Methods for managing the list of orders in the Order grid with controlling the view, sorting, or using search.
Once you have orders in ShipStation, you can view and manage them in the Orders tab.
ShipStation offers several ways to view, search, and sort your orders so you can find the orders you need when you need them. This includes viewing your orders based on order status, using the search tool, and sorting the grid by field.
To learn how to use filters, review the Filter Orders article.
The left-hand sidebar of the Orders grid displays the various order statuses your orders could be in. ShipStation displays Awaiting Shipment orders by default
If the order is paid for and ready to ship, the status of the order in ShipStation should be Awaiting Shipment. Most of your orders will import directly into this status.
Depending on the stores you connect, orders can also import into other statuses.
Status |
Details |
|---|---|
Awaiting Payment |
Any order indicating it is unpaid will import into Awaiting Payment. Not all stores support importing unpaid orders. Check our Integrations Help articles for order import details specific to your selling channels. ShipStation will update the order status to Awaiting Shipment when the store sends updated information indicating the order has been paid for. Or, you can manually mark the order as paid. You cannot create labels for orders that are in the Awaiting Payment status! |
On Hold |
On Hold orders are orders that you wish to move out of the Awaiting Shipment status so your shippers don't accidentally ship them before they are ready. For example, if an order contains an item for an out-of-stock product or has a fraud alert, you can move it to On Hold until you are ready to ship it. You can manually put orders on hold at any time, or use an automation rule to move orders to the On Hold status when they import. A few stores, like Magento, do support an On Hold status and can send that status to ShipStation as well. Check our Integrations Help articles to see specific details about your selling channel. |
Awaiting Shipment |
Ready to ship orders will import into the Awaiting Shipment status. This is where most of your order management will take place. |
Pending Fulfillment |
Orders that are sent to fulfillment but not yet fulfilled will move to Pending Fulfillment. Additionally, Amazon Seller Fulfilled Prime orders will import as Pending Fulfillment, unless Amazon Buy Shipping has been enabled in the ShipStation account. |
Shipped |
Once you print a label for an order, ShipStation will move the order into the Shipped status to indicate no more work needs to be done on this order. Also, orders will move here when you mark them as shipped. ShipStation can import Shipped orders from your store so you can have a complete reporting of shipped orders in ShipStation. |
Cancelled |
Any order you cancel in ShipStation will be moved to the Cancelled status. ShipStation can also import cancelled orders from your store so you can have a complete reporting of cancelled orders in ShipStation. However, ShipStation does not notify your store when you cancel orders in ShipStation. For this reason, we recommend cancelling orders in your selling channel and then refreshing ShipStation, to ensure the order status matches on both platforms. The exception to this rule for Jet sellers. For orders that imported from Jet.com, ShipStation will notify Jet of the cancelation. |
The statuses for orders on your store may not exactly match the statuses ShipStation uses. That's because ShipStation statuses relate directly to your shipping workflow, which might require different statuses than what your store provides. ShipStation uses a process called mapping to determine which store statuses correspond to which ShipStation statuses.
For example, the status on your store for an order that is ready to ship might be Paid, Unfulfilled, or Authorized. ShipStation imports orders with these statuses into Awaiting Shipment.
Once you ship an order or mark it as shipped in ShipStation, however, we send a notification to your store so the store will update the order and the status of the order remains consistent between both ShipStation and your store platform.
Order Statuses in Your Stores
Each store handles order statuses according to its own standards, and not all stores support all statuses.
For details on supported features and statuses, as well as limitations for specific store platforms, review our Store & Marketplace Integrations articles for the stores you connect to ShipStation.
ShipStation has two search options for orders:
Use the Quicksearch field to quickly search for orders based on Recipient Name, Order Item, SKU, Order Number, or other criteria. Quicksearch is a Starts-with style search in the Orders tab, meaning the results of the search are items that start with the search value.
Use the Advanced Search when you want to search across all or specific order statuses by combining filtering options and date criteria. Advanced search is a Contains style search for specific criteria in the Orders tab.
Search Results and Order Date
Quicksearch has no time limits searching for orders, so you can search orders as far back as when you started your account.
Advanced Search defaults to searching orders less than three months old, but you can customize the date filter to search orders also as far back as when you started your account.
Use the Quicksearch to locate orders with the following information:
Order Number
Buyer Name
Recipient Name
Company Name
Buyer Email Address
Username (the User's ID from a store or marketplace)
Recipient City
Recipient State
Recipient Address Line 1
Item Name
Item SKU
Tracking Number
To help understand how the Quicksearch function works...
Quicksearch is a starts-with style search. That means, if you get an order from Saul Teesnak, ShipStation will break that name down into Saul and Teesnak. You'd be able to search for this order using Saul Teesnak, Saul, Teesnak, etc. However, you wouldn't find this order by searching for snak because the snak chunk starts with Tee.
