Orders

Orders lists every order with its number, customer, status, priority, due date and total (Priority hides on narrow screens). 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. Deleting orders from the list is for owners and admins.

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. 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. A collection order has no carrier. A shipping order has a shipping status (Not shipped, Pending, Packed, Shipped, Received), a carrier name and a tracking number. 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). 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. A service line can be turned into a catalog product afterwards with Save to Products, which creates a product with one variant. Once the order is saved, Add photo on a line attaches up to 3 reference photos (PNG, JPEG or WebP); click a thumbnail to see it full size.

Duplicate, at the foot of a saved order, turns the open form into a new, unsaved order copied from what is on screen, including edits you have not saved yet. The title reads New order (copy of ORD-0042). Nothing is saved until you press Create order, so 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.

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 colour 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 → 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 → Item statuses.

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 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, 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. A 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. Shipping, electricity, machine wear and your time are not in it, so it is a rough guide, not full profit. 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. 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, tick them on the Orders page, press Delete at the bottom of the list, then Confirm delete. 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; for an order whose goods have already left the shop, the confirm box offers Keep the stock as sold. 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 Cancelling an order.

When two people have the same order open and one saves first, FoxTrack does not overwrite the first save without asking. 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.
• 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 stale save 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, in the same transaction, so editing never double-counts. What moves depends on the product's Fulfillment mode: 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 what the stock holds and keeps that take: re-saving never takes stock that arrived later, only a bigger quantity takes more, and 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 colour, 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.

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, fulfillment method, 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 tick box (Print job sheet after save makes one for a new order). Packing slips, item cards and the CSV checklist live on the order's fulfillment page. 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. FoxTrack does not print carrier shipping labels; the carrier name and tracking number go in the Shipment block.

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.