Orders are requests from users to purchase certain courses, lessons, or other products and services offered by the platform.
To view your customers' orders, go to the "Sales" section and select the "Purchase orders" tab. The "Purchase orders" tab displays a list of orders from your site. If a site visitor added an item to the shopping cart or went to the payment page, then this order is added to the list of orders. You can work with this list: change the order status, change the contact information and payment information.
Click on the desired section of the article to go to its description:
Creating orders
Orders are generated automatically when a visitor on the site adds a product to the cart and/or pays for the product. But you can create orders manually. To create an order manually, click the "Create Purchase order" button. For more information on how to create orders manually, read the article "Creating an order".
After adding an order, it will appear in the list.
Order list
In the list of orders you can see information about the contact:
- Number. The serial number of the order is specified. This number is also displayed in the Payments section.
Columns. Columns with information about the order are shown. You can customize the number, content and sequence of columns.
Actions. Buttons are available to you here:
The “Edit" button. Click to make changes to the order.
The "Delete" button. Click to delete the order.
The “Order History" button. Click to view the order history.
To adjust the number, content and sequence of columns, click the "Manage columns" button.
You will have an additional window "Column Management".
The full list of possible columns is shown on the left side.
- ID. A unique registration number assigned to the order.
Date created. The exact date and time when the guest created the order on the page.
Contact. The CRM contact associated with the order is specified. Click on the contact's name to open the contact's profile in the Contacts section.
Order content. This column shows the list of products and their quantity that the customer added to the cart or paid for.
Payment date. The exact date and time of payment of the order.
Tags. Here are the tags for the order.
Responsible. The responsible employee will be indicated here.
Source. The address of the page from which the order was received or the name of the administrator who added the order manually is specified.
Order amount. It shows the cost of goods that must be paid to the guest.
Paid. The payment status is displayed here: not paid, paid, partially paid. In case of partial payment, the amount is indicated.
Fee. The commission is pulled up automatically upon payment.
Income. Income is the amount paid minus the commission amount.
Expires. The expiration date of the order payment is shown, after this date the customer will not be able to pay for the order.
Status. The order status is the stage at which the order is currently located. This field can be edited from the order card.
UTM tags. UTM tags for the order are specified here.
Partner. The contact of the partner in the affiliate program is specified.
Partner fee amount. The amount of the commission charged to the partner is indicated.
Check the boxes next to the columns that you want to display in the list of orders. Or click the "Default" button to return to the original view.
In the right part there is a list of the columns you have selected. You can change the order of the columns. To do this, grab the column and drag it up or down. After completing the settings, click the "Save columns" button.
Search and filter orders
In the upper part of the "Orders" section, a search bar and a filter are available to you. Use them to quickly find the right order.
Click the "Add Filter" button and select a filter condition from the list:
Search. Use this line for a free keyword search.
Created Date. This condition highlights orders that were created on certain dates. Select the date interval.
Payment Date. This condition highlights orders that were paid by users on certain dates. Any payment of the order within the specified period will be shown, including partial payment of the order.
Full payment date. Only fully paid orders on certain dates will be shown.
Has payment. Orders with or without payment will be shown. Move the slider to the active or inactive position to set the desired parameters.
Fully Paid. This condition highlights orders that have been fully paid or do not have full payment. Move the slider to the active or inactive position to set the desired parameters.
Connected contact. This condition highlights the orders associated with the CRM contact. You can select one or more contacts from the CRM contact list.
Responsibles. This condition highlights the orders to which the responsible employee is attached. Select one or more employees from the list.
Products. This condition highlights orders that have a specific product. Select one or more products from the list.
Statuses. This condition highlights orders that are currently in a certain status. Select the order status from the suggested list.
Order amount. This condition highlights orders whose amount is in the selected amount range.
Order payments amount. This condition highlights orders that are paid for a certain amount. Set the desired amount interval.
Renewal. This condition highlights subscriptions that have been renewed or not renewed. Move the slider to the active or inactive position to set the desired parameters.
