Orders

Orders

The Orders page is where you manage every purchase Seller Oracle has recorded from your retailer emails. It is the page you will spend the most time in.

The orders list

Orders are shown 50 per page, newest first. The list has two views, and everyone picks their own under Appearance in Settings. Unless you pick Classic, you see the Journey view. In both, orders bought together in a short burst show a Group of 3 tag under their products (see Order groups).

The Journey view

Each row shows the products and quantities, the order reference and date, the retailer and the total, then the order's steps in a line: Ordered, Dispatched, Delivered and Invoice. If your account tracks Amazon listing or prep (the owner or an admin turns these on in Settings), Amazon and Prep steps show too. Packaging or equipment on the Late tab shows only Ordered, Dispatched, Delivered and Invoice. Every row keeps the same columns, so every Invoice lines up, and where an order has no step, the line runs straight through. A green tick means a step is done. Amber means it is part done, needs you or is waiting on Amazon to confirm a listing, and the note under the circle says why, for example "1 of 2 items", "dispatched 10d ago (3d late)", "Upload a copy" or "Amazon confirming". While a listing is on its way to Amazon, the Amazon circle turns, unless another item on the order failed: then its note says how many failed, and it doesn't turn. With automatic listing on, the note can also be "Checking item" or "Checking Amazon" before the listing is sent. Amazon Germany, France, Italy and Spain don't email when an order is delivered. Once Amazon emails that one of these orders is out for delivery or arriving today, its Delivered step turns amber with "mark delivered" until you mark it delivered. Click or tap a circle to change that step. A viewer sees the steps but can't change them.

The list opens on the Active tab, which holds orders still on their way. Late holds the orders that haven't turned up (see Late orders). Complete holds orders where every step is done. Cancelled and refunded orders leave Active too, and All shows every order. An order with an open review, or a return still waiting for its refund, stays in Active with a note saying why.

Tick the boxes beside orders to change several at once. You can mark them delivered or mark their invoice not required, and if your account tracks those steps, mark them sent to prep or all listed. A purchase without the step is left as it was, and the message says so, for example "1 with no Delivered step". Group together puts the ticked orders in one group (see Group together).

Late orders

The Late tab holds the orders that haven't arrived: those not marked delivered, cancelled or refunded within your number of days of being dispatched, and those still not dispatched that many days after you ordered. Packaging and equipment that came in as an order show here too while they're late, though the rest of the time they're on the Expenses list. The owner or an admin sets the number of days in Settings. Each order's Delivered step says how late it is, for example "dispatched 10d ago (3d late)". An order not yet dispatched says "not dispatched" under its Dispatched step instead. The Action Centre's Late deliveries count opens this tab.

Tick the orders that have arrived and mark them delivered together. An order leaves the tab as soon as it's marked delivered, cancelled or refunded. If you've chased the shop, click the order's Ordered circle (or open the order and click it there) and press Chased the shop: hide for 7 days, which uses your number of days. The order leaves the tab and comes back on the day the message names if it still hasn't arrived. Amazon Germany, France, Italy and Spain never email when an order is delivered, so mark those delivered yourself.

In the Classic view, the Late tab sits after All. Marking ticked orders delivered and Chased the shop are in the Journey view; in the Classic view you click an order's Status to change it. The Classic view's boxes are for Group together only.

The Classic view

Each row carries the data Seller Oracle extracted from the email trail:

• Order: the product names in the order (one line per item).
• ASIN: the Amazon ASIN matched to each item. If an item has no ASIN yet, you can assign one here. Stock only.
• Qty: quantity per item.
• Order Ref: the retailer's order number.
• Date: when the purchase was placed.
• Retailer: where you bought from.
• Total: the order total in the retailer's currency. For foreign-currency orders, a home-currency figure appears next to it (see Foreign-currency totals).
• Invoice: the invoice tracking status. Click it to change it.
• Status: the order status. Click it to change it.
• Prep: whether the items have been sent to your prep centre: Yes, No, or for an order with some items sent, how many, such as 1 of 2. Click it to change it. For an order with two or more items that can go to prep, it opens the Prep pop-up (see Sending items to prep). Stock only.
• Amazon: a rollup of how many items in the order are listed on Amazon. Stock only.

Amazon's order emails cut long product names short, such as "Braun Silk-épil 9 Flex, Epila…". For a purchase from Amazon UK, Germany, France, Italy or Spain, once Seller Oracle has Keepa's record of the product, it completes the name from it when Keepa's name starts the way the email's does, and the full name shows wherever the item's name does. Later emails about the order still match the item by the name the email gave.

