Orders

Orders lists every order with its number, customer, status, priority, due date and total. Some columns need room: see Orders list columns. Search matches the order number, project title, customer and status. The status chips under the search box filter by board column, the Overdue chip shows open orders past their due date. Click a row to open the order form; the package icon on a row opens that order's own fulfillment page. New order adds one; Import CSV loads orders from a CSV file. Print for stock, next to New order, is for your own shelf. Check several orders to move them to another status at once (see Moving several orders at once). Deleting orders from the list is for owners and admins (see Deleting an order).

The Orders table shows more columns the more room it has. That is the width of the table itself, so an open sidebar uses some of it. On a wider screen the payment status column shows first, then Delivery, then Priority and Ordered. Where a column does not show, its status sits under the total, and the shipping status and ordered date are in the order form (press the row). When the Priority column is hidden, a priority above Normal shows as a chip under the order number. On a phone each order is a card: its status badges, the due and ordered dates, and the priority when it is not Normal. The package icon (the order's fulfillment page) and the QR icon (print or download the order's label) are on every row and card.

The Orders page opens grouped by status: one block per board column, top to bottom in board order. An open block shows how many orders it holds. Press a block's heading to fold or unfold it. Statuses that finish an order (such as Completed or Cancelled) start folded, so the work still to do comes first, and FoxTrack remembers your folds in this browser. The By status and List switch beside the search box changes the page to one table of every order, and remembers that too. The status chips show only those blocks. While a search or any filter is on, every block opens and blocks with no match are left out, so an old finished order turns up without unfolding anything by hand.

An order has a project title, a customer (pick one or create a new one from the field), a status (a board column), an optional priority, a due date, an optional sales channel, and notes. A new order opens on the project title, customer, due date and lines; every other field is under More, below the lines. More opens by itself when one of them already holds something other than its blank value (a duplicate, an assistant draft), and a saved order shows every field without it. The order number is assigned automatically when you first save, from the prefix and counter in Settings → Numbering; you never type it. Pressing Create order twice, or a save whose answer was lost on a bad connection and is sent again, still makes one order. Once saved, the order appears on the board and in the list, and the pipeline strip at the top of the form links it to the quote it came from and the invoice made from it, if any.

The Shipment block has a Collection / Shipping toggle. On a saved order it sits at the top of the sheet; on a new order it is still under More. A new order starts as Collection when its customer has no street, city or postal code, and as Shipping when the customer has one; you can switch it, and picking a customer later does not change a choice you made. A collection order has no carrier. A shipping order has a shipping status, shown as four steps: Pending, Packed, Shipped and Received (none is lit until you start; clicking the lit step steps back one), plus a carrier name and a tracking number. When FoxTrack knows the carrier (UPS, USPS, FedEx, DHL, Royal Mail, Canada Post, Australia Post, DPD, Evri or Hermes, PostNL, Deutsche Post, La Poste or Colissimo), Open the carrier's tracking page under the tracking number opens it in a new tab; for any other carrier, copy the number. A collection order's steps are Pending, Packed and Collected, and a saved collection order has a Handed over button that marks it collected in one press (save your changes first). While a line is not printed yet (the same rule as the order's Fulfillment page), the block says so, for example 2 items are not printed yet, and FoxTrack asks before you pick Packed, Shipped or Collected or press Handed over. A line with nothing to print, such as a fee or a line taken whole from stock, counts as done. A board column's on-enter rule can also set the shipping status, and Mark packed on the order's fulfillment page sets it to Packed.

The Type toggle decides what kind of lines the order has. Service lines are free text: a description, quantity and unit price, plus an optional printer, filament grams and inventory items for costing and stock (for the whole line; on product lines they are per unit). A Service line counts as a fee or a service, like a design charge, unless you tick Print this line under it. Unticked, which is the default, it is not on the Fulfillment queue, and saving a new order whose lines are all like this says so in a message (none of its lines is on the print queue). The (i) beside it explains this. Ticked, the line is on the queue, on the job sheet and in the order's progress. A free-text line that already has filament, a printer or a photo is printed anyway: the box shows ticked and cannot be changed. Add filament to a Service line to track its grams. Product lines come from your catalog: pick a product and variant (search by name or SKU) and the price, materials and stock rules come from it. Each line's More menu (the three dots next to Add filament) holds Add inventory, Save as product and Add photo. Save as product turns a service line into a catalog product with one variant. Once the order is saved, Add photo attaches up to 3 reference photos (PNG, JPEG or WebP) to the line; click a thumbnail to see it full size.

Duplicate, at the foot of a saved order, turns the open form into a new, unsaved copy of it. Nothing is saved until you press Create order.

The copy is made from what is on screen, including edits you have not saved yet, and its title reads New order (copy of ORD-0042). The monthly order limit, numbering and stock rules apply as for any new order, and Cancel leaves the original as it was.

