Ch. 004c. Pending

PRESSERO > *Pressero Documentation Manual

Note: Aleyant is currently conducting a phased rollout of its new checkout process. The enhanced process improves Pressero’s shopping cart by separating payments and shipping into their own pages, moves the approval process into its own workflow, and creates a new Pending Orders area. Content in this chapter reflects the new software. If you have any questions, please contact Support. 

In this chapter: 

Understanding the Pending Page 

The Pending page is a listing page that holds all carts waiting for Approval or for Payment. This page is found at both Admin and Sites levels, as shown in the graphic below. The Pending area is used by Pressero customers to view information about carts that have been placed in their storefronts and to update information about those orders. In many cases, the updated information will be shared with the buyer to keep them informed of the status of their order. Each individual Storefront also has its own Pending area (Sites > [Select Site] > Pending) preset to display pending orders from that site/store alone. 

Subscribers can manage Pending carts from inside the list view and provide targeted help for end users who may have issues completing the transaction. 

Scenarios that would send a cart to the Pending page: 

  • waiting for approval 
  • waiting for payment, either after being approved or if a payment takes a significant amount of time to process 
  • waiting for both approval and payment 

Characteristics of Pending Orders: 

  • Line items found in the Pending area are separate from the normal "production-ready" orders in Admin that are found in the All Orders page. 
  • Having a “Pending” area prevents the subscriber from needing to refund money if the cart changes. 
  • Having a “Pending” area allows subscribers to manage them away from actual orders that are part of the production process.  
  • “Pending” entities remain as “pending” until the payment is made, approval given, or both. 
  • Every order, whether it is paid and/or approved or not, receives a sequential Order Number in line with the rest of the orders in the system, which can then be used for payment transaction identification.
  • Entities in the Pending area are assigned an Order number based on the last available Order number that was issued. For example, if there are five Pending orders in the Pending area, and the last real Order number issued was Order 100, then the five Pending orders will be issued Order numbers 101-105, but still remain in the Pending area until they are converted to production-ready orders by either being approved, paid, or both. 
  • In the event that a Pending order never becomes a production-ready order, the order number stays with that Pending item to preserve history of events for finance audits, record keeping, and database integrity.

After payment is made 

A Pending order remains in the Pending list for an indefinite amount of time waiting for payment. Once the payment is completed it will become an Order, consume inventory if needed, and is displayed in the All Orders screen in Admin.  

Inventory 

Inventory is consumed when the Pending order is approved or when the Pending order/cart is paid for, whichever comes first. If Pending order is paid (inventory was consumed) and order item is denied, then inventory will be released. 

Pending Page Filter Area 

 

Filter settings are located at the top of the screen. Pressero displays the Pending page to fit the filter settings that are indicated here. If you are not seeing Pending carts that should be displayed here, check the filter settings to make sure they are within the ranges set.  

Start Date: This is the first day in the range of Pending orders to display.  

End Date: This is the last day in the range of Pending orders to display.  

Paid: Set the view to show Pending orders that are either paid, unpaid, or both (options are All, Paid, and Unpaid).  

Approval Status: If you have sites that use the Approval Workflow, you may want to only view Pending orders that are approved and ready to fulfill. You can use this drop-down to see All pending orders, pending that are Approved only, or Unapproved only.  

Search: Use this area to search for specific pending orders. For example, if you know exactly what Pending number or Order number you are looking for, enter that number and click Refresh (green arrow) to see that specific information. Enter a word contained in the Product name and click Refresh and see a list of all products that contain that name. This will not work when you are searching for a specific date; to display orders for a specific date, use the Start Date and End Date range option.  

Green Arrow (Refresh): Click this button when you do a search or want to refresh any changes you have made in both the filter area and the detail area below.  

Pending Page Listing Area 

When you first get started with Pressero and do not have Pending orders to display, you will not see the status bar described below or the pencil icon. As soon as Pending Orders are received, these options will be shown and available. The columns of information listed here may not be in the same order as you have in your Admin area since they are able to be moved by you (drag to move) into an order that fits your needs.  

Filter and Sort Columns of information: Depending on the type of information presented, you will see two different ways to filter the information. Above some of the columns is a text box that allows you to search and/or filter for something specific. There are also columns that sort the information by clicking the column title. Enter or click a filter to change the view.  

Pencil Icon: Choose this icon to open the detail of the specific line item. See below for detail within this area.  

Approval Status: This column displays the approval status; choices include All, Waiting for decision, Approved, Approved with edits, and Denied.  

Paid: Choices include Paid or Waiting for payment.  

