Order Management

Approving an event order

Group managers can alter the billing status of individual events from the calendar event details using the "Billing Status" dropdown and then clicking the "Update Event" button.

EventBillingEdit.png

 

Approving a single order

  1. Click on the "Manage" icon in the top bar
    ManageIconTopBarClick.png
  2. Click on "Manage Approvals"
    ManageApprovalsIconClick.png
  3. Click on the button for the group that has the order to be approved
    ManageApprovalsGroupClick.png
  4. Click on the order row you wish to approve
    OrderApprovalRowClick.png
  5. Click on the "Approve" button
    OrderApproveButtonClick.png

Batch approving orders

  1. Click on the "Manage" icon in the top bar
    ManageIconTopBarClick.png
  2. Click on "Manage Approvals"
    ManageApprovalsIconClick.png
  3. Click on the button for the group that has the order to be approved
    ManageApprovalsGroupClick.png
  4. Use the check boxes next to the order rows to select all orders that you wish to approve. You can also use the "Select All Valid" button to select all error free orders that do not occur in the future for approval.
    OrderApprovalBatchSelect.png
  5. Click the "Approve Selected Button"
    OrderApprovalBatchApproveClick.png
  6. Click the "Confirm" button
    OrderApprovalBatchApproveConfirm.png

Adding a line item order batch

For groups that need to add large numbers of line item orders there is a Batch Upload form available for managers. This can be accessed from the "Manage Approvals" interface.

LineItemBatch-AccessButton.png

This will take you to the batch order upload interface.

LineItemBatch-UI.png

This interface allows managers to upload and validate a list of charges to be grouped by charge account into orders. The order CSV file must include the following fields:

  1. Charge description
  2. Service ID (system id) of the service to create the charge for
  3. Account ID (system id, not short account) of the account to be charged
  4. User ID (system id) of the user who is ordering the charge. Note that this ID MUST be an account that is both valid and that the provided user is authorized to charge on.
  5. The rate per item to charge
  6. The commercial rate per item to charge
  7. The quantity to be charged for

Note that line items will be grouped into orders based on the account_id and user_id fields. If you need line items for the same user and account to appear in separate orders you will need to upload them in separate files

After upload the system will provide feedback on the uploaded file, including any errors

LineItemBatch-UploadResults.png

Once any issues have been resolved a "Submit" button will appear at the bottom of the list of orders

LineItemBatch-SubmitButton.png

After a successful submit you will be returned to the "Approvals" screen and the newly created orders will appear on the orders list.

LineItemBatch-SubmitResults.png

Altering an order

  1. Click on the "Manage" icon in the top bar
    ManageIconTopBarClick.png
  2. Click on "Manage Approvals"
    ManageApprovalsIconClick.png
  3. Click on the button for the group that has the order to be approved
    ManageApprovalsGroupClick.png
  4. Click on the order row you wish to edit
    OrderApprovalRowClick.png
  5. Edit any details of the order you wish to change and then click the "Save" button.
    AlterOrder-Annotated.png

Note: Line item's on existing orders can only have their quantity altered. If a line MUST have it's rate altered please zero out the desired line and add a new Line Item using the "Line Item Add Form"

Adding a Line Item

Line items can be added to any order by using the "Line Item Add Form". This form functions the same as a standard line item form absent the custom data fields. Please note that added line items CANNOT be remove and instead must be zeroed out after adding.

Refund / Discount Process

For historical reasons orders cannot be voided or deleted from the system. Occasionally mistakes are made and a refund must be issued. To do so a manager must submit a new order with a negative value to be processed with the next billing cycle.

Process

  1. Go to a "Dynamic Order Form" (Often labeled "Line Item") service as a manager
  2. Select the user the refund will be applied to
  3. Select the account the refund will be applied to
  4. Enter a line item that results in a negative number
  5. Submit the form
  6. Approve the created order for inclusion in the next billing cycle.

RefundOrder.png

Excluding an order

  1. Click on the "Manage" icon in the top bar
    ManageIconTopBarClick.png
  2. Click on "Manage Approvals"
    ManageApprovalsIconClick.png
  3. Click on the button for the group that has the order to be approved
    ManageApprovalsGroupClick.png
  4. Click on the order row you wish to approve
    OrderApprovalRowClick.png
  5. Click on the "Exclude" button
    AlterOrder.png