Courses. This condition highlights orders that have a certain rate. Select one or more courses from the list.
UTM tags. You can specify the value of the UTM tag to select only those orders in which related contacts clicked through this UTM tag to your site.
Tags. This condition highlights the orders to which certain tags are attached.
Promo code. This condition highlights orders that have the selected promo code.
Partner. This condition highlights the orders associated with the selected partner. You can choose one or more partners.
Affiliate program. This condition highlights the orders created within the framework of the partner program.
Show deleted. This condition highlights previously deleted orders.
Additional fields. This condition allows you to sort orders that have additional fields. You can select one or more additional fields.
Subscription mode. This condition highlights orders with a trial subscription period, an extension after the trial period, full payment, or an extension of a non-trial period.
Extended filter. Select the advanced filter to create different combinations of conditions for selecting orders. An additional window "Filtering and search conditions" will open for you. Here you define the conditions for creating a list of orders. Read more about the filtering conditions in the article “Filtering and search conditions".
The "Manage filters" feature allows users to customize and optimize the display of orders in the list. This can be especially useful for teams that work with a large number of orders and need a convenient way to track the status and characteristics of these orders. This allows you to quickly find the right orders.
By choosing different filter conditions, you can create a “set” filter that can be saved for future use. This is especially useful if you often search for the same data. You can save your preferences and not adjust the filters every time.
Select the necessary conditions for the filter, click "Manage filters" and "Save".
In the window that opens, fill in the fields:
- Name. Enter the name of the filter.
Description. Add a short description of the filter for easy search.
Access. The filter can be public or private.
Public. The public filter will be available to all users.
Private. A private filter with limited access, it can only be viewed by those users who have been granted access to it.
Then click "Save".
After the filter is configured and saved, you can copy the unique link to this filter. You can send this link to other team members so that they can quickly access the same filtering settings and see a similar selection of orders. This greatly simplifies collaboration and discussion.
Using filters, the team can find the data they need faster, which makes it easier to manage time and resources and improves overall productivity.
All previously created filters will appear in the list of saved filters. Click "Manage Filters" and then "Saved Filters".
In the window that opens, you see the following information:
- The name of the filter, the type of access, the date and time of its creation and by whom the filter was created.
Apply. Click the button to open the list of orders with the conditions of this filter.
Edit. Click the button to make changes to the saved filter.
Copy the link. Click the button to copy the link to this filter and then forward it.
Copy. Click the button to create a copy of the filter.
Remove. Click the button to remove the filter.
Search. Use the keyword search bar to conveniently search for a filter in the list.
The "set" filter will also be saved in the page address. You can also copy the page address and forward it to your employees. If an employee follows this link, the "Orders" section of the employee will open with the "set" filter you created.
Order management
Click the "Edit" button. You will see detailed information about the order. Here you can make changes to your order.
Order number.
The "Execute" or "Cancel" button.
Status. The status of the order will be shown here.
Source. Here you will see the page where the order was created or the name of the administrator who added the order manually.
Date created. The exact date and time of the created order.
Payment link. Here is a link to pay for the order, so that you can copy it and send it to the client, if necessary.
Add a partial payment. Click the button to create a link for partial payment of the order. In the window that opens, specify the amount of the partial payment.
Income. Income is the amount paid minus the commission amount.
Total amount. The subtotal of the order is shown here.
Paid amount. The amount already paid is shown, with partial payment of the order.
Amount to Be Paid. The final amount payable is shown here.
Delivered. Product Shipping Information.
Order information. Here you can make changes to the order.
- Status. Here you can change the order status.
Connected contact. The name of the customer who created the order.
Tags. Here you can change the tags for the order.
Responsible. The responsible employee will be indicated here, you can change the responsible person.
Partner. The partner whose invitation link was used to create the order is indicated.
Deal. Here is the number of the deal through which the order was created, as well as the stage of the deal.
Expiration date. After this date, the customer will not be able to pay for the order.
Managing additional fields. Click to create additional fields for the order.