Request Date: This is the date the item was ordered.  

Pending #: A pending number is no longer generated, but this column remains visible for reference. This was a system-generated "pending" number given to the buyer when they placed the order. It cannot be changed and cannot be removed from your admin history. You can mark an order as "canceled" in the status column, but you cannot delete or remove it.  

Order #: This is the system-generated order number given to the buyer when they placed the order. It cannot be changed and cannot be removed from your admin history. You can mark an order as "canceled" in the status column but you cannot delete or remove it. When you first get started, the ordering will start with 1. If you would like to change this number to something else you may submit a support ticket and tell us the number you would like all future orders to follow. The number must be numeric (no spaces, characters or symbols, dashes, etc.).

Item #: Each item in the order shares the same Pending Order number followed by the item number.  

Product: The product name for the item ordered. 

Site: The name of the site/storefront from which the order was placed.  

Requested Ship Date: If your storefront is set up to capture the requested ship date (Admin > Sites > [Select Site] > Settings > General > Checkout section), then the date the buyer requested will be listed. The options the buyer can make is based on whether the item is held in inventory and the number of days you indicated in the product setup is required to produce the item. If the storefront is not set up to request this information from the buyer, the date indicated in the product setup for the amount of time the job needs to produce will be indicated. For orders with multiple items, the latest date will be used.  

Total Items: This is the total number of items ordered for that product.  

Price: This is the price of the individual item ordered.  

Requested By: This is the name of the person who placed the order. 

Account Location: This is the location of your facility. This is helpful information to have when a user of Pressero has more than one location and you need to easily see what location has been assigned to the job. You can link all orders from a storefront to be assigned to a specific location you have. To do this go to Admin > Sites > [Select Site] > Settings > General (tab) > Shopping Cart section > Location. 

Bill To: During the ordering process, a Bill To address is assigned to the order. This is the address chosen or assigned by default.

Tax ID: The storefronts allow you to capture a Tax ID to display here in two ways: 

Admin > Settings > General > Shopping Cart section

  1. Enter a default Tax ID for the B2B site. This ID will be included on all orders placed from that storefront
  2. Check the box "Capture Tax ID" to require that the buyer adds a Tax ID to their user profile. If this box is checked, they will not be able to checkout without this information. 

Item Identifier: There are two areas of the system that can be used as an identifier. 

  1. When you create your product you can check a box for "Allow Edit of Product Name on Ordering". This is very helpful when you have a product such as "Copies" whose description does not help you or the buyer easily identify the job in the order detail. If the customer would like, they can add something like, "Holiday Special" and that will be the identifier. It can help you and your staff match up the job with the order and can help the customer if they are looking in their order history for a job they placed in the past. (See Ch. 004b. Site Order History for more information on Order History.) The Item Identifier is also one of the possible items you can include with a report from the "Report Writer" found under the Tools area of Pressero.

  2. In eDocBuilder you can set one field within the template to be the item identifier. In the case of a business card, you may want this to be the name of the person on the card. So, that name will be used in the same way as the product name described above. 

Note: You cannot have both a product and eDocBuilder identifier for the same product item. If you give the customer the ability to name the product on the product ordering page (in the "Name Your Job" field), it will be overwritten by the eDocBuilder identifier added when the template is customized. The only way the customer could change this would be to edit the item in the shopping cart and add back the product name they originally added and then add to cart without going back to the customize template area. 

In eDocBuilder, enter the specific identifier (id) in the Field Name field as shown below. 

Pending Page Detail Area 

To access the details of each Pending Order item, click the pencil icon. As mentioned earlier, you can change the order in which the columns on the order screen appear. It typically works best to have the pencil icon be the first item in the row for easy access.  

After clicking the pencil icon, subscribers can view everything about the order and change the approval status and/or mark the order as paid.  

Pending Page Detail Sections 

The following Detail sections are available: Status, Files, Approval Information, eDocBuilder, Edit Item, Edit Order and Payment.  

Status: This section allows you to change the payment status and the approval status and displays item details, billing details and shipping information.  

Below is an example of the detail area for Order Status.  

Files: Files associated with this item are listed here. Please be patient for the files to appear, it is typically 10-15 minutes. Below is an example of the Files area.  

Approval Information: When a Pending Order requires/required approval, this section is visible and displays its details.   

Below is an example of the Approval Information area.  

Below is an example of the Files area for an eDocBuilder order.  

Edit Item

If you need to update or change any of the information gathered during the ordering process for an individual item in the order, you can do that here. Note: The Edit Item area will not do any recalculation upon changes of options, except for the pricing engine changes. This means that Taxes and Shipping will remain as is, even if the methods are changed. If you want to change the values, you should recalculate them manually and change the values on the edit order/edit item tab with the desired values. 

