Orders and sales you record

This page is for a member who sells, or a parent selling for a child. It covers All orders on your seller page, how to record a sale you took in person, the order status changes you can make yourself, and how to print a thank-you note for a buyer. A parent and a member see the same page. For a parent, every order on it is credited to your child.

Open your seller page and select All orders, under the To do list. See Your seller page if you are not sure where that is.

The top of the page shows My performance: “Raised $120.00 from 3 paid orders”. Only paid orders count, delivered or not, less any refund. A pending order counts once it is paid, and an order refunded in full does not count. The amount leaves out any fees the buyer chose to cover. Select the small About what counts toward Raised icon beside the heading for the same rules.

Below that is the list of orders credited to you, newest first. It includes orders from your share link and sales you recorded, and orders the treasurer credited to you. See Attribution for how an order reaches you. A canceled order is not listed. With none yet, the page says “No orders yet.”

Each row shows:

• The order number and the buyer’s name. The buyer’s phone and email are not here; while an order still needs delivering or collecting, your To do list shows them. See Your To do list.
• The items with their options, the pickup or delivery option the buyer chose, the delivery address, and the buyer’s note. An unpaid cash or check order also shows Collect and the amount owed.
• A second line with the campaign’s name, the date the order was placed, how it is paid, and “Pickup” or “Delivery” when the order has one. Payment reads Card or Cash / check. See Payment methods.
• An amount, in green. It is what the order adds to your Raised: the order subtotal less any refund, without fees. A pending order shows what it will add once it is paid.
• Two status badges, payment first, then fulfillment.
• A note on an order that does not count yet, and the buttons you can use.

The payment badge is Pending, Paid, Partially refunded or Refunded. Pending means the money has not been recorded yet. Partially refunded means the order is paid but part of it went back to the buyer. The fulfillment badge is Unfulfilled, Out for delivery or Delivered. Payment and fulfillment move separately, so an order can be delivered while still pending.

An order that does not add to your Raised says why next to its badges. “Counts once paid” is a pending order. “Not counted” is an order refunded in full.

Print checklist opens a page with the orders you still hand over: those not yet delivered and not set for pickup, since the organization hands over pickup orders. Each row has a box to tick, the buyer, the items, where it goes and what to collect. Select Print to print it.

A page holds 20 orders. With more, Showing 1-20 of 45 appears under the list, with Previous and Next.

You can move an order’s delivery along on your own, record the payment on a cash, check or Venmo order that is still pending, and undo a payment you recorded that you still hold. You cannot undo a payment the treasurer holds, cancel an order or refund it. The treasurer does those. Ask them if an order needs one.

Your To do list on the seller page has the quickest buttons: Delivered and Got paid, each with Undo. See Your To do list. The buttons below are on each row under All orders.

An order offers these buttons, depending on where it stands:

• Record payment appears on a pending cash, check or Venmo order. Use it once the buyer pays you. A box asks how they paid; choose Cash, Check or Venmo and select Record payment. The order moves to Paid, it counts toward your Raised, and the money adds to the cash you owe the treasurer. A notice confirms it: Payment recorded.
• Mark out for delivery appears on an order that is for delivery and has not left yet.
• Mark delivered appears on any order that is not delivered yet. A delivery order can skip Out for delivery and go straight to Delivered.
• Back to Unfulfilled or Back to Out for delivery undoes the last step, for a mistake. The button names the stage the order returns to.
• Undo payment appears on a paid cash, check or Venmo order whose money you hold. Use it when you recorded the payment on the wrong order. A box asks “Undo the payment on this order?” and says the order goes back to unpaid and the buyer owes it again; select Undo payment to confirm. A notice confirms it: Payment undone. If you already turned that cash in, what you owe can drop below zero, and the treasurer sorts it out. A payment the treasurer holds shows no Undo payment.

To use a delivery button:

1. Find the order under All orders and select the button.
2. A box asks you to confirm, for example “Mark this order delivered?”. For Mark out for delivery and Mark delivered, it tells you the order can move back if it was a mistake. For a Back to button, it says “This undoes the last fulfillment step on this order.”
3. Select the same button in the box. A notice confirms it: Order marked out for delivery, Order marked delivered or Fulfillment step undone. To back out, select Cancel.

