The following article provides an overview of Arlo's order functionality and will direct you to learn more about creating and managing your orders.
In this article:
- Order (billing) contact explained
- Order states explained
- Configuring your order settings and workflows
- Create orders
- Manage existing orders
- Manage order cancellations, refunds, and credit notes
- Find, report, and export orders
Arlo's comprehensive order management system allows you to easily take payments and manage orders for your events.
An order holds the transaction and payment information and the invoice lines. Orders may be created automatically (e.g. when people register on a paid event on your website), or manually (e.g. for private events).
An order records the billing contact and organisation details, individual line items including registrations and extras purchased, discounts, payment method, payment due date, and reference numbers. An order can also include custom lines for additional items.
Each order has a billing (order) contact who receives all of the order related communication.
Arlo orders support multiple regions, currencies, and tax rates, so you can continue to do business around the world seamlessly. Arlo also contains a wide range of order and financial reports.
- Orders and credit notes created in Arlo can be sent through to Xero automatically. If connected to Xero, order payments must be managed in Xero. Learn more.
- If your organisation does not use Xero, you can export orders from Arlo and import them into your accounting system to keep your system up to date with Arlo.
Order (billing) contact explained
The order contact (billing contact) is the key contact person for an order and the associated tax invoice (if one is created). Order contacts are only created when an event is using the order process registration method (where an order is created).
Felicity is the manager of a company and she's registering 5 of her staff for an event. She can become the order contact - whether she is attending the event herself or not. As the order contact, she will receive all order communication, registrants will only receive event-related instructions.
The order contact is asked for their billing address as a part of the order details.
- If the order contact selects Organisation as the payer, the postal address they enter on the order details page will be assigned to the organisation, not the order contact.
- If the order contact selects Individual as the payer, the postal address they enter will be assigned to their own contact record.
Note: Learn how to copy the order contact in on all emails that the registrant receives as well (e.g. event instructions).
Order states explained
The following statuses apply to orders or to registrations when associated with an order.
The order is not approved. Only a tax invoice (or order confirmation) would have been sent from Arlo to the order contact.
The order is approved, and events have yet to start. On approval, event instructions (and an order approval/receipt) are sent.
Note: Orders marked as fully paid in Arlo are automatically approved. You can also allow website orders to be automatically approved.
The order is approved and the events on it have been completed.
The order has not been approved and all events on it have since started.
Created when your customer registers for an event and chooses to pay by credit card, but doesn't complete the credit card transaction, if an organisation set to create orders with 'Requiring attention' submits a website order, or if an order fails to export to Xero.
Note: Pending orders are not created when using the Stripe integration.
Configuring your order settings and workflows
There are a number of order settings in Arlo that you can configure to meet your workflows requirements.
Orders can be created automatically (e.g. when people register on a paid event on your website), or manually (e.g. for private events).
Manage existing orders
Arlo allows you to easily review and update your existing orders and process transfers and changes. You can manually send invoices (if not enabled to be sent automatically) and send credit card payment links for outstanding orders.
Manage order cancellations, refunds, and credit notes
Credit notes can be easily generated for orders in Arlo and, if the order payment was made by credit card, Arlo can process a full or partial refund automatically.
Find, report, and export orders
Orders can be viewed and exported in various formats. There are a number of financial reports available in Arlo including an order list report, order line report, orders paid report and more.