In both views, once your Amazon account is connected, an item Amazon says you need approval for shows Needs approval under its ASIN and SKU, and one you can't sell shows Can't sell. Hover over one, or tap it on a phone, to see why in Amazon's own words and, for approval, Amazon's link to request it. On a phone the card shows them after the item's SKU, or, in the Classic view, how many of the order's items can't be sold or need approval: open the order to see why. See Listing on Amazon.

An amber Check ASIN after an ASIN means its Amazon listing may not be the item you bought; hover over it to see why. On a phone the card shows it after the item's SKU, or, in the Classic view, once for the order: open the order to see why. See Is it the right item?.

Click any row to open the order's detail page.

Sending items to prep

You can mark an order's items sent to prep one at a time. An order with some of its items sent shows how many: its Prep step in the Journey view, and in the order page's Journey, turns amber with "1 of 2", and its Prep in the Classic view, and Sent to prep on the order page when your account doesn't track prep, reads 1 of 2, with the ASINs already sent, for example "B00A7MGNOI sent". An item counts once it has an ASIN and a quantity, unless it's cancelled, returned or refunded.

Click the Prep step in the Journey view or in the order page's Journey, the Prep in the Classic view, or Mark items… beside Sent to prep on the order page to open the Prep pop-up. In the Classic view and beside Sent to prep this is for orders with two or more items that count; an order with one keeps its plain Yes and No. The pop-up lists what's sent and what's Not sent yet, with Mark sent or Mark not sent on each item, and a button to mark the rest at once, such as Mark both items sent or Mark the other 2 sent. It stays open until every item is sent. An item in a Source2Store file says "Source2Store export" and can't be marked not sent here. If your account tracks prep, the pop-up also has Doesn't apply to this order when you open it from the Journey view or the order page.

In a group, marking an item sent or not sent marks the group's other items of the same product the same way (see Listing and prep across a group).

Filtering and search

The filter bar above the list narrows the table. Filters combine, so you can stack a retailer, a status, and a search term at once.

• Status tabs: after Active, Complete and All in the Journey view (or All in the Classic view), the tab bar filters by order status. Each tab shows a live count. The rarer statuses sit under More, along with a Hidden tab for orders you have hidden.
• Retailer: filter to a single retailer. Each option shows that retailer's order count.
• Invoice: filter by invoice tracking status.
• Prep: filter stock orders by whether items have been sent to prep.
• Amazon: filter stock orders by listing progress (Listed on Amazon, or Not listed).
• Reviews: filter to orders that need review or have been resolved (see Orders flagged for review).
• Search: match on order reference, product name, or retailer name. Type a full 10-character ASIN to find every order containing that ASIN. In the Journey view, a search with no tab picked looks through all your orders, so the All tab is marked.

Use Clear to reset the filters and the search box.

Foreign-currency totals

When an order is in a currency other than your home currency, the Total column shows a second, smaller figure in your home currency, for example €29.99 ~£25.42. The tilde means the figure is an estimate from the daily exchange rate. For a full explanation and how to record the real settled amount, see Multi-currency orders.

Orders flagged for review

Seller Oracle reads your emails with AI. Most extractions are clean, but some are not. When an extraction looks off, the app flags the order for review rather than letting a wrong number sit silently in your records.

A red Review badge appears next to the order reference in the list. For a full explanation of the flag reasons and how to resolve them, see Accuracy and review.

Open Needs review in the Action Centre to work through every flagged order and expense in one list, newest flag first, or use the Reviews filter here. Open a flagged order, check the figures against the email, correct anything wrong (see Correcting the figures), then mark it reviewed. Resolved orders stay in your records and can be found again with the Resolved option in the same filter.

Order detail

Click an order to open its page. Everything about the order is here, and most of it can be changed where it shows.

On a computer the page has two columns. The left one holds the order's items, with what you paid under them like a receipt, then the Price history card when there is one, then its paperwork and notes. The right one holds the order's Journey. On a smaller screen or a phone the parts sit one under the other: the items and payment first, then price history, then the Journey, then the paperwork and notes.

Header and status

The top of the page shows the shop's name, with the order's status beside it. The line under them gives the order number, which you can copy, any other numbers the shop gave the order, the day you ordered, how many items and units it holds, and the total you paid.

