Orders and payments

Orders and payments

In this tutorial we explain how to keep track of orders and payments and how you can make changes, for example by manually creating an order. Before you get started, we recommend that you first go through the Find and edit a guest tutorial.

Many functionalities depend on how Puerto is set up for your event. The description in this tutorial may therefore differ from what you see in Puerto.

Contents of this page:

The order overview
Make selections
Export selections
Manually create an order
Choose payment method and send invoice
Process payment manually
Adjust an order via duplication
Cancel and credit an order

 

The order overview

You can find the order overview by clicking in the left column on Orders under ORDERS.

At the top you see the most important statistics. With the blue highlighted section you can add filters to make a selection within your orders. With the green highlighted button you can then export the active selection that you see in the Overview.

 

Make selections

You can search for a specific order or make a selection using one or more filters. You can read more about how filters work in the tutorial Make guest selections with filters. You can filter orders based on the following data:

• Booker (search directly for a specific booker, for example enter the surname or part of the surname)
• Attributes (this concerns order attributes that are automatically or manually linked to the order depending on your event)
• Discounts
• Discount codes
• Item attributes (allows you to find orders that contain specific products)
• Payment methods (depending on the payment methods that apply to your event)
• Products
• Statuses (select orders based on order status)
• Total (select orders based on the order amount)

Via Orders: invoice / Payment fulfilled you can select all guests at once who have fully completed and paid for their order.

 

In the first example we select all orders from booker Ernesto di Invitado:

In the second example we refine the selection and add a second filter. We are looking for all orders from Ernesto with a maximum order amount of € 10.00:

 In the third example we further specify the selection by only showing completed orders:

 

Export selections

Whatever filters you have created, you can export the active selection you see in the overview with the black button at the top right. If you click this you have a choice: you can download a CSV file with orders, or a CSV file based on the products (items) that are part of these orders. You can open the export in CSV format in Excel. In most cases, data in the file is separated by a semicolon (;) - this separator can be adjusted per user in our Acceso application. If necessary, use the Excel wizard for text import.

In the following example we make a selection of all completed orders. We then choose an export in which the products (items) are specified:

  

Create an order manually

You always create an order manually from a specific guest. We explain how to search (and find) a guest in the tutorial Find and edit a guest.

In this example, we go to the guest overview, select the guest Ernesto di Invitado and go to the Orders tab of this guest:

Then click on the black plus button at the top right to create the order. The items and payment methods available depend on the settings for your event. You can of course place multiple items within the same order.

In this example, we manually add the order of 2 apples and 3 pears for guest Ernesto:

Choose payment method and send invoice

You can link a payment method to a manually created order. The options available depend on the settings for your event. In this tutorial we assume a payment on account (Invoice), where an invoice is automatically generated. The process is slightly different for the manual payment method and payments via Mollie. With the manual payment method (Manual), the automatically generated invoice is missing and you must select an order status yourself. When paying via Mollie, a lot of things happen automatically. For example, the order status is automatically adjusted for you via feedback from the payment provider. For more information, please contact our registration specialists.

In this example, as mentioned, we choose the payment method Invoice (on account) and send the automatically generated invoice by email to Ernesto at the touch of a button:

Process payment manually

If you manually update the payments, you can set an order to paid and complete the order.

 

 

Adjust an order via duplication

The fastest way to modify an order (for example to change ordered products) is to use the Duplicate order option. You will find this option when you open the order to be adjusted at the top right:

 

 

The original order is canceled by default when a copy is created. You can adjust this by unchecking the Cancel order box when creating the copy .

In the duplicate order you can change the contents of the order in the ITEMS tab. You can complete the order via PAYMENT & STATUS with Assign & finalize order.

Cancel and credit an order

If you want to cancel an order and create a credit note, open the order in question and use the Credit order button. You still have to send this credit note manually.