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orders
Archive an order to take it out of the Orders table and release the stock it still holds, whether it was a rental, a booking or a sale that is not going ahead. Archiving and Deletion explains what archiving keeps, releases and revokes.

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Prerequisites

Required permissions: Create and edit orders to archive an order (orders:order_summary:manage), which every built-in role holds. See Users & Roles.
Have ready before you start:
  • Anything the customer has, back first. Archiving frees a handed-out unit from now on, while the customer still has it. See Mark items returned.
  • The money settled. Refund what you give back, and capture any deposit you keep: archiving an open order closes it, which releases the deposit hold. See Refund an order and Capture a deposit.
  • The order as it is, not completed first. Archiving closes an open order without moving its items. Completing it first moves sale items to Handed Out, which keeps them out of stock as sold.
  • The reason, if you want it on record. Write it on the order’s Comments tab first, because archiving asks for none.

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The walkthrough

1

Open the order

Open Orders and click the order’s row. With more than one location, check the location selector in the top-left corner first.To archive several orders at once, select their rows in the table instead and click Archive above it. The same confirmation opens.
The Orders table on the All tab, with one order's row highlighted
2

Open More

Click More in the top-right corner of the order. A dialog opens with the actions you can take on the order, Archive among them.
The More dialog open over an order, with its heading and the Archive action highlighted
3

Choose Archive

Choose Archive. The Archive Order dialog opens. On an order that is not closed yet, it warns that the order is closed before it is archived: checkout links stop working, scheduled payment collections stop, subscriptions are cancelled and the order becomes read-only.
The Archive Order dialog with its title and the warning about closing the order highlighted
4

Acknowledge the warning

Click the checkbox “I understand the impact on the items listed above” under the warning. Until you do, Archive stays greyed out.Skip this step on a closed order. Its dialog carries no warning.
The Archive Order dialog with the acknowledgement checkbox ticked and the Archive button highlighted
5

Archive the order

Click Archive at the bottom of the dialog. The dialog closes, and This asset is archived shows at the top of the order, with Unarchive beside it.
An archived order, with This asset is archived and the Unarchive button at the top highlighted
6

Check the checkout links

Open the Payments tab. A checkout link that was active now reads Revoked, and the customer can no longer pay through it.
An archived order's Payments tab, with the tab and the checkout link's Revoked chip highlighted

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How do I know it worked?

  • This asset is archived shows at the top of the order, and its status chip no longer opens.
  • The order is gone from the Orders table, and listed under Settings → Archived assets instead.
  • Every item keeps the state it had. Units the order was still preparing are free for other orders.
  • Checkout links that were active read Revoked on the Payments tab.

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Troubleshooting / common pitfalls

The order is already archived, or your role cannot close it. Where orders move with a button, a custom role held to the button can archive an open order only when closing is the button’s next move. See Order lifecycle settings.
Archiving an open order closes it, and a check your account runs before an order closes, such as Order is unpaid, is set to block. Fix what it names, or settle the order, and archive again. See Order lifecycle settings.
The sale item reads Handed Out, which counts as sold, and archiving keeps a sold unit out of stock. If it never left, unarchive and reopen the order, mark the item Excluded and archive again. See Archiving and Deletion.

Archiving and Deletion

What archiving keeps, releases and revokes.

Cancelling an order

Every walkthrough for standing an order down.

Unarchive an order

Bring an archived order back.

Cancel an order

Keep the order on the record with every item excluded.

Refund an order

Send back what the customer paid.