Create an order manually

Record a sale you took over the phone, on WhatsApp or in person. Add the customer and items, take payment now or later, and fulfil it like any other order.

Not every sale starts on your storefront. When someone orders over the phone, in a message or at a market stall, create the order in the console. It then works like any other order: stock comes off when it's paid, and you fulfil it from the order page or, for products you send, from Shipping.

Before you start

The products, services or tickets you're selling must be On my shop. Hidden and archived items don't appear in the picker.
If you want to take a card payment with a link, connect Yoco under Settings → Payments.

Create the order

Click Store → Orders in the sidebar, then New order.
Under Customer, click Choose customer. Search by name, email or phone, and click the customer. For someone new, click New customer, fill in Name (plus Email and Phone if you have them), and click Add & select.
Under Items, click Add item, search your catalogue and click what they're buying. For a product with variants, click it and then pick the version. Use − and + to change the quantity.
For a service, set the Booking time. If the service uses set time slots, pick one of the open slots.
If anything needs delivering, fill in the Shipping address.
In Summary, add a Discount (R) or Shipping (R) amount if you need to. Both are in rand, for the whole order.
Under Channel, choose where the sale came from: Manual, WhatsApp or Online store. This is for your reporting, and it also decides whether the customer is emailed when the order is paid (see below).
If they've already paid, tick Mark as paid now and choose Cash, Card, EFT or Other.
Click Create order.

You land on the new order's page, and a New order notification appears under the bell.

Items sell at their catalogue price, and you can't type a different price on a line. To charge less, use Discount (R).

Take payment later

If you didn't tick Mark as paid now, the order is Unpaid. From the order's page you can:

Click Take payment to record money you've received. Enter the Amount (R), choose the Method (Cash, Card, EFT, SnapScan, Zapper, Payment link or Other), and add a Reference you'll recognise on your bank statement. Enter less than the total to record a deposit. The button then says Record part payment.
Click Charge with Yoco (if Yoco is connected) to create a card payment link for the balance. Then use Open pay page, Copy link or WhatsApp to get it to the customer.
Click Remind to pay to email the customer a reminder, if the order has an email address.

Stock is taken off, and service bookings are confirmed, only once the order is fully paid.

Fulfil the order

Fulfil it the same way as a storefront order. For products, click Ship it on the order to open it in Shipping, where you book a courier or send it out yourself, or click Mark shipped next to the item if you sent it another way. See Use the Shipping hub. For services, click Mark completed when it's done. For tickets, click Issue to send them.

What the customer receives

A manual order doesn't send the customer an order confirmation. What happens when it's paid depends on the Channel you picked:

Manual: recording a payment doesn't email them.
WhatsApp or Online store: once the order is fully paid, the customer gets a "payment received" email, as long as the order has an email address.

They'll also get the emails that come from later steps, such as a courier booking, issued tickets, a payment reminder, a refund or a cancellation. If you want them to have a written confirmation, send them one yourself.

If the customer wants to pay by bank transfer, give them your bank details and use the order number as the reference. When the money lands, click Take payment and choose EFT. To have your storefront give customers your bank details for you, see Take payments by bank transfer (EFT).

If something goes wrong

"Choose a customer for this order." Every order needs a customer. Pick one, or add a new one with just a name.

"Add at least one item." Add something from your catalogue before you click Create order.

"Your subscription is inactive — reactivate to create orders." Your ShopEazy subscription has lapsed, so the console is read-only until you reactivate it.

The item I want isn't in the picker. It's hidden or archived, or its whole section is switched off under Settings → What you sell. Open it, pick Show on my shop and save.

I got an error after ticking Mark as paid now. Usually one of the items is out of stock. Check Orders before trying again, because the order may already have been created as Unpaid. If it's there, add stock (or switch on Keep selling when out of stock for that product) and use Take payment on that order, instead of creating a second one.

I need to sell a tour. Tours appear in the picker, but a manual order can't hold a departure date. Have the customer book the tour on your storefront instead.

I created the same order twice. Open the extra one and click Cancel, as long as nothing has been paid on it. If it has an email address, the customer is emailed that it was cancelled, so you may want to tell them first.