Orders

Overview

Orders provide an easy way to manage tracking and communication with retailers. This includes status change history, email notifications on updates, and a complete record of the order lifecycle from creation through delivery.

Note: AMS does not facilitate payments. However, it provides a field to document and share invoice links with retailers.

Portal Submitted Orders

Retailers that have been given a retail portal link can browse your product catalog and submit order requests directly. These orders appear automatically in your orders list with all line items and retailer contact information.

Manually Create Order

To manually create an order, navigate to Retail > Orders and click + Create Order. A retailer picker will appear — search for and select the retailer. The order type (wholesale or consignment) is determined by the retailer's type.

Add line items to the order by searching for products by name or SKU. Specify quantities for each item. When all line items are added, review the transaction statement including totals, then submit the order.

Pull from On Hand (Wholesale)

Wholesale orders include a Pull from On Hand checkbox in the cart, on by default. When checked, the ordered quantities are immediately reserved from your on-hand stock at the time the order is placed — not when it ships.

• The product's Sellable quantity (visible in Inventory > Stock Management) drops as soon as the order is created so you can't double-sell the same units.
• The actual on-hand count moves at ship time when you progress the order status to Shipped.
• If you cancel the order before shipping, the reservation is released and Sellable goes back up.

Uncheck the box to keep stock available for other sales until the order ships — the previous behavior, still preferred for made-to-order wholesale.

Order Notifications

When an order is submitted, an email notification is sent to:

• The retailer's primary contact email (shown in their business details)
• Your business notification emails configured in My Business > Business Properties under "Email Notifications"

The notification email includes a table of line items with product names, quantities, prices, and totals.

Orders Table

The table shows Order ID, Retailer, Date, Status, Payment, Net Total, Gross Total and Created. With the sliders button (Filters and columns) you can filter by:

• Order Status — Awaiting Approval, In Progress, Shipped, Delivered or Canceled
• Payment Status — None Expected, Awaiting Payment, Paid in Full or 50% Deposit

Click Export to save the orders you're viewing as a spreadsheet file.

Order Details

Click View Details on any order row to open the full order detail page.

Edit Line Items

The top section lists every item in the order.

• Change a number — click the Qty, Unit Price, Rate or Adj value right in the table and type the new one.
• Add an item — click + Add Line Item.
• Remove an item — click the delete button at the end of its row.

Status Update

The status update section lets you progress the order through its stages: Awaiting Approval, In Progress, Shipped, Delivered or Canceled.

When an order is updated to Delivered, the order data is finalized. This means the transaction will appear in the retailer's transaction history and revenue reports.

Note: The status does not need to change to send an update email or log comments. You can send a communication at any stage without changing the order status.

Send Email Update

Tick Send email update to contact before you click Submit Update to email the retailer's contact and your notification emails. Leave it unticked to save without emailing.

Tracking Number

When filled in, the tracking number is included in any status update emails sent to the retailer. This is especially useful when updating the order to "Shipped" status.

Invoice Link

Since AMS does not process payments, use this field to store an invoice link from your payment provider. The link is included in status update emails, making it easy to share with retailers.

Comment

Add a comment to include additional notes in the status update email. When not sending an email, comments serve as internal notes viewable in the update history.

Update History

The bottom of the order details page shows the complete history of all status updates, including timestamps, status changes, comments, and whether emails were sent.