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Orders overview

Sales admin > Orders allows you to manage any scheduled orders and those awaiting approval

What is an order?

Orders can be thought of as scheduled invoices, broken up by item. During the order stage, you have the flexibility to make amendments to the details of the scheduled invoice, such as the amount it is for and the date that it is due to be issued to the customer (the invoice date).

How orders are generated

  • Products allow payments in instalments
    • When a user is added to/purchases a product and decides to pay via instalments, you will see all their upcoming instalments as scheduled orders
  • Products are set to auto-renew
    • Auto-renewing class/event products will by generate renewal orders in advance of the invoice date (27 days in advance by default), giving you time to make necessary adjustments

Note: Renewal orders are marked with an ‘R’ for easy identification. You can find more information on renewals at the bottom of this page.

  • An invoice date is manually amended when adding to product
    • When you add a contact to a product, you can change the invoice date, creating a scheduled order
  • A purchase requires approval
    • If you use the ‘Approve purchase before payment’ billing setting on a product, when a user makes a purchase, it will become an ‘Awaiting approval’ order


 

Editing an order

  • Navigate to Sales admin > Orders
  • ‘Change invoice date’ - allows you to adjust the payable date for the order
  • ‘Change gross amount’ - allows you to set a custom price for the order
    • ‘Lock price for renewals’ - tick this box to keep this price for all future renewal orders. If unticked, the price will apply only to the current order
  • ‘Cancel orders’ - cancels the order
    • ‘Cancel order only’ – if a renewing order, it will regenerate within 24 hours with the current product pricing and settings (mostly used if you have just updated a product’s price)
    • ‘Cancel and suspend renewals’ – the product won’t renew, but the contact will still be associated with the product
    • ‘Cancel and remove from product’ – the order won’t regenerate or renew and the contact will be fully removed from the product

 

Orders awaiting approval

You can locate these by changing from ‘Scheduled’ in the top-left corner. For the full guide to managing your orders that are awaiting approval, click here.

Denied orders

Any ‘Awaiting approval’ orders that are denied by an admin move to the ‘Denied’ section. This allows you to hold orders to prevent contacts from attempting to purchase that product again. From here you can either approve them (the order will go through) or cancel them, allowing the contact to re-book.

Undetermined orders

An ‘Undetermined’ is created if you have changed the product’s settings while the purchase was still awaiting approval. You can still choose to approve, deny, or cancel the order.