Where orders come from
#1042. An order from a marketplace also keeps the
marketplace’s own order number, its external number.
The Orders list
The page has three parts: the status folders on the left, a toolbar, and the list of orders, newest first.Status folders
STATUS FOLDERS lists your statuses by group, each with the number of orders in it.- All shows every order that is not archived.
- Click a status to see only its orders.
- Hold Ctrl (Cmd on a Mac) and click several statuses to see the orders of all of them.
- Archive shows archived orders. See Archive and restore.
Columns
Search
The search box finds orders whose external number, buyer login, buyer e-mail or buyer phone is exactly what you type, or that have a product whose name contains it, with the same upper and lower case. Order numbers and SKUs are not searched, whatever the box’s hint says. To find an order by its own number, use No. from and No. to in Filters.Filters
Click Filters to open the filter panel, set what you need and click Apply filters.?carrier=DPD,INPOST. See Delivery method.
Saved views
To keep a set of filters, open Filters, click Save as view…, enter a View name and click Confirm: “View saved.” The view keeps the search, the filters, the status folders you picked and whether you were in Archive. To use it, open View and pick it under Saved views. Saved views are yours: other people do not see them. You cannot rename or delete a view yet.Add an order by hand
Create the order
Add the products
Enter the buyer
Confirm the order
The order card
The card starts with the order’s header:- Order # and the external number, or “no external number”. data hidden means you see the buyer’s details masked; see Personal data.
- The source.
- The status. Click it to choose another; see Change the status.
- The priority, from 0 to 5 stars. Click a star to set it, or click the current one again to clear it. You need Edit order.
- Your organization’s custom trigger buttons, if any. See Custom triggers.
- The confirmation switch: Confirm order, Confirmed, or Confirm — unavailable. See Confirm an order.
- The stock state: stock reservation active or stock deducted. Nothing is shown while the order holds no stock.
- Issue receipt, when your plan includes fiscalization. See Fiscal receipt.
- A chip such as In Wapro, Sending to Wapro or Not in Wapro yet, when the order’s source sends to an ERP. See Sending to the ERP.
- Actions; see The Actions menu.
The Actions menu
Products
The Products section lists the order’s lines: the name with its EAN and SKU, Location, Qty, Gross price, VAT, Weight and Added. Added shows when the order was created, not when the line was added. Below the lines, Items value, Delivery and Total. All prices are gross, in the order’s currency. A line can carry a chip:- set / bundle: the line is a bundle.
- discount: the line is a discount, with a negative price.
- unlinked: the line is not linked to a catalog product, so it does not change stock.
Add products from the catalog
Open the picker
Find the product
Add it
Add a line that is not in the catalog
In the Add products dialog, click Add a manual line (not linked to the catalog). Enter the Name, optionally the SKU / EAN, the Quantity, the Gross price and the VAT rate, then click Add line. A manual line does not change stock. Its price cannot be negative: you cannot add a discount line by hand yet. Discount lines come with orders from your sales channels.Edit or remove a line
Open the line’s menu at the end of its row:- Edit opens Edit line: Name, SKU / EAN, Quantity (a whole number), Gross price, VAT rate, Weight (kg) and Location. The price is in the order’s currency. Click Save. The dialog’s note says a discount is entered as a line with a negative price; that works only on a discount line that came with the order.
- Delete asks “Remove line ”…” from this order?” and removes it.
