All Orders

Use Sales > Orders > All Orders as the daily control center for sales orders and quotes. It answers three questions at a glance: what still has to ship, what still has to be paid, and what needs a decision before it can move. The Drafts & Quotes leaf under Orders opens the same screen on its Drafts & Quotes tab. You can also open an order from the command palette (search by order number), or from any order link on an account, invoice, payment, shipment, or report. If you belong to more than one company and an order link belongs to another one of yours, Arcus switches you to that company and opens the order, with the message Switched to the company name to open this order. If the switch fails you see Could not switch to the company name to open this order. Try again. This article covers the list. The order page itself, from editing lines and holds to payments, packing, and corrections, is covered in the related articles at the end.

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Before You Start

• You need View Orders to open the page and an order.
• Create Quote and Create Sales Order need Create Orders.
• Bulk Archive needs Edit Orders; bulk Cancel needs Cancel Orders.
• The Margin % card appears only for roles with View Order Margin.
• Changing a line quantity needs Edit Orders. Mark as Fulfilled needs Fulfill Orders to be enabled and Ship Orders to complete, Confirm Pickup needs Fulfill Orders, and Undo Fulfillment needs the Undo Fulfillment permission and is offered only while the order is eligible.
• Invoicing an order from its detail page needs Create Orders; billing it before anything has shipped also needs Bill Ahead of Shipment.
• The list follows your current location. When your location has no orders in the list but other locations do, the page says so and offers Switch to All Locations.

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Find Orders

1. Go to Sales > Orders > All Orders.
2. Pick a tab to choose a working queue. Each tab shows its count.
3. Search by order number, customer, or other visible order details.
4. Narrow the list with the filters: Order date, Payment, Fulfillment, Channel, Account, Rep, Delivery (Ship, Pick Up, Will Call, or Freight), Order total range, Tracking (Has tracking), and On hold.
5. Click an order to open its detail page.

The link in your address bar keeps the tab, search, filters, sort, and page, so a teammate who opens it sees the same list, and Saved views keeps a layout including its search. When you open an order and go back, with the Back arrow or your browser’s Back button, the list returns with your search, filters, and scroll position as you left them; typing a search adds no extra Back steps. Opening the list fresh from the menu starts it clean.

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The Tabs

An Attention tab appears only when orders need a decision: orders on hold, blocked by credit, waiting for approval, owed a refund, or not fitting any other tab. It is hidden when its count is zero.

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The Summary Cards

• Orders and Revenue: booked business only. Quotes, returns, drafts, cancelled, and archived orders are excluded. Hover the card to see the revenue basis.
• Avg order value: revenue divided by booked orders.
• Margin %: the margin on what the goods in this list really cost. For units that have shipped or been invoiced it uses the cost locked when each unit shipped, plus any landed cost, and the card reads realized, on what shipped; when some units are still open it adds their order-entry estimate beside it. Hover the card to see both figures, the revenue each covers, and how many lines without a cost were left out rather than priced at zero. When nothing has shipped with a known cost the card shows the estimate and reads estimate, nothing shipped, and with no cost at all it shows Not available with no cost known. When the list holds too many shipped lines to work out, it shows the order-entry estimate and asks you to narrow the filter, for example to a date range. Open Product Margin in Reports for the same split by product.
• Needs fulfillment: click it to open that tab.
• Outstanding: open receivables only, meaning posted invoices and invoiced sales orders with a balance due. Drafts, quotes, returns, voided invoices, and fully refunded documents are excluded.
• Overdue terms: the past-due part of Outstanding. Click it to open the Overdue tab. A draft is never overdue because it is not yet a receivable.

Use the manage menu on the card strip to hide or show cards.

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Columns and Export

The default columns are Order #, Status, Date, Account, Tags, Channel, Total, Delivery, Payment, Fulfillment, Items, and Packages. Add Row #, PO #, Invoice #, Balance Due, Due Date, or External # from the Columns menu, and save the view. The Fulfillment column can show No Shipping Label when an order is ready but has no label yet.

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Create a Quote or Order

Click Create Quote or Create Sales Order. Both buttons are disabled with a tooltip when your role cannot create orders. Follow Creating Orders for the full walkthrough.

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Bulk Actions

Select orders in the table to act on several at once:

• Export CSV: downloads the selected orders. Needs View Orders.
• Archive: takes the orders out of daily work while keeping them for history. Needs Edit Orders.
• Cancel: cancels each order through the normal cancel checks, so an order that cannot be cancelled is reported and left as it is. Needs Cancel Orders.

A bulk action you are not allowed to run stays visible but disabled, with the permission it needs.

