Edit Order & Shipment Details

An overview of all the section tabs on the order details screen within ShipStation.

The Order Details screen gives you the ability to view and edit many of the order and shipment-specific details related to orders imported from online stores and marketplaces or to orders that were manually created in ShipStation. This article will guide you through how to view and edit order and shipment details, including:

  • Shipment Details, such as the Ship To Address

  • Shipment items

  • Notes

  • The notification templates used for shipments

  • Shipment activity

Check out this help article for information on how to configure your shipment details, such as weight, dimensions, service and package, etc.

The Order Details Screen

Use the Order Details screen to view and edit all the order and shipment details in one place. This article will focus on using the Order Details screen but will also show you how you can make some edits from the Orders Grid Shipping Sidebar.

Edit the Ship To Address & Shipment Details

You can update the Ship To Address & Shipment Details:

  • In the Shipment Details Panel of the Order Details screen

  • In the Configure Shipment Widget on the Orders Grid

On the Order Details Screen

Edit the Ship To Address

  1. Open the Order Details screen for the order you wish to edit.

  2. Select the Edit link next to Ship To Address.

    ODET_BTN_Edit_ShipTo_MRK.png
  3. Add or update the appropriate information. You can edit the following fields:

    • Full Name

    • Company

    • Country

    • Street Address

    • City, State, Zip

    • Phone

    • Email

    Speed Up with Copy & Paste

    You can paste an address into the Speed Up with Copy & Paste field, and ShipStation will auto-fill the Ship To Address fields for you!

    Paste an address to quickly populate the Ship To Address fields.
  4. Check the Validate and autocorrect address box if you wish for the address to be validated and corrected.

  5. Check the Lock address against store/marketplace updates box if you wish for ShipStation to ignore any address updates imported from the order source.

  6. Select Save.

ODET_Edit_ShipToAddress.png

Edit Additional Shipment Information

Click the link next to the information you wish to edit. You can update the following pieces of information in the Shipment Details panel:

ODET_ShipDetails_EDIT_Additional_MRK.png

In the Configure Shipment Widget

Edit the Ship To Address

  1. Select the order you wish to edit in the Orders Grid.

    If needed, check the Show Sidebar checkbox to open the Configure Shipment Widget.

    ORD_SEL_Order_CHK_ShowSidebar_MRK.png
  2. Select Edit in the Recipient section of the sidebar.

    ORD_LNK_Edit_ShipTo_MRK.png
  3. Add or update the appropriate information. You can edit the following fields:

    • Full Name

    • Company

    • Country

    • Street Address

    • City, State, Zip

    • Phone

    • Email

    Paste a US Address

    You can paste an address into the Paste US Address field, and ShipStation will auto-fill the Ship To Address fields for you!

    PastUSAddress.png
  4. Check the Auto Correct box if you wish for the address to be validated and corrected.

  5. Select Save.

    ORD_CSW_Recipient.png

Edit Additional Shipment Information

  1. Click the Order Number link in the Summary section of the sidebar. This will open the Order Details screen.

    ORD_CSW_Summary_LNK_OrderNum_MRK.png
  2. Click the link for the information you wish to edit.

Edit Shipment Items

Follow the steps in this section to add or edit items in a shipment. Items can only be edited for orders that were manually created in ShipStation.

  1. Open the Order Details screen for the order you wish to edit.

  2. Select the Edit link at the top of the Shipment Items section.

    Click the edit link in the Shipment Items panel.
  3. Add an item by selecting the Add Item button or delete an item by selecting the item's Delete Item button.

    The add item and delete item buttons are highlighted on the edit shipment items screen.
  4. Optionally, select the SKU, Name, Quantity, or Price field to update information associated with an item already in the shipment.

    This method only updates item information for items in the shipment and does not update product records in ShipStation.

    The editable fields are highlighted on the Edit Shipment Items screen.
  5. Select Save Changes.

Split Items into Multiple Shipments

The Shipment Items panel allows you to split items into multiple shipments. Learn more about using Split Ship.

View, Add, & Edit Notes

Notes associated with a shipment can be added and edited on the Order Details screen and in the Orders Grid sidebar. Some note fields may contain notes imported from the store (if the store supports sending notes to ShipStation). You can add or edit the following note fields:

  • Note From Buyer

  • Note To Buyer

  • Gift Note

  • Internal Note

  • Custom Fields 1, 2, and 3

Learn how to customize your packing slip and email notification templates so that they include notes!