To change the status, click it and pick another. It saves straight away. For what each status means, see the order statuses. View only members see the status but can't change it.

More, on the right, holds the order's less common actions. Each one shows only when it applies:

• Edit order number opens a box for the order number under the heading, so you can correct it. Only change it if it's wrong or missing: later emails for the order, such as dispatch, delivery and refund emails, are matched on its numbers.
• Send to PrepBusiness sends a stock order to your prep centre's PrepBusiness account, once it is connected in Settings.
• Hide on stream keeps the order off screen while streaming mode is on. Show on stream brings it back.
• Report an issue tells the Seller Oracle team that something was read wrong. See Report an issue.

Needs review

If the order was flagged, a Needs review line sits under the heading and says what to check. When the AI wasn't sure about something it read, the line quotes the AI's own note and names the email it came from, for example "Dispatch email from DPD: The email lists both items but gives one tracking number, so the Philips Hue kit may not be in this parcel." Check it against the email, correct anything that's wrong (see Correcting the figures), then click Mark reviewed. The line goes, and the Review badge comes off the order in the list.

Delivery OTP

If an email contained a one-time delivery code, it shows in a bar near the top of the order, and a matching alert appears on your dashboard. On a purchase whose Journey starts with Paid, the code shows only for a day after it arrives. Read the code out to the driver.

The items

The Items card lists every item on the order, the same way on a computer and a phone. Each item shows its name, with a link to the shop's page, and its line total, with the quantity and unit price under it. A stock item also shows its picture, ASIN and SKU. Items can hold different statuses to each other, so one can be dispatched while another is still on order. To add an item, click Add item at the top of the card. Delete at the end of an item's row removes it, where that's allowed.

With Item cost on, each unit price and line total includes the item's share of the shipping, with a small line under the price such as "£11.00 + £0.71 shipping", and the pencil edits the price from the email, labelled Price before shipping (or Line total before shipping). An order with a card fee shares it the same way, and the line names it, for example "£11.00 + £0.86 shipping and card fee".

• ASIN: the Amazon ASIN this product maps to. If an item has none, its box is open so you can type it, and it stays open while you change other values. Cancel closes it until you open the order again or reload the page, and the pencil beside the empty ASIN opens it again. The ASIN is saved against that item. To assign ASINs across many items at once, use the Action Centre.
  If the order is in a group and other orders of the same product in the group (with exactly the same name) still have the ASIN you just replaced, Seller Oracle asks "Use B08N5WRWNW for the other 2 in this group?" so you can change them all at once. See the rest of a group.
  If the ASIN's Amazon listing may not be the item you bought, an amber Check ASIN follows it and the reason shows under the item, with It's right and Change ASIN.
• SKU: made from your SKU settings, or typed by hand (40 characters at most). When you change the unit price, the price at the front of the SKU changes with it, without VAT on an order in your home currency while Take VAT off the price is on. While Start with the price is off, a price change leaves every SKU as it is, and a SKU made while the switch was off stays as it is even after you turn the switch back on (see SKU format). In a group, a SKU you type also goes to the group's other items of the product (see One SKU per product).

While an item is being sent to Amazon or Amazon is confirming it, its ASIN and SKU can't be changed, because Amazon has been sent the ones it had. You see "This item is still being listed, so it can't be changed by hand." until Amazon answers.

On an order with one item, the item shows its status and, for stock, whether it is listed on Amazon, with List on Amazon or Retry when they apply. While a listing is on its way, the item lists its steps: Sending to Amazon, then Amazon is confirming. With automatic listing on, a new purchase's steps start with the item check and Amazon's check, which read Checking the item and Checking Amazon while they run. If the item is cancelled or returned while the order is still open, Reopen shows beside its status. On a cancelled, returned or refunded order, each item shows its status the same way, without Reopen. A purchase whose Journey starts with Paid shows neither a status nor a track on its items.

On an open order with two or more items, each item has a small track of its own steps: Ordered, Dispatched, Amazon and Prep if your account follows them, and Delivered. A green tick means the item has done that step, an amber ring marks the step it is on, and grey steps are still to come. A dash means the step doesn't apply to this order. The Amazon step is also amber while a listing is on its way to Amazon, or after Amazon refused it. The track shows no dates: the Journey's steps carry them. Under the track is what the item needs next, for example "Waiting for John Lewis to send it", Mark delivered once it has been dispatched, List on Amazon, or "Add the ASIN to list it", or the step a listing is at, such as Sending to Amazon. Mark delivered moves only that item on, and leaves the others as they are. A cancelled or returned item shows its status instead of a track, with Reopen when it can be reopened.