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Change a Line Quantity

Open the order, go to the line items, and change a line’s quantity. Arcus keeps the stock held for that line in step with the new number, so you do not have to release or reserve anything by hand.

• Lowering the quantity releases the extra reserved stock and trims any backorder to what is still needed.
• Raising the quantity reserves what is free on the shelf and backorders the rest. You see Quantity saved. 3 more reserved; 2 back-ordered (not enough on the shelf). or, when nothing is free, Quantity saved. 2 back-ordered: nothing free on the shelf to reserve.
• If the hold could not be updated, the quantity is still saved and you see Quantity saved, but the stock hold was not updated. followed by what to do next: Use Allocate now on the order, or lower the quantity back. when the increase could not be held, or Use Release reservation on the order. when the extra stock could not be released. Use Unallocate on the order to free held stock.

After any line change, a package added, automatic fulfillment, or a resolved variant, the order’s line figures refresh on their own, so the quantities you see are the current ones.

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Allocate now

Allocate now shows the plan before it acts. When a line holds more stock than it still needs, the plan says 2 units are held beyond what this line still needs and will be released in this pass. Arcus refuses a plan that would cut the hold on a line that is still owed stock, and says so: Nothing was changed. The message names the lines and tells you to keep the current allocation or use Unallocate on the lines you want to free.

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Pack, Ship, and Undo

• Packing more than was ordered is blocked. Adding units to a package tells you You can pack at most 4 more units of this product on this order (6 already packed; 10 ordered). A product that is not on the order says This product is not on the parent order. To add it, edit the order first, then return to packing. A product that is only a drop-ship or fully returned line says your warehouse does not pack it and that nothing was added.
• Packed quantities on the order show the real packed figure for locally sourced lines, even when it is more than the line quantity, so an overpacked line is visible while you review fulfillment.
• Mark as Fulfilled is for orders that do not ship, such as digital goods, services, or will-call pickup. It asks Mark order as fulfilled? and warns that it posts fulfillment entries, consumes inventory, and sends the shipment notification. If you need carrier labels, use Pack with Mighty instead. You see Order marked as fulfilled when it finishes.
• Confirm Pickup marks a pickup order fulfilled: Pickup confirmed! Order marked as fulfilled.
• Delivered but never marked fulfilled: when the carrier delivered a box, or is still moving it, and nobody marked it fulfilled, the order’s Fulfillment tab shows a notice naming the box. It says the box was delivered on its date (or left the building) but was never marked fulfilled, counts any further boxes like it, and says stock, revenue and the invoice have not moved. When the order has several boxes, Show box opens that one. On the box itself a banner reads Its stock, revenue and invoice have not moved. Mark it as fulfilled to post them; the customer is not sent a shipment email for a delivered box. above its Mark as Fulfilled button. A box with no items recorded says there is nothing to fulfil.
• Complete order (nothing left to ship) closes an order whose lines are all services or charges, so there is nothing to pack. It appears in the order’s actions menu, and the Fulfillment tab shows Nothing to pack with the same button. It needs Fulfill Orders to be enabled and Ship Orders to complete. It opens Complete with the order number, which lists the revenue, shipping, tax, card fee, and discount entries it will post, any customer deposit it applies, and whether an invoice is issued now (it follows your invoicing setting; with manual invoicing no invoice is created). Confirm and you see Order completed. Revenue recognised and invoice with its number issued. The tab then reads Completed with nothing to ship. When the order cannot be completed the button is disabled with the reason, for example An item on this order still has to ship. Pack and ship it instead; the order completes with its last package., This order is unpaid. Collect payment or assign net terms before completing it., or This order is a draft. Confirm it before completing it.
• Undo Fulfillment asks Undo fulfillment on this order? and lists what reverses: the revenue, cost of sale, tax, discount, and fee entries are reversed; consumed stock returns to on-hand at its original cost and is reserved for the order again; serial numbers go back to allocated; packages, contents, and purchased labels are kept; the invoice is voided and a new number is issued when you fulfill again; captured payment stays on the order. When it finishes you see Fulfillment reversed. with the counts, followed by You can now edit the order and re-fulfill. If a package is already with the carrier or delivered, create a return instead.

