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Manage Orders

Every order from the shop lands here. You see what was ordered, whether it is paid, and guide the job from production to shipping. Pixalo takes care of invoice and emails.

1

The order list

Under Orders lie all jobs with customer, amount, status, payment method and date.

Order list with tabs, search, sorting and table
  1. 1Tabs: All, Pending, Completed, Failed, Archived. With counters.
  2. 2Search by order number, email, first or last name. Next to it the date range.
  3. 3Sort by date, amount or order number, ascending or descending.
  4. 4Table: clicking a row opens the order. Checkboxes on the left for multi-select.

Understanding status

Paid: payment received, invoice created. Payment pending: bank transfer or cash still open. Payment processing: online payment in progress. Failed: payment aborted, the customer can order again.

Delete and archive

Orders without an invoice are deleted permanently. Orders with an invoice move to the archive because invoices must be kept for ten years. They can be restored from the archive.

2

The order in detail

Everything about an order on one page. Left the history and items with photos, right print status, customer and payment.

Order detail with order history, packages, print status, customer information and payment overview
  1. 1Order number, status and date. Right: resend order email.
  2. 2Order history: created, in production, shipped, completed, refunds.
  3. 3Customer information: name, email, phone, access code, shipping address.
  4. 4Payment overview: subtotal, discount, shipping, sitting fee, total, invoice as PDF, refund.

Items with photos

Packages, digital files, prints and photo gifts are listed separately. Each item shows the ordered photo, size, quantity and price. Clicking the photo opens it large.

Print status

For prints and gifts: Pending, In production, Ready to ship, Shipped. Each step has a button, each step is recorded in the history with time. The customer sees the state in their account.

Resend order email

Sends the order confirmation to the customer again, e.g. if the bank details were lost. Once per minute.

3

Confirm bank transfer and cash

With prepayment and cash the order waits for you. The customer sees your bank details or pickup instructions in the confirmation.

1
Check the payment on your account or take the cash.
2
Open the order, click “Mark as completed” at the top and confirm.
3
Pixalo creates the invoice, sends it by email and unlocks digital downloads.

Not reversible

Completing creates an invoice with a sequential number. It cannot be undone. With online payment this step happens automatically.
4

Refund

The “Refund” button in the payment overview opens the refund dialog. Only for paid orders and only up to the total amount.

Refund dialog with item selection, reason and confirmation of manual transfer

Choose items

Individual items with quantity, plus shipping costs and sitting fee. Each item can be refunded only once.

Reason

Customer request, defective, duplicate order, suspected fraud, other. Appears on the credit note.

Online or manual

Stripe and PayPal refund automatically to the customer's payment method. With bank transfer and cash you transfer yourself and confirm it in the dialog.

Result

Refund in the history, credit note as PDF by email to the customer, amount in the payment overview as Refunded.

5

Lab export

Orders as XML or CSV plus original images as ZIP, in your lab's format. Under Orders → Lab export.

Lab export with export template, filters, order table and create export
  1. 1Three areas: Create export, Exports, Templates.
  2. 2Export template: format, columns, file names. Create once, use again and again.
  3. 3Filters: event, period, customer. Advanced: status, payment method, product type. Hide already exported.
  4. 4Create export. Up to 2000 orders per export.

Templates

CSV with delimiter, header row, charset and Excel BOM. Or XML with your own element names. Columns like order number, article number (SKU), size, quantity, file name. Live preview while editing.

ZIP with original images

Folder and file names with placeholders, e.g. order number and SKU. The export runs in the background, the download is available under Exports and expires after a while.

6

Customers

Under Customers you see all parents with an account: contact data, orders, revenue, linked access codes and the order history.

Customer list with search, sorting and statistics

Orders are flowing. Now set up payments.

Stripe, PayPal, bank transfer or cash. You decide.

Next: payments