Skip to main content

Admin Orders

In this article, you will learn how administrators review customer orders, open order details, confirm or reject orders, modify quantities, export reports, and retry notifications.

Video placeholder

Add a video showing the Admin Orders list, filters, order details, confirmation, rejection, quantity changes, exports, and notification retry.

Before You Start​

Confirm which customer, farm, order number, status, or arrival date you need to review. If you need to create a new order for a customer, use New Order from the Orders page.

Review Customer Orders​

  1. Open Orders.
  2. Filter by customer, farm, status, order type, arrival date, or order date.
  3. Search when you know the order number or customer name.
  4. Clear filters when you need the full list.
  5. Select View Details for the order you want to review.
  6. Check customer details, farm details, item list, totals, notes, and notification status.

In the orders list, customer and farm delivery states are written out as Sent Successfully, Delivery Failed, Pending, Awaiting order review, Not Sent, or N/A. Open a status with keyboard, mouse, or touch to read the full explanation; color and icons are only supporting cues.

Order details show the same states in short form: Delivered for a customer message and Sent for a farm message, then Failed, Pending, Awaiting Review, Not Sent, or N/A. Each one carries its explanation directly underneath, including the delivery time of a message that went out, so nothing has to be opened.

Pending means the message was attempted but no result was ever recorded, so delivery is unknown. Not Sent means no message was recorded for that recipient at all, and Awaiting Review means none is sent until you review the order.

Each status always shows the most recent attempt for that slot, including one whose result was never recorded. So if a resend was attempted after an earlier message already succeeded or failed, the status shows that newer attempt as Pending rather than the older finished one. This is what the order actually knows: the last thing that happened was an attempt nobody has an answer for. It is also what keeps the retry option working, because the message you see is the message a retry acts on.

When one change goes out to several farms, each farm's message is listed separately, named for the farm it went to, with its own state and its own retry option. One farm's failure stays visible behind another farm's success, so a message that did not arrive can be resent without resending to the farms that already received theirs. The same holds for a farm reached at more than one address, and for a message sent in more than one language.

A farm with no email address configured is listed too, named the same way and marked as having no recipient. Add the address on the farm record, then retry that row — the retry re-reads the addresses configured at that moment, so it goes to whoever is set up by then rather than to whoever was missing when the order was confirmed.

Cancellations and quantity changes list a recipient-less farm the same way confirmations do, so a farm that was never told about a change is visible on the order rather than only in the logs.

Orders Created By A Standing Order​

Filter Type to Standing to list them. Their details show the products the standing order was confirmed for, with quantities, prices, and the same Additional Costs figure the invoice charged. Those lines, that figure and the order's Customer Total are all fixed at confirmation: editing the standing order afterwards changes future weeks and leaves an order that has already been placed exactly as it was invoiced.

Because all three come from the issued revision, they reconcile: the line totals plus Additional Costs equal the Customer Total, and that total is the amount on the invoice. A standing order is priced again at the moment it is confirmed, so a price corrected on the standing order between the weekly run and your confirmation is the price that gets billed.

When that re-pricing changes the amount, you get a notification saying so, naming the order and showing both figures — what it was quoted at and what it was invoiced for. The invoice is the amount owed. The notification exists because the order itself only ever shows one number: once confirmed, it shows the invoiced one.

Cancelling an order does not re-price it. A cancelled order keeps the lines and the total it was invoiced for, and its invoice is voided rather than reissued, so the record of what was billed survives the cancellation.

A standing order line carries no farm, no base price, and no markup formula, because it does not come from a farm's inventory list. Those fields are left out of the line rather than shown as zero. Farm Total is likewise zero for these orders — there is no grower cost to report. Quantities are changed on the standing order itself, so Modify Order is not offered here.

Screenshot placeholder

Add a screenshot of the Admin Orders list with filters, status labels, View Details, and selected order rows highlighted.

Open An Order From A Notification​

Order notifications, such as Order Held for Pricing Review or Order Re-priced at Confirmation, take you straight to that order's details. This works even when the order is not on the current page of the list or is hidden by your filters.

  1. Select the notification.
  2. Wait while the details panel shows Loading order.
  3. Review the order and take any action it needs.
  4. Close the details panel to return to the list.

After you confirm or reject the order, the panel closes and the list refreshes; the order does not open again on its own. Closing the panel also keeps it closed while you change pages or clear filters. To open the same order again, select View Details in the list. Selecting the same notification again without leaving the page does not reopen it.

If the order cannot be opened, a message above the list explains why, and the list stays available:

  • The order this link points to is not available. The link does not lead to an order you can open. Search for the order in the list instead.
  • The order this link points to could not be loaded. The order could not be read, for example because of a connection problem. Select Retry to try again.

Confirm An Order​

  1. Open View Details for the order.
  2. Confirm the farms, products, quantities, prices, and arrival dates are correct.
  3. Select Confirm Order.
  4. Add an internal note if your team uses notes for follow-up.
  5. Confirm the action.
  6. Check that the order status changed.

Confirmed orders are ready for the next fulfillment steps your team follows.

Reject An Order​

  1. Open View Details for the order.
  2. Confirm the order cannot move forward.
  3. Select Reject Order.
  4. Enter a short reason when the page asks for one.
  5. Confirm the action.
  6. Check that the order status changed.

Use rejection only when the order should not continue. If the order can be fixed, modify it instead.

Modify Order Quantities​

  1. Open View Details for the order.
  2. Select Modify Quantities.
  3. Update the quantities that need to change.
  4. Review any warnings about available quantities.
  5. Save the changes.
  6. Confirm the totals and item list now match the agreed order.