Contact information. Here you can make changes to the contact's personal data. Click the "Edit" button.
To change the order status, select the desired one from the list:
Created - The order has been successfully placed, but has not yet been processed.
Checkout data - The user must fill in additional data (for example, access information, personal information, etc.).
Payment in process - The payment for the order is being processed and the system is waiting for confirmation.
Partially paid - The payment was made, but not in full (for example, if there is a possibility of installments or partial prepayment).
Paid - The full payment for the order has been successfully processed, and the order is ready for shipment or access.
Preparing shipment - The order is being prepared for shipment or activation (for example, preparing access to the course).
Shipped - The order has been sent to the user or access to the course has been activated.
Fulfilled - The order has been fully completed (for example, everything necessary has been provided, and the course is available).
Cancelled - The order has been cancelled, either on the user's initiative or for other reasons.
Refund - The user initiated the refund process (for example, in case of course cancellation or dissatisfaction).
Order content. Information on the product added to the order is displayed here. You see the product name, quantity, product cost, product discount, if any.
Partnership commissions. This section is used to account for commissions paid to partners for attracting customers or selling educational products. For more information about the affiliate program, read the article "Affiliate Program".
Order payments. Payment information will be displayed here. Or you can manually specify the payment. Click on the "Create" button. You will see an additional window “Create payment”. Select a payment integration from the list, specify the status, amount and payment date. Click the Create button. Payment information will appear. You can make changes or delete payment information.
Order history. The detailed history of this order is displayed here.
Restoring deleted orders
To see all previously deleted orders, add the "Show deleted" filter. Orders marked "Deleted" will appear in the list. You can restore a deleted order by clicking the "Restore Order" button in the Actions column.
Or restore the order from the order card. Click on the order number or the Edit button to open the order card. Click the "Restore order" button at the top of the page and confirm the restoration.
Bulk Action
Using filtering and search terms, you can select orders and perform mass actions with them. Bulk Actions is a feature that allows you to apply the same action to several selected orders at the same time. Instead of manually processing each order individually, you can select a group of orders that meet certain criteria and perform the desired action for all at once.
Select the required orders and click the "Bulk Action" button.
Export Orders
The "Export Orders" function allows you to export all selected orders in XLSX or CSV format. Exporting orders is uploading a list of orders from your account to another account.
In the window that opens, select the file format and the fields to export. Click the "Export orders" button and download the file to your device (computer, laptop, tablet) in one file.
The export sessions will be saved and displayed on the left side of the Orders section panel. The number of sessions held is indicated here. Click the "Details" button to perform actions with saved sessions.
In the window that opens, all previously created order export sessions will be available. You can re-download the created files by clicking the "Actions" button and selecting the "Download" action.
Change Status
The "Change Status" function allows the administrator to quickly change the status of several orders at the same time, which is especially useful when there are a large number of orders.
A mass change allows you to quickly update the status of several orders, depending on the current situation. For example, you can change the status of orders from "Pending payment" to "Paid", from "In Progress" to "Completed", etc. This helps to better track and manage the fulfillment of orders.
Delete Orders
The "Delete Orders" mass action allows you to delete several selected orders at the same time. This option is necessary to clear the list of unnecessary or irrelevant entries.
It is a tool for effective management of order data on the platform, allowing you to quickly and conveniently delete unnecessary records, maintaining the order and relevance of information. It can be used, for example, to delete test orders created for verification or duplicate orders that arose due to a system error or repeated user checkout.
How to process a refund
Refund is the process of returning money to a customer after purchasing a course or educational material.
To process a refund on the platform, select the order you wish to cancel. Click on the order number or the "Edit" button to open the order details. You will see detailed information about the order. At the top of the order card page, click on the "Cancel" button.
Next, in the "Order payments" section, click the "Create" button.
In the newly opened window, choose the payment integration through which the refund will be made. In the status field, select "Refund". Then enter the refund amount, commission, and payment date. Click the "Create" button.
This refund amount will be included in sales analytics. For more information, read the article "Sales Analytics".