---
title: Basic Guide to Order Management
slug: user-documentation/basic-guide-to-order-management
docTags: 
createdAt: 2024-07-08T17:57:13.521Z
---

# Accessing Open Orders

To access an open order, navigate to the **Open Orders** page under **Orders** from the left menu panel of the portal. On this screen a list of open orders will be available, select the one that needs to be viewed and updated.

![](https://api.archbee.com/api/optimize/Yc_G-eLlbuN1stqxAdHsJ/404ffR4dIfT4NdPUhUiq3_image.png)

## Update Order Status & Other Information

**Step 1:** To change the order's status, select the desired order state from the dropdown menu. The following options are a few default examples that can be added differently by configuring the [Order Status](docId\:uP3f6WrcHbkkQNGBzd-Yk):

- **New**: A new order is received. 
- **Completed**: The order was processed and shipped. 
- **Canceled**: The order was canceled. 
- **Fraud:** The order is considered as fraudulent.
- **Processing:** The order is currently being processed.
- **Suspended:** Once processing or considered fraud, an order can be suspended.

:::hint{type="warning"}
**Note: **The **Order State** dropdown menu will include all the states created by the client in the [Order Configurations](docId\:uP3f6WrcHbkkQNGBzd-Yk) section.
:::

![](https://api.archbee.com/api/optimize/Yc_G-eLlbuN1stqxAdHsJ/EQrm0jmZRFswoOEL42IgD_image.png)

**Step 2: **If required, update the **Invoice Number **and click the ***Save Invoice*** button.

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**Step 3:** If required, add the relevant order notes in the **Notes** section to provide additional context and click on ***Save***.

::Image[]{src="https://api.archbee.com/api/optimize/Yc_G-eLlbuN1stqxAdHsJ/dqO6yG_XTVxsWvJrEsOCc_image.png" size="88" width="1880" height="301" position="center" showCaption="false"}

## Update Items & Shipments

Under the **Items** section of the selected order, you can change the shipment status, add a tracking number, and update the shipment method for each item.

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### Delivery State & Tracking Number

If required, change the **delivery state** of the specific items by selecting the state from the dropdown under the **Items** section.

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:::hint{type="warning"}
**Update Shipment** is only enabled when the Order State is New or Processing. Hence, the **delivery state** can only be updated when the Order State condition is met. 
:::

Under the **Tracking Number** column add the tracking number of the shipment if the order has been confirmed for delivery.

::Image[]{src="https://api.archbee.com/api/optimize/Yc_G-eLlbuN1stqxAdHsJ/sx31Bx9zQnktKZVdlPG2S_image.png" size="76" width="1847" height="532" position="center" showCaption="false"}

### Update Shipment

In case, the shipment method needs to be updated for the entire order or for specific items due to various reasons like unavailability of the items, change in delivery vendor, etc.:

1. Click on the **Update Shipment** button at the top-right corner of the items section.
2. On the pop-up, select all the items or the specific items, change the shipment method from the dropdown, and click on ***Update***.
3. The details will be updated automatically.

![](https://api.archbee.com/api/optimize/Yc_G-eLlbuN1stqxAdHsJ/mSGu0MBAXP5-Uv5htCUnL_image.png)

:::hint{type="info"}
**Note:** To set a different shipment method for every item in the order, you will have to update them one by one. Each shipment will then be assigned a different tracking number. 
:::

## Sync Payments

In the Payments section, view the **Current Status** or **Transaction History** related to payments for the selected order or update the payment history by clicking the** Sync Payments** button. 

![](https://lh7-us.googleusercontent.com/BHLY9-Px9guFBZCRLPuREqY9kxA3wEIlSDyox1HCRyMaZ7ttBrNz2mGiXNFSJT1WXVqdbJ39ZqMK7C3_CYvU3TPcP6cQaCuq1Gtc2wIzOhs7Yu50HS-8Pd7wwuD7SnA8MuR8baJ6Np9XkffLKbtSFQ)

## Capture Transaction

In the Payments section, under the **Current Status**, you can capture the payment, either in full or partially, as required. 

In the Capture Value field, enter the amount you want to capture from the order and click the **Capture Transaction** button.

::Image[]{src="https://api.archbee.com/api/optimize/Yc_G-eLlbuN1stqxAdHsJ/TTeJP57NV5OHNeX5b3ItR_image.png" size="70" width="1076" height="417" position="center" showCaption="false"}

Upon confirmation and successful capture, you can view the transaction history for the results.

## Canceling an Order

If you need to cancel an order, click the **Cancel Order** option at the top right corner. Upon cancellation, you will receive a confirmation popup, where you can either opt-in to send an email to the customer or opt out of sending an email.

::Image[]{src="https://api.archbee.com/api/optimize/Yc_G-eLlbuN1stqxAdHsJ/rwAPSXBkN41qHKK7oxwlS_image.png" size="82" width="1570" height="613" position="center" showCaption="false"}

Once canceled, a pop-up will appear stating the captured amount has been refunded, while the authorized amount has been reversed.

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