Orders & Inventory System

Order Statuses

Awaiting Approval	In Transit	Delivered	Cancelled	Rejected	Returned

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Order Management Lifecycle

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Email Notifications

The system automatically sends emails at key stages of the order lifecycle:

Trigger	Email Type	Recipient	Description
Order Created	Purchase Confirmation	Customer	Sent when customer places order (except manual_cash)
Status: Approved → In Transit	Status Update	Customer	Notifies customer order is being shipped
Status: In Transit → Delivered	Status Update	Customer	Confirms successful delivery
Status: Rejected	Status Update	Customer	Notifies customer of order rejection
Status: Cancelled	Status Update	Customer	Confirms order cancellation
Status: Returned	Status Update	Customer	Confirms return processing
Order Items Edited	Order Update	Customer	Notifies customer of admin changes to order

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All email notifications can be disabled by setting sendEmail: false in the function parameters. Admin notes included in status updates will be sent in the email when provided.

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Admin Order Edit Functionality

Administrators can edit orders that are not in terminal status (rejected, cancelled, returned):

What Can Be Edited:

• Item quantities (increase/decrease)
• Product variants (swap one variant for another)
• Complete product changes (replace items entirely)
• Add or remove items from order

Automatic Adjustments:

• Stock levels recalculated for old and new items
• Order subtotal updated based on new items
• Shipping fees recalculated if order total crosses free delivery threshold
• Items sold counters updated (for delivered orders)
• Product total quantities recalculated

Edit Workflow:

1. Admin selects order to edit
2. Original items' stock is restored
3. New items' stock is decremented
4. Order totals recalculated
5. Customer receives email notification
6. Database updates broadcast

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Restrictions:

• Cannot edit orders with status: rejected, cancelled, or returned
• All new items must have sufficient stock available
• At least one valid item must remain after edit

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Special Order Types

Manual Cash Orders:

• Created with status: delivered (bypasses approval)
• No purchase email sent
• No shipping fee calculation (region set to "N/A")
• Items sold counter immediately incremented
• Available only to admin users

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Stock & Inventory Management

On Order Creation:

• Product variant quantities decremented
• Set component quantities decremented (if applicable)

On Order Edit:

1. Original items returned to stock
2. New items deducted from stock
3. Product total quantities recalculated

On Order Cancellation/Rejection/Return:

• All items returned to stock
• Discount code usage count decremented
• Items sold counter decremented (if order was delivered)

Items Sold Counter:

• Incremented only when order reaches delivered status
• Decremented when delivered order is rejected, cancelled, or returned
• Updated during order edits for delivered orders

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Important Notes:

• Only the financial report (Dashboard page) will update if you delete a Delivered Order log, but the item's quantity & selling counter won't change; you must reject the order to return the items' numbers & sold items counter.
• If you delete the order log, the user won't be able to see it from their side or review the product.
• Order edits trigger stock adjustments, email notifications, and database broadcasts automatically.
• Discount codes are validated for expiry, usage limits, and minimum order amounts during order creation.

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Last updated on January 21, 2026.