Managing Online Orders: Your Daily Workflow from...
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Gettting Started

9
  • Retail Management System: A Shopkeeper’s Guide
  • Creating Your Ficos Account
  • Complete Store Profile
  • Setup Product Categories: A Guide for Store Owners
  • How to Set Up Your Products on Ficos
  • How to Create a New Sales Order in Ficos: A Step-by-Step Guide for Store Owners
  • How to Add an Expense: A Simple Guide for Shopkeepers
  • How to Create a Purchase Order in Ficos: A Shopkeeper’s Guide
  • How to Add a Refund in Ficos: A Step-by-Step Guide for Store Owners

Manage Inventory

13
  • Effortless Stock Management Explained for Retail Owners
  • Setup Product Categories: A Guide for Store Owners
  • How to Set Up Your Products on Ficos
  • Import Products: A Step-by-Step Guide for Shopkeepers
  • Printing Product Labels: A Shopkeeper’s Guide to Efficient Inventory Management
  • Monitoring Stock Changes: A Guide for Retailers
  • Manually Adjust Stock: A Guide for Shopkeepers
  • Adjust Product Price: A Simple Guide for Store Owners
  • Exporting Products or Inventory: A Guide for Shopkeepers
  • Mastering Product Categories: A Guide for Store Owners
  • Editing Product Details: A Step-by-Step Guide for Store Owners
  • Disabling a Product: A Step-by-Step Guide for Shopkeepers
  • Mastering Demand Forecasting with Ficos: A Practical Guide for Shopkeepers

Manage Sales Orders

9
  • Retail Sales Order Processing: A Complete Guide for Store Owners
  • How to Create a New Sales Order in Ficos: A Step-by-Step Guide for Store Owners
  • Adding Payment to Sales Orders: A Simple Guide for Store Owners
  • Start Taking Card Payments in Minutes: A Guide to Ficos Retail & Stripe
  • How Shop Owners Can Easily Cancel Sales Orders Step by Step
  • How to Print Sales Order/Invoice in Ficos for Shop Owners
  • How to Print Payment Receipt: A Guide for Shopkeepers
  • How to Share a Sales Order Invoice: A Guide for Shopkeepers
  • How to Export Sales Orders in Ficos: A Step-by-Step Guide for Store Owners

Printing & Barcode Scanning

6
  • Barcode Scanning in Ficos: Simplify Your Retail Operations
  • How to Set Up a Bluetooth Printer in Ficos: A Complete Guide
  • How to Print Sales Order/Invoice in Ficos for Shop Owners
  • How to Print Payment Receipt: A Guide for Shopkeepers
  • How to Print Expense Orders in Ficos: A Guide for Store Owners
  • How to Print a Refund/Return Order in Ficos: A Guide for Shopkeepers

Expenses

8
  • Expense Management Features: Simplify Financial Tracking with Ficos
  • How to Set Up Expense Categories: A Guide for Store Owners
  • How to Add an Expense: A Simple Guide for Shopkeepers
  • How to Attach Expense Receipts to Expense Orders
  • How to Cancel an Expense in Ficos: Simplify Your Financial Management
  • How to Print Expense Orders in Ficos: A Guide for Store Owners
  • How to Share an Expense in Ficos
  • How to Export Expense Orders: A Guide for Shopkeepers

Refunds

7
  • Introduction to Refunds in Ficos: Streamline Your Retail Processes
  • How to Add a Refund in Ficos: A Step-by-Step Guide for Store Owners
  • How to View a Customer’s Refund History in Ficos
  • How to Cancel a Refund in Ficos: A Step-by-Step Guide
  • How to Print a Refund/Return Order in Ficos: A Guide for Shopkeepers
  • How to Share a Refund Order in Ficos
  • How to Export Refund Orders: A Guide for Store Owners

