Edit Order Details

An overview of all the section tabs on the order details screen within ShipStation.

In ShipStation, Order Details are what you see in the Order Details screen. 

ShipStation allows you to edit some order details after the order has imported or been created in ShipStation. These details include delivery address, payment and item details, and order notes.

Edit Delivery Address & Order Information

You can edit the following fields in your order details: 

Recipient

Summary

Recipient Name

Paid Date

Company

Ship By Date

Address 1

Hold Until

Address 2

Shipping

Suburb, State, Postal Code

Tax

Country

Total Paid

Phone Number

You can also edit the Recipient information in the Orders Shipping Sidebar, without opening the Order Details screen.

V3_ORD_ShippingSB_Customer_Edit_MRK.png

ShipStation will automatically lock the changes you make to the Ship To Address so that a store refresh will not override it. If you wish to revert changes back to the address originally imported from the store, click Revert to Original in the Edit pop-up.

V3 Order details screen, red box highlights Revert to Original option in the Recipient panel

To learn how to edit the shipping details for an order, review the Configure Shipping article of the Ship Orders section of this guide. 

Add & Edit Order Notes

ShipStation includes the following notes fields:

  • Notes From Buyer

  • Notes To Buyer

  • Gift Notes

  • Internal Notes

  • Custom Fields 1, 2, and 3

Some of these fields contain notes imported from the store if the store both supports that field and the store sends it to ShipStation. The notes fields can be edited directly in ShipStation. Add the corresponding Field Replacement to your packing slips template or customer notifications emails template to add the text from the notes fields.

You can add notes to an order, or edit existing order notes, in the Order Details screen ...

V3 order details screen, red box highights notes section in a shipment

... the Orders grid Shipping Sidebar...

V3 Orders tab shipping sidebar, red box highlights Notes section

...and in the Orders Grid.

V3_ORD_Grid_NotesColumn_MRK.png

Add or Edit Notes

ShipStation will save the note and the notes icons in the Notes column will turn dark grey so you will know at a glance which orders have notes and what kind.

V3_ORD_Grid_NotesColumn_MRK.png

Hover over the notes icons in the Orders grid to read the Order's note in a popover.

Pin Your Notes

You can pin notes within the Order Details which will leave the content of the note visible even if the note section is collapsed. The content of the note is visible in the Notes section of the Order Details or the Sidebar on the Orders tab.

ODET_PinnedNote.png

Click the pin icon pinNote_icon.png by the note you want to remain visible. The note will stay pinned across orders for the duration of your session.

About Order Notes

  • Notes imported from your store take priority in ShipStation. Be careful when editing Notes From Buyer, Notes To Buyer, and Gift Notes as these notes can be overwritten with a store refresh. 

  • Some stores allow you to map other order information into Custom Fields 1, 2, and 3. To find out if your store supports this option, review the article for your store's platform in the Integrations Help Guide

Add and Edit Order Items

Editing Items on Imported Store Orders

You cannot edit items on orders imported from a store in ShipStation. This is to ensure the orders in ShipStation always match the order source.

To add items to orders imported from a store, make the change to the order on the selling channel. Refresh the store in ShipStation to see the new item.

This method will not remove line items from imported orders.

Shipment Activity

The Shipment Activity section is an activity log where ShipStation records actions taken on the shipment manually and via automation. 

Shipment Activity expanded in Shipment panel of Order Details window with red box drawn around Shipment Activity
  • Manual actions will show which user performed it.

    All users are labeled unless they have been removed from your Active Users.

  • Automatic actions will have ShipStation as the user.

    The "user" ShipStation is not an individual. It only denotes ShipStation has performed an automated action. Automation rules and imports will have ShipStation as the user.

Note

Shipment activity is stored for 60 days in ShipStation. Activity older than 60 days will not be visible.

Edit Order Details Legacy Layout

If you are using ShipStation's Legacy Layout, editing order details differs slightly from the new layout options.

ShipStation allows you to edit some order details even after the order has imported or been created in ShipStation. These details include delivery address, payment and item details, and order notes.

The Order Details Screen

The Order Details screen displays information about the order that was imported from a selling channel or created manually. The image below labels each section. Scroll down for details.

Main view of the Order Details screen. Each section is numbered respective to their descriptions below.

1. Order Summary

The order summary includes the totals paid, order tags, and dates for shipping, holding, and paid. 

Click Edit to edit any of the following fields for an order: 

  • Paid Date

  • Hold Until

  • Ship By Date

  • Shipping Paid

  • Tax Paid

  • Total Order

  • Total Paid

  • Tags

Red boxes highlight: 1. Dates, 2. Amounts paid, & 3. Tags

2. Buyer/Recipient Info

You can edit all address fields and customer information.

