Search, filter and export orders

Find any order in seconds, narrow the list to exactly the orders you need, keep that narrowing for next time and download it as a spreadsheet. Everything here happens at the top of your orders list (opens in a new tab).

Search for an order

The list searches as you type: while you type, Searching… shows, and after a short pause the list narrows. Press Enter to search straight away. A chip with your words in quotes appears under the views, and every view's count now counts only the orders that match.

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The search matches part of a word, in capitals or not, in any of these:

To clear the search, select × at the end of the box, or the × on its chip.

Search by phone number

Phone numbers are saved with their country code, such as +962791234567, even when the customer typed 079… at checkout. You do not have to type them that way. When what you type is a phone number — at least four digits, with spaces, dashes, brackets or a + if you like — we match its digits against the saved numbers:

• the local way, with the leading 0: 0791234567 or 079 123 4567;
• with the country code: 962791234567, +962 79 123 4567 or 00962791234567;
• in Arabic digits, such as ٠٧٩١٢٣٤٥٦٧;
• or just the last digits, such as 4567.

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Sort the list

The list opens with the newest orders first. Four column headers sort it: Order, Total, Created and, when your screen is wide enough to show it, Delivery. The arrow beside a header shows the order in force; point at it to read "Sort by: Ascending", "Descending" or "Not active".

• Select Order, Total or Delivery once to sort from the lowest number or from A; select it again to reverse.
• Select Created to sort by the time each order is due to be prepared, earliest first — in practice, your oldest orders come first. Select it again to reverse.

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The sort stays while you search and filter. Clear filters puts the list back to newest first.

Advanced filters

Select Advanced filters to open the filter panel. While it is open, the button reads Hide filters.

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The panel has four status menus. Each starts on all, and a choice applies the moment you make it:

Order status filter

The order's own status: Awaiting payment, Awaiting confirmation, Confirmed, Preparing, Ready to ship, Shipped, Out for delivery, Delivered, Completed, Cancelled, Returned, Partially returned, Refunded, Partially refunded and Failed. This is the status, not the stage you see in the list — a Ready to prepare order has the status Confirmed. See How order stages work.

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Payment status

The latest payment on the order: Pending, Authorized, Paid, Partially paid, Failed, Refund pending, Refunded, Partially refunded, Voided and COD.

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A cash on delivery order whose cash you have not collected yet has the payment status Pending — in the list it reads Awaiting collection. Once you record the cash, it becomes Paid. So the COD option finds no orders. To find delivered cash on delivery orders whose cash you still have to record, use the COD orders view; see find every order with cash to collect.

Fulfilment status

This menu reads the order's own fulfilment record, which follows its latest shipment:

These values are not the words in the Fulfilment box on an order, which reads Preparing, Ready to ship, Shipped and so on. To find orders by those, use the Order status filter or a view.

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Shipment status

The latest shipment on the order: Awaiting pickup, Label created, Picked up, In transit, Out for delivery, Delivered, Delivery failed and Returned to sender. What each one means is in Update a shipment’s status.

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You can combine the four menus, for example Delivered orders whose payment is Pending. A status menu and a view cannot both be on: choosing a status turns off the view you were on, and choosing a view resets the four menus.

From and to dates

From and To narrow the list to orders placed between two days, both days included. Leave either one empty for no limit on that side. The days run in UTC, so an order placed between midnight and 3 am Jordan time counts under the day before — see the note under Today.

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To remove a date, select × on its chip. In the panel, the × inside the date field clears it too; then select Apply filters. For today's orders alone, the Today view is quicker — see Work through your orders list.

Filter by tag

Tags are your own labels on orders, such as VIP, Rush or Wholesale. You add them on an order's Operations tab — see Edit an order's address, notes or tags.

The chip reads Tags: VIP. One tag at a time. The filter also finds tags that contain what you type, so VIP finds VIP-Gold too. The search box finds tags as well.

All orders from one customer

On any order, in the Customer section, select View order history. The orders list opens with that customer's orders only, and the chip Customer filter shows it.

For a customer with an account, this follows the account. For a guest, it searches by their email, so the chip shows the email in quotes instead. A guest who left no email has no View order history link; search for their phone instead. You can also search for a customer's name or phone yourself; to see a customer's details and totals, see Find a customer and see their orders.

Applied filters, and Clear filters

Every filter in force shows as a chip under the views: the view, each status, From and To, the search words, the tag and the customer. Select × on a chip to remove that one filter, or Clear filters to remove them all and go back to newest first. Clear filters at the bottom of the panel does the same.

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The filters also live in the page address, so a refresh keeps them, and you can copy the address and send it to a colleague who works in your store.

Save a filter and apply it later

When you use the same filters often, save them. Select Saved filters — the button shows once a filter is applied or you have saved one.

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To use it later, select Saved filters, then select the name. Every filter you saved comes back, the search words and the sort included. To remove a saved filter, select × beside its name; it goes at once, with no question.

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Saving under a name you already used replaces the old filter. With no filters applied, the panel only lists your saved filters; the name box appears once a filter is applied. With filters applied but nothing saved yet, the panel says "No saved filters yet."

Export filtered or selected orders

Export downloads orders as a CSV file that opens in Excel, Numbers or Google Sheets. Exporting is on the Starter plan and up. On Free, the export buttons carry a padlock, and selecting one says "Bulk tools and exports are part of the Starter plan and above." See Plans and what each includes.

Export the orders you have filtered:

The file holds every order that matches, across all pages, not only the 20 on screen — up to 1,000 orders, in the list's sort order. For more, export in date ranges.

Export the orders you ticked: tick orders in the list, then select Export selected in the bar that appears above the list. See Update several orders at once.

The file has one row per order, with these columns: Order Number, Created At, Customer Name, Customer Email, Status, Payment Status, Fulfillment Status, Shipment Status, Items (the number of lines), Subtotal, Shipping, Tax, Discount, Total, Currency, Coupon Code, Shipping City and Shipping Country. The column names and statuses are in English whatever your console language, and Created At is in UTC.

Export one order from its row

The file has the same columns, with one row. Like the other exports, it needs the Starter plan or higher.

When nothing matches

When no order matches, the list says No matching orders — "Adjust or clear your filters to see more orders." Select Clear filters under it to start again.

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If you expected a match:

• Look at the chips: a view, date or tag you forgot can hide the order.
• Search for less: part of the name, the phone number as you would dial it, or the end of the order number.
• Check the spelling of the name as the customer typed it, in Arabic or in English letters.

Next, update several orders at once, or learn why an order needs attention.