Information
Payment
The Payment block shows Due, Paid, the last payment Method, the payment badge, and how much is missing. To record a payment or a refund:Open the form
Fill it in
bank transfer. The amount is in the order’s currency.Save
Payment status
The payment status follows from the payments, not from the order’s status.Promised delivery
The Promised delivery block holds the date you promised the buyer. Pick a date, then press Save (or Enter) to keep it, or Cancel to drop the pick. To remove the date, press Clear the date, or empty the field and press Save. Only dates from 2000 to 2100 are accepted. You need Edit order. Without that permission the block shows the date and nothing else. The date is a day in your organization’s time zone. An order is Late from the start of the day after that date until it is sent, delivered, cancelled or returned; an order waiting in a Ready for pickup-type status is still late. Omnilinker does not send the date to your ERP or to a marketplace, and the History records who set, moved or cleared it. Automations can act on it: see the trigger An order is past its promised delivery date in Automations.Delivery method
The Delivery method block shows how the order leaves: the method’s name, as the marketplace gave it (“Allegro Paczkomaty InPost”) or as you typed it, and its carrier, who picks the parcel up. A marketplace order gets both when Omnilinker takes it in: the carrier is the one you chose for the method in Delivery methods, if you did; otherwise it comes from the method’s name (InPost, DPD, DHL, UPS, GLS, FedEx, Poczta Polska, Orlen Paczka, Allegro One, Personal pickup), or from the parcel locker’s operator, and a method none of them names is Other carrier. If the buyer changes the delivery on Allegro before the order is sent, the order follows: its delivery method and carrier, its parcel locker or pickup point, and its delivery address. A pickup point or address someone corrected on the order stays as it is: you get an inbox notice that the buyer changed it, so you can check it before you ship. If the order already has a shipment, the order still takes the buyer’s change, but the shipment and its label keep the old locker or address: you get an inbox notice to check the label before the parcel leaves. An older message from Allegro that arrives late never undoes a newer change. Next to the carrier the block says who chose it: From your delivery method settings, From the rules (the method’s name or the locker’s operator) or Set on this order (someone set it here). Orders taken in before 7 November 2026 say neither. To set or correct it, type the name, choose the carrier from the list and press Save (or Enter), or Cancel to drop the change. Leave the carrier on Not known and Omnilinker gives the carrier a marketplace order with that method would get: the one you chose for the method in Delivery methods (From your delivery method settings), else the name’s (From the rules). If you renamed the marketplace’s method, the result is the name’s and yours (Set on this order), also when you save the order again later; type the marketplace’s name back and it is that method again. Clear both to remove the delivery method. If saving fails, what you typed stays so you can correct it. A manual order gets its delivery method here too. You need Edit order, and the order must not be sent, delivered, cancelled or returned yet; after that the block is read-only. A carrier you set stays when the marketplace sends the same method again, and when someone updates open orders from Delivery methods; saving the values unchanged also makes them yours (Set on this order). The same goes for the API: setting an order’s delivery method with the values it already has makes the carrier the caller’s (Set on this order), so your delivery method settings no longer change it. The History records who changed it, from what to what.Customer and buyer details
The Customer block has two parts. The top part is the contact the order is linked to. You need Edit order, and contact management must be on for your organization.- Choose customer opens a search by name, e-mail or NIP. Click Choose next to a contact. When the order has no buyer details yet, Copy customer data to the order is ticked, and the contact’s details are copied as well.
- Create from order data creates a contact from the order’s buyer, delivery and invoice details and links it. If a contact with the same valid NIP, marketplace account or login, or e-mail exists, Omnilinker links that one instead (see Contacts created from orders for the order of the checks). Either way the contact becomes a Customer. You also need View personal data.
- Change links another contact, and Unlink removes the link.
- Edit opens Edit buyer details.
- Copy from customer copies the linked contact’s e-mail and phone into the order. It fills in the delivery address and the invoice details from the contact only where the order has none.
Personal data
Without the View personal data permission, you see the buyer’s details and addresses masked, the card shows data hidden, and you cannot edit them.Addresses
The Addresses section shows Delivery, Invoice details and Pickup point. Click the pencil on one of them to edit it; you need Edit order and View personal data.- Delivery and Invoice details: Name, Company, Street, Postcode / City and Region / Country. The country is a two-letter code.
- Delivery also shows Phone when the channel sent one.
- Invoice details also has wants an invoice (“The buyer requested an invoice”) and Tax ID. copy from delivery fills the invoice address from the delivery address. A Polish NIP is shown in Tax ID, never as a foreign tax ID.
- Invoice details also show Foreign tax ID, with its type in brackets (for example Czech IČO or an EU VAT number), and VAT payer (Active, Not active, Not applicable or Unknown) when the channel sent them. Both are read-only, and editing the invoice details keeps them. The invoice’s own phone is stored but not shown on the card.
- Pickup point: Locker ID, Point name and Street.
Shipments
When your plan includes shipping, the Shipments section lists the order’s shipments and creates new ones. See Shipments, labels and tracking.Fiscal receipt
When your plan includes fiscalization and you have the Receipts permission, the card has a Fiscal receipt section, Receipt in the menu on the left. There you check the order’s receipt, issue it and follow it to the printer. See Issue fiscal receipts. The receipt button in the order’s header says how the receipt stands:- Issue receipt: no receipt yet. Click it to go to the Fiscal receipt section. Without the Issue and withdraw receipts permission it reads Fiscal receipt.
