# Manage POS Orders (/how-to/pos/manage-pos-orders)



After creating POS orders, you can manage them from the orders list and order detail pages. This guide covers searching, filtering, recording manual payments, voiding orders, and understanding order statuses.

Viewing the Orders List [#viewing-the-orders-list]

Navigate to **Dashboard > POS > Orders** (or click the **Orders** button on the POS screen).

The orders list shows a table with the following columns:

| Column       | Description                                                                                          |
| ------------ | ---------------------------------------------------------------------------------------------------- |
| **Order**    | The order number (e.g., `POS-20260402-0001`) and the payment type if a payment has been recorded.    |
| **Customer** | The customer name, or "Walk-in" if no customer is attached.                                          |
| **Date**     | When the order was created.                                                                          |
| **Status**   | The current order status (see [Order Statuses](#order-statuses) below).                              |
| **Total**    | The grand total. If there is an outstanding balance, the amount due is shown in red below the total. |

The header shows summary stats for the current page: total order count, completed orders, and total sales revenue.

Searching Orders [#searching-orders]

Use the search bar to find orders by:

* **Order number** (e.g., `POS-20260402`)
* **Customer name**

Search results update automatically with a short debounce delay.

Filtering by Status [#filtering-by-status]

Use the status dropdown to filter orders:

* **All Statuses** (default)
* **Pending**
* **Completed**
* **Refunded**
* **Partial Refund**
* **Voided**

Changing the filter resets to page 1.

Pagination [#pagination]

Orders are displayed 20 per page, sorted by creation date (newest first). Use the page navigation at the bottom to move between pages.

Order Detail Page [#order-detail-page]

Click any order row to open the detail page at **Dashboard > POS > Orders > \[orderId]**.

The detail page has three main sections:

Order Items [#order-items]

Lists every line item with:

* Item name
* Unit price and quantity
* Whether the item is taxable
* Line total

Order Summary [#order-summary]

Shows the financial breakdown:

* **Subtotal**: Sum of all line item totals.
* **Discount**: Discount amount applied at order creation (if any).
* **Sales Tax**: Tax calculated from the sales tax rate.
* **Additional Tax**: Second tax if configured.
* **Total**: Grand total.
* **Paid**: Total payments received so far.
* **Amount Due**: Remaining balance (total minus paid). Shows "Paid in Full" with a check mark when the balance reaches zero.

Payment History [#payment-history]

Lists every payment recorded against the order:

* Payment type icon (banknote for cash, document for check, credit card for card-present, globe for card-not-present)
* Payment type label
* Date and time processed
* Card last four digits (for card payments)
* Amount

Recording a Manual Payment [#recording-a-manual-payment]

For cash, check, and other non-card payments:

1. On the order detail page, click **Record Payment**.
2. In the payment dialog, choose a payment method:
   * **Cash** (if enabled in settings)
   * **Check** (if enabled in settings)
3. Enter the payment amount. It defaults to the full amount due. You can enter a partial amount.
4. Optionally add notes (e.g., a check number or reference).
5. Click **Record \[amount]** to save the payment.

The system generates a reference ID automatically in the format `TYPE-YYYYMMDD-XXXXXXXX` (e.g., `CASH-20260402-A1B2C3D4`).

Valid Manual Payment Types [#valid-manual-payment-types]

The server accepts these payment types for manual recording:

| Type         | Description                                       |
| ------------ | ------------------------------------------------- |
| `cash`       | Physical cash                                     |
| `check`      | Paper check                                       |
| `electronic` | Electronic transfer (Zelle, Venmo, CashApp, etc.) |
| `other`      | Any other payment method                          |

Partial Payments and Split Tender [#partial-payments-and-split-tender]

You can record multiple payments of different types against a single order. For example:

1. Record $25 in cash.
2. Record the remaining $15.50 via card terminal.

Each payment is tracked separately. The order status changes to **Completed** only when total payments meet or exceed the grand total.

Voiding an Order [#voiding-an-order]

You can void an order that was created in error, but only if:

* The order status is **Pending**.
* No payments have been recorded against it.

To void:

1. On the order detail page, click **Void Order** in the actions section.
2. Enter a reason for voiding (required, up to 500 characters).
3. Click **Void Order** to confirm.

The order status changes to **Voided** and the reason is appended to the order notes. This action cannot be undone.

If the order already has payments, you cannot void it. Use the refund process instead (for completed orders with card payments, refunds are processed through Stripe).

Order Statuses [#order-statuses]

| Status             | Code | Description                                                    |
| ------------------ | ---- | -------------------------------------------------------------- |
| **Pending**        | 0    | Order created but not fully paid. Payments can still be added. |
| **Completed**      | 1    | Total payments meet or exceed the grand total.                 |
| **Refunded**       | 2    | The full order amount has been refunded.                       |
| **Partial Refund** | 3    | Part of the order amount has been refunded.                    |
| **Voided**         | 4    | Order was canceled before any payment was collected.           |

Status transitions:

* `Pending` can become `Completed` (via payment), `Voided` (via void action), or remain `Pending` (partial payment).
* `Completed` can become `Refunded` or `Partial Refund`.
* `Voided`, `Refunded` are terminal states.

Order Notes [#order-notes]

Notes can be added in two ways:

* At order creation (via the notes field on the POS screen).
* Automatically by the system when an order is voided (the void reason is appended) or when a payment note is recorded.

Notes appear in the **Notes** section on the order detail page and are preserved as an append-only log.

Tips [#tips]

* **Daily review**: Filter by today's date and "Pending" status to find orders that still need payment.
* **Use search for lookups**: When a customer asks about an order, search by their name or the order number.
* **Quick navigation**: From the order detail page, click **New Order** to jump back to the POS screen, or **Back to Orders** to return to the list.
* **Walk-in vs. customer orders**: Orders without a customer show "Walk-in" in the list. Enable **Require Customer Selection** in settings if you need to track every sale to a customer.

Related Guides [#related-guides]

* [Set Up POS](/how-to/pos/set-up-pos) -- configure settings and payment methods.
* [Process a POS Order](/how-to/pos/process-a-pos-order) -- create new orders.
* [Accept Terminal Payments](/how-to/pos/accept-terminal-payments) -- collect card payments with a reader.