new custom field.

Adding custom fields

Order Totals

Order Totals stores the total amount and tax for the order. To calculate use the ‘calc totals‘ button. The calc totals comprise:

  • Cart Discount
  • Order Discount
  • Shipping cost
  • Shipping method
  • Cart tax
  • Shipping tax
  • Order total
  • Payment method

Order Notes

The Order Notes panel displays notes related to the order. It has internal notes regarding the change of order status and any other further details.

Order Notes

You can add notes to communicate to the customer by the ‘Add note’ section as well. To send a note, enter the note, then select: Note to Customer > Add.

Add notes

Creating an order manually

To add an order manually,

→ Go to WooCommerce > Orders.

→ Click on the Add Order button.

Creating new order

→ Add relevant information of the order, along with the order status.

→ Set the Status.

→ Now, click the Save Order button.

Save order

You can also use the Order Actions drop down to Email order details to the customer with payment instructions.

Re-send order

Removing Personal Data

In WooCommerce 3.4+ version, it is possible to remove customer data. On the Orders screen, under Bulk Actions options there is a “Remove personal data” option that will remove the data for the orders selected:

Remove personal data

Multi-Site Orders

In WooCommerce 3.4+ version there is a widget that appears under Dashboard that shows order information from across all sites.

Multi site

Hope you have got a basic overview of order management in WooCommerce.

Related Article: Managing Orders

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