• Copied: the customer, project title, priority, sales channel, notes, Type, collection or shipping, every line (description, quantity, unit price, product and variant, filament and inventory amounts), the discount and the shipping cost.
• Starts fresh: the order number, the status (the first board column), the due date (empty), the shipping status (Not shipped), carrier and tracking number, the From stock split on hybrid lines, and the line statuses on the fulfillment page. The copy has no quote or invoice linked to it.
• Not copied: photos. Two orders sharing one photo would both lose it when either is deleted, so the form says Photos are not copied when the original had some.

A copy of an order that came in from a connected store (such as Shopify or Etsy) starts with no sales channel, so it does not count as another store sale.

Print for stock is the outline button next to New order on the Orders page. It prints pieces for your own shelf, not for a customer. It opens a sheet: pick products and quantities, a due date, a priority and notes. Save makes a restock run for the Default pool already set to Printing, so its lines are on the Fulfillment queue at once, and opens the run page. It is a restock run, not an order, so it has no customer and no invoice.

Open pool runs are listed on the Orders page in a block titled For stock, with their status, due date and priority. Click one to open the run. When the pieces are printed, open the run and press Complete & add to stock, and they go into the product's stock.

Print extra for stock is in the More menu of a saved order, next to Duplicate. It shows when the order has a product line. It asks Copies of each product (1 to start with); press Continue and the Print for stock sheet opens with a line for each product on the order, each at that number of copies, the order's due date and priority, and the note Extra for ORD-0042 (the order's own number). Free-text lines are skipped. Press Save on the sheet to make the run. The order itself does not change, so its invoice stays right. Completing the run adds the extra pieces to the product's stock.

The status is which dashboard board column the order sits in. Owners and admins shape columns on the dashboard board itself, not in Settings: Add column, and each column's menu (Edit, Rules, Move left, Move right, Delete). Adding a column or renaming a status needs a Pro or Farm plan; changing a color works on every plan. Priorities come with the workspace (a new one has Rush, High, Normal and Low) and you pick one on the order. Owners and admins change the list under Settings → Statuses and priorities (see Priorities, in the Settings topic). The priority also shows on the order's lines in the Fulfillment queue, where High and Rush stand out. An order also moves forward on the board automatically when one of its line items reaches an item status that is linked to a column under Settings → Statuses and priorities.

Check the orders on the Orders page (in List, or inside one status block), then press Move to… in the bar above the list and pick a status. Each order moves exactly as if you had changed its status on its own: the Rules of that board column run (a column can mark the order packed or set its priority, for example), stock is put back, or taken again, when the order goes into or out of a column whose rules say Exclude from revenue (such as Cancelled), and Settings → Activity gets one line per order. Orders already in that status are left as they are. A message says how many moved and names any that did not, with the reason (for example, someone else moved it after your list loaded). The orders then stay checked, so Move to… again tries the rest once more. Everyone in the workspace can move orders, members included.

The due date is optional. Orders due in the coming week appear under Upcoming deadlines on the dashboard, and an order whose due date is close raises an Order due soon notification. A restock run with a due date does the same (see the Replenishment topic). A board column rule can clear the due date when an order enters that column, for example in a Done or Shipped column.

Below the lines (under More on a new order), Discount applies to the whole order as either a percentage or a fixed amount, and Shipping adds a delivery charge the customer pays. The subtotal, discount, shipping and total are recalculated as you type and stored with the order. There is no per-line discount: lower the unit price on a line instead.

Estimated profit sits under Total in the order form. It is what the lines charge, less the cost of each line's materials, less the order's discount, less the marketplace fee of the order's sales channel when it has one. The fee shows on its own line above Estimated profit (Etsy fee 6.5%, say): the percent set under Settings → Sales channels, of the order total including shipping. An order keeps the fee its channel had when the order was made, or when you last moved it to another channel, so changing a channel's fee later leaves past orders as they were. A new line's cost is its filament (grams at the spool's price per gram) and inventory items (at their unit price), shown as Unit cost (computed) under the line; a product line with nothing linked uses its variant's bill of materials. A saved line keeps the cost it was saved with, the same way the dashboard's Margin this month and Reports count it, unless you change its materials or quantity; a line made from a quote keeps the quote's labor, power and machine wear. With no labor rate set, the cost leaves your time out and the figure shows Estimate: labor not set, with a link to set the rate. Shipping is left out, so treat it as a rough guide to what the order earns. For profit across many orders, see the Reports page (Pro and Farm).

There is no Cancel button: move the order to the Cancelled column, by dragging it on the dashboard board or by picking Cancelled as its status on the order form. In a new workspace the Cancelled column's rules hide its orders from the board, keep them out of revenue and customer spend, and put back the stock they took. Grams for pieces already printed come back on the spool too. Use Log usage to take them off again. The order stays in the list: find it on the Orders page with the Cancelled chip. Deleting the order instead removes it for good and also gives its stock back.

