Manage Orders

Overview

Order Management is used to review existing sales orders, add or edit order and quickly update the subject record for the active student in an order.

Use Order Management to enter any cash/check orders for yearbook or yearbook ad sales that were completed at the school and not through YBPay. This will capture the order was placed for the student. Without the order manually being entered there may be no record of purchase.

Enter a Yearbook Order

1. From the Home page, click on Sales Tracker and select Order Management from the drop down.

2. Click on Add/Edit Orders on the Order Management screen.

3. Enter the first and last name of the student in the First Name and Last Name section.

a. The student’s picture displays, and the Edit Record button enables.

b. To edit the student record, click on Edit Record to quickly make changes.

c. If the portraits have been added to your account, a list of student names will generate as you type in the field. Just click to select the name you are entering the order for.

4. Select the book or package to order from the Choose a Book or Package drop down. The exact options that display is based on what you entered in the Setup Pricing Screen.

a. If your selection includes options, the Choose Options section will display to the right.

b. If you select the Advertisement option, the Advertisements section will populate below the Book and Options section.

i. Select the advertisement that was purchased by the consumer.

5. Optional: If available, select all the desired options under Choose Options.

a. Will only display if there are additional options in step 3.

6. Optional: If available, check to select the advertisement size to purchase.

7. Enter the Number of Copies of the yearbook to purchase under the Totals section.

a. Default will be marked as “1”.

8. Optional: Enter any money given as a donation in the Donation section.

Payments

1. Enter how the payment was received in New Payment section from the drop down.

a. Options include Cash, Cash Refund, Check, Check Refund, Discount, Returned Check.

2. Optional: Enter a note in the Memo section.

3. Enter in the amount received in Amount section. Click Add Payment.

4. Optional: Enter in a Customer Email

a. If customer is purchasing an advertisement an email address must be entered as the customer will receive their instructions on how to create an ad.

5. Optional: Enter in any Notes.

6. Click Save.

a. A confirmation dialog box flashes on the screen.

i. If the entry was not a success, follow the directions on the dialog box to fix the issues.

ii. If an ad was purchased and the entry was a success, the consumer will receive an email at the email address entered with instructions on how to create the ad they purchased.

b. Additional options:

i. Save & Add Another: saving the work and adding an additional entry.

ii. Copy Order: to create an identical unsaved order

iii. Print Receipt: to create a consumer receipt.

iv. Clear Form: clear all the fields and start the order again.

v. Cancel Order: delete the current order. It will not be saved.

Edit an Existing YearbookOrder

1. From the Order Management screen, click Add/Edit Order

2. Enter in either the Student’s Name or Order Number and click the corresponding magnifying glass.

a. If portraits have been added to your account, a list of student names will generate as you type in the field. Just click to select the name you are entering the order for.

3. Click Save.

View Order List

1. From the Order Management screen, click View Order List

2. Click the box next to Only show records with order. This will filter and display only orders that have been placed and paid for.

3. Additional functions available:

a. Export file as a PDF or CSV

b. To filter details on the Order Management screen by click specific field to filter (name-will filter in alphabetical order).

Merge Order

Merging orders is when you have two orders placed for the same student

1. Drag a record from the Order List view into the Record to Combine With Another Record

2. Drag the second order (same name) to the Record To Keep section.

3. Click Merger Orders. Orders now have been merged under one record.