What this helps you do

Read one order without guessing what its money, stock, delivery, GST, customer, and history sections mean.

Before you start

Open Orders, then select an order number. Buttons only appear when the order is eligible and your staff role has permission.

Steps

  1. Read the badges near the order number for the current payment and fulfilment state.
  2. Check Fulfilments to see which location handles each group of items and whether it is waiting for stock, a shipment, pickup, or delivery.
  3. Select the unit count in a fulfilment to see its exact products and quantities.
  4. Select the arrow beside a fulfilment to open its timeline.
  5. Check Order items for item prices, discounts, shipping, GST, and the final total.
  6. Check Overview and Payment breakdown to separate the amount collected from the amount still due.
  7. Check the shipping and billing addresses before dispatching anything.
  8. Read Returns & exchanges, Debit notes, and the document sections for changes made after the original sale.
  9. Read Order activity for a dated history of important actions.
  10. Use Notes for private staff information about this order.

Understand the important sections

  • Fulfilment: one group of items handled from one inventory location using one delivery method. A single order can have more than one fulfilment.
  • Source: the inventory location assigned to that fulfilment.
  • Units: the total quantity in that fulfilment. Select it to see the item-level breakdown.
  • AWB: the courier waybill number. Pending AWB means a ship-to-customer fulfilment does not have one yet. Pending stock means it cannot be shipped yet.
  • Purchase total: the complete value of the order.
  • Collected: money Upstorr currently records as received. This may be lower than the purchase total.
  • Outstanding: money the customer still owes.
  • Payment breakdown: how the order value is split across online payment, cash on delivery, gift card, deposit, or other recorded parts.
  • Inventory location: every location assigned to supply the order.
  • Tax Summary: place of supply, tax treatment, supply type, buyer GSTIN when present, and the CGST, SGST, IGST, and cess split.
  • Risk: warning level and reasons detected for the order. Treat it as a signal to check the order, not automatic proof of fraud.
  • POS attribution: the shop location, staff member, register, and device connected to a POS sale.
  • Notes: private information for your staff. Customers do not see it. A note can contain up to 5,000 characters; a long note starts as a short preview, and Show more reveals the rest.

For example, an order can say ₹1,000 total, ₹300 collected, and ₹700 outstanding. That does not mean the total is wrong. It means only ₹300 is recorded as paid so far.

Important warnings

Inventory reconciliation required means Upstorr finished an update for an older fulfilment but could not safely change stock because the original stock-movement record was missing. Open the affected inventory location, count the real stock, and correct it manually.

Deleting an open manual draft is permanent. Upstorr restores its reserved inventory and keeps a private audit copy, but the draft disappears from your working orders.

What happens next

The page refreshes as payment, fulfilment, delivery, return, document, and inventory events are recorded. An action does not silently complete an unrelated job: for example, marking fulfilment complete does not mark payment as paid.

Common problems

  • A button is missing: The order is not eligible for that action, or your staff role lacks permission.
  • The order has more than one fulfilment: Different items may come from different locations or use different delivery methods. Work on each row separately.
  • Collected is lower than total: Check the payment breakdown and outstanding amount before recording another payment.
  • The timeline looks old: Refresh the order after a courier, return, or local-delivery update.
  • A note change was not saved: Select Save before closing. If you close after editing, Upstorr asks whether to discard the unsaved change.
  • Inventory reconciliation is required: Count and correct the affected location manually; do not assume the displayed stock changed.