Web orders¶

A customer buys on the WooCommerce store. This page follows that order into the POS: what record it becomes, what the fields mean, and what staff do to finish it. Counter staff work these from the Pending Order queue.

How the order arrives¶

WooCommerce sends the order to the POS the moment it is placed, through a webhook. The POS creates a Woo Online Order record, one per web order, named WOO-ORD- and a number. The notifications bell rings for counter staff and managers: "New web order #…" with the buyer and the total. An order placed while still awaiting payment rings later, when WooCommerce moves it on. See notifications.

At the same moment the POS soft-reserves stock:

A per-gun listing carries the serial in its SKU, so that exact Serial No is reserved.
A listing that covers several identical guns has no serial in it. The POS records a claim on a unit and names no gun, because it cannot know which one staff will pull off the rack. It names one only in the single case where exactly one gun is free, this order has spent nothing yet and no other order holds an unnamed claim — with one candidate there is nothing to choose between.
A non-firearm line records the line only. Nothing is reserved.
When no free serial exists at all, the line records a reservation error for staff to sort out.

The reservation is pushed back to WooCommerce right away, so the storefront stops offering a gun that is already spoken for.

Note

A placeholder hold is a guess, not a decision. If staff later name that exact gun on a different order, the placeholder moves aside and the other order gets a different unit of the same item. A serial a human has actually confirmed is never taken away.

Reading a Woo Online Order¶

Open one from the link on its Pending Order card, or from Web orders under Online in the sidebar.

Status fields¶

Field	Values	Meaning
WooCommerce Status	The live status from the store	`processing`, `completed` and `awaiting-stock` count as paid.
Site	retail	The store the order came from.
Drop-ship Status	blank, Pending Route, Ordered, Complete, Error	Set when part of the order is fulfilled by a distributor.
Transferred At	Timestamp	When the POS finished the order. Revenue is dated by it.

awaiting-stock is the store's Awaiting Stock status: a paid order whose ship-to-store goods have not arrived yet.

The POS also keeps its own fulfillment status (Pending Fulfillment, Transferred or Cancelled). It is hidden from the form and managed automatically. Only a Pending Fulfillment order that is paid appears on the queue.

An order that is placed but not paid still holds its serial, and still does not reach the Pending Order queue. A firearm does not ship for an order the customer has not paid for.

Drop-ship Status shows Error while a drop-ship line has no distributor order. The order is not finished until that line is ordered.

Receiving FFL¶

The dealer the buyer chose at checkout: FFL License Number, FFL Business Name, FFL Phone, the premises street, city, state and ZIP, and FFL Expiration.

ATF FFL Record links the resolved license in the POS. That link, not the typed number, is what the disposition uses. FFL Raw Meta (fallback) keeps what the storefront sent, for the case where nothing resolved.

C&R (03) Transfer is ticked when the buyer gave a Type 03 collector license rather than a dealer's. There is no dealer at the far end and no Form 4473, so the dispose dialog asks staff to verify the license by hand.

C&R Verification¶

Filled in by staff at the moment of dispose, not by the storefront: Collector Name (as printed on license), C&R License Expiration, the licensed premises address, plus Verified By and Verified At.

The expiration is deliberately not carried over from a previous order. A license that was valid last month may have lapsed since, so it is read off the license every time.

Ship To (buyer)¶

The address the buyer's non-firearm goods ship to. On an order with a gun, the store sets the shipping address to the receiving dealer, so by default this block holds the dealer's premises. A shopper can choose at checkout to have the non-firearm items shipped to their own address instead; then this block holds that address, and accessories a distributor ships direct go there, not to the dealer. The gun always goes to the receiving dealer.

Fix a wrong address on WooCommerce, not here. On a drop-ship order the change re-syncs while Drop-ship Status is still Pending Route. Once the distributor order is placed, the address is fixed.

