Order Management
Orders are the core of your rental business. This page explains the order lifecycle and how to manage orders in Pyra.
The order lifecycle
Every order moves through a series of statuses. The typical flow:
Pending → Confirmed → Processing → Out for Delivery → Delivered → Pickup Scheduled → Returned → Completed
Not every order goes through all stages — the path depends on your fulfillment method (delivery vs. pickup).
Pending
A new order starts as Pending when a customer places it through your storefront (or when you create it manually). At this stage:
- Inventory is not yet reserved — other customers can still book the same items
- Review the order details, customer info, and payment
- You can confirm or cancel the order
Confirmed
When you confirm an order:
- Inventory is reserved for the order's dates
- The customer receives a confirmation notification
- The order is ready for fulfillment (delivery scheduling)
Delivery tracking states
Once an order is confirmed, it moves through delivery tracking:
- Processing — order is being prepared (items pulled, loaded)
- Out for Delivery — driver is en route to the customer's site
- Delivered — items have arrived at the customer's location
Pickup Scheduled
When the rental period ends, a pickup is scheduled to retrieve the items from the customer.
Returned
When the customer returns the items (or they're picked up):
- Mark the order as Returned
- Inspect items for damage
- Note any issues or additional charges
Completed
After return and final payment:
- The order is Completed
- Inventory is released back to the available pool
- Final invoice is generated
- The order moves to your history
Terminal states
- Cancelled — order was cancelled before fulfillment. Reserved inventory is released.
- Refunded — payment was refunded to the customer after cancellation or dispute.
Viewing orders
Go to Orders in the sidebar to see all orders. The orders page shows:
- Order number and date
- Customer name
- Items ordered
- Rental dates
- Status
- Total amount
Filtering and searching
Use the filters at the top of the orders page to:
- Search by order number or customer name
- Filter by status — view only Pending, Confirmed, Active, etc.
- Filter by date — orders within a date range
- Sort by date, amount, or status
Creating a manual order
You can create orders directly (not just from storefront checkout):
- Go to Orders and click Create Order
- Select or create a customer
- Add items and set the rental dates
- Set pricing and any adjustments
- Choose payment method
- Click Create
Manual orders are useful for phone orders, repeat customers, or custom quotes.
Order actions
From any order detail page, you can:
| Action | When to use |
|---|---|
| Confirm | Accept a pending order and reserve inventory |
| Cancel | Decline or cancel an order (releases any reservations) |
| Edit | Modify items, dates, or pricing before the rental starts |
| Add charges | Add delivery fees, damage charges, or other line items |
| Issue refund | Return payment to the customer (full or partial) |
| Mark as returned | Record that items have been returned |
| Complete | Finalize the order after return and payment |
Order notifications
Pyra sends automatic notifications at key points:
- Order placed — you receive a notification of the new order
- Order confirmed — the customer receives confirmation
- Order reminder — upcoming rental reminders (if configured)
- Order completed — final receipt sent to the customer
Configure notification preferences in Settings > Notifications.