Order Lifecycle & Fulfillment

What this is

The Orders view is where merchants manage and track customer purchases inside Trapyfy. Orders can come from multiple sales channels including the online storefront, POS, kiosk, and internal or manual ordering workflows.

Reliable order workflows help merchants reduce operational friction and improve customer experience.

Managing customer orders

The Orders list gives merchants a full view of all customer orders across sales channels. From this view merchants can:

• Search by order ID or customer email
• Filter by status and date range
• Review order totals, shipping company, and tracking number
• Open order actions and update order status

Use the Orders list to search, filter, review, and update customer orders across sales channels.

Orders represent purchases made through online, in-store, or internal sales channels.

Order statuses

Order statuses help merchants understand the current operational state of each order. Common statuses include:

Merchants should review status transitions regularly to identify delays or operational issues.

Reviewing an order

Clicking an order opens the order detail page. The order detail includes client information, order ID and order number, cart ID, dropshipper where applicable, current status, and customer communication history. For POS-originated orders, POS checkout details such as cashier ID, store ID, and timestamp may also appear.

Open an order to review customer details, order identifiers, status, POS checkout information, and communication history.

The order detail also shows purchased products, quantities, unit prices, totals, and a fees breakdown where applicable. Staff and customer-visible notes can be added from within the order detail page.

Order detail shows purchased products, totals, payment fee breakdown, and staff or customer-visible order notes.

Fee and payable amounts may vary by payment method, merchant agreement, and configuration. The fee examples shown are illustrative.

Shipping and payment information

Order detail may include shipping address, shipping method, shipping company, and payment method. Payment detail blocks depend on the payment method used for the order — not every order will show all payment sections.

Where Niftipay was used, crypto payment details may be visible including the asset, amount, and a QR code. Card payment details may include a payment link, PSP order ID, and a QR code where applicable. Staff can copy the payment link directly from the order detail page.

Shipping and payment information helps merchants confirm fulfillment details and review the payment method used for the order.

Where card payment is enabled, the order detail may show a payment link, QR code, PSP order ID, and fee breakdown. This section only appears when the order was processed through a card payment method.

Payment confirmation

Payment confirmation is the critical transition point between checkout and fulfillment. Before fulfillment begins, verify:

• Payment status shows confirmed
• Transaction ID is visible
• Order amount matches payment amount
• Order status transitioned correctly

Order settings

Order settings control organization-wide behavior related to orders and carts. Cart expiration duration determines how long a customer cart remains valid before it should be recreated or refreshed. Most stores keep carts for 3–14 days. Shorter durations may suit fast-moving promotions; longer durations may suit longer sales cycles. Settings should be adjusted carefully because they affect customer checkout behavior.

Use Order Settings to configure cart expiration duration and organization-wide order behavior.

Supplier orders

When resellers sell shared products, Trapyfy automatically creates supplier orders in the supplier's account. Supplier orders are separate from customer orders and use the "S-" prefix.

Fulfillment workflow

Fulfillment workflows help merchants process orders consistently and efficiently.

Customer notifications

Customer communication improves trust and reduces support requests. Customers should receive visibility into:

• Order confirmation
• Payment confirmation
• Fulfillment progress
• Delivery updates
• Order completion

Clear communication improves operational transparency.

Common mistakes

Best practices

Related videos

Watch the onboarding and order workflow videos for a visual explanation of order management and fulfillment operations.