The story
SituationA customer rings at 7pm: "I ordered a cake for last Saturday, can you check what I paid?" They only remember their phone number.
ChallengeYou have hundreds of orders across several branches, and scrolling page by page while the customer waits on the line is not an option.
MissionFind the exact order in seconds, using the search box and filters in Web Admin.
The admin portal provides search and filtering tools to help merchants quickly locate specific orders within the Current & Upcoming and History lists. This guide shows what each tool does.
Quick answer
Go to Orders > Current & Upcoming or Orders > History and type an order number, customer name, email or phone number into the search box at the top right of the list. Narrow it further with the branch, Order type and tab filters.
Before you start
You are signed in to Web Admin. You only see orders for the branches your account has access to.
Have at least one detail from the customer: the order number from their receipt (for example
KHB-AMP-OD-138972), or part of their name, email or phone number.
Step-by-step summary
Access orders: Navigate to the 'Orders' tab in the sidebar. It has two pages: Current & Upcoming for today's and future orders, and History for past orders.
Locate search bar: A search bar is positioned at the top of the order list page, on the right, in both the 'Current & Upcoming' and 'History' views. It reads Search receipt no, name, email, phone.
Search by keyword:
Enter keywords such as the Order ID number, customer name, email or a phone number into the search bar. Part of a value is enough, for example the last digits of the order number or a first name, and capital letters do not matter.
The list will automatically filter to display only matching results, about a second after you stop typing. There is no button to press. Clear the box to see the full list again.
Use filters:
While the 'Current & Upcoming' tab uses simple categories (like 'Now' and 'Upcoming'), the 'History' tab offers more filtering options. Both are described below.
On 'Current & Upcoming': the Now tab (today's orders, including those due within the next 30 minutes) and the Upcoming tab (orders due later). On Now, Show new orders only on the alert banner hides everything except orders still waiting to be accepted.
The 'History' page has a Show filter with Past (orders whose fulfilment date is before today) and All (every paid order, including today's and upcoming ones), each with its count.
Both pages have an Order type filter: All order types, Delivery, Self pick-up or Dine-in. If your account covers more than one branch, a branch selector (All branches or one branch) appears on the left.
Using these tools helps you manage, track and locate individual orders efficiently, while the customer is still on the line.
Note
An earlier version of this article said merchants can filter History by specific criteria like Order Status (e.g., Completed, Cancelled), Order Type (e.g., Delivery, Self pick-up), or Date Range (as shown in the Sales Export step). Filtering by Order Type works as described.
The Order Status and Date Range filters are not on the History list. Each order's status shows in the Order status column instead, and a date range is chosen only when you export, under Export sales (see Viewing and Exporting Sales Reports and Order History).
Reading the results
Each row shows Order no., Amount (RM), Order status, Order type, Order fulfilment time slot and Customer info. To move an order to another slot, see Change an order's date or time slot. Click the red order number to open the full order. Use Previous and Next at the bottom to move between pages, and Show to list 10, 50 or 100 orders per page.
Order statuses you will see include PENDING ACTION, ORDER ACCEPTED, ORDER IS BEING PREPARED, READY FOR PICKUP, OUT FOR DELIVERY, DELIVERED, COMPLETED and CANCELLED. Order types include Delivery, Delivery ASAP, Self pick-up, Self pick-up ASAP and Dine-in.
Ops tip
The page address in your browser keeps your search, tab, branch and filters. Bookmark a filtered view, such as one branch's delivery orders, and it opens that way next time.
Customer service tip
When a customer calls about an older order, search on History with All selected. It covers past, today's and upcoming orders, so you will not miss one that is due later today.
If something goes wrong
"No record(s) found.": check the spelling, try fewer characters (for example only the last four digits of the phone number), and check the branch selector and Order type filter are not narrowing the list.
An order you expect is missing from Current & Upcoming: it may be on the other tab, or already in History if its fulfilment date has passed.
An unpaid or failed order does not appear: the order lists only show paid orders.
Mission accomplished: what you have achieved
- Any order in seconds. One detail from the customer is enough to find it.
- The right slice of orders. Branch, order type and tabs cut the list down to what you need.
- Calmer phone calls. You answer the customer while they are still on the line.
Next time someone calls with only a phone number, you know exactly where to type it.
Related
Last updated: 27 October 2026