Amounts¶

Order Total, Total Tax, Shipping Total, and Discount Total, in the order's own currency, copied from WooCommerce. The POS does not recompute them. These are the figures the Pending Order card shows.

Order Lines¶

One row per WooCommerce line: item code, quantity, unit price, subtotal, line total, and line tax. A line that could not be reserved carries its reservation error here. Each line also records:

Column	Meaning
Lane	Who fills the line, recorded at checkout: `local`, `to_store`, `fds` or `direct`.
Source Distributor, Source SKU	The distributor and item the line was sold under. Routing and invoicing read these, even if the product later comes from somewhere else.
Taken From Location	Where in the store staff took the units from at Dispose.

Firearm Serials¶

One row per regulated firearm unit on the order. This is the table staff and the POS actually work from.

Column	Meaning
Item Code	The item this unit is for.
Unit #	Which unit of a multi-quantity line this row is.
Confirmed Serial	The gun staff named for this unit. Blank means the order is still waiting.
Stock Hold Serial	The placeholder gun the POS is holding meanwhile.
Reservation Error	Why a serial that arrived was refused.
Fulfillment	Which lane ships this unit: `local`, `to_store`, `fds`, or `direct`.

local is a gun off your own shelf. to_store is one being procured to the store first. fds is a distributor shipping a firearm straight to the receiving dealer. direct is a distributor shipping an accessory to the buyer.

WooCommerce Refunds¶

Refunds recorded against the order on WooCommerce: refund id, amount, reason, and when the POS recorded it. A refunded order is not something the POS nets down at the counter. Settle the refund on WooCommerce first.

Column	Meaning
Tax Refunded	Sales tax WooCommerce gave back in this refund.
Shipping Refunded	Shipping WooCommerce gave back, before tax.
Breakdown	Fetched, Pending, Not in Woo or Rejected.

When the breakdown is Fetched, the refunded tax comes off the invoice's tax line and the refunded shipping off its shipping line, so sales tax payable drops with the refund. Pending means the breakdown has not been read yet; the whole refund books as a discount on the goods until the reconcile job reads it. Not in Woo and Rejected also book as a goods discount, and an alert was raised for each.

Entering the serial¶

For a per-gun listing the serial is already known. For any other firearm line, somebody has to say which gun is going, and that happens on the WooCommerce Edit Order screen, not in the POS. The serial travels back through the same webhook and lands in Confirmed Serial.

Until it does, the Pending Order card shows Awaiting serial from WooCommerce and the Dispose button is disabled. If the serial you typed is not free stock, is the wrong item, or is already held by another order, the card shows a Serial conflict badge and prints the reason. Correct it on the WooCommerce order.

On the Pending Order queue¶

Paid web orders show up as cards tagged Web, mixed in with counter and GunBroker rows. The Web chip at the top of the page shows only them.

A web row offers one action: Dispose. It carries no Ship, Record Payment, Edit, or Cancel Order button.

Record Payment is absent because the buyer paid on WooCommerce before the order ever reached you.
Edit and Cancel Order are absent because the order belongs to WooCommerce. Change it there.
Ship is absent because the POS does not buy web labels. See below.

What Dispose does¶

When the order carries loose stock (ammunition, optics, parts), the dispose dialog first asks Where did these come from?, with a location box for each line that sits in a store location: "Pick the location each was taken from. Leave blank if you are not sure — it goes on the Not placed list." See storage locations.

Books one FFL Transfer disposition per firearm serial into the bound book.
Issues the stock, so the gun leaves inventory.
Queues the push to FastBound.
Books the revenue as a Sales Invoice mirroring the WooCommerce amounts. That invoice does not move stock again, because the disposition already did.
Retires the listing on the store the order came from.
Takes each loose-stock line out of the location you picked.

Units a distributor ships, fds and direct, are not disposed here. They never entered your stock or your bound book. An order whose every unit ships from a distributor completes when the distributor order does.