- Receipt under way: the receipt is on its way to the printer.
- The receipt’s number, for example Receipt 743, once it has printed.
Sending to the ERP
When your organization uses the ERP integration and the order’s source sends to an ERP, the card has an ERP section. It says where the order stands in the ERP, and why:- Not in ‹ERP› yet, and when it will be sent: on confirmation, when the order reaches a status, or by an automation rule or by hand. When reasons are listed under it, such as Products not linked to the ERP or More than one ‹ERP› customer could be this buyer, or those found are blocked or inactive, they are what holds the order back. Waiting to be sent to ‹ERP› means the order is queued and nothing holds it back.
- Sending to ‹ERP›, then In ‹ERP› or In ‹ERP› as … with the ERP’s order number, the customer it went to and whether a reservation was booked (Partly reserved in ‹ERP›: x of y when only part was).
- Not sent to ‹ERP›, No confirmation from ‹ERP›, Cancelling in ‹ERP›, Cancelled in ‹ERP› and Not cancelled in ‹ERP›: cancel order … there by hand when something goes wrong.
- Managed by another system for a source whose orders another system enters into the ERP; Omnilinker sends nothing.
- Removed in ‹ERP› when the ERP cancelled or deleted the order while it is open here; see Removed in the ERP.
- On a warehouse the ERP manages, who holds the stock: Omnilinker holds this until ‹ERP›‘s next stock read, then Reserved in ‹ERP›.
- Status in ‹ERP›: …, for example Status in Wapro: realised. It is a warning when the ERP cancelled the order, as Status in ‹ERP›: cancelled, and Deleted in ‹ERP› is a warning too.
- Invoice … issued in ‹ERP› · KSeF …, one line for each invoice (up to 5), and Shipment … in ‹ERP›.
- Not read back from ‹ERP› yet: its status and invoices show here once ‹ERP› reports them. until the first read.
Messages and notes
Internal notes holds one note for your team, “never sent to the customer”. Type it and click Save note. Edit and Delete change or remove it. A note has up to 510 characters. You need Edit order. Messages to buyer is not available yet: Omnilinker does not send messages to buyers.History
History lists what happened to the order, newest first, with who did it: a person, an automation or an API key. It shows the latest 100 entries. Payments and Statuses narrow the list. You need the Journal permission; without it, the section stays empty. The Automations section above it shows what your automations did with the order; see Runs and activity.Confirm an order
An order goes through three intake states, shown in Delivery-form state:Stock
When you use inventory, an order changes stock in two steps:- Confirming reserves. Each line linked to a catalog product reserves its quantity in its warehouse: the order source’s warehouse, or your default warehouse. See Warehouses. The header shows stock reservation active.
- Sending deducts. When the order moves to a status of the type Sent or Delivered, the reservation becomes a deduction from the stock on hand. The header shows stock deducted.
- Adding, editing or removing a product line reserves or deducts the difference.
- Moving the order to a Cancelled-type status releases its reservation, or puts deducted stock back.
- Deleting the order does the same.
- Moving a cancelled order back to another status reserves its stock again, or deducts it when the new status is of the type Sent or Delivered.
Change the status
Click the status in the order’s header and pick another. You need Change status. What the new status does depends on its type; see Status types:- A Cancelled-type status cancels the order and releases or puts back its stock.
- A Sent- or Delivered-type status deducts the reserved stock.
- For an order from a marketplace account with Order synchronization on, Omnilinker sends the marketplace the matching status for the new status’s type. See Status mapping.
Split an order
An order that is in the ERP, or on its way there, cannot be split.Open the split
Choose what moves
Split
Start another order for the same buyer
Open Actions and choose New order for customer. Omnilinker creates a draft with the same buyer details, addresses, pickup point, linked contact and currency, without products, and opens it. The new order belongs to your personal source. You need Create order. The draft keeps the buyer’s name, company, phones and tax data, but not the link to the buyer’s marketplace account. It gets no delivery method; when its pickup point is a parcel locker, the locker’s operator gives the carrier (From the rules), as for a marketplace order.Archive and restore
Archive orders you have finished with, to keep them out of your folders. An archived order is shown only in Archive and cannot be changed until it is restored.- To archive an order, choose Archive in its row’s ⋯ menu or in Actions on its card.