The change notification sent to the customer and to each affected farm lists the line's product, farm, variety, size, packing and mark alongside the old and new box counts. The mark is the box label for that line, so a farm reading a changed count can tell which boxes it applies to without opening the original request.

Screenshot placeholder

Add a screenshot of the quantity editing view with changed quantities and warnings highlighted.

Export Order Reports​

  1. Open Orders.
  2. Select one or more orders.
  3. Choose Reports.
  4. Select an Excel export when your team needs a spreadsheet.
  5. Select a PDF option when your team needs a printable order packet or bill of lading.
  6. Download the report.

PDF order packets list one row per line, including the mark — the box label sent to the farm for that line. When the order carries a PO number, it appears in the packet heading as well, so the printed document matches the buyer's own reference; long references wrap rather than being cut off. The Excel export is one row per order rather than per line, so it carries the PO number as a column instead.

Retry Notifications​

Invoice email summaries list items in the same order as the corresponding downloadable invoice. This also applies when a retry rebuilds the summary.

  1. Open View Details for the order.
  2. Review notification status.
  3. Select the retry option for the customer or farm message that needs to be resent. The message is resent immediately.
  4. Check the updated notification status.

An invoice message that could not be built when the invoice was issued — for example because the document could not be read at that moment — still appears here as a failed delivery with a retry option. Retrying it rebuilds the invoice summary from the order before sending, so the recipient receives the current figures rather than a blank message. The same applies when no recipient was configured at that moment either: once one is added, retrying the row sends the rebuilt invoice, written in each recipient's own language.

The retry option appears only for a message that shows Failed or Pending. There is nothing to retry for Not Sent, Not Required, Awaiting Review, or N/A, so no option is offered.

Retry notifications only after confirming the order details are correct. Because a Pending message may in fact have reached the recipient before the result went unrecorded, retrying one can deliver a second copy.

What A Retry Reports​

A retry is decided against the most recent message to that recipient, not against the line you clicked. It never quietly resends something newer on your behalf: if the line you clicked is no longer the current one, the retry is refused and tells you so, which is what keeps a stale order page from causing a duplicate.

  • Retry initiated successfully — the line you clicked was the current one, and the message was resent.
  • Already delivered, so nothing was resent — a later attempt to that recipient had already gone through, so no second copy was sent. Refresh the order to see the delivered status.
  • A retry to this recipient is already running — the same line was retried a moment earlier and that resend is still under way. Nothing was delivered yet and nothing was sent a second time. Reload the order in a few minutes to see how the running attempt finished. If the status has not changed by then, that resend was interrupted before it reported a result; the line becomes retryable again on its own, so retry it.
  • A newer attempt to this recipient already exists — the line you clicked has been superseded by a later attempt, so nothing was sent. That later attempt may have succeeded, failed, or still be unresolved; reload the order to see where it stands and retry the current line if it needs it.
  • This email is no longer required, so nothing was sent — the message is not owed to anyone, for example because no one at this customer was receiving invoice emails when recipients were last checked. There is nothing left to retry.

"Already running" and "a newer attempt already exists" read similarly but describe different situations, and the difference matters when you are deciding whether to chase a message: "already running" means a resend you started is in flight, while "a newer attempt already exists" means the line on your screen is out of date.

A retry is matched to the recipient of the line you clicked, so retrying one farm's message is never mistaken for another farm's.

Messages Sent To Several Addresses​

Some notifications go to more than one address — the invoice copy to your own team is the common case, since it reaches every operator contact configured to receive invoices.

When a message went to several addresses, its row shows the state that needs attention most: if any copy failed, the row reads Failed even when the others were delivered. Below the row is a Show each recipient link with the number of addresses. Expanding it lists every address, its own state, and its own retry option, so you can resend to the one mailbox that bounced without sending a second copy to the ones that arrived.

A row for a message that went to a single address has no such list — there is nothing to expand, because the row already describes the one delivery.

When No Recipient Was Configured​

The invoice copy to your own team is mandatory, so its row appears on every invoiced order. If no operator contact was set to receive invoices when the invoice was issued, that row reads Failed and the recipient is shown as No recipient configured.

Retrying that row looks up your invoice recipients again, as they are configured right now, and sends to those. So the fix is:

  1. Add or enable an invoice recipient in Settings.
  2. Return to the order and retry the operator invoice row.

If there is still no invoice recipient configured, the retry reports that plainly and sends nothing, rather than failing for an unclear reason.

The Customer's Invoice Copy​

The customer's invoice copy is optional: it goes only to the people at that customer who receive invoice emails. An invoiced order whose customer never receives invoice emails shows no customer invoice row at all.

If an invoice email to the customer was attempted earlier on the order, whether or not it was delivered, and no one at the customer receives invoice emails by the time the invoice is reissued or cancelled, the customer invoice row reads Not Required, with no retry option. Nothing was owed, so nothing failed, and the order action reports no problem with the customer's copy. The earlier email's row can no longer be retried either, so an out-of-date invoice cannot be resent after the customer stopped receiving invoice emails.

If the customer's invoice recipients could not be looked up at all when the invoice was issued, reissued, or cancelled, the row reads Failed with a retry option, whether or not an earlier invoice email exists. Retrying it looks the recipients up again: it sends to anyone who now receives invoice emails, or marks the row Not Required if nobody does.

Clicking retry twice in quick succession sends one email, not two: the second click reports that a retry is already running. Once a resend has been made, the new attempt it created becomes the current line, and that line can be retried in turn if it fails. A resend that is interrupted before it reports anything releases its hold after a few minutes, so a line never becomes permanently unretryable.

What Happens Next​

Order changes update the order list and details. Depending on the action, configured contacts may receive updated notifications.