If your account doesn't follow the Prep or Amazon steps (see Steps before Complete), a short line under the items shows them on a stock order that is still open: Sent to prep, where you mark the order sent to prep with Yes or No, and Listed on Amazon, which says how many of its items are listed, for example "1 of 2 listed". Sent to prep saves as soon as you pick. If you change it from the keyboard, press Enter to save it. For an order with two or more items that can go to prep, Sent to prep shows how many are sent instead, with Mark items… (see Sending items to prep). View only members see whether the order was sent but can't change it.

On a stock purchase whose price history was found, on plans with price history, a grey Price history line under the item gives its lowest price in the last 12 months and the cheapest shop with it in stock now, with See history for its chart. See Price history.

Payment

Under the items, like a receipt:

• Items: what the items add up to, and how many units they are.
• Shipping, and Card fee when the shop added a fee for paying by card, such as Qogita's card processing fee. The card fee is part of the total but not of any item's price. "In the item costs" means Item cost shares it into the items' prices.
• Total paid: the order total, with its currency when that isn't your home currency.
• Currency: the shop's currency (GBP, EUR or USD).
• Settled in your home currency, for example Settled in GBP: shown for foreign-currency orders. This is the estimated conversion until you type the real amount your bank charged, or a card export fills it in. A tilde marks the estimate; once the real figure is saved the tilde goes.
• Paid with: the card or account the email named.
• Refunds: every refund on the order. See Refunds.

Correcting the figures

On a computer, a pencil shows beside a value when you point at the value or its item, or when you reach it with the Tab key. On a phone or tablet the pencils always show. Click or tap a pencil, change the value and save. You can correct an item's name, quantity, unit price and line total, its ASIN and SKU, the order's total, shipping, card fee and currency, the order number (under More) and the notes. Add notes..., and the pencil beside a missing ASIN once its box is closed, always show, as they're how you add a missing value.

Changing a unit price works the line total out again as unit price × quantity. Changing a quantity keeps the price you paid for each one, so a "2 for £20" line edited to 4 comes to £40. Neither changes a line total you have changed yourself.

Every change you make to the order's figures or an item's is recorded in the order's History with the old value, the new value, who made it and when. Corrected records stay trustworthy because you can always see what changed.

The old manual "Listed on Amazon" toggle is gone. Whether an order is listed is worked out from each item's listing status, not set by hand.

Edit order

To change several things at once, click Edit order at the top of the order. Every item's name, quantity, unit price and line total, and the order's total paid, currency, shipping and card fee (when there is one), open as boxes on one page. The ASIN and SKU show there as they are: change those with their own pencils on the order page.

• Delete item marks the item Will be deleted. Click Undo to keep it. The item only goes when you save, and anything you typed into its boxes is ignored.
• Save changes saves everything together, or nothing. If a value can't be used, such as a quantity of 0, nothing is saved and the box says what's wrong.
• Changing a unit price or quantity works the line total out again, as the pencils do, unless you change the line total in the same save.
• If one of the values you changed is changed by something else while you're editing, such as an email from the shop, nothing is saved and the box says what it changed to, for example "Changed to £45.00 while you were editing". Check it and click Save changes again. A value you didn't touch is left as the email set it, and its box shows it.
• A new currency applies to every amount on the order, so if you change the currency, the amounts and the items must still be as the page showed them. If one changed while you were editing, or an item was added or deleted, nothing is saved and the page shows the order as it is now. Check it and click Save changes again.
• Cancel goes back to the order without saving.

Each change shows in the order's History under your name, as a pencil edit does. Edit order isn't available while streaming mode is on, or for View only members.

Paperwork and notes

The Paperwork and notes card holds the rest of the order's details:

• Invoice: the invoice's status, which you change by clicking it, with the invoice reference beside it. For what each status means, see the invoice statuses. Under it are the order's invoice files, with Upload Invoices to add one or more and Download All to get every file at once.
• Category: what the money was for. See Categories.
• Order date.
• Mailbox: your own email address the order's emails arrived at.
• Group: when the order is in a group with other orders you can see, how many orders it holds and when they were bought, for example "3 orders, Fri 2 Oct 19:02 to 19:22", with View group. See On the order page.
• Notes: free-text notes for you and your team. Click Add notes... to write one.
• Import notes: on an older order, the notes Seller Oracle wrote when it first read it.

