Overview: Managing Orders and Generating Reports
In this article, you’ll learn how to manage orders and generate reports for your event. Guidance is provided for reviewing open (unpaid) orders, editing/closing orders, processing payments and refunds, and creating both summary and detailed reports.
It covers how each sale or donation is recorded as an order, how to view and manage both complete (paid) and open (unpaid) orders, apply payments, process refunds, edit items and/or tickets, and print or email receipts.
You’ll learn how to handle stored credit cards, update buyer information, and use the Self Check-Out feature for orders without stored cards.
The article also explains how to access live reports to track sales, payments, and uncollected revenue, as well as how to generate custom reports for more detailed analysis.
What you Need to Know:
Orders
Each Sales transaction will appear in an Order which can be viewed and/or managed from the Orders page. Paid orders have a status of Complete. Unpaid orders have a status of Open (gala) or Waiting for Custom Payment (online custom payments).
Most transactions will automatically generate a new order, so it is possible (and common) for someone to have multiple orders. For instance, a supporter that made a Donation using the online Donate Now form, purchased (and paid for) their ticket online, then purchased items at the Gala may have three orders.
The primary exception is Sales recorded during a Gala event: when a sale is entered from the Auction Night page, the software will first search for an open order (unpaid ticket sale or existing shopping cart). If an open order exists, the item will be added to it. If not, a new order will be generated.
You can edit (manage) all aspects of orders from the Orders page:
- Add, return, or replace/switch items, tickets, sponsorships, and/or cash donations
- Edit the price of items or tickets
- Apply payments
- Process refunds
- Print or email a receipt
- Store a credit card or remove a credit card from user account
- Update the buyer's contact information
- Generate new orders
After your event, you will want to review your Orders page for any Open (unpaid) orders so you can collect payment for the amount due (either by processing the stored credit card or contacting the buyer for payment).
Receipts
Receipts can be generated individually, or in bulk, from the Orders page. In addition, consolidated (all orders for a single User) or combined receipts (all orders for multiple Users) can be generated from the User Page (Admin > Manage Users).
Reports
The most commonly used reports are live (as current as your data entry) and can be viewed anytime at View Reports (Admin > View Reports). These summary reports are organized under several tabs:
- Pre-Auction reports show procurement progress and pre-event ticket sales.
- Post-Auction reports focus on sales, payments and uncollected revenue.
- Online/Mobile reports provide data on bid activity.
Clicking on any line item within a Summary Report will produce a supporting document with the details of each transaction included in the line item total.
Every sale item or payment in every report has an icon in the left column that opens up the Order where that the Sale or Payment occurred with all the edits list above for Orders available.
Custom reports can be easily generated from any datapage or existing detailed detailed report by using the Customize button to select the data to be included in your screen-view and/or report.