Adding a manual order
  • 31 May 2023
  • 3 Minutes to read
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Adding a manual order

  • Dark
  • PDF

Article Summary

If a customer has placed an order outside your online storefront, such as over the phone or in person, you can record the transaction by creating a manual order. 

Manual orders can reference an offline payment such as cash or check. You can also manually enter the customer's credit card if you are using a non-hosted payment gateway. *Note that non-credit card online payment methods, such as PayPal, cannot be used in a manual order.

Additionally, you can save an order as a draft, which will generate a cart URL. This unique URL can then be sent to customers, allowing them to go directly to your storefront cart page with their cart pre-populated and ready for checkout.

See Creating a Draft Order for more details.

Creating a Manual Order

Go to OrdersAdd. You will be taken to the Add an Order screen. Creating a manual order consists of four phases:

  • Customer Info — entering the billing details
  • Items — adding items to the cart
  • Fulfillment — entering the shipping details
  • Finalize — selecting a payment gateway and entering the payment details

Adding Customer Info

Select whether the order is for an Existing Customer or a New Customer.

Existing or New Customer radio buttons

For New Customers, enter their email address, billing information, and any additional account signup fields you have added, such as their birthdate or a pet's name. Specify a password if you want to create an account for them, or leave the password fields empty to check them out as a guest.

New Customer detail fields

For an Existing Customer, a list of customers will appear for you to select from when you enter their name, email address, or company name in the Search field.

Existing Customer search field

Once selected, a list of available billing addresses will appear on the right side of Billing Information. Click Use this address to populate the billing information form with the customer's saved address.

Saved address and Use this address link

Specify which currency should be used for the transaction.

Select the currency to use from the Transactional Currency drop-down.

After entering the customer's details, click Next to add items to the cart.

Adding Items

Click the Browse Categories button to locate the products you wish to add, or use the Search field to search by product name or SKU. The Search field will display up to 10 products that match your search criteria.

Add Products page

Use the Add a Custom Product link to add a product or service, not in your catalog. For example, you could use this to add a $10 convenience fee for special delivery. You can also opt to browse by category.

When you find the products you want to add, select them in the lower window, then click Select to add the Item (s) to the cart.

If the product has options, a window will appear with options to customize the product. Options can be selected in the Options tab, while the price and quantity can be changed in the Basic Details tab. When finished, click Add Item to add the product to the cart.

Use the Action menu to Customize, Copy, or Delete items added to the cart.

Action menu

When you have finished creating the cart, click Next to enter the shipping details.

Shipping Details

Specify the destination using one of the following options:

Specify destination address

  • Billing Address Specified — Choose this if the shipping address is the same as the billing address.
  • New Single Address — Choose this if the order is shipped to a different location.
  • New Multiple Addresses — Choose this if the order is being shipped to more than one location.

Click Fetch Shipping Quotes to generate a list of shipping methods based on your shipping zones. Select the desired shipping method, then click Next to enter the payment details and finalize the order.

Shipping methods

Use the Custom option to add a custom shipping method and specify its cost. Pick None if you don't want to apply any shipping charges to this order.

Finalizing the Order

Review the billing, shipping, and shopping cart details.

Use the Summary section to provide a discount, enter a coupon code or gift certificate, and get a recap of the order totals.

Order Summary

Enter comments or staff notes by scrolling to the Comments and Notes section. Comments are visible on invoices, while Staff Notes are only visible in the control panel and are not seen by customers.

Comments and Notes section

In the Finalize section, you will choose the payment method for the order. The drop-down menu will display any online or offline payment options you have enabled.

Selecting a payment method

The Manual Payment option can also be used in record-keeping for over-the-phone or in-person paid orders. Note that these orders are counted toward your billing.

Use the Description field to specify its use and add details.

The Description field in the Finalize section

When you are finished, click Save & Process Payment.

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