An order moves only when it is paid, or when it is a pending cash or check order. A pending card order shows no buttons. An order refunded in full shows them only while it is out for delivery, so it can still be delivered or brought back. If you see no button on an order you expected one on, its payment is probably still pending. Ask your treasurer.

A suspended organization’s All orders is read-only, and the status buttons are hidden. See When an organization is suspended.

Use Record a sale when you sell in person, for example at a door, a table or a game, and the sale did not come through your link. A sale you record here is always credited to you, so there is no seller to choose. Record a sale is one of the three buttons on your seller page, and on your card on the home screen.

1. Select Record a sale. The Record a sale page opens.
2. Under Campaign, choose the campaign. Only active campaigns are listed. For a sale in a campaign that has closed, ask the treasurer.
3. Under Customer, enter the buyer’s Name. It is required. Email (optional) and Phone (optional) can stay empty.
4. If the campaign has pickup or delivery options, Pickup or delivery asks How does the buyer get it? Choose one. An option that is full is shown as full and cannot be chosen. For a delivery option, a Delivery address (optional) and an Apartment or unit (optional) field appear. If the campaign has only one open option, it is already chosen. If you leave the choice empty, the form asks you to choose how the buyer gets it.
5. Under Line items, select Add line. Pick a Product. Then pick its Variant or other choices if it has them, and set the Quantity. For a donation, enter the Donation amount in dollars. Add a line for each product in the sale. Remove drops a line. A total at the bottom is an estimate. The final total is worked out when you submit, from the campaign’s prices.
6. Under Payment, answer Has the buyer paid? with Yes, paid or Not yet. There is no default, so you have to choose one. For Yes, paid, How was it paid? appears. Choose Cash, Check or Venmo.
7. Tick Mark delivered now (the buyer already has it) if you handed the order over already. Leave it off otherwise.
8. Select Record sale. The button stays off until you have chosen a campaign, entered a name and added a line.

A notice, Order recorded, gives the order number, and the console returns you to your seller page. The order is now under All orders.

What the choices do:

• Yes, paid records the order as paid today, with the method you chose. The money counts as cash you hold, and it adds to the cash you owe the treasurer until the treasurer confirms your hand-off. A sale you record as paid always counts that way. See Cash you owe. If you entered an email, the buyer gets a receipt that says how they paid.
• Not yet records the order as Pending. It does not count toward your Raised, and it adds nothing to the cash you owe, until its payment is recorded. Once the buyer pays you, use Record payment on the order, as above; the money then counts as cash you hold. The treasurer can also record it, and says who has the money. If you entered an email, the buyer gets the order with the amount due. See Pay-later orders.
• Mark delivered now sets the order to Delivered. Without it, the order starts Unfulfilled, and you use Mark delivered on the order, as above, once you hand it over.

You cannot change or cancel a recorded sale yourself. Ask the treasurer. If the form shows a problem, such as a missing name, fix it and select Record sale again. An error notice, Error recording order, says what went wrong. A suspended organization refuses new sales, and Record a sale is hidden on its seller page.

A thank-you note is a page for the buyer that names you, the campaign and what they ordered. It shows no prices and is not a receipt. The buyer already got their receipt at checkout.

1. Under All orders, find the order and select Print thank-you. The button appears only on orders that count toward your Raised.
2. The Thank-you note page shows “Thank you, Pat!”, a line saying you raised funds for the campaign and that the order helped, the items, and the order number. For a parent, the note names your child. Check the buyer’s name and the items.
3. Select Print. Only the note prints, without the heading or the button.

To email the note instead, most browsers can save it as a PDF from the print window. Back to orders returns to All orders.

• Your seller page shows where the To do list, the buttons and the links sit.
• Payment methods explains card and manual payments and pay-later orders.
• Attribution explains how an order is credited to you.
• Cash you owe covers the cash figure and logging a hand-off.
• Cash and hand-offs shows how the treasurer handles cash you hold.