Trade orders｜Viewing and Managing Trade Orders

Viewing the Trade Orders List

Searching and Filtering Trade Orders

1. Search trade orders: Select a search type from the dropdown to the left of the search field, then enter the corresponding keyword.
   • Trade order ID
   • External order ID
   • Subscription ID
   • Invoice ID
   • Customer email
   • Customer name
   • Customer ID
   • Product name
   • Product ID
   • Pricing name
   • Pricing ID
   • Card last four digits

2. Filter by payment method: Click Payment method and select the payment methods to view. Available options include Card, Apple Pay, Google Pay, Crypto, GCash, GoPay, PayPal, Alipay, Klarna, Zero Pay, and others.

3. Filter by order type: Click Order type and select one of the following options:
   • One-time payment: Transaction generated by a one-time purchase.
   • Subscription creation: Transaction generated when a customer first purchases a subscription.
   • Subscription renewal: Recurring transaction generated when a subscription enters a new billing period.
   • Token charge: Transaction generated through the token charge mechanism.
    
4. Filter by creation or payment date: Use the dropdown on the left side of the date filter to select Creation date or Payment date, then set a start and end date to view trade orders created or paid within the selected period.
    
5. Filter by status: Click Status and select the statuses to view:
   • Pending: The order has been created and is awaiting payment.
   • Under review: The payment is being reviewed or processed by the payment provider.
   • Paid: The payment has been completed successfully.
   • Partially refunded: Part of the order amount has been refunded.
   • Refunded: The full order amount has been refunded.
   • Payment failed: The payment was not completed successfully.
   • Closed: The order has been closed.

6. Reset filters: Click Reset to clear all search terms and filters and restore the full trade orders list.

Viewing Trade Order Details

1. Open a trade order: Go to Transaction > Trade orders and click a trade order to open its detail page.
   • Order details: The Order details section displays the product, pricing, and amount associated with the transaction.
     • Product image and pricing name: Displays the product image and pricing name associated with the transaction.
     • Pricing tags: Displays the applicable pricing model, such as Subscription, Flat price, Package price, or Tiered price.
     • Total: Displays the order amount in the customer's payment currency.
     • Total in primary currency: When the customer's payment currency differs from the store's primary currency, the system displays the order total converted into the primary currency below the original total. Hover over the ? icon to view the exchange rate applied to the order:
       • Real-time exchange rate at checkout: When no custom exchange rate is set, the real-time exchange rate of the day at the time the Checkout Session is created, for example, 1 USD = 154.919019 JPY.
       • Merchant-designated exchange rate: The custom rate (merchant_rate) set by the merchant when creating the Checkout Session, for example, 1 USD = 137.5 JPY.
       This field is not displayed when the payment currency matches the store’s primary currency.

       

• Timeline: Displays key transaction events in chronological order, such as Submit Payment, Payment Successful, Initiate Refund, Refund Successful, and Refund Failed. The timeline helps merchants track transaction progress and identify events related to payment or refund processing.

Initiating a Refund

1. Initiate a refund: Go to Transaction > Trade orders, open the trade order to be refunded, and click Refund in the top-right corner of the detail page.
   • Refund order generated: Subotiz creates an associated refund record and tracks its processing status.
   • Eligible order statuses: Refunds are available only for trade orders with a Paid or Partially refunded status. The Refund button is not displayed for other statuses.
   • Refund record update: After the refund is submitted, the associated refund order ID appears on the trade order detail page without requiring a page refresh.
   • Refund currency: Refund amounts are entered and returned in the customer's original payment currency. The refund dialog displays the refundable amount in that currency.
   For detailed instructions, see Trade orders｜Refund Process.

Best Practices

• Monitor incomplete orders: Regularly review trade orders with a Pending or Under review status and follow up with the customer or payment provider as needed.
• Verify refund outcomes: Review associated refund records to confirm refund amounts and processing statuses.
• Reconcile related billing records: Use the links in Additional information to review related invoices and subscriptions and verify that the records are consistent.
• Reconcile multi-currency orders: When a customer pays in a currency other than the store's primary currency, use Total in primary currency and the applied exchange rate (real-time or merchant-designated) to verify order amounts.
• Export transaction data: Click Export in the top-right corner of the Trade orders page to download transaction records for internal reconciliation, financial analysis, and recordkeeping.