Under the card are Other orders in this group, and, for a stock order sent to PrepBusiness, how its shipments are going.

Categories

Every order has a category that says what the money was for. The categories are Stock, Packaging and supplies, Equipment, Software and subscriptions, Shipping and prep, Professional services, and Other business costs. An order made from an email takes the category Seller Oracle reads from that email, unless its shop has a rule, described below. An order you add by hand or from a receipt photo starts as Stock, or as its shop's rule files it. To change one, pick a new value in the Category row of Paperwork and notes. It saves as soon as you pick it. If you change it from the keyboard, press Enter to save it. The change shows in the order's History.

When an order takes a category other than Stock from its email, it goes to Needs review once, with the reason "We filed this order under a category other than Stock, so it got no SKUs and was kept off your stock lists. If you bought it to resell, change its category to Stock." Changing its category or marking it reviewed settles it. So does turning on its shop's rule from it, described below.

An order that isn't stock shows no ASIN, SKU, picture, Prep or Amazon listing, and it leaves the Action Centre's Needs ASIN, Ready to list and Prep centre lists. It moves from the Orders list to the Expenses list, where its category shows under the retailer's name, or beside the order reference on a phone. If it was in a group, it leaves the group and keeps its SKUs. Change it back to Stock and all of that comes back, but it stays out of the group.

If you only buy one kind of thing from a shop, pick that category on one of its orders. A button then appears under the category to file the shop's new orders the same way, for example Always file new purchases from Screwfix as Equipment. Click it and every new order from that shop is filed as that category. The button also shows on an order Seller Oracle filed under a category other than Stock, and clicking it there makes that order's category your pick. That settles the category reason above, and the Apply button below can then show. The shop's other orders you already have don't change. While the rule is on, the row says so, and Stop turns it off.

Some shops are never stock. Seller Oracle files new orders from them in one category for you, such as Kite Packaging as Packaging and supplies, so they never wait in Needs review for their category to be checked. A rule you set for the shop yourself comes first, and Stop on it hands the shop back to Seller Oracle's category. You can still change any order's category.

To file the shop's other orders the same way too, click the button that says how many there are, for example Apply to the 3 other purchases from Kite Packaging. It shows on an order whose category you picked or the shop's rule set, while the shop has other orders in another category, or, when this category isn't Stock, orders Seller Oracle filed in this one. It asks first. Orders in another category move to this one, and each shows the change in its History. When this category isn't Stock, orders Seller Oracle filed in it stay in it and count as your pick, which settles the category reason above. Neither button is offered for Amazon or eBay, which sell everything.

The Journey

The Journey card shows the order's steps newest first: Invoice at the top, then Delivered, Added to Prep and Added to Amazon if your account follows them, Dispatched, and Ordered (or Paid) at the bottom. It's the same Journey the Journey view of the list draws in a line, and everyone sees it on the order page, whichever view of the list they picked. A green tick means a step is done, with its date beside it. A step that isn't done says where it stands, for example "1 of 2 items" or "Upload a copy", and has a button for its next action, such as Mark dispatched, Mark delivered, Mark sent to prep, List on Amazon, Mark listed or Upload invoice. While an item is being listed, Added to Amazon says where it is, Sending or Amazon confirming, and has no button until Amazon answers, unless another item's listing failed: then it says how many failed and offers Retry listing. Clicking a step's circle opens the same choices as on the list. View only members see the steps but can't change them. A cancelled, returned or refunded order shows its cancelled, returned or refunded step at the top, then the steps it reached.

Under each step are its emails and its History lines, newest first, and under Dispatched the tracking numbers. Each email shows its subject, which opens the email, and the time it arrived. A receipt photo shows as Receipt photo, which opens the photo, except while streaming mode is on. View only members see the subject and Receipt photo without a link. Something that happened on another day from its step shows the day too. When only some items have been sent, Dispatched lists those still to come, and Added to Amazon names any item that needs an ASIN first. Changes that belong to no step, such as an edited price, an item added or a customer service email, sit under Other changes at the foot of the Journey, newest first too.

The Journey updates by itself while the page is open.

How the AI read this order

Each email Seller Oracle read for the order has a label on its line that says how the reading went:

• AI: all clear means nothing needs checking and Seller Oracle worked nothing out itself: every line was read from the email or is good to know.
• AI: 2 worked out, or another number, means nothing needs checking and that many lines show something Seller Oracle worked out itself, for example a price from the order total.
• AI: 1 to check, or another number, in amber, means lines still need checking. They show under the email without opening it, and the order is flagged for review.
• AI: checked means the lines to check were dealt with, because the order was marked reviewed or the flag was cleared another way, such as entering the missing order number.