Customer Management

13
  • Introduction to Customer Management: Elevate Your Retail Game
  • How to Add a Customer: A Simple Guide for Store Owners
  • Customer Loyalty Program: Rewarding Your Most Valued Shoppers
  • Customer analysis tool for small retail businesses
  • How to View a Customer’s Purchase History in Ficos
  • How to Export a Customer’s Sales Orders
  • How to View a Customer’s Refund History in Ficos
  • How to Export a Customer’s Refund History in Ficos
  • How to View and Export Debtors in Ficos
  • How to Bulk Import Customers: Save Time and Stay Organized
  • How to Export All Customers
  • How to Edit a Customer’s Details in Ficos
  • How to Disable a Customer in Ficos: Keep Your Database Clean and Organized

Suppliers

8
  • Best Practices for Supplier Management in Small Retail Stores
  • Step-by-Step Guide for Shopkeepers to Add Suppliers in Ficos
  • How to Edit and Disable Suppliers in Ficos: Simple Steps for Retailers
  • How Store Owners Can Track and Export Suppliers Owed for Timely Payments
  • How to Manage and Track Purchase Orders from a Supplier
  • How to solve record-keeping challenges by Exporting a supplier orders
  • How Store Owners Can Overcome Manual Data Entry with Bulk Supplier Import
  • How Store Owners Can Export Suppliers for Better Audit and Compliance

Purchase Orders

6
  • How to Create a Purchase Order in Ficos: A Shopkeeper’s Guide
  • Add Payment and Attach Supplier Receipt to Purchase Orders
  • How to Check-in Purchase Order Items in Ficos: A Shopkeeper’s Guide
  • How to Manage and Track Purchase Orders from a Supplier
  • How to Cancel a Purchase Order in Ficos: A Shopkeeper’s Guide
  • How to Print, Export, and Share Purchase Orders in Ficos: A Complete Guide

Reports

23
  • Customer Sales Report for retail store owners: Track Sales, Improve Cash Flow, and Manage Debts
  • A Simple Guide to Financial Overview Reports for Shopkeepers
  • Understanding Your Profit and Loss Report: A Simple Guide for Shopkeepers
  • Understanding Your Expense Summary Report
  • Expense Trends Report: Simplifying Financial Planning for Storekeepers
  • Understanding Your Expense Audit Report: A Simple Guide for Shopkeepers
  • Understanding Your Tax Summary Report: A Simple Guide for Shopkeepers
  • Understanding Your Detailed Tax Report: A Simple Guide for Shopkeepers
  • Average Order Value Explained: Insights for Retailers to Increase Revenue
  • Retail Sales by Staff: A Beginner’s Guide to Tracking and Improving Team Performance
  • Understanding the Retail Sales by Product Report: A Comprehensive Guide for Shopkeepers
  • Understanding Sales by Category: Essential Insights for Retail Business Owners
  • Interpreting Stock Alerts: A Step-by-Step Guide for Retail Success
  • Spotting Inventory and Price Anomalies – A Store Owner’s Guide
  • Product Sell-Through Rates Explained: Helping Store Owners Make Better Decisions
  • Prevent Overstocking and Waste: The ABC Analysis Solution
  • How the Percent of Inventory Sold Report Helps Retail Store Owners Track Stock
  • How the Days of Inventory Remaining Report Helps Shopkeepers Balance Stock Levels
  • How the Ficos Inventory Balance Report Empowers Retail Success
  • Track Inventory Worth with the Inventory Value Report: A Shopkeeper’s Guide
  • Customer Aging Report for Store Owners: How to Spot and Solve Overdue Payment Problems
  • Understand New vs. Returning Customers: A Guide for Shopkeepers
  • Supplier Performance Report: Solve Delivery Delays and Payment Issues for Retailers

