Introduction
This guide shows you how to view and manage customer orders in your Resource Shop.
You’ll learn how to review order details, record manual payments, and check that everything syncs correctly with CiviCRM.
Even if you’re new to managing online sales, these steps will help you confidently track and complete each order.
Purpose:
View, edit, and manage customer orders, record manual payments, and ensure order details sync correctly with CiviCRM contributions.
Let’s start by learning how to find and review orders that have been placed through your shop.
1. Viewing Orders
Go to Store → Orders (/admin/commerce/orders)
Use filters or search by order number to find a specific order quickly.
Click any order number to open and view full details.
Order details include:
Customer information
Items purchased
VAT and pricing information
Payment status
Linked user contact – click to view details
You can edit an existing payment record to change the Payment method (for example, from Invoice to Stripe) if the payment type has changed after checkout.
This updates the order and the linked CiviCRM Contribution to reflect the new payment method but does not reprocess the payment.
If a customer has paid by invoice or another offline method, you can record their payment manually to complete the order.”
2. Recording Payments
You can enter manual payments in the Orders section if a customer has chosen Pay by Invoice or another offline payment method.
To record a payment manually:
Go to Store → Orders.
Use filters or search to locate the relevant order.
Click “Edit” or “View” to open the order details.
Scroll to the Payments section.
Click “Add Payment”.
Complete the payment details:
Amount – enter the amount received.
Click Save Payment to confirm.
After saving:
The order status will update automatically to Completed (if the full amount has been paid).
A corresponding CiviCRM Contribution record is created or updated for the related contact.
The contribution will inherit:
The total amount received
The linked CiviCRM Financial Type from the product
The selected payment method
Status: Completed
This quick check ensures that all payments in your shop match the correct contact and contribution record in CiviCRM.
To make sure everything is linked correctly in CiviCRM:
Go to CiviCRM → Contributions → Search Contributions.
Locate the contact or order reference.
Confirm that the contribution record reflects the correct amount, type, and payment status.
