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Order Notes Section

The Notes card keeps one standing, staff-only note about an order that stays visible at the top of the right column, separate from the dated comments in the Timeline.

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The Notes card holds one standing note about an order, kept at the top of the right column so it is always in view. It is the place for the single thing anyone opening the order needs to know, such as special handling or a promise made to the customer. It is internal to your team, and the customer never sees it. This article explains the card and how it differs from the note box in the Timeline.

You find the Notes card at the top of the right column when you open an order under Orders.

Before you begin

  • Your role includes View orders.
  • Open Orders in the admin sidebar and open the order you want to work on.

The Notes card

The card is headed Notes. Until you add a note it reads No notes, with a pencil to edit. Clicking the pencil opens a small box with the placeholder Add a note..., a character counter that allows up to 5000 characters, and Save and Cancel buttons. What you save becomes the order's standing note, shown in the card from then on. There is a single note here: editing it replaces what was there before, rather than adding to a list.

The Notes card and the Timeline note box

An order has two separate places for notes, and they do different jobs.

  • The Notes card holds one standing note that stays visible at the top of the right column. You edit and overwrite it. Use it for the one thing that must be seen straight away.
  • The Timeline note box, labeled Add a note about this order, posts dated, attributed comments that build up into a running history. Use it for a log of what happened and when.

Both are internal to staff. Neither the standing note nor a Timeline comment is ever shown to the customer.

Best practices

  • Keep the standing note short and current, since it has to be read in a second or two and there is only one of them.
  • Put running commentary in the Timeline, not the standing note, so you keep a dated history instead of overwriting one note.
  • Write the note for the next staff member, not the customer, because it is internal only.

Common mistakes

  • Expecting the customer to see the note. Both the standing note and Timeline comments are staff-only.
  • Using the standing note as a log, which does not work because each edit replaces the previous note. Use the Timeline for a history.

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.

  • Order Payment Section

    The payment card on an order reconciles what the customer owed against what they actually paid, showing the Subtotal, Tax, Total, the amount Paid, and the Net payment, along with the payment status and the Refund action.

  • View Orders

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

All 39 articles in Orders

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