Who buys the shipping label¶

Your own ShipStation plugin on WooCommerce does, not the POS. A web order arrives in ShipStation directly from the store, with the store's own address and item data. That is why the POS never offers Ship on a web row, and why pushing one from here would create a second shipment for the same parcel.

Counter orders are the opposite case. The POS pushes those, because nothing else knows about them.

The website decides what ShipStation sees:

Lines a distributor ships straight to the customer do not appear in ShipStation. Only what the store ships does.
An order with goods coming to the store first sits On Hold in ShipStation, with the website status Awaiting Stock, until the goods are received here. Then it moves to Awaiting Shipment.
The order is marked complete only when the store's parcel has shipped and the distributor's shipment is done.

Drop-ship lines¶

Products listed through the OSA Dropship extension can be filled by a distributor instead of the store. See Drop-shipping.

Ship from store. In the WooCommerce admin, the drop-ship panel on the order shows a Ship from store button on the store-stock row when the shelf has enough. Click it once, then click Confirm: ship from store. The line moves to the store's parcel, and the distributor order that was not yet sent drops it. It is refused for a gun and for a line a distributor has already placed.
Parts a distributor ships only to dealers. The line is tried direct first. If the distributor refuses, it is re-ordered to the store automatically.
Status on the website. When Outbound status webhook secret is set in WooCommerce Settings and on the website (Dropship → Settings), the web order gets a note each time its distributor order is placed, held, shipped, cancelled or runs into an error, and the tracking number reaches the customer's tracking page and shipping email. Events the website did not acknowledge are sent again every hour. See Integration settings.

In-store pickup¶

When the buyer picks your own shop from the FFL list at checkout, they are collecting at the counter. There is no far end, so Dispose is refused: booking a transfer to yourself would put an entry in the bound book that never happened.

The card shows an In-store pickup badge and a Pickup button instead.

Click Pickup. For a firearm the POS opens a draft counter order, already paid, and takes you straight to it.
Run the Form 4473 and NICS on that order the ordinary way, then complete it at the register. The ticket arrives with the WooCommerce payment already on it for the full amount, and the payment screen shows it paid. Do not take money again. The buyer already paid on the store. Anything else the customer buys goes on a ticket of its own; this one completes only while it totals what WooCommerce charged.
The web order stays on the queue until that counter order is submitted, so an abandoned draft is visible rather than lost. Meanwhile the card offers Open counter order, which returns you to the same draft.

An order with no regulated firearm has no 4473 to run. Pickup closes it on the spot, issuing the stock, retiring the listing, and booking the revenue.

Pickup is refused while the order is unpaid on WooCommerce, while a distributor leg on it is still outstanding, while it carries a WooCommerce refund, or while a gun being procured to the store has not arrived.

Troubleshooting¶

Message you see	What it means	Fix
Awaiting serial from WooCommerce	No serial has been entered for a firearm line.	Enter it on the WooCommerce Edit Order screen.
No Active unreserved serial available	The order sold a gun you do not have free stock for.	Check stock, then correct the order on WooCommerce.
Verify the FFL first	The buyer's dealer license is expired or was never resolved.	Verify the license, then dispose.
has not been paid on WooCommerce	You tried to ring a pickup for an unpaid order.	Take payment on WooCommerce first.
carries a WooCommerce refund	The order was partly refunded.	Settle the refund on WooCommerce before ringing it.
still has an outstanding distributor order	Part of the order has not shipped from the distributor.	Wait for the distributor leg to settle.
is not an in-store pickup	Pickup was used on an order that ships to another dealer.	Use Dispose instead.
has no locally-held firearm to dispose — every unit ships from the distributor	Nothing on this order leaves your bound book.	Nothing. It completes when the distributor order does.
still has firearm unit(s) awaiting a serial from WooCommerce	Some guns on the order have no serial yet.	Enter every serial on the WooCommerce order first.
Held for a web order	The register tried to sell units a paid web order is waiting for.	Ship them to the web customer, or ask a manager to ring the sale.