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Orders

Overview​

An order records what a customer buys from you: products, quantities, discounts, and taxes. Aurora calculates the totals, deducts inventory when you confirm it, and lets you record payments and shipments until you close the sale. Every order is addressed to a registered contact — there are no anonymous sales.

An order's lifecycle is: Draft → Open → Completed → Closed, with Cancelled as an exit at any point before closing.

How to Access​

  • In Aurora Ventas, open Orders in the left rail (/sales/orders).
  • To create one, use New order. You can also create it from a contact's profile (see Sales in the contact profile).

Interface Overview​

The orders list includes:

  • Search by number, customer, or phone.
  • Status tabs: All, Drafts, Open, Completed, Closed, Cancelled.
  • Payment filter: by payment status.
  • Indicator strip: Open orders (pending completion), Sales this month, Average ticket (per order), and Receivable (orders with a balance).
  • Table with: Order, Customer, Status, payment status, Date, and Total.

Click a row to open the order's detail.

Order statuses​

StatusWhat it means
DraftBeing captured. Doesn't affect inventory. Freely editable.
OpenConfirmed. Inventory has been deducted. You accept payments and shipments.
CompletedFully fulfilled.
ClosedFully fulfilled and paid. Final status.
CancelledVoided. If it was Open, the deducted inventory is returned.

Features & Actions​

Create an order​

What it does: Builds an order draft. Inventory isn't affected until you confirm.

Steps:

  1. Click New order.
  2. Choose the Customer (search by name, email, or phone). A registered contact is required.
  3. Select the inventory location the merchandise will ship from.
  4. Add products: search by name or SKU and choose the variant. For each line you define Quantity, Unit price, Discount, and Tax; Aurora calculates the Amount.
  5. If you need something that's not in the catalog, use Add free-form line (a line with a manual description and price, no inventory).
  6. Optionally enter the shipping address and internal notes (not visible to the customer).
  7. Save with Save draft.

Important notes:

  • Saving as a draft doesn't reserve or deduct inventory.
  • If a variant has volume pricing, the price adjusts based on the quantity; if you edit the price manually, you stop following the tiers.
  • If the quantity exceeds stock, Aurora warns you (Exceeds stock) but lets you continue.
  • Totals are recalculated on the server when you save.

Confirm an order​

What it does: Moves the order from Draft to Open and deducts inventory.

Steps:

  1. Open the order and click Confirm order.
  2. Confirm in the dialog. Inventory is deducted according to the quantities. This can't be undone.

Record a payment​

What it does: Notes a customer payment and updates the payment status.

Steps:

  1. In the order detail, under Payments, click Record payment.
  2. Enter the Amount (cannot exceed the receivable balance).
  3. Choose the Payment method: Cash, Card, Transfer, Stripe, Shopify, Manual, or Other.
  4. Indicate the payment date and, if you want, notes (reference, folio, bank).
  5. Save. The status changes to Partially paid or Paid depending on the amount.

Important notes: A payment can be voided; the record is kept as voided and the balance is recalculated.

Record a shipment​

What it does: Notes the dispatch of merchandise and advances the fulfillment status.

Steps:

  1. In the detail, under Shipments, click Record shipment.
  2. Indicate the quantities per item (cannot exceed what's pending), the date, the carrier, and the tracking number if applicable.
  3. Save. If the shipment completes the order, it moves to Completed; if it's also already paid, it moves to Closed.

Important notes: A shipment can be voided; the record is kept and inventory isn't affected by the void.

Edit an order​

What it does: Changes lines, quantities, or data.

Steps:

  1. In the detail, click Edit.
  2. Adjust what's needed and save the changes.

Important notes: If a product was removed from the catalog after being added, its line is frozen — it keeps its original data and can't be switched to another variant. If another user modified the order, reload to get the latest version.

Cancel an order​

What it does: Voids the order.

Steps:

  1. In the detail, click Cancel order and confirm.
  2. If it was a draft, it's just marked as cancelled. If it was Open, the deducted inventory is returned to the warehouse.

Important notes: Recorded payments and shipments are kept until you void them manually, even when canceling.

Download the PDF​

What it does: Generates the order document with your logo and branding to share with the customer.

Steps:

  1. In the detail, use Download PDF.
  2. The design and the texts come from your document settings.

Free-form lines​

When something isn't in the catalog (freight, a maneuver, a one-off service), use Add free-form line: you enter a description and a price. It doesn't use inventory or volume pricing, and requires you to indicate a price before saving.

FAQ​

Q: Can I sell without choosing a customer? A: No. Every order is addressed to a registered contact. If it's new, create it as a contact first.

Q: When is inventory deducted? A: When you confirm the order, not when you save it as a draft.

Q: I canceled a paid order. What happens to the money? A: The order is canceled and inventory is returned, but the payments are kept until you void them yourself.

Q: Can I collect in several installments? A: Yes. Record partial payments; the status advances from Unpaid to Partially paid to Paid as you cover the balance.