  • Item Identifier - See above "Identifier" description for full detail. Here you can manually enter an identifier or override one if necessary. 

  • Job Number - See above information for full detail. Here you can manually enter or edit the information.  

  • Requested Ship Date - See above information for full detail. Here you can manually enter or edit the information.  

  • Ship Method - See above information for full detail. Here you can manually enter or edit the information.  

  • Quantity - If the buyer contacts you after the order has been placed, and needs to change the quantity they are ordering, you may do that here. The price will be changed for the order based on those changes if necessary.  

  • Item Price before markup - Pressero allows a price markup for orders that are being managed by an outside vendor. If you need to change the item price you can do that here.  

  • Price - The price of the item ordered will be entered here by default. If you need to change the price for recording purposes, you can do that. Please note that this does not credit or charge additional funds from a 3rd party payment solution if you are using credit card processing. You will need to correct the transaction through the carrier.  

  • Item Tax - This is the result of the calculated tax for this item, either using Pressero settings or an external plugin. A value entered here will override the result of the value calculated by Pressero/plugin below, this will also change the order total amount.  

  • Notes / Additional Instructions - item notes that the customer may have added on the product detail page when ordering. This information will show up in the order history for the buyer and also in your order detail report.  

  • Pricing Engine - If after the order is placed the buyer needs to order more/less, or change the options originally chosen in a pricing calculator, you can do that here. The changes could affect the final price of the order itself and that information will be updated in the edit order tab, but again, no transaction changes with the credit card company you use will be made.  

The screen below is an example of the Edit Item section for a product using a pricing calculator pricing engine. 

Enter / Edit Shipping Address Info 

Use this area to edit the shipping address information for the item. The screen below shows an example of the Enter / Edit Shipping Address Info area of the Edit Item section.  

Edit Order 

If you need to update or change any of the information gathered during the ordering process that affects the entire order, and not just an individual item IN that order, then make those changes here. There are times that this information will automatically update/change if you make changes to the Edit Item tab for one or more of the items in the order.  

  • PO # - During an order, you have the option to ask a customer for a PO number, or ask them to choose one from a list, or assign a specific one to them. If a PO was collected during the order, it will appear here and you will have the opportunity to change/edit or add the information to the entire order.  

Note: Occasionally Pressero admin users will use the PO feature to collect other information from the buyer besides a PO. Regardless of what you have chosen to be the prompt the customer sees, the information collected in that PO designated field will appear here.  

  • Sub Total - This is the subtotal of the order before tax and shipping.  

  • Tax - This is the amount of tax collected for the order (if the tax was collected).  

  • Promo Discount - If you are offering a discount using our promotional code feature, the amount of discount taken will display here. Only one promo discount is allowed in a particular order at this time.  

  • Shipping - This is the amount of shipping that was charged for all the items in the order.  

  • Country tax (VAT) - If a Country tax is collected outside of the Tax amount shown above, you will find that shown here.  

  • Total - This is the total amount charged for the order. This will be the subtotal plus tax and shipping minus any promo discounts.  

  • Location - This is the location of your facility that is assigned this job to produce or to manage.  

  • Notes / Comments - The Notes / Comments field is available to your buyer to give you additional information they feel is necessary to go along with the job. If notes were given to you, they will appear here. If you want to add notes after the order is placed, they will show to the buyer in their order history for this order.  

  • Bill To - All the information under the Bill To area relates to the Name and address of the person who the buyer said should be billed when they placed the order. If they need you to bill to another party after the order is submitted, you can change/update that information here.  

Make sure to click the "Save" button after adding or editing information in this section. Click “Back to search results” at the top of the page to return to the Pending Orders list.  

Below is an example of the Edit Order section.  

Payment  

The Payment section of the Edit Pending Order area enables you to submit a payment for the pending order.  

The process and options are shown in the screens below. Click the +Add Payment button to open a window where you enter the following: 

  • Payment Date: Click the Calendar/Clock icon to set the date and time of the payment.  

  • Method Type: Click the drop-down to select the payment method.  

  • Amount: Enter the payment amount (no currency symbol).  

  • Payment Info: This is an optional field that allows you to enter additional information about the payment.   

  • Mark order as paid? If checked, then submitting this payment will mark the order as paid.  

  • Send Payment Received email? If clicked, submitting this payment will initiate a payment received email.  

  • Save: Click Save to save the payment. You will see the payment added to the Payment records screen.   

 

 

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