Keep in mind that changing the address may change the shipping rates. 

Buyer-slash-Recipient Info pop-up. Fields include Name, address & contact information

Click Edit to edit any of these fields, then click Save.

3. Shipments Panel

The Shipments panel will contain details about any labels created for this order, including carrier name, service type, and Tracking Number.

You can select labels here to reprint them, or void them if necessary. You cannot edit any information in this panel.

4. Shipping Info

In the Shipping Info panel, you can edit the shipping configuration details for your order: 

  • The Ship From location

  • Weight of the shipment using grams (gr). Based on Display Settings.

  • Select the shipping service the order will use. (i.e., FedEx Ground)

  • Set the package type.

  • Set the Size or dimensions of the package in centimeters (cm). Based on Display Settings.

  • Select the type of confirmation for the shipment based on the Service selected.

  • Set the type of insurance for the shipment

Shipping Info panel. Red box highlights dropdowns: Ship from, weight, service, package, size, confirm, insurance, rate.

5. Other Shipping Options

The Other Shipping Options panel allows you to select options available for the shipment. These options will vary depending on which carrier you have selected.

Other Shipping Options include (but are not limited to):

  • Change the account used to pay for the postage.

    To add other accounts to this drop-down menu, see the Connect a Postage Provider article.

  • Prevent the marketplace notification.

  • Add a return label to print with the outgoing label.

  • Add Saturday Delivery.

  • Add dry ice.

Other Shipping Options panel. Shipping Account dropdown, and options like: Order is non-machinable

6. Order Items

You can change certain aspects of products listed in Manual orders. You cannot edit items on orders that imported from a connected selling channel in ShipStation.

Red boxes highlight: Item name, cost, & quantity displays, plus the Add an Item and Delete action buttons

To edit item details:

  • Click the name of the product to open the Product Details screen where you can edit product details. 

  • Click the Unit $ to change the price of a single unit of the product.

  • Click the Qty number to update the number of products included in the order. 

  • Remove the item from the order by clicking the trash can icon.

  • Add an item to the order by clicking +Add an Item

7. Order Notes

Order Notes will include any notes imported from the selling channel. Add or edit custom notes on orders by clicking on the blue text.

See the Add Notes section below for more detail about where these messages will appear. 

Order Notes fields. Includes: Customer, to Buyer, Internal, This is a Gift, and Custom Fields 1 through 3.

Add Notes

Order notes are messages about the order from external sources and for internal use. Some of these fields can be included in customer notifications, on the label, and on packing slips.  

  • Customer: This is a note left by the customer during checkout.

  • To Buyer: Use this field if you want to print a note to the buyer on the label or packing slip, or add the note to the email notification. See Add Custom Messages to Labels or Customize Notification Templates for instructions on adding this note.

  • Internal : These notes can only be viewed from this Order Details window. This can be used to message other users on your ShipStation account on how to handle the order. 

  • This is a Gift: When checked, this message can be added to packing slips or notification emails. Only a few integrations will import this message. 

  • Custom Fields: Text in a custom field can be added to labels, emails, or packing slips. For certain selling channels, ShipStation can also map specific information into these fields, like PO Numbers or fraud alerts.

Order Notes fields. Includes: Customer, to Buyer, Internal, This is a Gift, and Custom Fields 1 through 3.

To add or edit Order Notes, click on the blue text (None by default). Enter text into the field. Click anywhere outside the field to save. 

About Order Notes

  • Notes imported from your store take priority in ShipStation. Be careful when editing Notes From Buyer, Notes To Buyer, and Gift Notes as these notes can be overwritten with a store refresh. 

  • Some stores allow you to map other order information into Custom Fields 1, 2, and 3. To find out if your store supports this option, review the article for your store's platform in the Integrations Help Guide

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.

8. Order Activity

The Order Activity section is an activity log where ShipStation records actions taken on the order manually and via automation. 

Pop-up shows history of Order Activity: date, time, order number, and user
  • Manual actions will show which user performed it.

    All users are labeled unless they have been removed from your Active Users.

  • Automatic actions will have ShipStation as the user.

    The "user" ShipStation is not an individual. It only denotes ShipStation has performed an automated action. Automation rules and imports will have ShipStation as the user.

Note

Order activity is stored for 60 days in ShipStation. Activity older than 60 days will not be visible.

9. Order Templates

The drop-down menus under Order Templates set the templates for packing slips and notification emails on individual orders.

You can change which templates apply to an order on an individual basis by selecting a different template from the drop-down menus in this panel.

To add templates to the drop-down menu, see our Notification Templates and Packing Slip Templates articles.

Order Templates dropdown menu. Adjust sizes for Packing Slip, Shipment Notification, & Delivery Notification.

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.