How do I approve purchases and manage orders

In this article you will learn how to approve orders for products in your shop that have a 'pre-purchase approval' type billing and manage other orders

Video Guide

You can find Scheduled Orders by navigating to Home > Sales Admin > Orders.

Orders in "Awaiting Approval" become invoices if they have been approved and their scheduled payment date has arrived.

For help on how to set up pre-approvals for your products, click here.

How to Approve Orders - Awaiting Approval

• If you have orders that require your approval, you find these under the 'Awaiting approval' tab.

• Select the orders you want to approve and choose the relevant options from the menu
  • Change invoice date - allows you to set the payable date for the order. If a payable date is set for the future and you approve the order, it will move to the "Scheduled" tab until the payable date arrives and it is raised as an invoice
  • Change gross amount - allows you to set a custom price for the order. Note that the gross amount figure will be in orange if it has been adjusted
    • Lock price for renewals - tick this box to keep this price for all future renewals. If unticked, the price will apply to the current invoice, then reverse to the standard price on renewal.
  • Cancel orders - cancel the order and choose whether to perform additional actions:
    
    • No - only cancels selected orders and doesn't affect renewals
    • Do not renew from the renewal order - the renewal order, from which this order was created, will be marked as ineligible for renewal
    • Suspend renewals - suspends renewals only, leaving the beneficiary related to the product
    • Fully Remove - stops any renewals and fully removes the relationship between the beneficiary and the product
   
  • Approve orders - Approves the order with the current settings
  • Deny orders - Denies the order, moving it to the "Denied" tab
    • Denied orders do not allow that user to attempt to purchase the product a second time
    • We recommend using this option over "Cancel orders"
• If the Date payable is today or a past date and an order is approved, an invoice is raised for the attention of the payer. If the payer has a mandate setup the payment will begin processing immediately on approval.  

Denied Orders

Denied orders are designed to hold contacts that you do not wish to allow into your organisation. They will be held in the Denied tab and will not be able to attempt to purchase that product again. They can be later approved into the club, or cancelled if you wish to allow them to sign up.

The settings for denied orders are the same as those for "Awaiting Approval".

Scheduled Orders

Scheduled orders have already been approved (if applicable) and will become invoices as soon as the Date payable arrives. If you want to send the payment out now, change the payable date to today's date. Scheduled payments can occur when:

• "Change payable date" was adjusted before an order was approved
• "Change payable date" was adjusted when a contact was added to a product
• A contact purchases an item with a start date outside the current billing frequency
  • For example, a scheduled product is billed on the first of the month and a contact purchases with a start date next month. This will schedule a payment to be taken on the first of the month.
• The order is for a renewal: You can set how many days before a product is renewed that the renewal is listed as an order. This is set in Settings > Products > Billing > Renewals: "Days before renewal to generate orders".

Steps:

•  If you have scheduled orders, you'll find these under the 'Scheduled' tab.
• Select the orders you want to adjust and choose the relevant options from the menu
  • Change payable 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 renewals. If unticked, the price will apply to the current invoice, then reverse to the standard price on renewal.

• • Cancel orders - cancels the order
    • No - if ticked, this product can still renew and the contact will be stay associated to the product
    • Suspend Renewals - if ticked, this product will no longer renew, but the contact will stay associated with the product
    • Fully remove - if unticked, the product will not renew and the contact will not be associated to the product. This is the most common choice

Undetermined Orders

An undetermined order occurs when a person purchased a product that previously required approval and, now, no longer does. This would happen if the admin changed the product settings while the purchase was still awaiting approval. It behaves the same as a standard approval above.