About Notes

  • Notes imported from your store take priority in ShipStation. Be careful when editing Notes From Buyer, Notes To Buyer, and Gift Notes, as these notes can be overwritten with a store refresh.

  • Some stores allow you to map other order information into Custom Fields 1, 2, and 3. To find out if your store supports this option, review the article for your store's platform in the Integrations Help Guide.

On the Order Details Screen

  1. Open the Order Details screen for the order you wish to edit.

  2. Expand the Notes section to view the notes associated with the shipment.

    Expand the notes panel.
  3. Add or edit a note by clicking inside the field for the note you wish to update.

    The notes panel is displayed with the editable note fields highlighted.
  4. Optional: Pin notes by clicking on the pin icon for the note you wish to pin. The note will move to the top of the list and will be viewable even when the Notes panel is collapsed. This is useful when you wish to make a specific note more prominent.

    There is a note pinned to the top of the notes panel. The pin icons are highlighted.

In the Orders Grid

  1. Select the order in the Orders Grid.

    If needed, check the Show Sidebar checkbox to view the Configure Shipment Widget.

    ORD_SEL_Order_CHK_ShowSidebar_MRK.png
  2. Expand the Notes section to view any existing notes.

    ORD_Sidebar_Notes_Expand_MRK.png
  3. Add or edit a note by clicking inside the field for the note you wish to update.

    ORD_Edit_Notes_MRK.png
  4. Optional: Pin notes by clicking on the pin icon for the note you wish to pin. The note will move to the top of the list and will be viewable even when the Notes panel is collapsed. This is useful when you wish to make a specific note more prominent.

    There is a note pinned to the top of the notes panel. The pin icons are highlighted.

View Notes on the Orders Grid

The Notes column of the Orders Grid indicates which orders have notes and allows you to view them quickly. The icons in the Notes column will turn dark grey to indicate there is a note and what type of note it is. Hover over the icon to read the note in a popover.

ORD_Notes_COL_MRK.png

Select Packing Slip and Notifications for a Shipment

The Order Details screen allows you to select a packing slip and notification templates for individual shipments. This can be useful when you have a customized packing slip or email template (such as a backorder notice) you need to use for specific types of shipments or just once for a single shipment. It is also possible to specify that no notification should be sent for the shipment.

Learn more about printing packing slips and sending notifications.

  1. Open the Order Details screen and expand the Customer Communication section.

    The customer communications section is shown with the expand/collapse button highlighted.
  2. Select the Packing Slip, Shipment Notification, and Delivery Notification templates you wish to use for this shipment.

    ODET_SEL_CustCommunication_MRK.png

View Shipment Activity

The Shipment Activity section of the Order Details screen is an activity log where ShipStation records actions taken on the shipment, both manually and via automation. Shipment Activity is useful when determining the chain of events that occurred for a shipment and which ShipStation user performed a specific action.

Each logged activity will display:

  • The date and time the activity was performed

  • The user that performed the activity.

    • Automated activities are listed as System

    • Activities performed by a ShipStation user will show the username of the user that performed the action.

  • Information about the activity that was performed.

View shipment activity by expanding the Shipment Activity section on the Order Details screen. For shipments with multiple activities, click the Load more link to view additional activity.

ODET_ShipmentActivity_MRK.png

Edit Order Details Legacy Layout

If you are using ShipStation's Legacy Layout, editing order details differs slightly from the new layout options.

ShipStation allows you to edit some order details even after the order has imported or been created in ShipStation. These details include delivery address, payment and item details, and order notes.

The Order Details Screen

The Order Details screen displays information about the order that was imported from a selling channel or created manually. The image below labels each section. Scroll down for details.

Main view of the Order Details screen. Each section is numbered respective to their descriptions below.

1. Order Summary

The order summary includes the totals paid, order tags, and dates for shipping, holding, and paid. 

Click Edit to edit any of the following fields for an order: 

  • Paid Date

  • Hold Until

  • Ship By Date

  • Shipping Paid

  • Tax Paid

  • Total Order

  • Total Paid

  • Tags

Order summary panel with several fields outlined

2. Buyer/Recipient Info

You can edit all address fields and customer information.

Keep in mind that changing the address may change the shipping rates. 

Buyer-slash-Recipient Info pop-up. Fields include Name, address & contact information

Click Edit to edit any of these fields, then click Save.

3. Shipments Panel

The Shipments panel will contain details about any labels created for this order, including carrier name, service type, and Tracking Number.

You can select labels here to reprint them, or void them if necessary. You cannot edit any information in this panel.

