Orders

Finance > Orders lists your organisation's accounting orders: every checkout and every other money event with a client has one. Here you read an order's figures and line items, add tags and internal notes, download its PDF and export the list. The figures and items are read-only. There is no editor for marking an order paid, changing a total, adding an item or deleting an order: orders are written by the checkout, the desk payment, a wallet adjustment or a refund.

Where orders come from

You can tell from the Order reference how an order came about. In these examples the organisation is called "Sunrise Yoga", so references start with SU and the year:

Reference	Created by
SU26-4KQ7XM	An online checkout — paid online, covered by wallet credit or a voucher, or with nothing to pay. A booking made to pay at the desk: one unpaid order per participant. A voucher that a client redeems into their wallet on the voucher's QR page.
DP-SU26-7HN2QA	Money taken at the desk with Take payment, when it did not settle an existing unpaid desk order.
MA-SU26-3PZ8RT	A manual wallet adjustment on Wallets.
CR-SU26-4KQ7XM	A credit note: a refund of the order with that reference, to the card, to the wallet or as a voucher.

An online payment always belongs to an order, and several attempts to pay one order share its reference on Payments. Money taken at the desk never appears on Payments, only here.

Paid, open or voided: what the list does not show

The list has no column that says whether an order is paid, still open, voided or abandoned. Unpaid orders stay in the list: unpaid desk orders until the desk settles them, voided desk orders, and online checkouts that were never paid (declined, abandoned, or closed by the payment reconciliation after 30 minutes). Use these signs instead:

• The PDF downloads — the order is paid and its receipt has been produced.
• Payments has a green Captured row with the same reference — paid online.
• The participant's Payment column on the session's participant list or in the Agenda — Paid, Unpaid · at the desk or Waived.
• The expanded row shows no items — a voided desk order; its items were removed when it was voided.

For the whole checking routine, see Review orders and payments.

Unpaid desk orders

When your organisation allows it (Allow paying at the desk, see Organisation), a client booking sessions online may choose to pay at the desk. The booking is confirmed at once with nothing paid, and each participant's place gets its own unpaid order with the amount the checkout priced, early-bird and promo code included. On the participant list the place shows Unpaid · at the desk. The order stays open until the desk does one of the following (see Session participants for the Take payment dialog):

• Settle it — Take payment with the amount due, which the dialog fills in (the order's gross total less its discount). The order becomes paid and keeps its reference; the booking automation produces the receipt and emails it to the client.
• Void it for a different amount — Take payment with any other amount. The unpaid order is voided and a new DP- order records what was actually taken, with its own receipt.
• Waive it — Waive in the same dialog. The unpaid order is voided, no new order is created and no receipt is sent; the place shows Waived.
• Cancel the place — cancelling the participant voids the unpaid order; there is nothing to refund.

A voided order stays in the list with no items and no PDF. To give a place free of charge, use Waive, not an amount of 0: confirming 0 marks the place Paid without any order or receipt and leaves the unpaid order open.

An unpaid desk order counts as revenue in Analytics only once it is paid; until then the client's profile on the booking site shows the booking with the amount still due.

Columns

The list shows 25 orders per page, newest first:

• Created — when the order was created.
• Order reference — see the table above.
• Client — the client's name.
• Discount total — the discount from a promotion or promo code. An early-bird price is not a discount here: it lowers the item's gross.
• Gross total — the order's total before the discount.
• VAT total — the VAT contained in the order.
• Credit applied — wallet credit and voucher value used to pay the order.

What the client paid online is the gross total less the discount total and the credit applied; the Payments row shows that amount. Amounts use your organisation's currency.

At the end of a row, a tag icon and a note icon show that the order has tags or internal notes, followed by the PDF icon. The Columns button in the last header cell adds Created by, Changed and Changed by; your choice is remembered on this device.

Expanding an order

Click a row's chevron, or double-click the row, to expand it. There is no separate order dialog: the expanded row is the order's detail view.

• Line items — Category, Description, Quantity, Discount and Gross of each item, sorted by category and description. An order without items (for example a voided one) shows only the panel below.
• Tags — type a tag and press Enter, or pick an earlier one; remove one with the x on its chip.
• Notes — type in Add note and press Enter or the + button. Each note records its time and your name; notes cannot be edited or deleted afterwards.
• Save — stores tags and notes together; disabled until you change something. Saving needs Manage on Clients or on Configuration & settings, or the Billing contact role. Without them the button is still shown but nothing is stored, and Save stays active after you click it.
• Created … by … · Changed … by … — who created and last changed the order. With record history kept by your organisation and the Audit log right, a History button opens the record history.

Use notes to record what happened, what remains to be done and who does it — see Hand over the day. A note does not record a payment, refund money or change the order.

Downloading an order PDF

The PDF icon downloads the order's document — the receipt, or for a CR- order the credit note — named after the order reference, for example SU26-4KQ7XM.pdf. A paid order has its document once the booking automation has produced it, usually within a minute; credit notes and wallet adjustments have theirs at once. Every document needs your organisation's Receipt document template (a credit note uses the Credit note template when you have one; see Document template). Without a document you see "The document could not be found or generated. Please try again." Unpaid, voided and abandoned orders never have a PDF.

Searching and the month

Type in Find order to search. The search looks through every month and matches the order reference, the client's name or email, the gross total, the promo code, words in internal notes, and the name or email of whoever created the order. With several words, an order must match all of them.

With the search box empty, the list shows the orders last changed in the selected month — the month picker next to the search box, from January five years back to the current month, shared with the Journal, Analytics, Emails, Payments and Wallets pages. An order from an earlier month therefore appears in the month it was paid, voided or annotated: saving a note moves an old order into the current month.

Exporting to Excel

The Export to Excel button downloads the orders on the page currently shown as a CSV file that Excel opens, with the same columns as the list. To export more orders, page through the list or show more rows per page. The button is disabled while the list is empty.

Who can see it, and offline behaviour

The Orders entry under Finance appears when the Payments module is on. Viewing needs View (or Manage) on Clients, or the Billing contact role. The page reads live data rather than the offline copy, so it needs a connection: offline it says "You need to be online to view this page." instead of a stale list. It reloads when you switch organisation or month.