Order Status Logic

1.1 Fulfillment Status

• Unfulfilled: No action taken on the order
• Partially Fulfilled: Some items have been confirmed (available in stock)
• Fulfilled: Order fully confirmed

1.2 Payment Status

• Unpaid
• Partially Paid
• Paid

1.3 Order Lifecycle

Created
→ Production
→ Fulfillment
→ Shipment
→ Payment
→ Completed

Complete Order Lifecycle Flow

Order Created
→ Production
→ Fulfillment
→ Shipment
→ Payment
→ Return or Cancel
→ Completed

System Controls

• Fulfillment is restricted if there is no stock – (Note : user are able to complete Fulfillment with minute stock also )
• Return is restricted if the order is not fulfilled
• Payment cannot exceed the order amount
• Exchange auto-adjusts payable

System Logic

• Inventory reduces on fulfillment
• Payment updates outstanding balance
• Return adjusts stock (if enabled)
• Cancel stops lifecycle
• Completed marks final state

Common Mistakes

• Marking an order completed before payment
• Forgetting to fulfill items
• Not updating tracking ID
• Not recording return properly
• Deleting orders instead of cancelling

Return Management (Detailed Documentation)

1.1 Create Return Screen

1.1.1 Return Type

Options:

• RTO (Return to Origin)
• Return

Meaning:

RTO: Shipment is undelivered and returned by courier
Return: Customer sends the product back

1.2 Return Item Details

• Select items from fulfilled items
• Choose quantity to return
• Multiple items supported

System Logic:

Return quantity cannot exceed fulfilled quantity.

1.3 Exchange Item Details

After selecting return items, users can:

• Add exchange items
• Select new product
• Add quantity

Use case:

The customer returns a defective item and receives a new product.

1.4 Amount Summary

Auto-calculates:

• Return Gross Total
• Return Shipping Charge
• Round Off
• Return Amount
• Outstanding Amount
• Receivable Amount

System Logic:

If refund: reduces receivable
If exchange: adjusts balance difference

1.5 Return Details (Right Panel)

• Return ID (auto-generated)
• Return Date
• Tracking Number
• Shipping Carrier
• Attachment
• Notes

Click Submit to create the return.

Order Cancel Screen

2.1 Location

Order Detail → Cancel

2.2 Fields

• Date of Cancel
• Reason of Cancel

2.3 System Logic

• Order status changes to Cancelled
• Cannot fulfill a cancelled order
• Inventory is restored (if reserved)  – (Note : Inventory is not reduced when an order is created.(because of this reason we not restored Inventory))
• Payment refund must be handled separately

Create Orde

1.1 How to Open Create Order 

Click + Order.

1.2 Screen Layout

The Create Order screen has two sections:

• Left side: Customer and Item
• Right side: Order Details

1.3 Customer Details

• Client (mandatory)
• Quick Add (plus) option

1.4 Item Details

• Add Item
• Multiple items supported
• Quantity and Rate defined

1.5 Amount Summary

Auto-calculates:

• Gross Total
• Discount
• Shipping Charge
• GST (IGST, CGST, SGST)
• Round Off
• Order Amount

1.6 Order Details

Order ID options:

• Automatic: System generates Order ID
• Manual: User enters Order ID

Fields:

• Series
• Order ID
• Order Date
• Currency
• Source (Office, Shopify, etc.)
• Expected Date of Delivery
• Notes

Click Submit to create the order.

Order Detail View

When clicking an order, the top section shows:

• Order ID
• Payment Status
• Fulfillment Status
• Order Date
• Expected Delivery Date

2.1 Left Panel

• Customer Details
• Billing Details
• Shipping Details
• Notes
• Created By
• Last Updated By

2.2 Shipment Section

Shows:

• Shipment number
• Tracking ID
• Shipping Carrier
• AWB
• Dispatch Date
• Shipment Status

Items are listed with:

• Quantity
• Rate
• Total

2.3 Amount Summary

Displays:

• Gross Total
• Discounts
• Shipping
• Tax breakup
• Order Amount
• Paid
• Return
• Outstanding Amount

 Order Actions

Right side panel actions include:

• Payment
• Return
• Cancel
• Order Completed

3.1 Payment

Open the Payment modal.

Fields:

• Mode of Payment
• Date
• Payment Amount
• Remark

System updates:

• Paid amount
• Outstanding balance
• Payment status

3.2 Fulfill Item

Users can:

• Fulfill partial quantity
• Track unfulfilled items

Status updates:

• Unfulfilled
• Partially Fulfilled
• Fulfilled

3.3 Production

If production is enabled:

• Select stage
• Enter production quantity
• Track production versus pending

3.4 Return

Click Return to open the Create Return screen.

Return options:

• RTO
• Return

Fields:

• Fulfilled ID
• Reason of Return
• Return ID
• Return Date
• Tracking Number
• Shipping Carrier
• Notes
• Attachment

3.5 Cancel

Cancels the order before fulfillment.

Navigation Path:
Order Module → Order

1.1 Top Left Dropdown (Order Views)

• Pending Order
• Completed Order
• Cancelled Order
• All Orders

This allows quick filtering by lifecycle stage.

1.2 Table Columns

Default visible columns:

• Order Number
• Customer Name
• Phone
• Item Count
• Source
• Order Amount
• Status (Unfulfilled, Fulfilled, Partially Fulfilled)
• Date of Order
• Payment Status (Paid, Unpaid, Partial)

Columns can be customized.

1.3 Search

Shortcut: Ctrl + K

The search bar supports:

• Order ID
• Customer Name
• Phone

1.4 Filter Panel

Available filters:

• Item
• Created Date
• Expected Delivery Date
• Source
• Status
• Country
• State
• City
• Currency Type
• Mode of Payment
• Payment Status

Buttons:

• Reset: Clears filters
• Submit: Applies filters

1.5 Customize Columns

Users can:

• Show or hide fields
• Reset to default
• Reorder columns

This improves reporting flexibility.

1.6 Bulk Selection and Export

Users can select multiple orders to export reports.

Export formats:

• XLSX
• CSV

Options:

• Export Fully
• Export Partially

Introduction to the Order Module

Navigation Path:
Order Module → Order

The Order Management module allows businesses to:

• Create and manage sales orders
• Track fulfillment status
• Manage payments
• Handle returns (RTO and Return)
• Monitor shipping and production
• Export order reports
• Track the order lifecycle end-to-end

This module bridges:
Sales → Inventory → Dispatch → Payment → Return.