The following article describes how to manage existing orders in Arlo.
Arlo supports the recording of payment transactions against orders. For unapproved orders, when the order is fully paid, Arlo will automatically approve the order and send associated registrants their course instructions.
You should not make changes to an order that has:
- had payments added to it
- been exported to Xero
At any of these stages, the order is a locked financial record and should not be altered in any way. Instead, you should process a cancellation and/or refund/credit, or raise a new order if an additional amount is owed, so the integrity of the initial order remains intact.
The following instructions explain how to edit existing order details in Arlo. Follow these steps when you need to change the details of an order after it has been created.
- Open the Orders menu item.
- (Optional) If an invoice has been sent or if the order has been approved, click Unmark as sent.
- Press Edit. You can now make changes, such as editing the order line prices, adding/removing additional attendees, changing the courses, or order contact.
- Press Save.
- (Optional) Resend the new invoice.
Arlo allows you to easily manage registrations on orders, whether you need to transfer a registration between courses, replace an existing registrant with a new one, or cancel a registration.
With Arlo, you can process order cancellations, refunds and credit notes, and allocate credit balances to other orders.
If you don't have automated invoices enabled or you need to manually send an invoice, you can do so in Arlo.
- Open the Orders menu item.
- Press Send Invoice.
- Check that the recipient's email address is correct.
- Press Send.
If you have sent an invoice for an order using an external system, you can mark the invoice as being sent.
- Open the Orders menu item.
- Press Mark Invoice as Sent.
If you need to issue a new invoice for an order you can unmark the invoice as being sent so you can send a new one.
- Open the Orders menu item.
- Click Unmark as sent.
- You will now be able to send an updated invoice.
From time to time, you might need to forward a sent invoice onto another recipient.
- Open the Orders menu item.
- Open the Communication tab.
- Select the Order tax invoice communication that was sent.
- Press Forward.
- Enter the email address of the person you want to forward the email to, and then press Send.
The following instructions describe how to send a receipt once an order has been marked as paid. Ensure that receipts are enabled before completing these steps.
- Open the Orders menu item.
- Press Send Receipt from the toolbar.
- Press Send.
Orders marked as fully paid in Arlo are approved automatically. You can also set orders to be approved automatically based on the payment method used when the order was submitted.
When an order is approved in Arlo, registrants on public courses are sent their course instructions.
Because of this, generally you won't need to manually approve orders but if you do, the following instructions outline how to manually approve or unapprove an order.
- Open the Orders menu item.
- Press Approve.
- Select the relevant email options and press Approve Order.
- Open the Orders menu item.
- Select the Awaiting approval view.
- Select the orders that you would like to approve.
- Press Actions and select Approve orders.
- Select the relevant email options and press Approve Orders.
You can unapprove an order in Arlo for example if you accidentally approve the wrong one.
- Click Unmark as approved.
Arlo allows you to store documents against records so that you can access relevant files when you need them.
- Open the Orders menu item.
- Find and select the order you would like to add a document to.
- Select the Document tab.
- If you have your file explorer open, you can drag the file(s) to the "Drag files here" section. Otherwise, press Browse... which will open your file explorer.
This is possible for non credit-card orders. This can be changed by editing the payment methods settings
