Manual Order Creation

Create orders manually through the WordPress admin panel for phone orders, offline sales, system migrations, or special customer requests.

Overview

The manual order creation tool lets administrators create service orders outside the normal checkout flow. This is useful for processing phone orders, importing legacy data, handling offline payments, or accommodating special customer situations.

Page Location: WordPress Admin → WP Sell Services → Orders → Create Order

Access Required: manage_options capability (administrators only)

When to Use Manual Orders

Create manual orders for:

Phone Orders: Customer places order over the phone
Offline Payments: Payment received via bank transfer, cash, or check
Data Migration: Importing orders from another system
Special Arrangements: Custom pricing or package arrangements
Testing: Creating test orders for development

Manual orders function identically to regular orders once created.

Accessing the Create Order Page

Go to WP Sell Services → Orders in WordPress admin
Click Create Order button
Manual order form opens (page slug: wpss-create-order)

Note: This is a hidden submenu page – not visible in the WordPress admin menu. Only accessible via the Create Order button.

Creating a Manual Order

Step 1: Select Service and Package

Service Selection:

Choose from all published services
Dropdown shows: Service Title (Vendor Name) – Starting Price
Service must have publish post status

Package Selection:

After selecting service, available packages load
Packages auto-fill:
Leave empty to use service starting price

Step 2: Select Addons

Loading Addons:

Addons load automatically when you select a service via AJAX action: wpssgetservice_addons

Addon Information Shown:

Title and description
Price and price type
Min/max quantity
Delivery days added
Required status

Addon Selection:

Check addon to include
Set quantity (for quantity-based addons)
Price calculates automatically

Step 3: Select Customer and Vendor

Customer (Buyer):

Required field
Select from all WordPress users
Shows display name and email

Vendor Override:

Optional field
Defaults to service author if left empty
Useful for reassigning orders to different vendors
Cannot be same as customer

Step 4: Configure Pricing

Pricing Summary Table:

Subtotal: Package base price
Addons Total: Sum of selected addon prices
Order Total: Subtotal + Addons Total (or manual override)
Commission Rate: Platform fee percentage (default from global settings)
Platform Fee: Calculated from total × commission rate
Vendor Earnings: Total – Platform Fee

Manual Total Override:

Check “Override total manually” to set custom total
Input field enables when checked
Useful for discounts or custom pricing

Commission Rate:

Defaults to global commission rate from CommissionService::getglobalcommission_rate()
Can be adjusted per-order (0-100%)
Affects platform fee and vendor earnings calculations

Currency:

Select from 25 supported currencies
Defaults to global currency from wpssgetcurrency()
Includes: USD, EUR, GBP, INR, AUD, CAD, JPY, and 18 more

Step 5: Set Status and Payment Details

Order Status:

Available initial statuses:

Status	Description
`pending_payment`	Payment not yet received
`pending_requirements`	Payment complete, awaiting buyer requirements
`in_progress`	Skip requirements, vendor starts immediately
`delivered`	Create order with delivery already submitted
`completed`	Create already-completed order

Smart Status Logic:

If you select pendingrequirements but the service has no requirements defined, the order automatically transitions to inprogress status. You’ll see a notification: “Note: This service has no requirements defined. Order was set to ‘In Progress’ automatically.”

Payment Status:

Status	Description
`pending`	Payment not received
`paid`	Payment received (default)
`failed`	Payment failed
`refunded`	Payment refunded

Payment Method:

Method	Use For
`manual`	Default for admin-created orders
`bank_transfer`	Bank transfer payments
`cash`	Cash payments
`other`	Other payment methods

Transaction ID:

Optional reference number
Enter external payment reference (e.g., bank transaction ID)
Stored in transaction_id field

Delivery Days:

Number of days until delivery deadline
Auto-fills from selected package
Can be manually adjusted
Used to calculate deliverydeadline if order status is inprogress

Revisions Included:

Number of revisions buyer can request
Auto-fills from selected package
Can be manually adjusted
Default: 2 revisions

Step 6: Add Admin Notes

Internal Notes:

Textarea for internal notes about the order
Not visible to customer or vendor
Stored as system message in order conversation
Format: [Admin Note] Your note text here
Uses ConversationService::addsystemmessage()

Example Notes:

“Phone order from customer on 2024-01-15”
“Migrated from old system – Order #OLD-123”
“Custom pricing approved by manager”
“Special rush delivery requested”

Order Creation Process

When you click Create Order, the following happens:

1. Data Validation

Service ID and Customer ID required
Service must exist and be type wpss_service
Customer cannot be same as vendor
Amount must be greater than zero (minimum $10.00 fallback)

2. Addon Processing

Selected addons validated via ServiceAddonService::get()
Addon prices calculated using ServiceAddonService::calculate_price()
Addon delivery days added to total delivery time