4. Shipping Info

In the Shipping Info panel, you can edit the shipping configuration details for your order: 

  • The Ship From location

  • Weight of the shipment using pounds (lbs) and ounces (oz). Based on Display Settings.

  • Select the shipping service the order will use. (i.e., FedEx Ground)

  • Set the package type.

  • Set the Size or dimensions of the package in inches (in). Based on Display Settings.

  • Select the type of confirmation for the shipment based on the Service selected.

  • Set the type of insurance for the shipment

Shipping Info panel. Red box highlights dropdowns: Ship from, weight, service, package, size, confirm, insurance, rate.

5. Other Shipping Options

The Other Shipping Options panel allows you to select options available for the shipment. These options will vary depending on which carrier you have selected.

Other Shipping Options include (but are not limited to):

  • Change the account used to pay for the postage.

    To add other accounts to this drop-down menu, see the Connect a Postage Provider article.

  • Prevent the marketplace notification.

  • Add a return label to print with the outgoing label.

  • Add Saturday Delivery.

  • Add dry ice.

Other Shipping Options panel. Shipping Account dropdown, and options like: Order is non-machinable

6. Order Items

You can change certain aspects of products listed in Manual orders. You cannot edit items on orders that imported from a connected selling channel in ShipStation.

Red boxes highlight: Item name, cost, & quantity displays, plus the Add an Item and Delete action buttons

To edit item details:

  • Click the name of the product to open the Product Details screen where you can edit product details. 

  • Click the Unit $ to change the price of a single unit of the product.

  • Click the Qty number to update the number of products included in the order. 

  • Remove the item from the order by clicking the trash can icon.

  • Add an item to the order by clicking +Add an Item

7. Order Notes

Order Notes will include any notes imported from the selling channel. Add or edit custom notes on orders by clicking on the blue text.

See the Add Notes section below for more detail about where these messages will appear. 

Order Notes fields. Includes: Customer, to Buyer, Internal, This is a Gift, and Custom Fields 1 through 3.

Add Notes

Order notes are messages about the order from external sources and for internal use. Some of these fields can be included in customer notifications, on the label, and on packing slips.  

  • Customer: This is a note left by the customer during checkout.

  • To Buyer: Use this field if you want to print a note to the buyer on the label or packing slip, or add the note to the email notification. See Add Custom Messages to Labels or Categorize Notification Templates for instructions on adding this note.

  • Internal : These notes can only be viewed from this Order Details window. This can be used to message other users on your ShipStation account on how to handle the order. 

  • This is a Gift: When checked, this message can be added to packing slips or notification emails. Only a few integrations will import this message. 

  • Custom Fields: Text in a custom field can be added to labels, emails, or packing slips. For certain selling channels, ShipStation can also map specific information into these fields, like PO Numbers or fraud alerts.

Order Notes fields. Includes: Customer, to Buyer, Internal, This is a Gift, and Custom Fields 1 through 3.

To add or edit Order Notes, click on the blue text (None by default). Enter text into the field. Click anywhere outside the field to save. 

About Order Notes

  • Notes imported from your store take priority in ShipStation. Be careful when editing Notes From Buyer, Notes To Buyer, and Gift Notes as these notes can be overwritten with a store refresh. 

  • Some stores allow you to map other order information into Custom Fields 1, 2, and 3. To find out if your store supports this option, review the article for your store's platform in the Integrations Help Guide

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.

8. Order Activity

The Order Activity section is an activity log where ShipStation records actions taken on the order manually and via automation. 

Pop-up shows history of Order Activity: date, time, order number, and user
  • Manual actions will show which user performed it.

    All users are labeled unless they have been removed from your Active Users.

  • Automatic actions will have ShipStation as the user.

    The "user" ShipStation is not an individual. It only denotes ShipStation has performed an automated action. Automation rules and imports will have ShipStation as the user.

Note

Order activity is stored for 60 days in ShipStation. Activity older than 60 days will not be visible.

9. Order Templates

The drop-down menus under Order Templates set the templates for packing slips and notification emails on individual orders.

You can change which templates apply to an order on an individual basis by selecting a different template from the drop-down menus in this panel.

To add templates to the drop-down menu, see our Notification Templates and Packing Slip Templates articles.

Order Templates dropdown menu. Adjust sizes for Packing Slip, Shipment Notification, & Delivery Notification.

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.

The method used in ShipStation to assign data from a source to its corresponding field in ShipStation. As in "field mapping" for order imports and "service mapping" for import rules.