Creating and Managing Orders
An order records a sale — who's buying, what they're getting, and where it ships. You can create one by hand for a phone or walk-in sale, and orders also arrive automatically from your connected channels. This article covers creating and editing orders by hand.
You'll find your orders under Orders in the main navigation.
Creating an order
Choose New Order to open the order dialog, then:
- Pick a customer — search your existing contacts, or add a new one inline (see below).
- Add line items — search your product catalog and set a quantity for each. The running total updates as you go.
- Place the order — it's created as a draft so you can review it before anything is sent or shipped.
If you use Menus, a sales order also has a From menu row: pick a menu and an item and it is added at its menu price. An order holds items from one menu.
Adding a new customer without leaving the order
You don't have to create the contact first. In the New Order dialog, the customer field has a + New button — tap it to switch to inline entry and fill in:
- Name, email, and phone
- A shipping address — street, city, state, ZIP, and country
The address is required for customers, because it's what makes the order shippable. Iraca saves the new person to your Contacts and uses their address as the order's ship-to, so you can quote rates and buy a label right away.
Once you've entered the address you can tap Validate Address to check it against USPS delivery data before saving. See Address Validation.
If you skip the address, you'll be asked for it before the order can be saved.
Their PO number
If your customer raises their own purchase order before you ship, put their reference in the Customer PO number field on the New Order dialog. It's optional, and it only appears on sales orders.
Entering it is worth the two seconds because of where it travels to:
- It prints on the order document you email or download, so the copy your customer files matches the paperwork they raised.
- It's copied onto the invoice when you bill the order, and shows on both the PDF and the payment page they open from your email.
That's what lets their accounts-payable team match your invoice against their own PO without calling you — which, in practice, is the difference between an invoice that gets paid on terms and one that sits in a queue.
This is their number, not yours. Iraca's own PO numbers — the ones on purchase orders you send to suppliers — are assigned automatically and live in their own field on the purchase order.
When you bill several orders at once
If you combine a month of shipments onto one invoice, every different PO number across those orders is carried onto it, separated by commas. Repeat shipments against a single blanket PO show that number once. If the list is too long for the invoice to hold, it shows the first reference and a count of the rest — the orders themselves stay linked to the invoice, which is where the full list is always readable.
Charging for delivery
If you charge to deliver or ship an order — your own van, or freight on a wholesale pallet — put it in the Delivery fee field on the New Order dialog. It only appears on sales orders, and it's optional.
The fee is part of what your customer owes, so it's in the order's Total and in the amount due, and it prints as its own Delivery row on the order document and the confirmation email, between the subtotal and the tax. It isn't counted as product revenue: when the order is fulfilled, Iraca books it to its own Shipping & Delivery Income account, so your accountant sees what you earned on goods and what you earned on delivery separately.
While the order is still a draft, you can change the fee from the order page — click the pencil next to Delivery in the totals. Once you confirm, it's locked in along with the rest of the price.
Whether the fee is taxed is a setting, because it varies by state — Charge sales tax on delivery fees, in the Sales tax card on the Settings page. It's on by default; see Sales Tax on Orders.
Orders from your own WooCommerce or Shopify store bring in the shipping the customer paid at checkout, so the order total matches what they were charged. Amazon, Walmart, Etsy and TikTok orders don't — those platforms handle their own shipping.
Where an order ships
Every order has its own ship-to address:
- For an order you create by hand, the ship-to defaults to the customer's saved address.
- For an order that comes in from a channel, the ship-to is whatever the buyer entered at checkout — so the same customer can ship to different addresses on different orders without overwriting their contact.
To change where a single order ships, open the order and edit the Ship To card. This works even after the order is confirmed, so you can correct an address without reopening the whole order.
Editing an order
A draft order is fully editable — items, quantities, customer, and the delivery fee. Once you confirm it, the order is locked in and stock is committed; from there you can still adjust the ship-to address, buy labels, and move it through fulfillment, but the line items are set.
See Order Statuses and Lifecycle for what each stage means.
Order numbers
Every order gets a unique order number automatically — you never need to type one. Numbers are sequential per account: 00001, 00002, and so on.
Adding a prefix
If you want numbers like SO-00001 or 2026-00001, go to Settings → Orders and enter a prefix in the Order Number Prefix field. The preview next to the input shows exactly what the next order will look like. Save when you're done — all future orders will use the new prefix. Existing orders keep the numbers they were assigned.
Keep prefixes short (up to 10 characters). Common choices:
SO-for sales orders, the current year (2026-), or a location code.
Sorting the order list
Click Status or Date in the column headers to sort the list by that column; click again to reverse the direction. The arrow next to the column name shows which one is active.
Navigating long order lists
When you have more orders than fit on one page, a pagination bar appears at the bottom of the list. Use the First / Previous / Next / Last buttons to move between pages, or type a page number in the Go to box and press Enter to jump directly there. The count on the left (X–Y of Z) tells you exactly where you are in the full list. Searching, changing a filter, or changing the sort resets you to page 1 automatically.
Searching the order list
The search box above the order list matches on any of these, so you can type whatever you happen to have in front of you:
- Order number — the number in the
#column of your own orders (SO-00042, or just00042). If an order has no number yet, that column shows its internal ID instead (#742), and the digits work the same way. - Marketplace order ID — the platform's own number for imported orders, like
111-5539496-5885811. Partial matches work, so the last few digits are enough. - Customer name or email.
- A product in the order — by product name or SKU. Searching
GVA-JAM-01returns every order containing that product, which is the quickest way to answer "who bought this?" or to find the orders affected by a bad batch. - The marketplace's SKU on an unmapped line — orders flagged Needs mapping have no product linked yet, so they stay searchable by the SKU the marketplace sent.
Partial matches work everywhere, and searching resets you to page 1. Search combines with the status, store and date filters rather than replacing them — so you can narrow to confirmed Amazon orders from last month and then search a SKU within that.
Every order in the list also shows the products in it — its own Products column on a wide screen, or a line right below the order number on a phone — so when a product search returns a page of orders, you can see which item in each one matched without opening it. Orders with more than three lines show the first three and a "+N more" for the rest; open the order for the full list. A line the marketplace sent that isn't linked to a product yet shows its raw SKU instead of a name, the same way it does on the order itself.