- To restore it, open it and choose Restore from archive on the banner at the top of its card, or in Actions. It returns to the status it had.
Delete an order
Choose Delete in the row’s ⋯ menu or in Actions, and confirm. Deleting cannot be undone. Stock the order holds is released or put back. You need Delete order. If the order is in your ERP or on its way there, deleting it cancels it in the ERP too, and the card asks first. Open Actions and choose Delete; the row’s ⋯ menu does not offer Delete for such an order. See Change an order that is in the ERP. To remove the buyer’s personal data but keep the order, anonymize it instead.Anonymize an order
Open Actions and choose Anonymize (GDPR). Confirm twice: “Anonymize this order’s buyer data (GDPR erasure)? This is irreversible.” and “Confirm once more: buyer PII will be permanently scrubbed.” Omnilinker erases the buyer’s details (including the name, company, marketplace buyer account and phones), both addresses, the NIP and the foreign tax ID, the pickup point and the internal note. The foreign tax ID’s type and the VAT payer status stay, because they say nothing about a person. An anonymized order never gets buyer data back from the marketplace. The products, payments and history stay. On the list, the order shows “data erased — GDPR”. You need Anonymize orders. If the order was sent to an ERP, Omnilinker also erases the delivery details from its own record of those sends, and withdraws a send that is still waiting for the agent. The order already in the ERP is not changed; see Customers in your ERP. To erase a customer’s data from your contacts as well, anonymize the contact; see Contacts.Bulk actions
Tick orders on the list; the checkbox in the header ticks every order on the page. The bar above the list shows how many are selected and offers:- Your custom trigger buttons placed on the list. See Custom triggers.
- Change status: pick the Target status and click Confirm. You need Change status.
- Mark as paid: adds a payment of the order’s full total to each selected order on the current page. You need Manage payments.
- Delete: asks “Delete … order(s)? This cannot be undone.” You need Delete order. When selected orders, on any page, are in your ERP or on their way there, the question says how many: ”… of them are in ‹ERP› and are cancelled there too.”
- Send to ‹ERP›, when the ERP integration is on: queues each selected order for the connection its source sends to. An order that cannot be sent is counted as failed. You need Send orders to the ERP.
- Issue … receipts, when your plan includes fiscalization: issues a fiscal receipt for each selected order, up to 50 at once. See Issue receipts for many orders.
Not available yet
- Copying an order, creating a return, and merging orders.
- Exporting orders.
- Sending e-mails or messages to buyers.
- Choosing the list’s columns: Column configuration does nothing yet.
- Filling in extra fields on an order.
Troubleshooting
“This module is not available. It may be disabled for your organization or you may lack access.”
“This module is not available. It may be disabled for your organization or you may lack access.”
“This order was changed in the meantime — reloading the latest version.”
“This order was changed in the meantime — reloading the latest version.”
“This order is archived and cannot be modified until it is restored.”
“This order is archived and cannot be modified until it is restored.”
“Order not found” when you open an order or save a change
“Order not found” when you open an order or save a change
“The order still holds an active stock reservation and cannot be archived until it is released or converted.”
“The order still holds an active stock reservation and cannot be archived until it is released or converted.”
“A non-discount line must carry a non-negative amount.”
“A non-discount line must carry a non-negative amount.”
“Check the highlighted fields — name is required and price/weight must be valid numbers.”
“Check the highlighted fields — name is required and price/weight must be valid numbers.”
“The order must currently hold a stock reservation to convert it.”
“The order must currently hold a stock reservation to convert it.”
“The quantity to split must be positive and cannot exceed the line quantity.”
“The quantity to split must be positive and cannot exceed the line quantity.”
“This order must be linked to a customer before copying data from one.”
“This order must be linked to a customer before copying data from one.”
The order cannot be confirmed
The order cannot be confirmed
“Order … is in the ERP; change it there, or cancel it.”
“Order … is in the ERP; change it there, or cancel it.”
“Order … cannot be sent to the ERP: …”
“Order … cannot be sent to the ERP: …”
The History section is empty
The History section is empty