Orders

Orders is the list of every order placed across your campaigns, card and cash. Only owners and admins can see or change it. A volunteer does not see Orders in the side navigation and works from Fulfillment instead. See Volunteers and roles.

Each order carries two separate statuses, one for payment and one for fulfillment. For what each means and how they move, see Payment methods and Fulfillment.

Open Orders under Selling in the side navigation. The list shows 25 orders to a page, newest first, with Showing 1-25 of N and Page 1 of N beneath it.

• Search. Type part of a buyer’s name or an order number in the search box. Capitalization does not matter.
• Any payment status. Narrow to Pending, Paid, Refunded or Canceled.
• Any fulfillment status. Narrow to Unfulfilled, Out for delivery or Delivered.
• All Payments. Narrow to Online (Stripe) or Manual.
• From and To. Show orders placed between two dates.
• Pending attribution only. Show orders with no member credited.

The list has these columns.

Column	What it shows
Order	The order number. Select it to open the order.
Customer	The buyer’s name and email.
Member	The member credited with the sale, or Assign when none is.
Status	The payment badge, then the fulfillment badge.
Payment	Card or Cash / check.
Total	The order total.
Placed	When the order was placed.

The payment badge reads Pending, Paid, Partially refunded, Refunded or Canceled. Partially refunded is a paid order with some money refunded. The Paid filter includes those orders too. The fulfillment badge reads Unfulfilled, Out for delivery or Delivered.

Use Record manual order for a cash, check or Venmo sale made outside the storefront, whether the buyer has paid or not. It counts toward the campaign like any other order and carries no UnitTally fee.

1. On Orders, select Record manual order.
2. Under Campaign, choose a campaign. The list shows active campaigns, and closed campaigns for 72 hours after they close. Draft, scheduled and archived campaigns are not listed.
3. Under Customer, enter a Name. Email (optional) and Phone (optional) are optional.
4. If the campaign has pickup or delivery options, choose one under Pickup or delivery. A campaign with a single open option has it chosen already. A delivery option also asks for a Delivery address (optional) and Apartment or unit (optional).
5. Under Line items, select Add line. Choose a Product, then a Variant and options if the product has them, or a Donation amount for a donation, and set the Quantity. Prices come from the catalog. The total on the page is an estimate, and the final total is worked out when you submit.
6. Under Payment, answer Has the buyer paid? with Yes, paid or Not yet. Nothing is chosen until you pick.
7. For Yes, paid, choose How was it paid? (Cash, Check or Venmo) and Paid on. Paid on is today unless you pick an earlier day, and it cannot be later.
8. Tick Mark delivered if the buyer already has the items. Otherwise the order shows on Fulfillment until someone marks it delivered. See Fulfillment day.
9. Optionally choose an Attributed member (optional). For a paid order, answer Who has the money? with the member or The organization. Money the member holds adds to their Cash owed until their hand-off is recorded. See Cash and hand-offs.
10. Select Record order. The order opens when it is saved.

A paid order is saved as Paid. A Not yet order is saved as Pending until you record its payment. A buyer who gave an email gets a receipt for a paid order, or the order with the amount due for one not yet paid. If an item is short on stock, the order is refused.

Select an order number to open it. The header shows the order number, both status badges and the actions that apply to the order now. The Details tab has these cards.

• Customer: name, email, phone, address and any Note from the buyer.
• Attributed member: who is credited with the sale.
• Campaign: the campaign and when the order was placed.
• Fulfillment: the status, the pickup or delivery option, and when and by whom the order went out for delivery or was delivered.
• Other orders in this checkout: shown when the buyer’s checkout made more than one order.
• Payment: the status, Payment kind, how it was received and who has the money, the subtotal, total, Platform fee, Stripe processing fee, Fee covered by, Refunded and Remaining refundable. For what the fee lines mean, see Fees and caps.
• Admin notes and Line items.

The console has no way to edit an order’s customer, line items or totals. You can change the admin notes with Edit notes, and the credited member.

A cash, check or Venmo order that was not paid when it was entered waits as Pending. When the money comes in:

1. Open the order and select Record payment.
2. Under How was it paid?, choose Cash, Check or Venmo.
3. If the order credits a member, answer Who has the money? with the member or The organization. An order with no member is recorded as held by the organization.
4. Select Record payment.

A buyer who gave an email gets a receipt. Received as and Who has the money then appear on the Payment card.

If you recorded the wrong details, select Back to Pending on a paid cash, check or Venmo order. It clears the method and who has the money, and it is offered only while nothing has been refunded. Then record the payment again.

To record several at once, see Change several orders at once.

An order has no member when the buyer did not use a member’s link. Where the buyer typed a seller’s name at checkout, the Member column shows Buyer wrote: with that name. For how links and the 30-day credit work, see Attribution.

