Manage Orders

Order Basics

Orders in Ordway are the simplest way to capture a one-time purchase outside of a Plan. Orders are excellent for businesses that want to capture and fulfill orders on an ongoing basis while separating out the invoicing process entirely.  

A typical e-commerce business may simply charge for the purchase upfront before fulfillment. A services business however, may fulfill many orders in a billing period, but send only one invoice to the customer at the end of the billing period.

If your business only offers one-time transactions and not recurring charges, speak to Ordway Support about switching the Subscription Management Feature off, as this feature is best to use when only offering one-time purchases. 

Create an Order

Create a new Order to capture a one-time purchase outside of a Plan or when your business does not use a Subscription based plan for purchases.

Create New Order Options: 

• Create via Customer Accounts screen.
• Create Orders via Import/Export. 
• Create Orders using our Rest APIs; using the Create Order API call.

Preconditions:

1. Simple Pricing and Order Management must be enabled in Menu > Setup > General Settings.
2. Customer Account must be created before creating an order, refer to Create New Customer.

Considerations

Once an Order has been invoiced you cannot edit that Order. To edit, Reverse Invoice before updating the Order.

Steps:

Option 1:

1. Navigate to Menu > Customer Accounts.
2. Select Customer and scroll to the Orders section.
3. Click + Add.

Option 2:

1. Navigate to Menu > Contracts & Orders > Manage Orders.
2. Click + Add.

3. Enter required information:

Order Status:

• • Pending - the Order has not yet been received by the Customer. Update once it has been fulfilled.
  • Fulfilled - the Order has been received by the Customer and is ready to be invoiced. This is the default setting. 

4. Order Date: Date of the Order. 

5. Customer: Preselected when done from the Customer Account page, if not, select from a available drop-down menu.

6. Order Lines: Add Products to the order. 

7. Price Book: When enabled, select a Price Book from the drop-down menu, and the price of the selected Product is automatically displayed based on the Price Book.

8. Sales Tax (when applicable): Click Calculate to determine the tax on the Order. 

9. Discount Code (when applicable): Click Enter Discount Code to add a discount to the Order. Discount Codes must already exist in Ordway in order to be added. 

10. Save when finished. 

Cancel an Order

Orders cannot be deleted but can be cancelled before they are invoiced. Once invoiced, Orders cannot be cancelled until the Invoice is addressed.

Cancel an Ordway from Customer Account Page:

1. Navigate to Setup > Customer Accounts. 
2. Open the desired Customer.
3. In the Orders section click Cancel from the Actions menu for the desired Order. 

4. Click Yes, Cancel Order to confirm. 

Cancel an Order via Imports:

Ordway imports are a great way for bulk data entry. 

See our Import & Export Data documentation.

1. Navigate to Menu > Contracts & Orders > Manage Orders.
2. Export the selection of Orders to be fulfilled.
3. Change the status to Cancelled. 
4. Re-import the file in either CSV or XLSX format and select the Overwrite existing records with same IDs option. 

Cancel an Order via API:

To cancel Orders using our Rest APIs, use the Cancel API Call.