Managing orders

Step by step

1. Open Order Management

   Click Order Management in the left menu. It has three tabs: General (orders by date), By Product (how many of each item) and Production Matrix (a production sheet). New orders appear on their own; there is no need to refresh.

   

2. Use the list and the calendar

   The Order List on the left shows pickups from today on. The calendar shows how many orders are due each day; click a date to see them under Reservations for Selected Date.

   At the bottom of the list, Show past orders loads older orders, 100 at a time. Turn on Show today's pickups for a timeline of today with late pickups in red.

   

3. Find an order

   Type in the search box at the top to find orders by name. Tap Phone to search phone numbers too, and use AND or OR when you type more than one word.

   To find orders by product, use the By Product tab.

   

4. Mark orders as Printed and Handed

   Each order has two buttons: Printed and Handed. Tap them as you go; an order turns green when both are done. Tapping again asks you to confirm, so a mis-tap is easy to undo.

   Use the Handover and Print filters (All, Todo, Done) to see only what is left.

   

5. Open an order for details

   Click an order to open its details: items, options, message plate, pickup date and time, and the customer's contact details. Click Back to return to the list.

   When the customer collects the order, click Handover complete, then Complete. The order is marked Handed.

   

6. Add notes and flags for your team

   The Store notes & flags card lets you add internal notes, for example "plate text in red" or "called at 10:00". Type and click Add. Notes show on the order row in a yellow band.

   Click Edit flags to create colored flags such as "Paid deposit" or "Prepare early", then click a flag on any order to turn it on. Customers never see notes or flags.

   

7. Change the pickup date or time

   Click Change date/time, choose the new Preferred pickup date and Pickup time, and click Change.

   This is the only part of an order you can edit. It does not check stock or your hours, and the customer is not emailed, so let them know yourself.

   

8. Cancel an order

   There is no cancelled status. To cancel, open the order, click Delete this order and confirm with Delete. The order is removed permanently.

   The customer is not emailed, and the stock is not put back. Add it back in Inventory and stock if needed.

   

9. See totals by product

   The By Product tab lists how many of each product are due, day by day. Choose Today, Until tomorrow, 1 week, All or a Custom range, and search by product, name or phone.

   

Related guides

• Production sheet — See how many of each product to make for each pickup day, group products by station, and print the sheet for the kitchen.
• Order emails and printing — Who gets an email when an order comes in, how to send copies to your team, and how to print order slips and order lists on any printer.
• Phone and walk-in orders (Staff Order) — Enter orders that come in by phone or at the counter on a tablet, using the same products, pickup hours and stock as your order page.
• Inventory and stock — Limit how many of each product you sell per day, or per pickup time slot. Learn how stock goes down with each order and what customers see when you are full.

Still stuck? Email us at support-global@cakesystem.net.