Orders & Fulfillment
Use the Orders area to search, review, and act on purchases. In NexPort Marketplace, mapped products create seats/enrollments in NexPort Campus. Let the integration drive status changes; avoid forcing manual order status transitions.
View and search orders
Go to
Sales→Orders.Use filters to narrow results, then open an order to view details.
Common filters
Date range, Store, Payment status, Order status, Shipping status
Product (by name), Billing email/phone/last name, Payment method
Vendor or Warehouse (if applicable in your tenant)
Tip: Export found or selected orders to Excel/XML from the Orders list as needed.
Order details
Info
Order #: Unique order number; Created on; Customer.
Order status: Pending, Processing, Complete, Cancelled.
Do not set to Complete manually for mapped items; completion is driven by payment + fulfillment and can impact redemption.
Payment status: Pending, Authorized, Paid, Partially refunded, Refunded, Voided.
Authorized: buttons to
CaptureorVoidmay be available depending on gateway.Paid:
RefundorPartial refundactions are available; see Returns & Refunds for how seats are reclaimed.
Totals: Subtotal, Shipping, Tax, Total, Profit;
Edit order totalswhen corrections are required (rare for mapped digital items).
Billing & shipping
Billing and Shipping addresses; Shipping method; Shipping status.
Shipments list and
Add shipmentapply to physical goods. Mapped NexPort products are digital and do not require shipping.
Products
Shows each line item with price, quantity, and total. You can add or remove products and edit quantities.
For mapped NexPort items:
Changing quantities or removing lines after payment can desynchronize seats. Prefer using the seats workflow (assign, unassign/return) instead of editing the product list.
Downloadable license/upload actions do not apply; fulfillment occurs via seat creation in NexPort Campus.
Order notes
Add internal notes (optionally visible to the customer) and attach files. Notes are useful for documenting return/assignment decisions.
Marketplace‑specific behaviors
Mapped (training) products create entitlements in NexPort Campus. The following additions apply:
Redemption mode
Auto‑redeem: Enrollment is created automatically after payment is captured; no manual Redeem action needed.
Manual redeem: The purchaser sees a
Redeemlink on Order Details; admins can Assign a seat directly from the order.
Seats lifecycle
Assign: Attach an available seat to a learner; creates the enrollment.
Email redemption: Sends a link and moves the seat to Awaiting; cancel to reclaim the seat.
Unassign/Return: Reclaims the seat; see Returns & Refunds for refund behavior.
Supplemental info holds
If supplemental questions are required, the purchaser or recipient must answer them before redemption completes.
Status control
Avoid manually forcing
Complete. The integration updates statuses as payment, redemption, and returns occur.
Cancellation and return requests
Customers can request cancellation/return according to store policy. Admins approve or deny from the order or return‑requests list.
Approved returns for mapped items reclaim seats and update invoice item statuses; see Returns & Refunds for details.
Troubleshooting
No Redeem/Assign available: Confirm mapping exists and the order is Paid; check for supplemental info requirements.
Seat won’t unassign due to existing enrollment: Resolve the learner’s existing enrollment state per policy, then retry.
Status looks wrong after a refund: Reopen the order to refresh; if still incorrect, review payment gateway logs and retry supported actions.
Shipping management
Shipping applies only to physical goods. Mapped NexPort items are digital and set Shipping not required.
Shipping statuses you may see on mixed orders:
Shipping not required: Digital-only lines (e.g., mapped training).
Not yet shipped → Partially shipped → Shipped → Delivered: Progression for physical items as shipments are created and completed.
Use
Add shipmentfor physical lines; include tracking numbers and mark Shipped/Delivered as appropriate. Do not create shipments for mapped training lines.
Inventory and stock
Mapped training products usually do not track stock. Use “Don’t track inventory” for these items.
Physical products can use standard inventory tracking.
Open‑ended selector products should not track inventory; track inventory at the underlying fixed products if needed.
Avoid adjusting quantities post‑payment on mapped items; manage availability via seats (assign/unassign/return) instead.
Order settings (hosted‑safe subset)
Returns and refunds: Enabled per store policy to support reclaiming seats for mapped items.
PDF invoices and notifications: Can be enabled; these do not impact redemption.
Payment capture: Some gateways authorize at checkout and capture later. Seat creation occurs after capture when Auto‑redeem is enabled.
Checkout guest/anonymous: Typically disabled for B2B training flows; confirm with your tenant configuration.
Note: Some settings are centrally managed in hosted environments. Contact support before changing global order settings.
Checkout attributes vs Supplemental Info
Checkout attributes collect extra data during checkout (applies to the order as a whole).
Supplemental Info (Marketplace feature) collects data at seat/redeem time and can drive group membership or mapping behavior.
Guidance:
Prefer Supplemental Info for learner‑specific questions required for enrollment.
Use checkout attributes for order‑level metadata that doesn’t affect mapping (e.g., internal PO number).
Status reference (quick)
Order status: Pending, Processing, Complete, Cancelled.
For mapped items, do not force Complete manually.
Payment status: Pending, Authorized, Paid, Partially refunded, Refunded, Voided.
Authorized → Capture to settle funds; Paid enables Refund/Partial refund.
Shipping status: Shipping not required, Not yet shipped, Partially shipped, Shipped, Delivered.
Digital mapped items report Shipping not required.
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