Arlo's comprehensive order management system allows you to easily take payments and manage orders for your courses.
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 course on your website), or manually (e.g. for private courses).
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.
Arlo supports a range of integration options which allow you to transfer orders and credit notes (generated in Arlo) to your accounting system.
The integration also supports updating payment status and order approvals on orders/credit notes in Arlo when the corresponding invoice/credit note is marked as paid in your accounting system.
Learn about your accounting system integration options.
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 a course is using the order process registration method (i.e. where an order is created).
Felicity is the manager of a company and she's registering 5 of her staff for a course. She can become the order contact - whether she is attending the course herself or not. As the order contact, she will receive all order communication, registrants will only receive course-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.
Learn how to copy the order contact in on all emails that the registrant receives as well (e.g. course instructions).
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 courses have yet to start. On approval, course 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 courses on it have been completed.
The order has not been approved and all courses on it have since started.
Created when your customer registers for a course 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.
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.
Arlo allows you to easily review and update your existing orders. With Arlo, you can manually send invoices (if not enabled to be sent automatically) and send credit card payment links for outstanding orders. You can also manually approve or unapprove 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.
Arlo allows you to send invoices and credit notes as PDF attachments instead of as content in the emails. This enables you to fully customise your invoices so they meet your organisation's needs, such as your branding, special instructions, dynamic custom course fields, and more.