Draft Order Management

• What Draft Orders Are
• Order Statuses You Will See
• What You Can Do on an Order
• Order Lines and Comments
• Who Can View Which Orders
• Budget Checks on Orders
• Quick Help

What Draft Orders Are

Draft Orders are orders that come from Shopify and are managed in the app before final completion.

Users can:

• review order details
• check budget impact
• update line items (if allowed)
• move orders through the workflow

Order Statuses You Will See

• Draft: New order, still being reviewed.
• Pending Approval: Submitted and waiting for decision.
• Needs Rework: Sent back for changes.
• Approved: Approved and ready for final processing.
• Processing: System is sending it to Shopify.
• Completed: Successfully completed in Shopify.
• Failed: Processing failed and needs attention.
• Cancelled: Order was cancelled.

What You Can Do on an Order

Submit for Approval

Available only when all conditions are true:

• you are the order owner
• your role is Requester
• order is in Draft or Needs Rework
• you are assigned to that location
• order is within budget

Send to Rework

Available to:

• Company Admin (company-wide)
• Orderer assigned to the order location

Also:

• only available when order is Draft or Pending Approval
• creator who is Company Admin or Orderer Admin cannot send their own order to rework

Confirm Order (Send to Shopify)

Available to:

• Company Admin
• Orderer Admin (same location)
• Orderer (same location and within budget)

Also:

• available when order is Draft, Pending Approval, or Needs Rework

Cancel Order

Available only to Company Admin.

Conditions:

• order must not be in Failed, Completed, or Cancelled status

When cancelled:

• the draft order is deleted from Shopify
• order status is set to Cancelled locally
• the order creator receives a notification and an email
• the action is recorded in the activity log

If the Shopify deletion fails, the cancellation is aborted and an error message is shown.

Order Lines and Comments

Order Lines

• Line items can be added, edited, or deleted only for users with edit permission.
• Edits are synced with Shopify.

In practice:

• Company Admin can edit most non-final orders.
• Requester can edit only their own Needs Rework orders.
• Orders in Processing, Completed, or Cancelled cannot be edited.

Comments

• Users can add comments on orders they can access.
• Users can edit/delete only their own comments.

Who Can View Which Orders

• Order owner can view their own order.
• Orderer and Orderer Admin can view orders for their assigned locations.
• Company Admin and Orderer Admin can view all company orders.

Budget Checks on Orders

Each order shows budget indicators, including:

• overall budget exceeded
• yearly budget exceeded
• monthly budget exceeded

These checks affect which actions are available.

Quick Help

• If a button is missing, your role or location assignment likely does not allow that action.
• If you cannot submit, check status, ownership, and budget.
• If confirm to Shopify fails, check order details and try again or contact support.