Change Log

  • 26-Jan-2022 | 6.3.0 | Order export with multiple line items example added
  • 30-Oct-2021 | 6.2.1 | Discount code field added to order details
  • 28-Jun-2021 | 5.9.0 | All new article

Contributors:

Adam Wilson - Logo Pogo

Orders

Orders store accounts of any payments made via the website and provide management for additional payments, invoices, order statuses, tracking info, the products purchased within the order and the details of the form submission used to take the order.

Managing Orders

View

From the Orders list view you can see all Orders in a paginated table layout (with pagination controls at the bottom of the table) and a sortable column headers.

You can also search the list via the search field at the top of the table, which will search for your keyword/s within the item 'Order Name', Invoice Number', 'Transaction Id', and 'Member Email' fields.

Additionally, you’ll find controls for editing and deleting Orders, as detailed further below.

Export

Found under the main auxiliary menu (), you can export data from your Orders.

Importing of Orders is not currently available.

When exporting Orders, additional order line items/products will be generated in rows preceding the initial Order item row.

So, for example, a shopping cart order consisting of 3 products will export as 3 rows in the resulting spreadsheet. The first row for the main Order details and first product in the order, followed by 2 additional rows each with one of the products within the order.

Order Export Example

Delete

Individual items can be deleted either by clicking the trash can icon () to the right of the item or when on the item's edit page, click the trash can icon () in the lower right of the page.

Additionally, you can make bulk selections from the item list view (by ticking the checkboxes on the left of each item) and click the "DELETE SELECTION" button that will appear at the base of the list view.

Populating Orders

From the Orders item list view, click on the name (or pencil icon "") of any existing item in the list to view/edit its details.

Currently, you cannot add a new Order from this section. However, you can manually register a contact to an Event from the actual Event item's "BOOKINGS" tab in the admin (or via an import file).

Upon viewing/editing an item you'll have access to the following data, as detailed below:

Details

The Order detail view will display any currently populated system fields, along with all added fields from the form setup and any Advanced CRM Groups.

From this view you can send a copy of the Order/invoice email either to yourself (the logged in admin user) using the “SEND TEST EMAIL” button, or directly to the customer that the Order pertains to, using the “EMAIL INVOICE” button.

Clicking “EDIT” at the bottom of the page will allow for editing the Order details along with added form fields and allow for adding additional custom fields.

The Order-specific fields defining the Order are described below:

Name
Description
Order Name
The Order name is generally constructed by the name of the Form used for taking the Order then appended with the Order date.
Currency/Country
The Currency/Country pair used for the payment processing (this field is not editable).
Status
The current status of the Order. See eCommerce Settings / Manage Status for more details.
Assigned To
The CRM Contact who submitted the Order (this field is not editable).
Invoice Number
A number assigned incrementally to each order.
Invoice Date
The date and time the invoice was generated.
AWB Number
Intended for the Air Waybill (or any other shipment tracking/consignment number) from your freight provider. The value of this field can then be used in any additional invoice emails or order status emails you might later send.
Tracking Url
Intended for the URL used for consignment tracking by your freight provider. The value of this field can then be used in any additional invoice emails or order status emails you might later send (and could be constructed to include the AWB Number for a direct tracking link).
Shipping Address
The contact's shipping address line (unit/number and street) as entered during the checkout process.
City
The contact's shipping city/suburb/provence as entered during the checkout process.
State
The contact's shipping state/territory as entered during the checkout process.
ZipCode
The contact's shipping zipcode/postcode as entered during the checkout process.
Country
The contact's shipping country as entered during the checkout process.
Total Cost
The total amount or the Order (this field is not editable).
Create Date Time
The date and time the Order was created in the CRM (this field is not editable).
Discount Code Used
If a discount code was used with this Order, the code used will be displayed here.

Custom Fields

You can assign Advanced CRM Groups to an individual case file by clicking the “+ Add custom fields” link at the bottom of the Order edit details page.

For further information on managing custom fields, see the documentation on Advanced CRM Groups.

Payments

This section lists all payment transactions made against the Order, which may be one single, full payment or multiple part payments.

If the payment type used during the order submission was ‘Credit Card’ or ‘PayPal’, then there will generally be a full payment item listed against the order, noting the payment date, status and type.
This payment type cannot be edited.

If any other payment type was selected, the Order will not have any payments against it and you can instead add payments, either manually or via the deferred payment form.
Manually added payments can be further edited after being adding.

Manual Payment

To add a manual payment/s against the Order, use the “ADD OFFLINE PAYMENT” button. You’ll be able to set the payment date/time, the amount (part payment or full), the payment type along with any transaction notes.

Deferred Payment

You can also send a payment link, via email, directly to the Order owner using the “DEFERRED ORDER PAYMENT” button and selecting “Send Deferred Order Payment Email”.

This will send the system email for deferred payments which includes a generated link to the deferred payments system page where the specified order can be paid via credit card.

Alternatively, selecting “Pay Order” from the “DEFERRED ORDER PAYMENT” button will open the deferred payments system page for you to take/make payment via credit card directly.

Products

This section lists all line items included within the Order, which can include eCommerce products (for the Checkout form), the Event, Secure Zone, or simply the form name (if a general payment form was used).

This view will also display item prices, quantities, shipping costs, and discount amounts (with code used) and gift vouchers amounts along with the total order amount.

Order line items are not currently editable.

Form Submissions / Event Booking

The last tab in the Order item will show all the form fields (and the form name used to take the order).

In the case of a paid Event booking, the tab will be labelled “EVENT BOOKINGS” instead of “FORM SUBMISSIONS”.

Displayed details are not directly editable here and are for reference only.