Cleaning Up Open Orders After Your Event - Start Here

Your event has ended, but there are probably at least a few orders that need attention.

While it is possible to continue using the Auction Night Tasks to sell items and/or check out guests, the Order page offers much better tools for handling post event clean-up.

This article describes the easiest ways to identify which orders need attention, then provides instructions for adding payments and/or resolving issues

  1. Review Unsold Items
  2. Process Payments and email receipts on Orders with stored credit cards.
  3. Send Invitations to self check-out for orders without a stored credit card.

1.  Review Unsold Items:

It's a good idea to quickly review any items that remain unsold:

  • You may find items that were indeed spoken for, but did not get placed in buyer's carts (then can do so while you're still processing payments for open orders.)  
  • You can also start thinking about whether you want to offer items that are still available online (either in an online auction or for a fixed priced in a Fundraising Campaign page). Deciding soon will allow you to promote the items still available in any post event messaging you distribute.

Go to Catalog and sort by Quantity on Hand by double clicking on the “QTY on Hand” column header, to review items with a quantity greater than zero.

2.  Review and Apply Payments to Orders with Stored Cards

For guests/orders with a stored card, you can trigger the credit card payment, then email or print a receipt for the transaction.

Note:  The option to "bulk process" all stored credit cards is available with an Acorn, Plus, and Professional subscriptions. Essentials and some Legacy subscriptions must apply payments to each order

Go to Orders > Common Filters > Open Orders w/Stored Card.    

Manage Each Order:

You can filter the Orders page to display specific types of orders by clicking the Common Filters button (for example, select All Open Orders to view unpaid orders).

To manage an order, click the Edit icon next to the order to view, edit, and/or apply payment.

Plain text links and buttons allow you to manage every component of an order.

  1. Use the Edit link to exchange tickets and items rather than returning them.
  2. To view payment details, click the “i” icon next to the payment status under the Payment section of the page.

Add Payment:

Things to Know:

  1. If an order has a balance due, Add Payment buttons will appear in the Payments section of the screen.
  2. Once an order is paid in full, the buttons will change from Invoice to Receipt.

After applying payment, you can generate individual receipts by clicking the Email Receipt button.

Payment Screen:

  • When Credit Card Stored appears on the payment screen, credit card information is masked and ready to charge.
  • If a user does not have a stored credit card, fields will appear to enter or swipe credit card information.
  • To apply other forms of payment, use the Payment Method dropdown menu and select the appropriate type (e.g., cash, check, custom, or pay at event).

3.  Collecting Payment on Orders w/o Stored Cards

The easiest way to collect payment on orders without stored cards is to use the Self Check-Out feature to invite guests to pay online. Complete instructions here. 

To collect payment for Open (unpaid) Orders without stored credit cards:

  1. Go to the Orders page.
  2. Click the Common Filters button and select Open Orders w/o Stored Card.
  3. Check the box next to each applicable order.
  4. Click the Bulk Actions button.
  5. Select Email Selected Users.
  6. Send the Invitation for Self Check-Out.

If any orders remain unpaid, you'll need to contact buyers individually to arrange for payment, then manage the order accordingly.

Additionally, You can now collect payment for open(unpaid) orders by sending supporters an Invoice from the Orders page. The invoice includes a private payment link that lets them review their order, edit their personal information and enter their payment information. Printing or Emailing Sales Receipts and Invoices

Please note that when you collect payment through this link, you won’t be able to include instructions or messages. This option is commonly used to collect a single payment from an individual before/after a gala event.