Admin Guide

This page covers everything you see and do inside Shopify Admin → Apps → NV Order Editor. For the customer-facing self-service editing screen, see Customer Experience instead.

The app has five areas, all reachable from the navigation on the left of the app screen (mirrored into your Shopify Admin’s own sidebar under the app’s name):

Dashboard

The Dashboard is what you land on every time you open the app. At the top, a badge shows your current plan (Free, Starter, Growth, or Pro) with an Upgrade link if you’re not already on Pro.

Three cards give you quick access to the app’s core actions:

• Order Creator — build a new order with products, custom items, discounts, shipping and a custom order number.
• Order Editor — edit items, quantities, shipping, notes and tags on an existing order using Shopify’s order-edit API.
• Duplicate Order — re-create any past order — customer, items, discounts and shipping copied in one click.

All three open the same underlying screen (see Order Creator & Order Editor below) in create, edit, or duplicate mode.

Recent activity

Below the quick actions, a Recent activity card lists your last 12 actions — orders created, edited, duplicated, cancelled-and-recreated, invoices sent, bulk tag updates, and every action a customer took through self-service editing (contact/address/item changes, cancellations, and hold/confirm tag events). Each row shows the order number, how long ago it happened, and whether it failed.

Note: Recent activity requires the Starter plan or above (the activityLog feature). On the Free plan this card shows an upgrade prompt instead of your history — nothing is being hidden, the app simply doesn’t have a log to show you yet at that tier.

App Store review prompt

After your store has completed 3 successful order edits, the app may ask you, once, to leave an App Store review using Shopify’s own built-in review prompt. This only ever asks once — if you dismiss it or it can’t show (Shopify rate-limits how often any app can ask), it won’t ask again on every dashboard visit.

Orders

The Orders page lists every order in your store, most recent first, with:

• A search box (matches order number, customer name, or email — search is debounced, so results update shortly after you stop typing).
• A Payment filter (all / paid / pending / authorized / refunded / partially refunded / voided).
• A Fulfillment filter (all / unfulfilled / fulfilled / partial).
• Previous/next pagination at the bottom (Shopify’s own cursor-based paging — there’s no jump-to-page-number, just step forward and back).

Each row shows the order number, customer, total, payment status, fulfillment status, and date. Clicking anywhere on a row opens that order in the Order Editor.

The row action menu

Click the ⋯ menu on the right of any row for three actions:

• View order — opens the order in Shopify’s own native admin order page (not this app), in case you want Shopify’s own view.
• Edit order — opens this app’s Order Editor for that order. Requires the Starter plan or above; on Free, this option is greyed out with a lock icon and a tooltip explaining the plan requirement, and it’s also disabled for an order that’s already cancelled.
• Duplicate order — opens the Order Creator pre-filled with that order’s customer, items, discount, and shipping, ready to create as a brand-new order. Available on every plan, including Free.

Bulk tag operations

Select one or more orders with the row checkboxes (or the header checkbox to select every order on the current page) to reveal a bulk action bar:

• Type a tag into Tag to add and click Add to add that tag to every selected order in one request.
• Type a tag into Tag to remove and click Remove to remove it from every selected order.
• A result message confirms how many orders updated, and names the first failure if any orders couldn’t be updated.

Bulk tag operations require the Pro plan. On any other plan, the Add/Remove buttons show a lock icon and are disabled.

Order Creator & Order Editor

Creating a new order, editing an existing one, and duplicating a past one all open the same screen — what differs is which fields are pre-filled and what the primary button does (Create order vs. Save).

Products

Search your catalog and add products down to the specific variant, via a Select products dialog matching Shopify’s own admin picker (checkbox rows with thumbnail, title, SKU, and price; a quantity stepper appears once a row is checked). You can also add a custom line item — a one-off charge with its own title, price, tax setting, and whether it requires shipping — for things that aren’t in your catalog (a service fee, a bespoke item, a restocking charge).

Once added, adjust any line’s quantity inline, or remove it.

Discount

Apply a single discount to the order — a percentage or a fixed amount off, with a reason you choose, which is recorded on the order for your own records.

Shipping

Add a shipping line — either one of your store’s existing shipping rates, or a fully custom rate with your own label and price.

Customer

Search for an existing customer by name or email, or create a new one on the spot without leaving the screen. You can optionally override the shipping address or billing address for just this one order, without changing the customer’s saved default address.

Payment terms

Growth plan and above. Instead of charging immediately, offer the customer payment terms — Net 30 (or another preset), or a fixed due date you choose. The order is created with a balance due on that date rather than collected up front.

Order number, tags, note, PO number

• Custom order number — override Shopify’s automatic sequential numbering for this specific order (useful when migrating orders from another system, or matching an external reference).
• Tags — add any tags you want on the order at creation time.
• Internal note — a private note visible only in your admin, never to the customer.
• PO number — a purchase-order reference field, useful for B2B/wholesale orders.

Metafields

Growth plan and above. Any ORDER metafield definitions you’ve created in Shopify Settings → Custom data → Orders show up here automatically. Fill in whichever apply to this order. See Mandatory metafield rules below for making specific metafields required under specific conditions.

Draft autosave

As you fill in the Order Creator, your progress autosaves automatically — closing the tab or an accidental refresh doesn’t lose your work. Reopening the Order Creator shows a Restore draft banner offering to bring back what you had. This is free on every plan.

Saving

• In create mode, click Create order to turn everything above into a real Shopify order. It appears immediately in your Orders list.
• In edit mode (opened from the Orders list or from Shopify’s own order page), click Save to write your changes straight to the real order through Shopify’s order-editing API.

