Managing order contents, charges, and notes

Once an order is placed on your site, you can review and manage its details in the Order Details page in your Control Panel. From here, you can update items, add products, apply additional charges, and record internal notes to help keep orders organized.

Access the Order Details page

You can access the Order Details page directly from the Recent Orders page in your Control Panel.

Find the order you want to open, then choose one of the available access points: 

• Click the three-dot menu in the top-right corner of the order row
• Expand the order by clicking Show more. Once expanded, you can either 
  • Click the Order Details button that appears, or 
  • Select the pencil icon next to Order Contents

Editing items in an order

Edit existing items

If you need to update product quantities, pricing, or details:

1. Go to Order Contents

2. Click the Edit button next to the item you want to adjust

3. Save your changes

This is useful if a part has superseded, availability has changed, or a customer requests an update.

Add new items

To add an additional part to an order:

1. Use the Add Product tool in the Order Contents tab

2. Enter the part number for the item

3. Click Add to Order

The new item will appear in the order list once added.

Adding additional charges to an order

If an order needs extra charges—such as shipping adjustments, price differences, or newly requested items—you can add them in the Billing Details tab.

Add a new charge

1. Go to Billing Details in the Order Details page

2. Find the Add Charges to This Order box

3. Select the payment method:

   • Payment Gateway (credit card)

   • PayPal, if enabled
     (If your site does not use PayPal Standard, only Payment Gateway will be available.)

4. After customer approval, enter their credit card information and the extra charge amount

5. Preview the transaction

6. Submit the charge

7. If applicable, return to the Transactions list to capture the new charge

How PayPal-added charges work

If you select PayPal:

• The customer is emailed a PayPal invoice

• They must manually accept and pay it

• It will appear as “invoice sent” in the Transactions section until paid

❗Important

Do not ship any order until you verify the additional payment has successfully settled in your payment processor.

Adding internal notes to an order

The Notes section is a great place for internal updates, reminders, or documentation that may help your team fulfill and track the order.

Notes can be used to:

• Record customer requests or approvals

• Track conversations about special-order items

• Document fraud checks (AVS, CVV, mismatched billing address)

• Leave reminders for other staff handling the order

Important visibility rules

• Notes do not appear to the customer

• Notes will appear on Print Order

• Notes do not appear on Print Invoice

💡 Tip: If you need to provide a customer with an invoice (pickup, local sale, packing slip), use Print Invoice, not Print Order.

Additional tips and best practices

✔ Confirm before charging

Always obtain clear customer approval for additional charges—especially shipping changes or superseded parts with different pricing.

✔ Watch AVS and CVV results

AVS and CVV mismatches may suggest payment risk. If you see repeated declines or mismatches, consider calling the customer to verify details before shipping.

✔ Keep order records clean

Use notes for internal communication rather than modifying visible fields that affect the customer-viewed invoice.

✔ Capture added payments promptly

Authorizations expire fast. If you add a charge and don’t capture it in time, the payment may fail.

Need help?

Our in-house Client Services team is available Monday-Friday, 8 a.m. to 8 p.m. EST to help you with any questions or issues. You can reach us in the following ways:

👉 Submit a request through this support form

📞 Call us at 1 [phone]

📧 Email us at [e-mail]

We’re ready to help you get the most out of your SimplePart experience!