Store Insights

15
  • Mastering Your Spending: Understanding High Expense Alerts
  • How the Store Insights Welcome Module Helps You Stay Ahead in Retail Management
  • Understanding the Financial Overview Dashboard in Store Insights
  • Unusual Vendor Alerts: Insights for Smarter Supplier Payments
  • Outstanding Debts Alert: Managing Customer Payments with Confidence
  • Why Top Sellers Store Insights Matter: A Comprehensive Guide for Shopkeepers
  • Mastering Sales Trends: Essential Store Insights Every Retailer Needs
  • Why Slow-Moving Products Insights Matter: A Comprehensive Guide for Shopkeepers
  • Understanding Average Order Value Store Insights: A Guide for Shopkeepers
  • Top Customers Store Insights: Understanding and Leveraging Your Best Buyers
  • High-Value Customer Inactivity Insight
  • Inventory Balance Store Insight: Optimize Stock for Maximum Profitability
  • Top Staff Performance Store Insight: A Store Owner’s Guide
  • Unusual Discount Store Insight: Detecting and Managing Discount Anomalies
  • How Peak Periods Store Insight Helps Shopkeepers Optimize Sales and Staffing

Staff Management

5
  • How to Add a Staff Member to Your Store in Ficos
  • How to Edit a Staff Profile in Ficos
  • How to Modify Staff Permissions in Ficos: A Guide for Store Owners
  • How to Disable a Staff Member in Ficos
  • Staff Roles & Permissions Reference: A Practical Guide for Shopkeepers

Online Store

5
  • How to Set Up Your Ficos Online Store & Delivery
  • Preparing Your Products for the Online Store: A Complete Guide
  • Customizing Your Homepage: A Guide to the Homepage Editor
  • A Guide to Payment Methods: Connecting Stripe & Using Cash on Delivery
  • Managing Online Orders: Your Daily Workflow from Confirmation to Fulfillment
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Managing Online Orders: Your Daily Workflow from Confirmation to Fulfillment

Hello Ficos Merchants! Your online store is live and the orders are coming in—congratulations! Now comes the most important part: efficiently managing those orders to keep your customers happy and your operations smooth.

This guide will walk you through the entire daily workflow for handling online orders within Ficos, from the moment a new order arrives to the point it’s ready for customer pickup or has been dispatched with a driver.

 

Why This Workflow is a Game-Changer #

Following this integrated process gives you four key advantages:

  • Professionalism: Quickly confirm orders and keep customers informed with automated notifications, showing your business is organized and reliable.
  • Accuracy: When you confirm an order, stock is automatically deducted from your unified inventory, preventing costly overselling mistakes.
  • Efficiency: Manage everything from a single dashboard. Use bulk actions to confirm multiple orders or assign a driver to several deliveries at once, saving you valuable time.
  • Clear Communication: Use the built-in chat to resolve questions with “Order Inquiry” customers before confirming, ensuring every order is perfect.

 

Your Tools: The Order Management Screens #

You will use two main screens for this workflow:

    • Manage Web Orders:
      • What it is: Your command center for all online orders. It features tabs like “Pending,” “Dispatch,” and “Delivering” to show you exactly what needs your attention.

 

  • View Web Order:
    • What it is: The detail screen for a single order. Here you can review items, communicate with the customer, and take action (like confirming or cancelling).

 

Step 1: Start Your Day in the “Pending” Tab #

All new online orders first appear in the Pending tab on the “Manage Web Orders” screen. This is your daily to-do list.

A “Pending” order can be one of two types:

  1. An “Order Inquiry” (from a Cash on Delivery checkout) that needs your review before payment.
  2. A fully Paid Order (via Stripe) that is simply waiting for you to confirm you have the stock and can fulfill it.

 

Step 2: Handling an “Order Inquiry” (Cash on Delivery) #

If an order was placed using “Cash on Delivery,” it’s crucial to communicate with the customer before confirming.

  1. Tap the pending order to open the View Web Order screen.
  2. Select the Conversation tab.
  3. Use the built-in chat to greet the customer and arrange your preferred payment method (e.g., mobile money, cash on delivery, bank transfer).
  4. Only proceed to the next step once you are confident the order is legitimate and payment has been arranged.

 

Step 3: Confirming the Order #

This is the most important action. Confirming an order officially converts it from a web inquiry into a real sales order in Ficos and deducts the items from your inventory.