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Payments on an Order

• Payment status stays true when an order ends. Cancelling, voiding, archiving, or closing an order short recalculates its payment status from the money actually received and refunded. An order that was fully refunded stays Refunded after it is cancelled.
• Receipts on shipment invoices: when an order is billed on separate shipment invoices, a receipt applied to one of them also shows in the parent order’s timeline, including when it is voided or changed and when a check comes back.
• Refund destination: when a refund starts from a return that asked for store credit, the refund window preselects Store credit and says This RMA asks for store credit (a credit memo, no cash leaves). A return that asked for the original payment method says This RMA asks for a refund to the original payment method. If you pick a different destination, it says The destination below differs from it.
• Coupons: a coupon’s use count is recalculated each time a coupon is applied, removed, or released, including when an order is cancelled, so the count cannot drift.
• What is still owed: the order’s amounts panel names the balance for what it is. A confirmed order shows Remaining Balance; a draft or quote shows Remaining to Collect, with a note that no receivable is booked until the order is confirmed; and an order that paid more than it now holds shows Refund Due to Customer. A cancelled, voided, or fully refunded order shows no balance, with the note Nothing is owed: this order is cancelled, voided or fully refunded.

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Refund from an order

The order’s Issue Refund window walks you through four steps: Why, What to refund, How to refund, and Confirm.

1. Why is money going back? Choose one of eight reasons. Each says what it does to revenue, tax, and cost, and a reason that sends a refund says whether it Files a tax credit with the state or Files nothing with the state. A reason that does not fit the order stays in the list, unavailable, with why underneath:
   • Wrong instrument: same money, different card or tender, Returning the customer’s own excess cash, and A charge that should never have existed are offered only when the order holds more than it owes, and refund no more than that excess.
   • The money never really arrived, or was taken back and We are not going to collect this are recorded elsewhere and send no refund from this window; a write-off is done with Write Off Bad Debt in AR Management.
   • The customer is sending goods back leads to Start a return, because the refund is the last step of the return. The sale is being unwound leads to Cancel the order, which opens Cancel order to settle the money and close the order.
2. What to refund: Full refund, Partial amount, or By line items.
3. How to refund: Original payment method (for a check it reads Void the customer’s check, and for cash Cash from the register drawer), Store credit, Refund check, or External / outside Arcus.
4. Confirm: review the refund and issue it.

When the refund starts from Cancel order, the Why step is skipped, because the reason is already known. When it is issued you see the refund number and amount, with View credit memo or View refund check for a store credit or check refund. If the order was overpaid and the excess is already held as a credit memo, the window says so and points you to the memo page (Refund by check) or to applying it to an invoice.

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Receive one payment for several invoices

A customer account’s Receive Payment opens a page that records one receipt and spreads it over open invoices. It needs Process Payments, and it also opens from a bank line or a deposit, then returns you there when you finish.

1. Pick the tender: Check, ACH, Wire, Cash, External / Other, or Store Credit.
2. Type the amount received. Arcus never takes it from the invoices you tick.
3. For a check, enter the check number (and the check date as printed). For ACH, wire, or external, enter the bank trace or confirmation number so the receipt can be matched to the bank line, or tick No reference available.
4. Tick the invoices it pays, or use Apply oldest first, which spends exactly the amount received on the oldest balances. Match a remittance takes invoice numbers pasted from the customer’s remittance and ticks exactly those; amounts and dates in the paste are ignored.
5. If part of the money is not applied, tick Hold as credit on account to record the extra as an available customer credit, or lower the amount received. With Store Credit, the page spends the customer’s oldest credit first, up to what is available, and shows Store credit after. Store credit pays invoices only, so apply the whole amount to invoices. A customer with no credit says This customer has no store credit to spend. When you start from a bank line that may match a receipt already recorded, the page asks you to Confirm this is a different payment, or match this line to the entry instead. When the money is clearly already on the books, it asks you to match the line to that record, or select Record it anyway and say why.
6. Select Review, check the summary, and confirm. You see Payment recorded.

The page tells you what is missing in one line, for example Enter the check number., Apply to at least one invoice, or enable ‘Hold as credit on account’., or You have applied $1,200.00, which is $200.00 more than the $1,000.00 received. Lower an invoice or untick one. If a request is sent twice, for example after a lost connection, the second one records nothing new and tells you that your first attempt had already recorded the receipt. See AR Management for working open balances.

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Order Statuses

Every order shows three separate states. Read all three before you change anything.

• Order status: Draft, Open, Processing, Fulfilled, Cancelled, or Archived; an order paid by bank debit can wait in an awaiting ACH clearance status, and a quote that lapses shows Expired. Confirming a draft makes it Open; cancelling or archiving takes it out of daily work.
• Payment: Unpaid, Partial, Processing, Paid, Overpaid, Terms, Overdue, Refunded, or Partially Refunded. Recording a payment, applying credit, or refunding moves it. When an order is billed on separate shipment invoices, paying or voiding payment on one of them updates the order’s amount owed and payment status together. Cancelled and zero-value orders keep their own status.
• Fulfillment: Unfulfilled, Partial, Backordered, Awaiting Pickup, or Fulfilled, as packages ship or are picked up.

