Orders is where everything customers have placed lands, and where you work through fulfilment.
The lifecycle of an order
Draft — only for orders you build yourself on a customer's behalf, before placing them.
Submitted — the customer has checked out. It's waiting on you.
Accepted — you've confirmed you'll fulfil it. Customers can be notified at this point.
Completed — fulfilled and done.
Cancelled — a separate exit, available at any point.
Payment is tracked separately, so an order can be accepted but not yet invoiced, or completed and still unpaid. See Invoicing and getting paid.
Accepting an order
Open the order from Orders, check the lines and the ordering window it belongs to, then accept it. Accepting is the meaningful signal to your customer that the coffee is coming.
When you can't fill a line
You don't have to cancel a whole order over one item. On each line you can confirm the quantity you're actually fulfilling, or mark the line unavailable. Each line's own state follows the quantity you've fulfilled, and the order total updates to match what the customer is actually getting.
Placing an order for a customer
Orders that arrive by phone, text, or email don't need to be retyped by the customer. Build the order yourself from the customer's page or from Orders, and place it on their behalf. These skip the acceptance notification, since you already know about them.
Editing a placed order
You can adjust quantities after placement and totals recalculate. Once an order has been invoiced, though, its totals are locked — edit the invoice in your accounting system rather than the order at that point.
Order numbers
Each order gets a sequential number that's yours alone, so you can reference it with customers and match it against your own paperwork.