Manage Orders

Find an order, confirm or cancel its payment, keep internal notes, read its system log and export orders. Step by step, with screenshots.

Every time a learner orders a training or an exam from the cart, an order appears in Orders. This guide shows you how to follow it until it is paid, and how to keep track of it afterwards.

Everything below is for the web app on a computer, signed in as an Admin. Amounts are in Tunisian dinars (TND).

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Table of contents

• Step 1 — Open the orders list
• Step 2 — Find an order
• Step 3 — Confirm or cancel a payment
• Step 4 — Add an internal note
• Step 5 — Read the order’s details and system log
• Step 6 — Archive or export orders
• Good to know

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Step 1 — Open the orders list

Click Orders in the sidebar.

Orders: one row per order, newest first.

Column	What it shows
Buyer	The learner who placed the order.
Order reference	The order’s unique reference, e.g. REF-7KM54JMINK. The learner sees the same one in their Orders History.
Ordered On	Date and time of the order.
Items	How many trainings and exams the order holds.
Total Amount	What the learner has to pay for the order.
Status	Where the payment stands (see the table in Step 3).
Notes	Your team’s internal notes (Step 4).
System Log	What the platform recorded about the order. The eye opens the full log (Step 5).
Actions	⋯ opens Preview and, for a paid order, Archive.

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Step 2 — Find an order

1. Choose what you search by

   The list on the left of the search box sets what you type: Order/Payment Ref, Training, Exam or Learner.

2. Type in Search…

   The table filters as you type.

3. Filter by status

   The tabs below the search box show All orders, or only the Cancelled, Pending, Payment Failed, Paid Offline or Paid Online ones. The sliders icon next to the search box hides or shows these tabs.

The round-arrow button (Refresh Data) reloads the list, for example after a learner has just ordered.

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Step 3 — Confirm or cancel a payment

A Pending order is waiting for an offline payment: bank transfer, cash at your offices, cheque, and so on. Once the money has arrived:

1. Open the status list

   Click the small arrow next to the Pending badge.

2. Pick the new status

   Paid Offline confirms the payment. Cancelled cancels the order.

3. Confirm

   The platform asks “Are you sure you want to Confirm the Payment ?” (or “Are you sure you want to cancel This Payment ?”). Confirm, and the badge changes.

The status list of a pending order.

What happens next:

• Paid Offline: the learner gets the trainings and exams of the order straight away, earns the loyalty points they carry, and receives an in-app notification “Order Accepted”. If the learner already owned one of the items through another paid order, the platform removes it from this order and writes it in the system log.
• Cancelled: the learner receives an in-app notification “Order Cancelled” asking them to contact support.

Status	Meaning	Can you change it?
Pending	Ordered with Order Now, waiting for an offline payment.	Yes: Paid Offline or Cancelled.
Pending Online	An online payment was started but not confirmed yet.	No, the payment provider updates it.
Payment Failed	The online payment was refused or abandoned.	No.
Paid Offline	You confirmed the payment.	No.
Paid Online	The online payment went through.	No.
Cancelled	The order was cancelled.	No.

Confirm a payment only once the money has really arrived: the learner gets access to the content at once, and a paid order can no longer go back to Pending or Cancelled.

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Step 4 — Add an internal note

Click + Add note in the Notes column (or the pencil next to an existing note).

The Notes window.

Notes are private: only administrators see them, never the buyer. Use them for payment follow-ups, the reason for a refund or a cancellation, a support conversation, or a reminder for your team. The toolbar formats the text (bold, colors, lists, links, and so on). Click Save.

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Step 5 — Read the order’s details and system log

• What was ordered: ⋯ → Preview opens Order details, with each item, its type (Training or exam), the order date and its price.

Order details.

• What happened: the eye in the System Log column opens the log, one numbered line per event, for example “Order passed by ’…’ with coupon ‘N/A’ at 2026-10-04 14:48:10”. The copy icon at the top of the window copies the whole log.

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Step 6 — Archive or export orders

• Archive: ⋯ → Archive moves a paid order out of the main list. Find it again with the Archived icon at the top right, and bring it back with Restore. Pending and cancelled orders cannot be archived.
• Export: click Export at the top right, tick the orders you want in Export orders (the search box finds them by reference), then Confirm. You get a ZIP file with one PDF per order.

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Good to know

A learner paid but cannot see their training

Check the order’s status: access opens only once it is Paid Offline or Paid Online. If it is still Pending, confirm the payment (Step 3).

A learner ordered the same item twice

The platform refuses a new order while an older one holding the same item is still Pending: the learner has to pay or cancel the first one. If two paid orders hold the same item, the duplicate is removed when the second one is confirmed, and the system log says so.

Where do I see a coupon used on an order?

In the system log: the “Order passed by …” line names the coupon, or N/A when there was none.

Online payments

Online orders (Pending Online, Paid Online, Payment Failed) get an extra menu item, Flouci - Payment Details, which opens the payment page recorded in the order’s notes.