Create manual orders (WhatsApp/walk-in/B2B)

When to use manual orders

A manual order is an order YOU type in, for a sale that happened outside your website's checkout — so your Orders page, stock, and GST records stay complete even for offline sales. Orders you create yourself — typed in, cloned or billed at the counter — carry no platform fee; the fee applies only to orders your customers place on the website.

• Customer placed the order over WhatsApp or a phone call — no online checkout
• Walk-in customer at your shop
• B2B order from a known regular client (there's a GSTIN field for their tax invoice)
• Repeat customer — clone their last order instead of re-typing it

Everything else (online checkout, COD orders, app orders) arrives automatically — you never create those by hand.

Creating a new order

The form lives at Orders → New Order (green button, top right) and takes a minute or two: pick the customer, add products, set payment, create.

Orders → New order

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1. 1Start with the numberA past customer comes up with their saved address.

Charges & Discount — your own delivery fee, extra charges, and discount

This section exists because offline deals rarely match online pricing exactly — you quoted your own delivery rate on the phone, added a packaging charge, or knocked something off for a regular. Each line lands on the invoice with its own GST rate, so the invoice reflects what the customer actually pays — untick Show on invoice on any line you'd rather keep off it.

• Delivery charge — pre-fills from your shipping zones once you enter the pincode (on a store that charges delivery by distance, from your first distance band), but it's fully editable: type your own amount, rename the label (default “Delivery Charge”), pick a GST rate if your site charges GST, and tick/untick Show on invoice. Pickup orders have no delivery charge.
• Additional charges — add rows like Packaging, Installation, or Gift wrap, each with its own amount, GST rate, and show-on-invoice toggle.
• Discount — flat ₹ or a % of the items subtotal, with an optional reason (e.g. “festive offer”) that shows in the summary. It stacks with a coupon if you apply one too; together they can never exceed the items subtotal.

Collecting the payment — paid now, COD, link, or QR

The payment method tells the platform how the money moves, so pick the one that matches reality — it drives whether the order shows Paid or Pending and what the next screen offers.

• Mark as paid (offline) — you already collected cash or UPI yourself. Most common for walk-ins. No payment screenshot needed.
• Cash on Delivery — collect at the door; the order stays Pending until you mark it paid.
• UPI / Bank transfer (received) — money already arrived in your account directly.
• Collect via payment link — shown when you have a payment gateway or your UPI ID saved in payment settings. The order is created payment-pending with a secure pay-link ready — share it on WhatsApp from the next screen; the order is marked paid automatically when the customer pays.
• Collect now — show UPI QR — shown when your UPI ID is saved in Payments (sidebar → Settings → Payments). The next screen opens a UPI QR for the exact amount; show it to the customer, then tap Mark paid once the money arrives.

Even if you pick a “pay later” method, every unpaid manual order's page has a Collect payment card — request payment on WhatsApp any time, or send a pay-link if online payments are set up.

Started from a Payment Alert? When you open the New Order form from the Payment Alerts page (“Create order for this payment”), the payment section is locked instead of a picker: the order is created already paid via that gateway with the captured payment's ID attached, the customer's number comes pre-filled, and a banner live-checks that your order total matches the captured amount (a mismatch still saves, with a warning on the order's timeline). Wallet credit can't be stacked on such an order — the money was already collected once.

Manual vs Cloned vs Online — the pills on your Orders list

Small pills next to the order number tell you at a glance where each order came from — useful when reconciling your day's sales.

• Online (no pill) — customer placed it through your website's checkout
• Manual (blue pill) — you created it from the New Order form
• Cloned (purple pill) — you copied it from a previous order
• Subscription (green pill) — auto-created from a customer's recurring delivery (see subscriptions)
• 🔨 Auction win (amber pill) — created for the winner when an auction closes
• Edited (indigo pill) — the order was changed after creation, with full history on the order page

All of them count as real revenue in your analytics and reports — the pill is for your reference, the customer never sees it.

Orders → Manual

Cloning an existing order

Cloning is for the “usual order, please” customer — it copies a past order's items and customer into a fresh New Order form so a repeat sale takes seconds, with prices refreshed to today's rates (never yesterday's sale price by accident).

Open any past order → Quick actions → Clone order. The form pre-fills with all line items, the customer's current address, and the original order's charges & discount. Coupon, payment method, and wallet are NOT carried over — pick those fresh. Each line shows what changed since the original:

• OK — same as before
• Price changed — the product's price differs from the original order (kept, at today's price)
• Variant updated — the seller re-saved variants; the same option was matched by its label and refreshed
• Variant removed — that size/colour no longer exists; pick a new variant or remove the line before saving
• Deleted — the product no longer exists (strikethrough); remove or replace it before saving
• Out of stock — the product/variant has no stock; restock it or remove the line

Orders → Delivered

What manual orders skip — and what they never skip

Because YOU are creating the order (not the customer at checkout), some online-checkout rules relax — you're trusted to override them — while every money-and-stock rule still applies in full.

Relaxed for you (owner override):

• Coupon usage limits aren't consumed — applying a coupon here doesn't use up its count, and the per-customer rules (first order only, returning customers, signed-in or selected customers, uses per customer) and the way-of-paying / delivery-or-pickup rules don't block you. A coupon's expiry and start date, its minimum order amount and minimum items, its product exclusions — and a coupon whose total uses are already used up — still apply
• Minimum order value — you can create an order below your checkout minimum
• Per-product minimum quantity and sets — sell 1 piece even if the product needs 5 (or sets of 4) online
• Pincode serviceability — deliver to an area your shipping zones don't cover
• Product delivery areas — a product you sell only in some areas (Where you deliver) can be ordered for any address here; once the PIN code is typed, an amber note names the items outside their area for it, so you know before you save
• Loyalty points aren't earned or redeemed, and no influencer commission is attributed — the customer didn't shop through those programs
• No UPI payment screenshot required

Always honored (never skipped):

• Stock — reduced safely, and out-of-stock items can't be added at all
• Variant validation — the exact size/colour is checked against your catalog
• GST, shipping, and charges — recomputed on the server from real prices; the preview total is never trusted blindly
• Invoice auto-generation — a proper tax invoice or cash memo per your GST settings
• Customer record — the sale joins their order history and totals