  • From the View Web Order screen, find the action buttons at the bottom.
  • Tap the Confirm Order button.

What happens next depends on the fulfillment type:

    • For Pickup Orders: The order will be confirmed instantly and will disappear from your “Pending” list. It is now ready for the customer to collect.

 

  • For Delivery Orders: A panel will appear asking you to choose:
    • Confirm Only: This confirms the order and moves it to the “Dispatch” tab. Choose this if you want to assign a driver later.
    • Confirm & Assign Driver: This lets you immediately choose an available driver from a list, confirming and dispatching the order in one go.

Pro Tip: If you have multiple orders to confirm, use the Select Mode in the “Manage Web Orders” screen. Tap the checkbox icon in the header, select all the orders you’re ready to process, and then tap “Confirm Selected” to save time.

 

Step 4: Fulfilling the Order #

Once an order is confirmed, it’s time for fulfillment.

    • Pickup Orders: Prepare the items for the customer. The order is now considered “Awaiting Pickup.”

 

  • Delivery Orders: If you didn’t assign a driver during confirmation, the order now appears in your Dispatch tab. This tab is your logistics hub for getting orders on the road. From here, you can select one or more orders and assign them to a driver. Once assigned, the order moves to the Delivering tab.

 

How to Cancel an Order #

If you cannot fulfill an order (e.g., due to a stock issue), you should cancel it promptly.

  1. From the View Web Order screen for a pending order, tap the Cancel Order button.
  2. You will be prompted to enter a reason for the cancellation.
  3. Once submitted, the order is cancelled, and an email notification is sent to the customer explaining why.

 

Conclusion #

This daily workflow—moving orders from Pending to Confirmed to Fulfillment—is the key to running a successful online operation. By using the integrated tools in Ficos, you can manage the entire process efficiently, keep your data accurate, and provide a professional experience that will keep your customers coming back. For more helpful tips, visit the Ficos Documentation.

Frequently Asked Questions #


What is the difference between a 'Pending' order and a 'Confirmed' order? #

A “Pending” order is a web inquiry. It has not yet affected your inventory and is not yet a final sale. A “Confirmed” order is an official sales order in Ficos. The inventory has been deducted, and the sale is now part of your financial records. You must manually confirm every pending order.


What happens to my inventory when I confirm an order? #

When you tap “Confirm Order,” Ficos automatically checks your current stock levels. If the items are available, it deducts them from your inventory and finalizes the sale. If an item is out of stock, the confirmation will fail, protecting you from overselling.


Do I have to assign a driver immediately when confirming a delivery order? #

No. You have the flexibility to choose “Confirm Only.” This is useful if you need to prepare and package the order first. The order will then move to your “Dispatch” tab, where you can assign a driver whenever you are ready.


Why can't I see the 'Assign Driver' button for an order? #

The “Assign Driver” button will only appear for orders that have been confirmed and have a fulfillment type of delivery. It will not appear for pickup orders or for orders that are still in the “Pending” state.


What if I confirm an order by mistake? #

Once a web inquiry is confirmed, it becomes a permanent sales order in Ficos. If you confirm it by mistake, you will need to process it like any other incorrect in-store sale by performing a return or refund to correct your inventory and financial records.



I'm Jordah, and I built this to streamline your work #

I know that managing online orders can be chaotic. That’s why I designed this workflow to be as simple and automated as possible, giving you a clear path from a new order to a happy customer.
The Order Management tools are here to save you time and prevent errors, so you can focus on growing your business. Let Ficos support you on your journey to success.

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Updated on October 3, 2025
A Guide to Payment Methods: Connecting Stripe & Using Cash on Delivery
Table of Contents
  • Why This Workflow is a Game-Changer
  • Your Tools: The Order Management Screens
  • Step 1: Start Your Day in the "Pending" Tab
  • Step 2: Handling an "Order Inquiry" (Cash on Delivery)
  • Step 3: Confirming the Order
  • Step 4: Fulfilling the Order
  • How to Cancel an Order
  • Conclusion

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