Orders in HostBill are stored =
under Order and Accounts =E2=86=92 Orders=
. Orders are automatically create=
d by HostBill whenever a new order is placed (either from admin area or cli=
ent area). Orders can be placed by registered as well as by unregistered cl=
ients. Also, as an admin, you can place some orders manually through admin =
area. All orders can be seen only by admins.
Order list
The Order list is presented as=
a table containing the following information:
ID - a=
number which is assigned to an order once it's placed
Order# -&nbs=
p;an individual number assigned to a given order.
Client Name - the name of the client who has placed a certain order (or on whose b=
ehalf it has been placed by admin)
Date - =
the date when the given order has been placed.
Total -=
a sum of money client is obliged to pay for a given product/service=
Payment Method: - displays a payment method which has been chosen during placing the or=
der and through which the payment is processed.
Payment Status - =
;can be marked as Completed (green) or Incomplete (red) depending =
if payment has been received or not.
Status - the=
order status. It can be marked as: Pending (red), Active (green), Can=
celled (grey) or Fraud (black).
Activate, cancel or delete orders<=
/h1>
From the order list you =
can select orders which you want to perform the following actions on:<=
/span>
Accept -&nbs=
p;once you accept the order its status will be changed to Active
Set Pending - once you use this tab the order will be marked as Pending.
Cancel =
- once you use this tab, the order will be cancelled.
Delete - her=
e you have the possibility to delete a given order. It can be done in =
two ways: delete all order related data from HostBill and terminate account=
s if any or perform a soft delete order - remove only from HostBill, not fr=
om the server.
More actions:
Send message=
- here you can send a message or create a support ticket in order to =
contact a certain client
Set as Fraud=
- if the order has been placed by mistake or it hasn't been paid for,=
you can set such order as Fraud.
Managing orders
HostBill gives you the opportu=
nity to manage already placed orders. To manage the order simply click on t=
he chosen order from the order list. You will be redirected to the order de=
tails overview, which apart from the information described above, also incl=
udes the following fields:
Order IP&nbs=
p;- displays client IP address (from which the order was placed.) Also here=
you can block IP that spam your system with fake orders. The staff members=
can block IP addresses from here if your staff permissions allow it.
Referral&nbs=
p;- if you activate an affiliate system, here you c=
an assign an affiliate to the given order.
Invoice =
;- displays invoice ID generated for the order.
<=
/span>
Changing order status<=
/span>
This option (in order details)=
allows you to freely set order status, without invoking any additional act=
ion. Save button will show up after you set new status.
Assign orde=
rs to your staff members
This option (in order details)=
allows you to assign one of your staff members or yourself to an order. If=
any staff member is assigned to the order, HostBill will send out notifica=
tion to assigned staff, and allow them to view the order by filtering order=
list by ownership.
Order items
Order items section in order d=
ata overview displays the list of products/services which have been ordered=
. Order items section includes information which is also visible in the mai=
n overview: billing cycle, amount and status. The item name displayed is cl=
ickable and once clicked it redirects to the related account or domain sect=
ion. You can also manage the order using the following tabs placed at the b=
ottom: Accept Order, Cancel =
Order, Send back to Pending, Set as Fraud and Delete Order.
Order lifecycle
Order lifecycle is strictly co=
nnected with Order Scenarios. Order scenario allo=
ws you to set HostBill order processing steps to best suit your business mo=
del. You can choose and control which parts in order lifecycle should happe=
n automatically, and which require staff review. Each order page can have d=
ifferent scenario set.
=
Fraud Prevention- first step on each order. If you have at least one fraud prevention m=
odule activated the incoming orders will be checked for possible fraud atte=
mpt.
Enable Invoice- this step is responsible for sending invoice to client. If you have thi=
s switched to manual in your scenario, here you will have an option to unlo=
ck and send out the invoice to the client.
Authorize Payment- payment authorization step for gateways that support it, in most cas=
es it will be automatically accepted.
Capture Payment- this step indicates payment status, it is accepted when client pays fo=
r invoice related to this order.
