View & Manage Orders
Learn how to view, track, and manage your orders from the orders table and individual order pages
The Orders page is your central hub for tracking all orders - whether they're wholesale orders, Shopify orders, API orders, or sample orders. This guide walks you through how to view your orders table and manage individual orders.
The Orders Table
Navigate to Orders from the main menu to see a table of all your orders.
Table Columns
The orders table displays the following information for each order:
| Column | Description |
|---|---|
| Status | Current fulfillment status (Created, Picked, Packaged, Shipped, etc.) |
| Type | Order source - Wholesale, Shopify, API, Sample, etc. |
| Date | When the order was placed |
| Order ID | Unique identifier for the order (click to view details) |
| Shipping | Tracking information when available |
| Items | Number of items in the order |
| Customer | Who the order is being shipped to |
| Environment | Test or Live (for API orders only) |
| Billed | Amount charged for the order |
| Imported | Whether the order was manually imported |
Order Statuses
Orders progress through several statuses during the Roastify fulfillment process:
Created
Order received and queued for processing
Picked
Items selected from inventory
Printed
Shipping labels printed
Packaged
Order packed and ready for shipping
Shipped
Order dispatched with tracking available
Canceled
Order was canceled
Cancelation Requested
Cancelation pending review
Declined
Order was declined and will not be fulfilled
Expanding Order Details
You can view more details without leaving the table by clicking the chevron (▼) buttons:
View SKUs: Click the chevron next to the items count to see which SKUs and quantities are in the order.
View Address: Click the chevron next to the customer name to see the full shipping address.
Filtering Orders
Use the tabs at the top of the orders table to filter by status:
| Tab | Shows |
|---|---|
| All | Every order regardless of status |
| Open | Orders not yet shipped (Created, Picked, Printed, Packaged) |
| Closed | Orders that have been shipped, canceled, or declined |
Use the Open tab to quickly see which orders are still being processed and haven't shipped yet.
Understanding Environment (API Orders)
For API orders, the Environment column shows whether the order was placed with your test or live API key:
- Test - Order placed with your test API key (not charged, for testing only)
- Live - Order placed with your live API key (will be fulfilled and charged)
The Environment column only appears for API orders. Shopify and wholesale orders are always live.
Billing Column
The Billed column shows the amount charged for each order:
- Wholesale/Sample orders - Charged at time of purchase, so you'll see the amount immediately
- API/Shopify orders - Not billed until the order is fulfilled, so this may show $0 until fulfillment
Individual Order View
Click on any Order ID to open the detailed order view page.
Order Header
At the top of the order detail page, you'll see:
- Order ID - The unique identifier
- Current Status - Where the order is in fulfillment
- Created Date - When the order was placed
- Tracking Information - Carrier and tracking number (when available)
Test Order Banner
If you're viewing a test API order, you'll see a banner at the top indicating it's a test order:
Test orders are not charged and are not actually fulfilled. They're for testing your API integration only.
Fulfillment Progress
The order detail page shows where your order is in the Roastify fulfillment queue:
The progress indicator shows three stages:
- Production - Order is being processed
- Shipped - Order has been dispatched
- Delivered - Order has arrived
Order Items & Pricing
The middle section displays:
- Items - Each product in the order with SKU and quantity
- Subtotal - Product costs before fees
- Fees - Any applicable fees
- Shipping - Shipping charges
- Total - Final amount
Customer Details
The right side shows shipping information:
- Customer name
- Street address
- City, state, ZIP
- Country
Editing the Shipping Address
You can edit the shipping address for an order before it enters fulfillment.
Open the order detail page by clicking on the Order ID
Look for the Edit Address button in the customer details section
Click Save to update the shipping address
Important: You can only edit the shipping address while the order is in Created or Picked status. Once the order moves into the fulfillment queue (Printed, Packaged, etc.), the address cannot be changed.
When Can You Edit?
| Order Status | Can Edit Address? |
|---|---|
| Created | Yes |
| Picked | Yes |
| Printed | No |
| Packaged | No |
| Shipped | No |
If you need to change the address after fulfillment has started, contact support@roastify.app immediately - we may be able to help depending on where the order is in the process.
Editing Line Item Variants
Need to swap a coffee variant on an order? You can change the SKU/variant for any line item before the order enters fulfillment.
This feature allows you to change the variant (e.g., switching from Whole Bean to Ground), but you cannot add new line items, remove existing ones, or change quantities.
Open the order detail page by clicking on the Order ID
Find the line item you want to edit in the Items section and click the pencil icon next to it
In the Edit Line Item dialog, you'll see:
- Current Variant - The existing coffee and variant details
- New Variant - A dropdown to select the replacement variant
Select a new variant from the dropdown. Only variants that match the same product type and are available in your plan will be shown.
Click Save Changes to update the line item
Important: You can only edit line item variants while the order is in Created status. Once the order moves to Picked or beyond, line items cannot be modified.
When Can You Edit Line Items?
| Order Status | Can Edit Line Items? |
|---|---|
| Created | Yes |
| Picked | No |
| Printed | No |
| Packaged | No |
| Shipped | No |
What Variants Are Available?
When editing a line item, you'll only see variants that:
- Match the product type - You can only swap within the same product category (e.g., 12oz bags for 12oz bags)
- Are in your plan - Base plan users see base variants; Pro plan users see both base and pro variants
- Are assigned to the sales channel - Only variants configured for that order's sales channel (Wholesale, Shopify, API, etc.) are shown
- Include your custom products - If you have custom coffee products, those variants will also appear
Common use case: A customer requests Ground instead of Whole Bean after placing their order. Simply edit the line item and select the Ground variant of the same coffee.
Frequently Asked Questions
"Why does my order show $0 billed?"
For API and Shopify orders, billing occurs at fulfillment, not at order creation. You'll see the billed amount once the order ships.
"How do I cancel an order?"
To cancel an order that hasn't shipped yet, contact support@roastify.app with your order ID. Orders that have already entered fulfillment may not be cancelable.
"Where's my tracking number?"
Tracking numbers are added automatically once an order ships. Check the Shipping column in the orders table or the order detail page. You'll also receive an email notification.
"Why can't I edit the address?"
The edit button only appears for orders in Created or Picked status. If your order has moved beyond that, the address is locked because fulfillment has begun.
"Why can't I edit a line item?"
The edit button for line items only appears for orders in Created status. Once the order moves to Picked or beyond, line items are locked. Additionally, make sure you're looking at an order type that supports line item editing.
"Why don't I see certain variants when editing a line item?"
The variant dropdown only shows variants that match the same product type as the original item and are available in your subscription plan. If you're on the Base plan, you won't see Pro-only variants. Custom products you've created will also appear if they match the product type.