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Understanding Orders
Understanding Orders

Orders: Origin, Status and Filtering.

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Orders definition

Order origins

An Order is a submitted Checkout. It serves as a proof of sale alongside a corresponding invoice. It will have a distinct Origin:

  • Online: an order made on your Eshop

  • Shop: a point of sale / manual Checkout made directly in the Backoffice

  • Discogs: an order imported from Discogs

  • Sales Channel: an order imported from a connected sales channel (ex: Bandcamp)

Note: An order can be open or locked. Once an order is locked, there are fewer options to edit that order. See below for more details.

Order Status

Order Status can be one of the following:

  • New order

  • Buyer contacted

  • Invoice Sent

  • Payment Pending

  • Payment Received

  • Shipped

  • Cancelled

  • Cancelled (Non-Paying Buyer)

  • Cancelled (Item Unavailable)

  • Merged

Note: Cancelled Orders are hidden from the main Order page, but can be accessed by applying the appropriate Cancelled filter.

Billing and Shipping status

Each order has two types of statuses: Billing and Shipping, which can change asynchronously. For example, an order can be shipped while payment is still pending.

Billing Status

Billing status can be one of the following:

  • Pending

  • Paid

  • Partially Paid

  • Refunded

  • Partially Refunded

Reminder: A Partially paid order will display a remaining balance within the payment method details of the order.

Shipping Status

Shipping status can be one of the following:

  • Pending

  • Shipped

  • Collected

Reminder: In a Point of Sale checkout, when the Payment method matches the order Total, the order is automatically marked as Collected.

Merge Orders

To merge one order with another, they both must have the status New Order, the customers must match or have no customer, and have no voucher or payment method applied.

Only orders that can be merged will display the Merge function.

  1. In the Backoffice go to Orders and select the desired New Order.

  2. Open the dropdown: This order can be merged from and select the order to merge.

  3. Click Merge.

Reminder: Orders cannot be merged if they are paid, shipped, or otherwise locked. Checkouts also cannot be merged.

When merging orders, the order which is currently being viewed will serve as the primary order into which other orders (secondary orders) are merged. Merging history is displayed in the Order’s Timeline.

Inventory items from secondary orders are merged, but messages are not. Secondary orders will be archived and hidden from view. They can be viewed by using the Order status > Merged filter.

Discogs Status

The status of Discogs orders is unique to Discogs, and is imported directly via the Discogs API. It is displayed in the same locations as Order Status. In the Order page a disc icon is shown.

Refer to the Discogs support documentation for information about the various Discogs Order Statuses.

Attention: Because Discogs has its own order status terms, an order can be marked as 'Paid' on Discogs while both Billing and Shipping statuses are still pending in the Common Ground backoffice.

Reminder: Because of a limitation on what kinds of information Common Ground can import through the Discogs API, users must manually add the Amount and Payment Method in an order to update the Billing status to Paid on Common Ground.

The same rule applies for Shipping Status.

Otherwise, Discogs order information may appear incomplete in your Common Ground sales exports.

Attention: With Discogs orders, you need to fill in the amount and payment method in Order Billing if you want the payment to be displayed in your sales exports. This data is not imported automatically.

Filters

Filters narrow down the displayed order list based on specific criteria, such as date, status, origin, or payment method, allowing for easier management and review of relevant orders.

Orders can be filtered directly from the Orders page, with all applied filters updating the order list in real time.

Note: When you set filters for date, status, origin, or others, the export will include only the orders that match those criteria.

Filter by date

You can use the date selectors to filter orders based on the date they were placed. Choose from the pre-existing filters or specify a custom date range by selecting a "from" and "to" date for more precise filtering.

You can also filter results by either order created or order payment date.

Sort by and Sort direction

You can choose to sort the orders according to their Creation date or their Payment date. The date selector will then apply to the selection.

When selecting "Sort by Payment date", only paid orders are shown.

Filter by Status, Origin & Payment method

You can also choose to filter according to one of the dropdown filters provided in the filters section. Those filters will add to the date filters that you selected.

Note: If you choose to sort by payment date, the billing status filter will be overridden, as only paid orders will be displayed.


​Sales Report vs Order Exports

The Sales Report provides a summarized view of key sales data, including total transactions, sales by origin and product type, profit margins, payment methods, and more, making it ideal for analysis and reporting.

Orders Exports offer detailed data on individual orders, such as customer information, item details, and payment and shipping statuses. While the Sales Report is used for high-level financial insights, Orders Exports are focused on tracking and managing specific transactions.

For more information on Sales Reports, see our guide.

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