When an edit needs a cancel-and-recreate

Some changes aren’t things Shopify’s order-editing API will apply to a live order in place — changing the customer entirely, changing an existing discount, or a few other edge cases Shopify’s API itself refuses. When you make one of these changes and click Save, the app doesn’t silently fail — it shows you exactly what’s about to happen and asks you to confirm:

1. A warning banner lists precisely which of your changes Shopify’s API can’t apply directly.
2. A confirmation dialog, “Cancel and re-create order?”, explains that the original order will be cancelled (with a timeline note explaining why) and a new order created with all your changes — the new order’s own notes reference the original by name. A preview of the exact timeline note is shown.
3. If any items on the original order were already fulfilled, a second warning lists them by name and quantity — they’ll appear as new, unfulfilled lines on the replacement order, so check with your fulfillment process before fulfilling them again, or the customer could receive them twice.
4. Three checkboxes let you choose the behavior of the cancellation:
   • Restock items from the cancelled order — checked by default.
   • Refund any captured payment to the customer — checked by default.
   • Notify customer about the cancellation — unchecked by default (the new order gets its own creation notification instead, if your store sends those).
5. Click Cancel & re-create order to confirm, or Keep editing to go back and adjust your changes instead.

This is genuinely two separate Shopify orders when it’s done — the original shows as cancelled in your order history, and a new order number is created. Both timelines cross-reference each other so the history stays clear.

Admin settings

Open Settings → Admin order create for the rules below. (The other tab, Storefront order edit, is the full customer self-service system — see the Storefront Settings Reference.)

Order restrictions

Product display

Growth plan and above.

Mandatory metafield rules

Growth plan and above.

All ORDER metafields you’ve defined in Shopify always show on the Order Creator/Editor screen, for every order, editable whether or not any rule applies to them — this section only controls when specific ones become mandatory (the order can’t be placed until they’re filled). If you have no ORDER metafield definitions yet, this section tells you to create them first in Shopify Settings → Custom data → Orders; the rule builder has nothing to offer until at least one exists.

Building a rule

Click Add rule to create one, which gives you three things to fill in:

1. A name (e.g. “B2B orders need delivery type”) — for your own reference only; it has no effect on matching.
2. One or more conditions. Every condition on a rule must match for the rule to apply at all — it’s an AND, never an OR (“When ALL of these match…”). If you need an either/or relationship (e.g. “customer tag is wholesale OR shipping country is US”), create two separate rules that each require the same metafield(s) — either rule matching makes the metafield mandatory.
3. Which metafields become mandatory when those conditions match — check as many as apply.

Every available condition field

The three operators

Every condition except Customer is B2B (which is a direct true/false choice) uses one of these text operators, all case-insensitive and whitespace-trimmed:

• equals — the field’s value must match your typed value exactly (ignoring case and surrounding whitespace).
• contains — your typed value must appear anywhere inside the field’s value.
• starts with — the field’s value must begin with your typed value.

An empty condition value never matches anything — you can’t accidentally create a rule that’s always true by leaving a condition blank.

Fields that can hold more than one value at once (Customer tag, Last order tag, B2B location name) match if any one of the actual values satisfies your operator and value — e.g. a “Customer tag contains vip” condition matches a customer with tags ["wholesale", "vip-2026"], because at least one of those tags contains “vip”.

Worked examples

• Condition: Customer tag equals wholesale. Required metafield: custom.delivery_window. Effect: any order for a customer tagged exactly wholesale can’t be created until that metafield is filled in — every other order can still be created without it.
• Condition: Customer is B2B is true. Required metafield: custom.po_reference. Effect: every B2B-account order requires a PO reference, regardless of any tag.
• Two conditions on one rule: Shipping country equals United States and Order email domain equals gmail.com. Effect: only orders that match both — US shipping and a Gmail order email — require the linked metafield(s); a US order with a company email, or a non-US order with a Gmail address, does not trigger this particular rule.
• Condition: Customer email domain contains edu. Required metafield: custom.student_id. Effect: a simple way to require a student-ID metafield for any customer whose email domain contains “edu” (matches .edu, .edu.au, and similar) — a deliberately loose match here rather than “equals” is what makes this catch multiple country-specific education domains at once.

How to test: Build a rule with one condition you can easily trigger yourself (e.g. a customer tag), leave its required metafield unfilled, and confirm the Order Creator blocks order creation with that field flagged as required. Then remove the triggering condition (or use a different test customer) and confirm the same metafield is optional again.

Plans & billing

Open Plans to see and change your subscription. All charges go through Shopify’s own billing system and appear on your regular Shopify invoice — the app never handles payment details directly.

Yearly billing is available on every paid plan and is a flat 10× the monthly price — 2 months free, about 17% off — rather than a different discount per tier.

• Switch billing cycle with the Monthly / Yearly toggle at the top of the Plans page; it defaults to whichever cycle you’re already on.
• Click Choose [Plan] to upgrade or change tiers — you’re redirected to Shopify’s own approval screen to confirm the exact charge. Nothing is billed until you approve it there.
• Click Downgrade to Free to cancel a paid plan.
• If you’re on the Free or Starter plan, a usage line shows “X of Y orders used this month · resets [date]”. Growth and Pro show “Unlimited orders”.

What happens at the order limit

If your store reaches its monthly order-creation cap on the Free (20) or Starter (100) plan, creating new orders pauses until the billing cycle resets or you upgrade. This only affects creating orders through the app — your existing orders, editing them, and customer self-service editing (Growth and above) are never affected by the cap.

Getting help

• Use the in-app support chat (the button in the corner of any app page) to message our team.
• Email us at support@nvtrends.com.