See Order Lifecycle and Safe Changes for what each stage allows.

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Invoice an Order From Its Detail Page

Open the order and use the Invoice card.

• Invoice Shipped Items bills everything that has shipped on one invoice. Items not yet shipped stay on the order and are invoiced when they ship. If nothing is left to bill, the dialog says so: everything that has shipped is already invoiced, or nothing has shipped yet. When it succeeds you see that the invoice was created for the shipped items.
• Create Invoice on an order with nothing shipped opens Bill before anything has shipped. It shows the Units not yet shipped and the Value of goods still in the warehouse, and asks for a reason of at least 10 characters. Bill ahead of shipment then bills the customer now.

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Re-open the bill and re-issue it

When an order’s invoice is wrong, correct it from the order’s Invoice card instead of editing a posted bill.

1. Select Re-open the bill. It needs Create Orders; on a posted bill it also needs Post Journal Entries, because the bill is voided first and its journal entries are reversed. When the bill cannot be re-opened, the button is disabled with the reason.
2. The window Re-open the bill on the order number asks you to confirm that the invoice is retired into the order’s history and the order returns to Not invoiced, so it can be corrected and billed again. It lists What happens and What it does not do.
3. Type a reason of at least 10 characters and select Re-open the bill, or Keep the bill. You see Bill re-opened. with the retired invoice number and a reminder to correct the order, then re-issue it.
4. Correct the order. The Invoice card shows Re-opened with when and by whom the invoice was retired.
5. Select Re-issue Invoice. The window Re-issue the invoice for the order lists the Invoice number it will take (the next in the series), the Journal entries, the Tax document, and the Payments and deposit it moves. Confirm to issue the new invoice; the old one stays in the order’s history.

If the customer has not acknowledged a changed total, Re-issue Invoice stays disabled until you send the revision or acknowledge it internally.

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What Happens Behind the Scenes

• Revenue and cost of sale are recorded in the general ledger when goods ship; posting an invoice adds it to receivables.
• Customer deposits: when an order completes, its deposit is applied against what the order still owes, so a deposit and an invoice balance are not both left open.
• Refund after a void: a refund issued after an invoice void is treated as cash going out. It does not reverse the sale and tax a second time, and it does not mark a live order as settled.
• Shopify orders: if a Shopify payment capture has no matching entry in your books, Arcus records the missing entry instead of treating a resync as complete.
• Margin: recalculating a fulfilled line’s margin keeps the line’s discount applied, so margin is not overstated.
• Locations: creating or editing an order checks the location you picked against your company; a location that does not exist or belongs to another company is refused before the order changes.
• Recording activity: if the order’s history entry cannot be saved, the action no longer reports success. Brief conflicts are retried, and a lasting failure is shown to you.
• Emails and audit: order emails go to the customer from your company email, and every change is recorded in the order’s history. Other users see changes without refreshing.

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Common Blocks

• An order is missing from the list: check the tab, the filters, and your current location.
• Create buttons are disabled: your role does not include Create Orders.
• Confirm Order is disabled and the order reads Collect payment to confirm: with Payment Intent at Confirm on (the default, under Settings > System > Approval Workflows), a draft sales order is confirmed only once it has a payment intent: a payment of any kind, a card hold, terms placed in Collect Payment, or a net or COD term on the order. The button’s reason starts This order has no payment intent yet. and tells you to collect a payment or put the order on terms in Collect Payment, then confirm. The draft can still be printed or emailed to the customer.
• Bulk Cancel skipped an order: that order failed its own cancel checks. Open it to see why, and see Order Exceptions.
• Create Invoice is disabled on an unshipped order: you need Bill Ahead of Shipment, or ship the order first.
• Bill ahead of shipment stays disabled: type a reason of at least 10 characters.
• A line quantity saved but stock looks wrong: use Allocate now or Unallocate on the order, as the message says.
• Undo Fulfillment is disabled: the order is not eligible (for example a package is already with the carrier), or your role lacks Undo Fulfillment. The button’s tooltip names the reason.
• Mark as Fulfilled is not offered: the order has to be eligible, and Mark as Fulfilled needs Fulfill Orders to be enabled and Ship Orders to complete.
• Complete order is disabled: read the reason on the button. An item still has to ship, the order is unpaid with no terms, or it is a draft, cancelled, archived, or under chargeback review.
• Re-open the bill is disabled: you need Create Orders, and Post Journal Entries for a posted bill, or the reason on the button explains why this bill cannot be re-opened.

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