1. On Orders, tick Pending attribution only.
2. In the Member column, select Assign on an order and choose the member.

A Member assigned message confirms it. To credit a different member on an order that already has one, open the order and choose another member under Attributed member. An order whose member was removed from the roster shows Assign again, but Pending attribution only does not list it, because that filter shows only orders that never had a member.

Open the order and select Resend confirmation. It appears on a paid order, or a pending cash, check or Venmo order, that has a buyer email. A paid cash, check or Venmo order sends its payment receipt again. Any other sends the order confirmation. The email covers the other orders from the same checkout too. For what each email says, see Emails to the buyer.

Tick the box beside each order. Selections carry across pages. A bar appears with N selected and these buttons. The count beside each, such as (3 of 5), says how many selected orders it applies to. The others are skipped.

• Record payment records one payment method for the selected pay-later orders. If any of them credits a member, it also asks Who has the money? with The credited member or The organization. Orders with no member are recorded as held by the organization.
• Mark out for delivery moves unfulfilled delivery orders to Out for delivery.
• Mark delivered moves orders to Delivered.
• Resend confirmation emails each buyer again. A checkout gets one email, or one of each when both its paid and unpaid cash, check or Venmo orders are selected.
• Edit notes replaces the admin notes on every selected order.

One bulk action takes at most 200 orders.

When it finishes, a message says how many orders were updated and why any were skipped, for example “1 updated. 2 skipped: not paid yet.” Reasons include no buyer email, an email that bounced before, an unpaid card order, a canceled or refunded order, and an order already delivered.

Refund is offered on any Paid order, including one already Partially refunded, whether or not it has been handed over. It is also offered on a Refunded order whose covered fees are not refunded yet. Open the order and select Refund.

1. Choose Full refund or Partial (per line item).
2. For a partial refund, set a Refund qty for each line. The Refund total is worked out from the quantities.
3. On a full refund of an order where the buyer covered fees, you can tick Also refund the $N in fees the buyer covered. with the amount filled in. Neither UnitTally’s fee nor Stripe’s comes back to you, so this comes out of your Stripe balance.
4. Check Remaining refundable, then select Issue refund.

A card refund goes back to the buyer through your Stripe account. A cash, check or Venmo refund only records the refund, so hand the money back yourself. Once every item is refunded, in one refund or several, the order becomes Refunded and its items go back in stock if it is still Unfulfilled. Refunding only some items never puts stock back. On a Refunded order, Refund offers just the fees the buyer covered. For what a refund does to a member’s Cash owed, see Refunds.

Canceling closes an order that has no money to return and puts its items back in stock. It does not refund anything.

1. Open the order and select Cancel order.
2. Choose a Reason: Buyer asked, Out of stock, Duplicate order or Other. Other needs a Note, and the note is optional for the rest.
3. Select Cancel order, or Keep order to leave it.

Cancel order is offered only while the order is Unfulfilled and either Pending or Paid with a total of $0. To give money back on a paid order, use Refund. A card order that is Pending shares one payment page with the rest of its checkout. The dialog names the other pending orders, and canceling cancels them too and stops the Stripe payment. The reason and note show as Canceled on the Payment card.

The Audit timeline tab on an order lists every recorded change to it, grouped by day in your organization’s time zone. Each entry shows what happened, the time, the details that changed, and who did it. An order with no recorded history shows No audit history.

Two buttons on Orders open in a new tab and download a file. Both use the filters you have set at the time, ignore paging, and are limited to 50,000 rows. Both include canceled orders, as the list does. Rows run oldest first, and money is in cents. When more rows match than the limit, or the download fails partway, the file’s last row says so in its first cell.

• Export CSV has one row per order. Its columns are the order number, payment and fulfillment status, payment kind, who has the cash, the customer’s name, email and phone, the member, the campaign, the subtotal, fee, total and refunded amounts, a summary of the items, the email of the person who sent it out for delivery, delivered it or canceled it, when it was placed, paid, sent out, delivered and canceled (each in UTC and in your time zone), the pickup or delivery option, the delivery address, and, for a cash, check or Venmo payment, how it arrived and the email of the person who recorded it.
• Export items has one row per line item. Its columns are the order number, payment and fulfillment status, member, campaign, customer name, product, variant, options, quantity, price in cents, and the pickup or delivery option.

The order export holds buyers’ email addresses, phone numbers and addresses, so store the file as you would the roster.

• Payment methods: pay later, emails to the buyer, hand-offs and refunds.
• Fulfillment: payment status and fulfillment status, and the list orders move through.
• Attribution: member links and crediting a sale.
• Fees and caps: the fee lines on an order.
• Running a campaign: when a campaign takes orders.
• Fulfillment day: working the list that orders move through.
• Cash and hand-offs: recording what members hand over.
• Your roster: the members you credit.