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What You Can Change by Editing an Order

Editing an order changes what is on it after it was placed, such as adding a product or a custom item, changing an item's quantity, or adding a shipping fee. When your changes raise the total, the order shows an amount to collect, which you can invoice to the customer. This article explains what editing can and cannot do, how the difference is settled, and when to edit an order rather than refund or cancel it, and it points to the step-by-step for the Edit page.

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Editing an order changes what is on it after it was placed. You can add a product, add a one-off custom item, change an item's quantity, and add a shipping fee, all on the order's Edit page. When your changes raise the total, the order shows an amount to collect that you can invoice to the customer. This article explains what editing does and when to use it. Edit an Order has the step-by-step on the Edit page.

You open the Edit page with Edit order on the order, reached from Orders.

Before you begin

  • Your role includes Edit orders.
  • The order can still be edited. An order that is fulfilled or paid limits what you can change.
  • Open Orders in the admin sidebar and open the order you want to work on.

What editing can change

On the Edit page you can make these changes to an order:

  • Add a product from your catalog, or add a custom item for something that is not a product.
  • Change the quantity of a line item with its quantity control.
  • Add a shipping fee in the Payment card.

You also write a Reason for edit for your own records, and the Summary shows what changed before you apply it with Update order. Editing is for changing the items and charges on the order. To return money to the customer, issue a refund instead, and to stop the whole order, cancel it.

How the difference is settled

When an edit raises the order total, the Summary works out the difference for you. It shows the Updated total, how much is already Paid, and the Amount to collect, which is what the customer now owes. A Send invoice to customer option lets you email them a request for that amount.

The Edit page Summary after adding to an order: Updated total $598.00, Paid $299.00, Amount to collect $299.00, a Send invoice to customer checkbox, and the Update order button. (opens full size)

Nothing is charged or collected until you select Update order. Until you make a change, the Summary reads No changes and Update order stays inactive.

Edit, refund, or cancel

Editing is one of a few ways to change an order after it is placed. Use the one that matches what you need to do.

Action Use it when What it does
Edit order You need to change items, quantities, or add a shipping fee Updates the order and, if the total goes up, shows an amount to collect you can invoice
Refund You are returning money to the customer Returns money to the original payment method and removes the refunded items
Cancel You are stopping the whole order Cancels the order rather than adjusting what is on it

Best practices

  • Write a clear reason for edit, since it is kept on the order for your team.
  • Check the amount to collect in the Summary before you apply the edit, so you know what the customer will owe.
  • Send the invoice when there is an amount to collect, so the customer knows to pay the difference.

Common mistakes

  • Editing when you meant to refund, which changes the items instead of returning money. Issue a refund to return money.
  • Applying an edit without checking the Summary, so you miss the amount to collect.
  • Expecting the customer to be charged automatically, when a raised total shows an amount to collect that you invoice.

Next steps

Still stuck?

More in Orders

  • Create Draft Order

    Create an order yourself for a phone, email, or in-person sale, then send an invoice, mark it paid, or save it as a draft.

  • Order Fulfillment Section

    The fulfillment card at the top of an order shows what needs to ship, where it is going, and how far along it is, with the actions to mark it fulfilled, put it in progress or on hold, and buy a shipping label.

  • View Orders

    Find and manage your orders from the Orders overview: metrics, status tabs, search, and a sortable table you open orders from.

  • Refund an Order

    Refunding an order returns money to the customer for the items you choose. On the Refund page you pick how many of each item to refund, write a reason for your own records, and set the refund method and the amount, up to the amount still available. Refunded items are removed from the order, and the refund is recorded on it. To change prices or quantities instead of returning money, edit the order rather than refunding it.

All 39 articles in Orders

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