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Manage customer orders, update order status, process payments, and track deliveries through the Orders panel.

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Accessing Orders

Navigate to Admin Panel > Orders to view all orders in the system. Each order displays:
  • Order number and date
  • Customer name and email
  • Delivery address
  • Order status badge
  • Total amount in COP
  • Shipping tracking number (if available)

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Order Status Workflow

Orders follow a defined workflow with these states:
  1. Pendiente (Pending): Order placed, awaiting payment confirmation
  2. Pagado (Paid): Payment received and confirmed
  3. En preparación (In Preparation): Order being prepared for shipment
  4. Enviado (Shipped): Order dispatched to customer
  5. Entregado (Delivered): Order successfully delivered
  6. Cancelado (Cancelled): Order cancelled at any stage
Order status can only transition in specific sequences. For example, you cannot change a “Pending” order directly to “Shipped” - it must go through “Paid” and “In Preparation” first.

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Filtering Orders

Use the filter buttons at the top to view orders by status:
  • Todos (All): View all orders
  • Pendientes (Pending): Orders awaiting payment
  • Pagados (Paid): Confirmed payments
  • En preparación: Orders being processed
  • Enviados (Shipped): Orders in transit
  • Entregados (Delivered): Completed orders
  • Cancelados (Cancelled): Cancelled orders

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Updating Order Status

1

Locate the order

Find the order using filters or scroll through the order list.
2

Change status

In the order card, locate the Estado (Status) dropdown.
3

Select new status

Choose the new status from the dropdown. Only valid transitions are allowed.
4

Update

Click Actualizar (Update) to apply the status change.
Invalid transitions are blocked:
  • You cannot change from “Delivered” or “Cancelled” to other states
  • Status must follow the logical workflow sequence
  • An error message will appear if you attempt an invalid transition

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Automatic Inventory Adjustments

When you change order status, inventory is automatically updated:

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Stock Deduction

  • When status changes to Pagado (Paid) or Entregado (Delivered)
  • Stock is decreased by the order quantities
  • Movement is recorded as “Venta/Pedido #[order_id]“

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Stock Restoration

  • When a previously paid/delivered order is changed to Cancelado (Cancelled)
  • Stock is increased by the original order quantities
  • Movement is recorded as “Cancelación Pedido #[order_id]”
All inventory movements are tracked in the Inventory panel with full audit trails including the admin user who made the change.

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Creating a New Order

1

Click New Order

Click the + New Order button in the top right.
2

Select customer

Choose the customer from the Cliente dropdown. Search by name or email.
3

Enter delivery address

Fill in the Dirección de envío (Shipping address) field (required).
4

Add products

  • Use the product search or dropdown to find items
  • Click + Ítem to add the product
  • Set quantity, price, and discount % for each item
  • Stock levels are shown for each product (red warning for low stock)
5

Review totals

The form automatically calculates:
  • Subtotal: Sum of all items before discounts
  • Descuentos: Total discount amount
  • IVA (19%): Tax on net amount
  • Total Neto: Final amount
6

Select payment method

Choose between:
  • Efectivo (Cash)
  • Datáfono (Card terminal)
7

Save order

Click Guardar Factura (Save Invoice) to create the order.
When creating orders manually, stock is shown in real-time. If a product has 2 or fewer units in stock, the quantity appears in red as a warning.

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Editing an Existing Order

1

Open the edit form

Click the Editar (Edit) button on the order card.
2

Modify order details

You can update:
  • Customer
  • Delivery address
  • Order status
  • Tracking number (Nº Guía) if available
3

Add or remove products

  • Use the product selector to add new items
  • Click the ✕ button to remove existing items
  • Update quantities and prices as needed
4

Save changes

Click Guardar cambios (Save changes) to update the order.

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Order Details

Each order card shows a complete breakdown:

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Customer Information

  • 👤 Customer name and email
  • 📍 Delivery address
  • 🚚 Tracking number (when available)

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Product Details

For each item in the order:
  • Product name and image
  • Quantity (Cant.)
  • Unit price (Precio Unit.)
  • Discount percentage (Dcto.)
  • IVA (19% tax)
  • Subtotal

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Generating Invoice PDFs

Click the 📄 PDF button on any order to download a printable invoice. The PDF opens in a new tab and includes:
  • Complete order details
  • Customer information
  • Itemized product list with pricing
  • Tax calculations and totals

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Deleting Orders

1

Click Delete

Click the Eliminar (Delete) button on the order card.
2

Confirm deletion

A modal will appear asking you to confirm. The order number is shown.
3

Complete deletion

Click Sí, eliminar (Yes, delete) to permanently remove the order.
Deleting an order is permanent and cannot be undone. Consider marking orders as “Cancelled” instead for record-keeping purposes.

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Order Status Badge Colors

  • 🟡 Yellow: Pendiente (Pending)
  • 🔵 Blue: Pagado (Paid) and Enviado (Shipped)
  • 🟣 Purple: En preparación (In Preparation)
  • 🟢 Green: Entregado (Delivered)
  • 🔴 Red: Cancelado (Cancelled)

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Tips for Order Management

Workflow efficiency:
  • Update order status promptly to keep customers informed
  • Use filters to focus on orders requiring attention (Pending, In Preparation)
  • Add tracking numbers as soon as shipments are dispatched
Payment verification:
  • Only change status to “Paid” after confirming payment receipt
  • Use the PDF invoices for payment records and accounting
  • Document payment method for each transaction
Inventory accuracy:
  • The system automatically adjusts stock when orders are paid/delivered
  • Monitor low-stock warnings when creating orders
  • Review inventory movements after status changes to ensure accuracy

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