Managing Transactions in PortalX
The Transactions page (Operations > Transactions > All Transactions) is the central place to work with your Payment On Delivery orders and shipments. It is a live list: new transactions appear and statuses update in real time without refreshing. To open it you need one of the permissions Manage Shipping, View Transactions or Create Transactions.
Status Tabs
Tabs with live counters, in this order: All, Created, Require Payment, Prepaid Waiting Shipment, Pending Payment, Paid, Refunded, Cancelled, Return review, Returns in progress and Data Only. When you search, the list jumps back to All. What each status means is explained in "For Merchants: Payment Status, Tracking and Orders".
Search and Filters
Search matches part of the order ID, transaction ID, consumer name or email, amount, shipping name, company, address, city, postcode, country, email, phone, invoice number and tracking number. It is not case-sensitive. You can also type or scan a pick list number, such as PL-12, pl12 or the pick list barcode, to see exactly the orders on that pick list.
Filters: date range, merchant channel, country (multi-select), postcode and city (add one or more values), tracking status (Delivered, Out for delivery, In transit, Label created, Delivery attempted, Exception, Returned, Cancelled, Unknown), shipping method, transaction type (Test Transaction, Corrected Price, At risk (delayed)) and work tags (match any or all).
Hide Test hides test transactions. Your choice is remembered in your browser.
Unread messages (only with Message Centre access) shows orders with unread conversations that also match your filters.
Columns and Scrolling
Use the Columns button to show, hide and reorder columns such as Messages, Shipping documents, Status, Pick list, Rating, Returns, Work tags, Order ID, Invoice #, Order lines, Amount, Charged, Fuel surcharge, Residential surcharge, PSP, Channel, Customer, Country, Postcode, City, Carrier, Platform, Shipping Method, Colli, Tracking number, Tracking status, Transaction ID, Modified and Created. The list loads more rows automatically as you scroll. The indicator at the top shows Live, Reconnecting or Offline.
Pick List and Fulfilment Stage
If your warehouse uses pick lists (QrX WMS), the Pick list column shows the pick list number of each order (for example PL-12) and a coloured stage. The stage updates live while your team picks and packs, you do not need to reload the page.
In pick list: the order is on a pick list, picking has not started.
Picking: a picker is collecting the items.
Picked: all items are collected and wait for packing.
Packing: the order is open at a pack station.
Parked or Exception: packing was paused or stopped because of a problem. The reason shows in the order's fulfilment timeline.
Packed: the order is packed.
Click the pick list number to show all orders on that pick list. Hover the stage to see since when, and for your own team who is working on it. If a fulfilment partner picks and packs for you, you see the stage but not the names of their staff. Use the Fulfilment stage filter (choose one or more stages, including Not in a pick list) to find for example all orders that are being picked right now. In Warehouse > Pick lists, open a pick list and click Show in Transactions to open its orders in the list.
Expand an order to see its Fulfilment timeline: added to a pick list, picking started, paused and finished, packing started, parked, exception, packed and label printed, each with the time and, for your own team, the person.
Work Tags
Work tags are color-coded labels you define yourself (for example "check address" or "priority"). Create them while tagging or under Settings > Tags, tag many transactions at once with bulk actions, and filter the list by tags.
Bulk Actions
Tick rows to use: Print Packing Slips, Print Shipping Labels, Set Shipping Method (including clearing it), Tags (add or remove), Start return, Export returns, Create pick list (only for accounts with the pack station), Printer Settings and Delete. Some actions are blocked for certain rows, with a clear message:
Packing slips cannot be printed for refunded or cancelled transactions, or transactions without order lines.
Shipping labels cannot be printed for transactions that are paid, pending without a ready label, refunded or cancelled, or that have no shipping method yet.
The shipping method cannot be changed once a carrier label exists.
Bulk actions are not available when rows shared with you by a partner are selected.
With the pack station on for your account, the Pack button in the header of the list opens the pack station, and Create pick list puts the ticked orders on a pick list. See "Pack Station and Pick Lists".
Row Actions
Mark as shipped (Created or Prepaid Waiting): optionally add a Track & Trace code and a Track & Trace URL (starting with http:// or https://).
Mark as cancelled (Created or Pending Payment). The payment page of a cancelled order no longer works. If a card or wallet payment through Stripe still comes in for it, QrX refunds it in full automatically and the order stays Cancelled; see "Refunds, Cancellations and Chargebacks".
Mark as refunded (Paid): a reason is required. For payments through Stripe, Mollie or MultiSafePay this sends the real refund to the payment provider. If the provider refuses the refund, the action fails and nothing changes.
Delete transaction: hides the transaction and removes it from statistics. QrX can restore it if needed. Deleting does not cancel a carrier label that was already created.
Edit the Products of an Unpaid Order
Did the customer ask for another size, one item more or one item less before paying at the door? While an order is Created and not paid yet, you can change its products in Transactions. Open the order and click the pencil icon in the Edit products card. This needs the permission Edit unpaid orders (transactions.edit); Administrators and roles that can cancel orders have it.
Change: change the quantity, remove a product, or use Add product to search by name or SKU. Current total, New total and Difference show what the customer will pay. Enter a reason and click Save.