Click a label, or Show all under lines to check, to see every line for that email. Each line starts with an icon: a tick for something read from the email, a calculator for something Seller Oracle worked out, a warning sign for something to check, and an "i" for something good to know. A few lines are short notes the AI wrote about the email, for example when it wasn't sure of a value it read. Click the label again, or Show less, to close them. Lines you've opened stay open when a new email or someone else's change updates the page. A receipt photo's lines sit under Ordered (or Paid), as Receipt photo.

Orders read before these lines were added keep their Import notes in Paperwork and notes instead, and an older order that gets new emails shows both. If the order confirmation or receipt that made an older order is read again, its Import notes go, and that read's lines show instead.

History

An order's History is the list of its changes, and it sits in the Journey: each change appears under the step it belongs to, for example a new tracking number under Dispatched, or under Other changes. Each change starts with who made it, then shows what changed.

• Automatic changes are the ones Seller Oracle made from your emails and its automatic rules. A change from an email doesn't name the email, which has its own line in the Journey. A change made by a rule says which, for example "Automatic rule: Payment was not verified within 7 days". View only members don't see invoice file names.
• Changes made by people show You, a teammate's name, or Seller Oracle support when our support team made the change for you.

Several changes from one email or one click share a line, led by the most important one. Edits to SKUs, ASINs and notes are not listed. History updates by itself while the page is open.

History began on 3 October 2026. An older order says so at the foot of its Journey, and any manual corrections made to it before then are listed under Earlier manual changes. Its emails are all in the Journey.

To see the changes to all your orders in one place, open Activity.

Report an issue

If Seller Oracle read something wrong and you would rather flag it than fix it yourself, click More and then Report an issue, or click Report an issue under an email's lines. Tick each line that is wrong, and add a note under it if you like. For anything not listed, tick Something else and tell us what's wrong in at least 10 characters. Each email in the report has View email, so you can check the lines against it first. Click Send report to get a reference. We email you a copy, and again when it's sorted. On an order with no lines to tick, Report an issue opens with Something else ready to fill in. View only members can't send reports.

Hide an order

If an order is a duplicate or came from an email that should not have created one, hide it. Hidden orders are soft-deleted, so they drop out of your list and stop counting towards your spend, but nothing is lost and you can restore them. Hiding shows a toast with an Undo button, and the Hidden tab on the list holds everything you have hidden.

Refunds

Seller Oracle tracks refunds separately from order status, so a refunded amount never silently vanishes from your records.

Fully refunded

When the refunds add up to what you paid, Seller Oracle marks the order as Refunded and records the date. For an order in another currency whose refunds are all in that currency, the refunds are counted in the order's own currency. Once the full euro (or dollar) amount is back, the order is Refunded, even if the pounds come out a little higher or lower because the rate moved. That difference is a real exchange gain or loss. Fully refunded orders stop counting toward your net spend.

Part refunded

When only part of the order total has been refunded, the order shows a Part refunded badge alongside its current status. Part-refunded orders continue to count toward your net spend (at the reduced net amount, not the original total), and they remain eligible for listing and prep. The unrefunded items are still active purchases.

Seller Oracle will flag a part-refunded order for review so you can confirm the refund amount is correct. Open the order, check the refund figure against the email or your bank statement, correct it if needed, and mark it reviewed. Once reviewed, the flag clears and the net amount is locked in.

Refunds in a foreign currency

If the refund was in a currency other than GBP, the converted amount is estimated from the daily exchange rate until the real settled figure is available. The order stays flagged until the conversion resolves. If the refund is already the full amount in the order's own currency, the order is marked Refunded straight away. Keep that refund in its own currency. If you change it to pounds, the order is checked in pounds against what you were charged, and a few pence of exchange-rate difference can make it show as part refunded. For a part refund, you can enter the real GBP amount yourself if you know it sooner.

Refund history

The Refunds section on the order detail page lists every refund recorded against the order, with its amount, currency, date, and whether the home-currency figure is settled or still estimated. You can add, edit, or delete a refund there by hand. If a refund was added from your import history rather than a live email, the order is flagged for review so you can confirm the amount in case the imported figure needs adjusting.