Creating an Order
Administrators can create orders for users and either record payments for the order or allow the user to log in to their Membership Toolkit account to pay for the order.
To Create A New Order for a User:
- Go to the user's Contact Record by typing their name in the Search field on the Dashboard.
- Select the "Order" tab.
- Select the "create order" button.
- Enter the Date of the Order, select the user email address, and click "create order."
Adding a Line Item to an Order
Once the order is created, you can add line items to the order by selecting the blue "add line item" button. Fill in all the information about the line item, then click "add item." (You can add multiple line items to one order.)
- Select the Form - The line item (SKU) being purchased should be connected to the form where it is being sold. If it is not connected to the form, the sale will not show up on the Form Reports.
- Select the SKU (line item)
- Option - If there are options associated with the SKU chosen, you will need to choose one.
- Cost - This will auto-populate from the SKU information, but you can enter a different amount if you need to.
- Quantity - How many are being purchased?
- Tax - Should sales tax be added to the sale of this item?
- Student - Should the sale of this item to be tagged to a student on the account?
This is important for consistency on your reports. If either your form or your line item are set Per Student, be sure to enter this information. This is especially helpful if the item is to be delivered to the student. However, do not specify a student if the form is per family and the line item is not set to per student.
Important Notes:
- An order created by administrators has an order status of "Order Placed" which means it is considered a final order, not a pending order. Inventory numbers will be adjusted and the sold items will show up on your reports.
- The order will show up as a balance due until either payment for the order is recorded by an Administrator or the parent logs in to their Membership Toolkit account to make a payment.
- See our Knowledge Base article on Recording Offline Payments (Cash or Check) for further information on how to do this.
Pushing An Order
Occasionally you may have a customer who cannot complete their order or doesn't want to pay online. You can help them by pushing the order through your system. Until an order has been "pushed" through, it is considered pending and won't have an order number assigned.
When you push the order through, all of the purchases will be logged in your reports and the customer will see the completed transaction. The contact can log in and make a payment on the order or Admins can mark the order paid if payment is received offline.
To push an order through....
- Go to the user's Contact Record who placed the order.
- Click on the "Orders" tab.
- Find the "New" order and click on the word "None." Doing this will assign the order an order number on the next screen.
- Click the orange "Push Order" button. The system will ask if you are sure. Click "yes." A green box will pop up that says "Success. Order Completed."
Once the order is complete, the user can log back into their account and make a payment on the order. If you allow offline payments and have received a payment for the order, you will need to apply the payment to the order. For specific steps on how to do this, see our Knowledge Base article on Recording Offline Payments.
Creating Orders in Bulk
To create multiple orders for the same item(s) all at once:
- Go to People / Parent List and filter by the appropriate criteria.
- Select the contacts you are creating orders for.
- Click the "create orders" button.
To Add Products:
- Click the "add product..." button.
- Select the applicable form from the drop down list.
- Select the SKU from the form in the drop down list.
- Verify the remaining fields and click "add item."
- If you have another item(s) to add, click the "add product" button again.
To Create the Orders:
- Click "create orders..."
- Send a copy to User? - Select "Yes" if you want to send an email receipt to each user for their order. You can also choose to send an additional custom message with the email receipt.
- Click "create orders."
Balance Due Message
The next time your selected users log in to your site, they will see a message indicating they have a balance due.
Email Receipt
Copies of Email Receipts for Orders Placed
Administrators can receive a copy of the email receipt for all purchases made. This is helpful if you do not want to frequently log in to check on new orders. You can add as many email addresses for notification as needed.
- Go to Store & Forms / Configuration / Checkout.
Related Articles
FAQ's - Orders
FAQ - Can you return an item that has already been marked as delivered? If a user has ordered, paid for, and received an item but decides to return it, you will need to mark the item as undelivered, issue a refund on the order then adjust the ...Orders with a Balance Due
All Orders with a Balance Due If you are allowing users to choose the option of "Pay Later," one of your Admins will need to assure that all of the funds for these orders are collected. To see a list of which orders have an outstanding balance: Go ...FAQ - Pending Orders
When you go to the Store & Forms / Forms tab, Admins can see if there are any pending orders associated with a form. These represent items that were placed in a shopping cart, but were never purchased and are not real orders. We chose to provide this ...Fulfilling an Order
Manually Recording Filled Orders To manually record orders that have been purchased online but are being filled in person: From the Dashboard, select the blue "report" button for the appropriate form. Select blue Order Number that corresponds to the ...Editing an Order
Adding an Item to an Existing Order If you need to add an additional product to an order, you can edit the order. Open the order by clicking the blue order number. Select the blue "add line item..." button. Follow the steps below. Select the ...