--- title: "Order Management" slug: "order-management" updated: 2026-03-20T07:58:32Z published: 2026-03-20T07:58:32Z canonical: "learn.servitly.com/order-management" --- > ## Documentation Index > Fetch the complete documentation index at: https://learn.servitly.com/llms.txt > Use this file to discover all available pages before exploring further. # Order Management Order management refers to the process of handling orders, and it includes various stages, from order creation to delivery of the purchased products. Here's a breakdown of the key phases of order flow management: - *Placement*: The order is created by a buyer during the cart checkout. - *Approval*: The provider reviews the order and verifies if it can be fulfilled. - *Acceptance*: An optional step involving the buyer having to revise the order in case of an update by the provider. - *Shipping*: The provider prepares all purchased products and ships them through a carrier. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(207).png) Below you will find a detailed description of each step in the order management flow. ## Order Placement The buyer user (customer or partner) from the catalog page adds some items (e.g. Spare Parts) to purchase to the cart. When the cart contains all the desired items, the user can perform the checkout, which will create the order instance. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(208).png) By pressing the checkout button, the user should: 1. Please select the shipping location by selecting one of its locations in case of a Customer user. In the case of a Partner user, the shipping location is the partner itself. Each location is displayed by including all the properties with a specific name (*name, country, city, zipCode, address, streetNumber, phoneNumber*). The same set of properties is also saved in the order details when confirmed. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(209).png) 2. Review the order items, and optionally select whether Technical Assistance is needed. This flag is available only in case the provider (Organization or Partner) offers such a service. For more details, refer to the *DPS Entities Configuration* paragraph in the [Buyers and Providers](/docs/buyers-and-providers) article. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(210).png) 3. By clicking *Place Order*, the order is created and assigned to the provider according to the logic described in the [Buyers and Providers](/docs/buyers-and-providers) article. 4. Both the user who created the order and the provider's users (who have permission to read the orders) will receive an email with the details of the newly created order (see *Order Notifications* below). 5. The buyer, at any time, can view the created order in the *Store / Orders* page. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(211).png) 6. Within the order row accordion, the *Go to Order* button allows the user to open the order details page and view all order information and history. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(212).png) ## Order Approval The back-office user of the provider, by entering the *Store* page, can view the orders that must be processed. Within the order details page, the user can *Approve* or *Reject* the order, and optionally, it is possible to add some notes. If needed, the provider can modify the order, for instance: - The quantity of a purchased item is not available (e.g., 3 units instead of 5); - The price of an item is wrong or can be discounted. - The buyer has requested the Technical Assistance, which must be priced or removed from the order. In case the order is modified, by pressing the *Confirm and Proceed* button, the order is updated to *Pending Acceptance*, and now it is up to the buyer to decide whether to *Accept* or *Reject* the order. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(213).png) In case the order is not changed, by pressing the *Confirm and Proceed* button, the order will change to *Pending Shipping* status. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(214).png) At this stage, the supplier prepares the purchased items and prepares them for shipment. In the order Summary section, the supplier can also export all the ordered items in a CSV file. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(585).png) ## Order Acceptance The provider has modified the order, so the buyer has to decide whether the order can be accepted or rejected. The buyer will need to access the order detail, check the changes made by the provider, and if ok, accept the new version of the order. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(215).png) By accepting, the order will change to *Pending Shipping* status. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(216).png) ## Order Shipping Orders in this state are accepted by both buyer and provider and are in preparation before being shipped. When the order is ready to be shipped, the provider can enter the tracking information as a note. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(217).png) By pressing the *Confirm Shipping* button, the order will change to *Shipped* status. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(218).png) ## Order Completion An order can be considered completed when the purchased products have been delivered to the buyer or the order has been rejected. ### Delivered Finally, when the buyer receives the order, the provider can mark the order as *Delivered*. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(219).png) This step allows you to keep track of when the user has received the requested products. The supplier can use this time information to verify performance in order fulfillment. ### Rejected For various reasons, both the provider and the buyer may reject an order. For example, the requested items are not available or have been incorrectly selected, or the modified order does not fit the buyer. When this happens, the order is moved to the *Rejected* status, and the flow terminates. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(220).png) ## Order Notifications When the order is placed (created), the buyer receives an email with a recap of the purchased products. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(221).png) The same email is also sent to the provider's users who have the permission to Read Orders, and in the [User Profile](/v1/docs/dps-user-profile) page, under the Notification tab, the *Receive order notifications* option has been selected. ![](https://cdn.document360.io/6759e9c9-3ce3-49df-965a-7231d2d9a10a/Images/Documentation/image(222).png) Buyer users, by default, will receive an email every time they create an order or one of their orders is updated by the provider. ## Third-party Systems Integrations You can integrate the order processing flow by using: - [Orders API](/apidocs): The external system can invoke the DPS backend to read and update orders. - [Automations](/docs/automations): You can invoke an external API each time an order is created or updated.