3. Commission Calculation

Commission rate validated (0-100%)
Platform fee = Total × (Commission Rate / 100)
Vendor earnings = Total – Platform Fee

4. Deadline Calculation

If status is inprogress and deliverydays > 0:
Otherwise, deadline fields remain null

5. Order Number Generation

Format: WPSS- + 8 random uppercase characters
Example: WPSS-A7K9M2X4
Generated using wpgeneratepassword(8, false)

6. Database Insert

Order record inserted into wpss_orders table with fields:

array(
    'order_number'       => 'WPSS-A7K9M2X4',
    'customer_id'        => (int),
    'vendor_id'          => (int),
    'service_id'         => (int),
    'package_id'         => (int|null),
    'platform'           => 'manual',
    'platform_order_id'  => null,
    'transaction_id'     => (string|null),
    'addons'             => JSON,
    'subtotal'           => (float),
    'addons_total'       => (float),
    'total'              => (float),
    'currency'           => (string),
    'status'             => (string),
    'payment_method'     => (string),
    'payment_status'     => (string),
    'commission_rate'    => (float),
    'platform_fee'       => (float),
    'vendor_earnings'    => (float),
    'revisions_included' => (int),
    'revisions_used'     => 0,
    'delivery_deadline'  => (datetime|null),
    'original_deadline'  => (datetime|null),
    'started_at'         => (datetime|null),
    'paid_at'            => (datetime|null),
    'completed_at'       => (datetime|null),
    'created_at'         => (datetime),
    'updated_at'         => (datetime),
)

7. Conversation Creation

Order conversation created via ConversationService::createfororder()
Admin notes added as system message if provided

8. WordPress Hooks Fired

do_action( 'wpss_order_created', $order_id, $status );
do_action( 'wpss_order_status_changed', $order_id, $status, '' );
do_action( "wpss_order_status_{$status}", $order_id, '' );

9. Success Response

Returns JSON with:

order_id – Database ID of created order
order_number – Generated order number
status – Order status
viewurl – URL to view order (via wpssgetorderurl())
requirements_url – URL to requirements form
requirements_skipped – Boolean if requirements auto-skipped
has_requirements – Boolean if service has requirements

After Order Creation

Success Screen Shows:

Order created confirmation message
Order number and ID
View Order button – Opens order detail page
Submit Requirements button – Shows if service has requirements and status is pending_requirements
Create Another Order button – Resets form

Next Steps:

If status is pending_requirements:
If status is in_progress:
If status is delivered or completed:

Manual Order Fields Reference

Required Fields

Service
Customer (Buyer)

Auto-Calculated Fields

Order Number (generated)
Subtotal (from package or service)
Platform Fee (from commission rate)
Vendor Earnings (total – platform fee)
Delivery Deadline (from delivery days if in_progress)

Optional Override Fields

Vendor (defaults to service author)
Total (calculated unless manually overridden)
Commission Rate (defaults to global rate)
Currency (defaults to global currency)
Payment Method (defaults to ‘manual’)
Transaction ID
Delivery Days (defaults from package)
Revisions (defaults from package)
Admin Notes

Common Use Cases

Phone Order

Customer calls with order request
Admin creates manual order
Status: pending_payment or paid depending on payment
Payment Method: Bank transfer or other
Add admin note: “Phone order from [customer name] on [date]”

Offline Payment

Payment received outside platform (bank transfer, cash)
Create order with status: paid
Payment Status: paid
Transaction ID: Bank reference number
Admin note: Payment method details

Data Migration

Import orders from old system
Create multiple manual orders
Status: completed for historical orders
Admin notes: “Migrated from [old system] – Original order ID: [old_id]”

Custom Pricing

Negotiate special price with customer
Create order with package
Enable “Override total manually”
Set custom total
Adjust commission rate if needed
Admin note: “Custom pricing approved by [manager name]”

Limitations

Cannot bulk create orders (one at a time)
No draft/save functionality (must complete creation)
Cannot edit orders after creation (use order edit page)
No customer notification sent automatically (manual orders are platform=’manual’)

Technical Details

AJAX Actions:

wpsscreatemanual_order – Creates the order
wpssgetservice_addons – Loads addons for selected service

JavaScript Object:

wpssManualOrder localized with:

ajaxUrl – AJAX endpoint
nonce – Security nonce
defaultCommissionRate – Global commission rate
currencyFormat – Currency display format
i18n – Translated strings

Nonce Action:

Action: wpsscreatemanual_order
Verified with checkajaxreferer()

Database Tables:

wpss_orders – Order record
wpss_conversations – Order conversation

Minimum Order Total:

If calculated total is 0 or negative, falls back to $10.00 minimum.

Next Steps

Order Management – Managing orders after creation
Vendor Management – Managing vendor accounts
Commission System – Understanding platform fees