The same applies to order numbers separated by dashes. The order number 121-657485676-89705 gets broken down into 121, 657485676, and 89705. You'd be able to find this order by typing in the whole order number, a chunk, or the beginning of any chunk.
You won't be able to Quicksearch for the last few digits of an order number, so use Advanced Search for this instead.
Quicksearch No Longer Limited to 6 months
We have removed the the 6-month search limitation from the Quicksearch feature in the latest version of ShipStation.
The limitation will remain in place for ShipStation Legacy.
After running a Quicksearch, you can cancel shipments in your search results that are in Awaiting Payment, On Hold, or Awaiting Shipment statuses.
If the order has already been cancelled or shipped the option will be disabled. Hover over the Cancel button to see a tooltip explaining why you cannot cancel orders in those statuses.
ShipStation provides an advanced search option to search orders by multiple search criteria and to also refine the results of your advanced search using filters.
To perform an advanced search.
-
Click Advanced Search in the left-hand sidebar of the Orders grid.
-
Select the criteria for your search, then click Search.
See the table below for explanations of available search criteria.
Choose Reset to reset all fields and begin a new search, or select Exit Advanced Search and return to the regular view on the Orders grid.
-
Refine and narrow your advanced search results further by applying Order Filters from the Filter bar.
The GIF below shows an advanced search within a specific store to find orders designated with Backorder tags and sending a backorder notification email. See this article to learn how to create custom email templates.
The following table lists the criteria and parameters available in an advanced search.
Criteria |
Parameters |
|---|---|
Order Status |
|
Store |
|
Order # |
|
Recipient Name or Email search |
|
Item Name |
|
Item SKU |
|
Item Option (Value) |
|
Order Date |
|
Use the column headers in the Orders grid to sort orders by criteria like Order Date, Age, Recipient Name, or other order information.
Click-and-drag columns to arrange them in any sequence you prefer. Scroll the screen left or right to view all columns.
Click the title text (for example, Age, Item Name, or Store) in a column header to sort that column's contents in either ascending or descending order (alphabetical, chronological, numerical).
If you do not see a column you'd like to view:
Click the Columns button.
-
Select from the Manage Columns popup the column(s) you'd like to display in the Orders grid, and deselect any you do not want to see.
Click Save Columns.
-
Scroll to the right to see the columns added to the grid.
Click and drag to arrange them in your desired sequence.
The Group By feature allows you to group orders in the Awaiting Shipment status on your order grid by a variety of attributes. This can help you quickly find orders that have something in common so they can be prepared together or prioritize to more easily fit into your workflow.
The Group By feature allows you to group orders by the following attributes:
Store
# Line Items
Total Quality
Country
Item Name
Item SKU
Requested Service
Once you create groups in your Orders Grid, you can further sort within the groups and bulk update all orders within a selected group.
To group your orders in the Orders Grid:
-
Click the Group By button.
-
Select a field to group your orders by from the drop-down menu.
-
Click Combine with another field if you would like to add another field to group orders by.
-
Select another attribute to group orders by, if necessary.
The Group By button will display how many attributes are currently in use.
Your orders grid will now be sorted into groups by the fields you specified.
Click column headers to further sort within the groups, or select entire groups to bulk update all orders within the group. You can also add filters while your grid is grouped to further refine your view.
To return the Orders Grid to its original state, click the Group By button and deselect the fields.
Orders with multiple items will display (Multiple) in the Item SKU and Item Name columns. These orders will also have a disclosure triangle in the Order # column that allows you to open the order and view all items contained within it directly in the Orders grid.
Available with the New Layout Only
The ability to view the individual items in a multi-item orders in the Order grid is not available in ShipStation Legacy.
If you combine orders, this will also create an order with multiple items and multiple order numbers.
The images below show an order with multiple items and an order that has been combined. The combined order also displays (Multiple) in the Order # column.
Click the disclosure triangle in the Order # column to reveal the multiple items and order numbers in the grid.
When you select multiple orders in your Orders Grid, you can tell ShipStation how to group the order items in the Shipping Sidebar. You can select to group them by Orders or by Items:
Orders |
Items |
|---|---|
 |
 |
To adjust how the items are grouped, click the action icon, 
and select the option you wish to use.
To use this feature, you must select 2 or more orders and check the Show Sidebar option.
If you are using ShipStation Legacy, the process to sort orders differs somewhat from the new layout. The Advanced Search feature has a slightly different look to the menu, but functions the same in both layouts.
Use the column headers in the Orders grid to sort orders by to criteria like Order Date, Age, Recipient Name, or other order information.
Click-and-drag columns to arrange them in any sequence you prefer. Scroll the screen left or right to view all columns.
Click the title text (for example, Age, Item Name, or Store) in a column header to sort that column's contents in either ascending or descending order (alphabetical, chronological, numerical).