Provision- l=
ast step that shows account provisioning and domain registration status.
Order status changes to active=
after all above steps are completed successfully.
View order history=
Order log&nbs=
p;section (in order details) allows you to check given order history. All u=
pdates to order status, payments and discounts are logged here.
Placing new order
Generally, orders are pl=
aced by clients through their client area. However, as an admin you have th=
e possibility to log in as a particular client and place the order on his/h=
er behalf. The other possibility for placing orders is doing it through adm=
in area under Orders & Accounts =E2=86=92 Orders =E2=
=86=92 Create Order. Such ordering gives you possibility to u=
se discounts and hidden products that are not available globally.
Order draft
While placing a new order thro=
ugh HostBill admin area you will need to fill in a draft form, that later c=
an be converted into invoice.
The New Order Draft contains t=
he following tabs:
Draft ID&nbs=
p;- an individual number which has been assigned to a draft.
Discount&nbs=
p;- here you can provide an extra discounts for the order either by using&n=
bsp;promotional codes or custom discounts. With c=
ustom discounts you can specify the =
type and value of the discount and decide whether the discount should be ap=
plied only once or be recurring.
Amount - the=
amount of money your client would need to pay for a given order
Recurring&nb=
sp;- the filed is visible when the order has a recurring billing cycle.
Referral - i=
f affiliate system is enabled you can select the referral
Payment method - shows a payment gateway that is used during processing the paymen=
t
Client =
- you can choose the client from the drop down list.
Staff ownership - you can select staff member to whom the order is assigned=
Order Date&n=
bsp;- the date when the order has been placed.
Contract - t=
he field allows to assign contract to the order
Commitment date -
Additional options
Send Confirm Email if enabled HostBill will send a confirmation email to client.=
span>
Send Invoice info to =
Client - if enabled HostBill will send an invoice info to cli=
ent.
Override recipients=
strong> - you can select the list of recipients (from client contact l=
ist) that should get notification about given order and only selected conta=
cts will receive notification. Otherwise all client contacts with relevant =
ACL will get notified
Order items
Here the following information=
is included:
Category&nbs=
p;- shows products category: Service or Domain
Item - =
displays the name of a product
Settings -&n=
bsp;shows eg. billing cycle
Amount =
- the amount client is obliged to pay for a given order.
Add new item
Add new item&=
nbsp;section is used for adding new items, which are divided into Services =
and Domains.
Here you can choose products t=
hat are available in your stock and add them to the order draft. The list a=
lso shows the lowest product price.
Also, by using Mo=
re products option you can create a product/service especiall=
y for a particular client's requirements.
While creating a new order dra=
ft you can use client's existing services and
Upgrade the service=
strong> - will add to the draft an upgraded service
Clone the service - will add to the draft the exact same service with all its comp=
onents. The cloned service can be edited or the draft can be assigned to an=
other customer.
Under order items you can:
Save Draft&n=
bsp;- if you want to save the draft to modify it later you can save it and =
come back to.
Revert Draft=
- you can revert any changes that have been made.
Delate Draft - you can delate a given draft.
When ready
Under this section you can see=
tabs that can perform following actions:
Generate Invoice
Send Confirmaton Email=
Send Invoice Info To Client=
span>
Don't remove this draft after=
generating order
Force generate new contract f=
or this order
Generate Order from t=
his Draft - if you have finished creating the draft you can g=
enerate Order. The order will appear under Orders&Accounts=
=E2=86=92 Orders
Generate as free orde=
r - with this option the order is generated but all items will hav=
e free billing cycle and the invoice will not be generated.
You can also Generate Estimate=
from Order draft with following options:
Allow clie=
nt to accept estimate in client portal
Lock invoi=
ce generated from client-accepted order for admin review
Send estim=
ate to client
Don't remo=
ve this draft after generating estimate
Order draft&n=
bsp;is a very useful tool. It gives you the possibility to create a 'rough'=
order which can be easily modified afterwards.
Note!
If your manually added order r=
emains Pending you may need to check if you have attached a payment ga=
teway to it.