Owners and admins can delete an order; members cannot, and the Delete button does not show for them. Open the order and press Delete at the foot of the form, then Delete order to confirm. To delete several at once, check them on the Orders page: a bar above the list says how many are selected (2 items selected) and offers Print job sheets, Move to… and Delete 2. Press Delete 2, then Confirm delete 2. If some of those orders have already left the shop (Fulfilled, shipped or collected), a box first asks the same question as a single delete and offers a Keep the stock as sold checkbox. Deleting removes the order and its lines for good, and it can't be undone. It also puts the order's stock back on the shelf, and the grams for pieces already printed come back on the spool too (use Log usage to take them off again). For an order whose goods have already left the shop, the confirm box offers Keep the stock as sold, which leaves the stock and the grams as they were. To stop an order but keep its record (for your books, or in case the customer comes back), move it to the Cancelled column instead: see Canceling an order.

If someone else saved the order after you opened it, FoxTrack asks before your save replaces theirs. You choose between their version and yours.

While you are still editing, the form may already say that someone else changed this order and that saving will ask first. When you press Save after their save, it says This order was changed by someone else after you opened it, with two buttons:

• Load the latest drops your changes and reloads the order as it is now, keeping the notes you typed beside the new ones.
• Keep mine saves your version over theirs.

If the other person deleted the order, the form says so and keeps your changes on screen; Save as a new order saves them as a new order with its own number.

Invoices, quotes, customers and products refuse a save made from an out-of-date page the same way, with Load the latest and Keep mine. When one of them was deleted, the form says so and keeps your changes on screen; a deleted customer also offers Save as a new customer.

On the dashboard board, dragging an order that someone else moved after your board loaded is refused: the board says ORD-0042 was moved by someone else after your board loaded, and refreshes to show where it is now.

Saving an order moves stock straight away, at the same moment, so editing never double-counts. What moves depends on the product's How orders use stock setting.

A Made to order line deducts filament grams and inventory from its bill of materials each time the lines change.

A From stock line takes its units from finished stock, as far as the stock covers them, and keeps that take. Saving again never takes stock that arrived later; only a bigger quantity takes more. Units the stock could not cover show as short on the order and in the Fulfillment queue.

A Hybrid line takes finished goods from stock and sends the rest to print. For a Hybrid line the order form shows a From stock field: the placeholder is what the automatic rule would take right now (as many as the pool holds, the rest to print), and typing a number fixes the split; 0 means print everything even though stock exists. Settings → Products and stock → Stock on new order lines chooses whether new hybrid lines start automatic or at 0 (manual). On an order for a sales channel whose own stock row holds the variant, the field reads Sold from shelf and starts automatic even in manual mode: the sale came off that store's shelf, and the store's count drops only by the number in that field.

Stock never goes negative: a line takes at most what is on hand, and deleting an order gives everything back. When a line's spool runs short, the rest comes from other spools of the same brand, material and color, fullest first, and the spool's form lists it under Covered by other spools (ORD-0401: 120 g covered by FIL-0029). The hints under a line say what is spoken for: a variant's on-hand hint names units a restock run holds (12 held by RPL-0007), and the filament hint reads like 820 g on the spool, 1105 g promised to open orders. Free-text service lines with no linked materials move nothing.

A product line uses its variant's bill of materials by default. If you add filament or inventory items directly on the line, those override the product's list for that order. If nothing is linked on the line, the product's bill of materials is used on save. This is how one order can use a different filament for the same product without changing the catalog.

From an order you can print a job sheet for the print room and make its invoice. FoxTrack does not print carrier shipping labels: the carrier name and tracking number go in the Shipment block.

When editing a saved order, Print job sheet downloads an A4 sheet (job-sheet-ORD-0001.pdf) for the print room: your shop name, the order number, customer, dates, delivery (Collection or Shipping), priority, the internal notes, the ship-to address on a shipping order (the customer's company first, the contact person under it), and per line the printer, the filament with grams each and in total, the print time and the item status, with a checkbox. Units taken from stock are already made, so a line's quantity, grams and print time (and the totals at the foot) cover only the units still to print, with a note such as 2 from stock · 1 to print. A fee line or a line taken whole from stock reads Nothing to print. On a new order, check Print job sheet after save to get the sheet when the order is created.

An invoice is made from a saved order with Create invoice (in the pipeline strip at the top of the form and at its foot), and it copies the lines and totals across. The invoice's chip in the strip reads Part paid, as on the Invoices list, once some money is on it but not all. Packing slips, item cards and the CSV checklist live on the order's fulfillment page, and the QR icon on each row of the Orders list prints or downloads the order's label.

The Free plan allows 10 new orders per calendar month; Pro and Farm are unlimited. The form tells you when the limit is reached, and it resets on the first of the next month. Existing orders stay editable.