K
Zansify
Merchant Guide

Managing Orders

How to view, process, and fulfill customer orders.

Understanding Your Orders

Every time a customer completes a purchase in your store, a new order is created. Kasify gives you a clear, organized view of all your orders and simple tools to process them, add tracking, handle refunds, and keep customers informed.

Go to Orders in your sidebar to see your full order list.

The Order Lifecycle

Every order moves through a set of stages from the moment it's placed to the moment it's in your customer's hands.

| Status | What it means | |---|---| | Pending | The order was just placed and payment is being confirmed | | Processing | Payment confirmed — you need to pack and ship this order | | Shipped | You've handed the package to a courier and added a tracking number | | Delivered | The customer has received their order | | Cancelled | The order was cancelled before fulfillment | | Refunded | A refund has been issued for this order |

Orders don't move through these stages automatically — you update the status manually as you fulfill each order. This gives you full control.

Viewing Order Details

Click on any order in the list to open the full order detail page. Here you'll see:

  • Customer information — name, email, and shipping address
  • Items ordered — each product, variant, and quantity
  • Order total — subtotal, shipping cost, any discount applied, and the final total
  • Payment status — whether payment has been confirmed
  • Order notes — any message the customer left at checkout
  • Timeline — a log of every status change, with timestamps

Processing and Fulfilling an Order

When a new order arrives in Processing status, here's how to fulfill it:

  1. Open the order and review the items and shipping address.
  2. Pick, pack, and label the order.
  3. Hand it off to your courier or shipping carrier.
  4. Come back to the order and click Mark as Shipped.
  5. Enter the tracking number provided by your carrier (e.g. FedEx, UPS, DHL).
  6. Click Save — the customer will receive an email with their tracking number automatically.

Always add the tracking number before marking an order as shipped. Customers rely on tracking links to know when to expect their delivery.

Adding a Tracking Number

When you mark an order as shipped, you'll see a field to enter the tracking number and select the carrier. Once saved:

  • The order status updates to Shipped
  • The customer receives an automated email with the tracking details
  • The tracking number is recorded permanently in the order history

If you need to update a tracking number after saving (for example, if you entered the wrong number), simply reopen the order and edit it.

Issuing a Refund

If a customer contacts you about a problem with their order, you can issue a full or partial refund directly from the order page.

  1. Open the order.
  2. Click Issue Refund.
  3. Enter the amount to refund (the full order total is pre-filled, but you can change it).
  4. Add an internal note explaining the reason (optional but recommended for your records).
  5. Click Confirm Refund.

The order status will update to Refunded and the customer will be notified by email.

Order Notifications

Kasify sends automated emails to customers at key points in the order lifecycle:

| Email | When it's sent | |---|---| | Order confirmation | Immediately after a successful purchase | | Shipping notification | When you mark the order as shipped | | Refund confirmation | When a refund is issued |

To receive your own notification every time a new order is placed, make sure your email address is set in Settings → Notifications → New Order Alerts.

Using Coupons and Discounts

You can create discount codes that customers enter at checkout. To create a coupon, go to Coupons in the sidebar.

| Discount type | Example | |---|---| | Percentage off | 20% off the entire order | | Fixed amount off | $10 off any order | | Free shipping | Waive the shipping cost | | Minimum order value | Only applies if the cart is over $50 |

Once a coupon is used, you'll see it applied in the order detail page — the discount is shown as a line item in the order total breakdown.

Tips for Smooth Order Management

  • Check your orders daily. Customers expect fast processing. Try to ship within 1–2 business days of receiving a paid order.
  • Use order notes. If a customer has a special request (gift wrapping, engraving, etc.), it will appear in the order notes — always check before packing.
  • Keep your inventory accurate. If Kasify tracks your stock, orders will automatically reduce your quantities. If you sell on multiple channels, update your stock manually to avoid overselling.
  • Respond to customers quickly. If there's a delay, email the customer proactively. A short, friendly update goes a long way.

What's Next?

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