View and manage all scheduled orders, orders awaiting your approval and carry out additional actions if required
Video Guide
You can find your scheduled Orders by navigating to Home > Sales Admin > Orders.
What is an order?
Orders can be thought of as scheduled invoices. 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 is an order generated?
Here are a few scenarios in which an order may appear in your Sales Admin > Orders section:
- You have a product set up to accept payments in instalments
When a user goes through your shop to book on and chooses to pay by instalments, you will see all of their upcoming instalments in your 'Orders' section:
- You have the 'auto-renew' setting enabled on a product
If you have enabled the auto-renew feature in your product billing settings, upcoming renewal orders will appear in your Sales Admin > Orders, by default, 27 days before the invoice date. This allows you sufficient time to make any necessary adjustments to the price or invoice date. These 'renewal' orders will be marked with an 'R' for easy identification:
- You have 'approve purchase before payment?' enabled
If you have the 'approve purchase before payment?' billing setting for a product turned ON, you will see all bookings for that particular product coming through to Sales Admin > Orders.
These orders will require your approval before they become invoices, and you will find these under the 'Awaiting approval' tab:
Editing an order
- 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.
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- 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
- Cancel orders - cancels the order
Orders - Awaiting Approval
For the full guide to managing your orders that are awaiting approval, click here
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".
Undetermined Orders
An undetermined order is created if you have changed the product settings while the purchase was still awaiting approval. You can still choose to approve, deny or