Payment link: when the total changes, the customer pays the new total at the door with a new payment link, and the old link stops working a few minutes later. If the customer still pays with the old link (for example a payment page that was already open), QrX refunds that payment automatically in full and the order stays unpaid until the new total is paid. See also "PIN Codes, Payment Links and Verification".
Which payments: the total can change for Stripe payments. With Mollie or MultiSafePay you can swap products only when the total stays the same.
When it is not possible: once the order is paid, on a pick list, being packed, has a shipping label, is split or combined with other orders, or comes from Shopify (edit it in Shopify), the products can no longer change.
Every change is recorded in the same card (Edited): date, old and new total, reason and who made it. The receipt shows the products as they were paid. When the order already has a shipment, its parcel weight follows the products you change. The shipping price itself never changes in an edit. When the new parcel does not fit, nothing is changed and a message under the totals tells you why:
"With these products the parcel is too heavy for its shipping method.": remove or lighten products, or change the shipping method first.
"The shipping method of this order does not ship this parcel to this address.": change the shipping method first.
"The shipping price of this order is already final and the new parcel weight would change it.": keep products of about the same weight, or create a new order.
"The shipping price for the new parcel weight could not be checked right now. Nothing was changed. Try again.": try again in a moment.
"This order ships in more than one parcel. Products that change the weight cannot be edited here."
Every edit sends the webhook event transaction/edited, also when the total stays the same. When you cancel an unpaid order, its Stripe payment link stops working a few minutes later. If a customer still pays an order that was cancelled and never paid, QrX does not mark it as paid and the payment is refunded.
Two or more unpaid orders of the same customer that are paid at the door can also be combined into one order with one amount to pay, with Combine with... in the Combined delivery section of the order. See "Combine Orders That Are Paid at the Door" in "Pack Station and Pick Lists".
Documents and Details
The Shipping column gives the shipping label (PDF or ZPL, reprint), packing slip, carrier documents and tracking links (branded tracking page, copy tracking link, carrier tracking). Paid transactions cannot reprint shipping labels.
Expand a row to see order lines, addresses, verified email and phone badges, the delivery journey and tracking, and label diagnostics if a label failed.
Resend PIN email is available before payment, not for test transactions.
Create new transaction copies the order into a new one.
Customer Notes from the QrX App
Consumers who order in the QrX app can add a note for your shop, for example delivery instructions. In shops of the type Food & drinks, Grocery or Gifts & flowers they can also add a short note to each product line, for example "No onions". Notes are optional and never change the price or the payment. Only orders placed in the QrX app can have customer notes.
Open the order: the Customer note card in Customer & address shows the note for the order, and line notes show under each order line.
The order note is also copied into the order's packing note, so your packers see it on the pack station. You can still edit the packing note.
Line notes show on the pack station banner as Customer notes, and on the pick list PDF in a Customer notes block per order. See "Pack Station and Pick Lists".
The consumer cannot change a note after ordering.
For developers: the Public API transaction GET returns the note as
consumerNote. Notes are not sent in webhooks.
Age Check on Orders
PortalX shows an age check on an order when at least one order line is linked to a QrX product with a minimum age (set in the product editor under Minimum age). That covers orders from the QrX app, and Public API, Shopify, import or manual orders whose lines carry the QrX product (product id). Lines that are not linked to a QrX product do not count: they get no age check, no warning and no automatic UPS adult signature. The order's age is the highest minimum age of its linked products.
Expand the order: the header shows the pill ID check 18+ or ID check 16+.
The Age check card shows the minimum age. For 18+ orders shipped with UPS it says "UPS checks ID at the door (Adult signature)." For 18+ orders with other carriers it warns "This carrier cannot check age at the door: check ID yourself." A 16+ order shows "Carriers do not check age 16+ at the door: check ID yourself.", because no carrier checks 16+ at the door. See "Shipping Providers, Labels and Delivery Options".
Pickup orders: check the customer's ID when they collect the order, click Mark ID checked and confirm. PortalX records who checked and when, and the card then shows ID checked with the date and time. This cannot be undone. You need the transactions permission to set orders as shipped (the same as for Mark as shipped).
The pack station shows the age check in the banner at the top of the pack screen. See "Pack Station and Pick Lists".
Selling age-restricted goods through orders whose lines are not linked to a QrX product? Set UPS adult signature on the shipping method, or check the ID yourself.
Export
Use Import / Export > Export CSV or Export Excel. Export either the selected rows (up to 1000, no date needed) or all rows matching your filters for a date range of at most 31 days. Presets: Summary, Financial, Shipping, Full Export and Custom (choose your own columns).
Import
Use Import CSV or Import Excel (.csv, .xlsx, .xls, up to 50 MB). A guided flow checks the file, lets you map columns (save a mapping as a template for next time), select rows and review before importing. Imports run in the background; follow them in the Import Queue and import history.
Print Queue
The Print Queue button shows recent print jobs with filters (Active, All, Failed) and a Reprint action. Printing works through PrintNode; see "Printing Labels with PrintNode and the ZPL Label Designer".
When to Contact Our Support Team
A refund fails with an error and you need it processed.
You deleted a transaction by mistake and need it restored.
An import fails repeatedly with a file that you believe is correct.
Statuses stop updating live for a long time (the indicator stays on Offline).