Every purchase becomes an order, whether a tribe bought it themselves or you assigned it to them. Orders in the left-hand menu is where you work them.
Every order has two statuses
This is the thing to understand first. One status tracks the work, the other tracks the money, and they move independently.
| Status | Tracks | Moved by |
|---|---|---|
| Fulfilment status | Whether the thing has been delivered — pending, processing, shipped, completed, cancelled. | You, as you do the work. |
| Payment status | Whether you have the money — pending, paid, and so on. | Payments, automatically. |
Moving orders through fulfilment
Open an order and set its status as the work progresses, or select several on the list and move them together — useful when a print run ships in one batch.
Products can define their own production statuses for the stages in between, so a signage order can sit at "artwork approved" or "in production" rather than only ever being pending or shipped.
Inside an order
- Items — what was bought, at the price charged at the time. Later price changes never rewrite an existing order.
- Answers — whatever the buyer filled in at checkout, including per-unit answers where the product collects them.
- Charges and payments — what was billed and what has been received against it.
- Notes — your internal record. Use these for anything you would otherwise keep in email, so the next person sees it.
Taking payment
An order paid at checkout arrives already settled. An order placed on account arrives unpaid, and you settle it later — by charging a saved card, or by recording a payment that arrived another way, such as a bank transfer.
Recording a payment you received outside the platform is important: it is what takes the order out of Accounts Receivable and stops the tribe being chased for money they have already sent.
Cancelling and refunding
| Action | What it does |
|---|---|
| Cancel | Stops the order. It is no longer chased and drops out of Accounts Receivable. Money already taken is not returned by this alone. |
| Refund | Returns money already collected, through the payment provider it was taken with. |
Finding things
The list filters by tribe, product and status. Two filters worth knowing: unpaid orders older than a month are your collections list, and orders still pending fulfilment are your work queue. If either is growing, that is the number to watch rather than total order count.