Contributors:
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 sortable column headers.
Orders are listed regardless of whether the associated contact still exists. If the contact is active, the list displays current contact data. If the contact has been deleted, the row displays a masked version of the customer details stored in the order snapshot (eg: t***@example... in the Member Email column).
You can search the list via the search field at the top of the table, which will search for your keyword/s within the 'Order Name', 'Invoice Number', 'Transaction Id', and 'Member Email' fields. For admins with the "Can View Customer Snapshot Data" permission, search also runs across the stored customer snapshot data, so orders linked to deleted contacts remain discoverable. Without this permission, only live contact data is included in the search.
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.
Exported data will include any attached Advanced CRM Group fields.
Customer snapshot data for orders associated with a deleted contact is always exported in masked form, regardless of the exporting admin's permissions. The original captured values cannot be retrieved through an export.
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.
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, by clicking 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.
Trash
Deleted orders are moved to the Trash rather than being immediately removed. The Trash is accessible via the auxiliary menu () on the Orders list view. From within the Trash you can return to the main Orders list at any time using the "BACK" button.
The Trash displays deleted orders with standard pagination and search. Note that the following are not available from within the Trash view: navigating to an order's detail page, the "CREATE NEW ORDER" button, and the import and export functions.
Two actions are available per order:
- "Restore" () - returns the order to the main Orders list and restores it to an active state. If the original contact still exists, the order will be re-linked to that contact. If the contact has since been deleted, the order is restored using the stored customer snapshot with masked customer data. The deleted contact is not recreated.
- "Delete permanently" () - removes the order and all related data, including payments, order lines, and other dependent records, with no possibility of recovery. Confirmation is required before the action is carried out.
The "EMPTY TRASH" button permanently deletes all orders currently in the Trash in a single action. Confirmation is required.
Permanent deletion cannot be undone. All related data - including payments and order lines - is removed along with the order record.
Orders with a deleted contact in the Trash display masked customer snapshot data. The "Reveal Data" option is not available from within the Trash view.
Retention
Orders are stored in the Trash for up to 90 days. After this period they are automatically and permanently deleted, along with all related entities. The retention countdown starts from the moment an order is moved to the Trash.
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 displays a 'Customer Info' snapshot and the 'Order Details', 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.
Customer Info
The 'Customer Info' section displays a snapshot of the customer's details as captured at the time the order was placed. This snapshot is stored directly on the order and remains intact even if the associated contact is later deleted.
If the contact associated with an order has been deleted, the customer data is displayed in a masked form - for example, a***@gmail.com for email, J***n for first name, and *** for address fields. Admins with the "Can View Customer Snapshot Data" permission will see a "Reveal Data" button, which discloses the original captured values.
The "Can View Customer Snapshot Data" permission is configured per admin role under Admin User Roles. Without this permission, the "Reveal Data" button is not shown and the original snapshot values cannot be accessed.
The first name of the customer as captured at the time of the order.
The last name of the customer as captured at the time of the order.
The email address of the customer as captured at the time of the order.
The billing address of the customer as captured at the time of the order.
Order Details
The order-specific fields defining the Order are described below:
The Order name is generally constructed by the name of the Form used for taking the Order then appended with the Order date.
The Currency/Country pair used for the payment processing (this field is not editable).
The current status of the Order. See eCommerce Settings / Manage Status for more details.
A number assigned incrementally to each order.
The date and time the invoice was generated.
A number assigned incrementally to each order, providing a strictly sequential, gap-free numbering stream that complies with EU VAT requirements. The VAT Invoice Number is generated only after an order has been successfully paid, and is immutable once assigned.
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.
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).
The contact's shipping address line (unit/number and street) as entered during the checkout process.
The contact's shipping city/suburb/province as entered during the checkout process.
The contact's shipping state/territory as entered during the checkout process.
The contact's shipping zipcode/postcode as entered during the checkout process.
The contact's shipping country as entered during the checkout process.
The total amount of the Order (this field is not editable).
The date and time the Order was created in the CRM (this field is not editable).
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 order 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 added.
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 voucher 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.