The Order Form is where you place an order for a user, manage its gift cards, post payments, and track delivery — all on one page.
You can place both scheduled and non-scheduled orders, depending on which ordering modes are enabled:
- Scheduled orders have a specific due date. A user may only have one order per ordering period.
- Non-scheduled orders can use any date. A user may have any number of non-scheduled orders.
Layout
The Order Form is a single page with the following sections:
- Order header (top left) — Order number, total, balance, and the Print and More Options controls.
- Quick create (top right) — Start a new order without leaving the page.
- Order details (left) — Purchaser, date, gift cards table, totals, and the Save button.
- Status indicators (top right) — At-a-glance pills showing payment, fill, and delivery state.
- Delivery (right) — Delivery method and the Mark Delivered action.
- Payment (right) — Payment list and the Add Payment form.
- Comments (below order details) — Free-form notes attached to the order.
- History (bottom) — Activity log for the order.
Order details
The order details section at the top left shows:
- Purchaser — The user the order is for.
- Beneficiary (if enabled) — Optionally assigns the order's credit to a user other than the purchaser. You can change this at any time.
- Date — The order date (or scheduled period for scheduled orders). Can be changed at any time. A user may still only have one order per scheduled ordering period.
Gift cards
The Gift Cards table is where you build the order line by line. The columns are:
- Name — Gift card name (with denomination shown in parentheses).
- Den. — Denomination of the gift card.
- Qty. — Number of gift cards.
- Amount — Row total (Den. × Qty.).
- Filled — How much of the row has been filled from inventory.
- Discount — Total credit + org credit earned for the row. Click the discount value to see the credit / org credit split.
Below the rows, a totals section shows the User credit, Organization credit, and the order Total.
Add a gift card
Use the entry row at the bottom of the table:
- Select the gift card from the Name dropdown — it supports type-ahead search.
- If the gift card is a Write-In (denomination set at $0), enter the denomination. For fixed-denomination gift cards, this fills automatically.
- Either the Amount or Quantity field will be active, based on your Site Settings preference. Enter the value.
- Click Add.
Edit a gift card
Click the value in the Amount or Quantity column to edit it inline — whichever field is enabled in your Site Settings is shown as a clickable link. Enter the new value and the row totals will recalculate automatically.
Note: Click Save Order at the bottom of the form to commit the change to the order.
Delete a gift card
Click the trash icon at the end of the row. You can only delete a gift card that hasn't been filled — if any amount has been filled, you'll need to unfill it first.
View discount details
To see the credit and org credit split for a gift card, click the discount value on its row.
Fill the order
To fill the order from inventory, click the Fill button at the top of the Gift Cards table, or press Ctrl+F. Filling pulls the requested gift cards from current inventory and recalculates the user and organization credits using the actual inventory rates.
Note: Filling is different from Mark Filled in More Options. Filling performs an inventory transaction; Mark Filled only toggles the status flag.
Saving and placing the order
When an order is first created, you have two options:
- Save Order — Stores the order without including it in accounting. No credit is earned. Use this when you want to keep working on the order before placing it.
- Place Order — Submits the order. Once placed, the order is included in accounting and the user and organization earn credit.
After an order has been placed, the action becomes a single Save Order button for further edits.
Note: Changes to the order details only save when you click Save Order. If you have unsaved changes, an orange Order Not Saved banner appears as a reminder. Changes in the Payment section save immediately.
Status indicators
The top right of the form shows three at-a-glance status pills that reflect the order's current state:
- Payment — Unpaid or Paid.
- Fill — Unfilled, Partial, or Filled.
- Delivery — Not delivered or Delivered.
Delivery
The Delivery panel shows the delivery method (for example, Counter Sale or Send w/ Child). Click Edit to change the method. Click Mark Delivered to mark the order as delivered.
Payment
The Payment panel shows all payments on the order. Changes here save immediately.
Add a payment
- Select the Type (Check or Cash).
- Enter the Amount.
- (Optional) Enter a check number or other reference in the Check # / Notes field.
- Click Add.
Delete a payment
Click the trash icon next to the payment.
Comments
The Comments section is below the gift cards. Type your note in the Add order comment field and click Add Comment to attach it to the order.
History
The History section at the bottom of the page shows the activity log for the order — when it was placed, filled, payments added or removed, and so on.
More Options
The More Options dropdown at the top of the form contains additional actions for the order:
- Mark Paid / Mark Unpaid — Toggles the order's paid status. No payment record is added or removed — this only flips the status flag.
- Mark Filled / Mark Unfilled — Toggles the order's filled status. No inventory transaction occurs — this only flips the status flag. To actually fill an order from inventory (or return inventory), use the fill action instead.
- Cancel — Cancels the order. The order stays in the database for tracking, but the user receives zero credit and the order is excluded from accounting totals.
- Delete — Removes the order entirely. Available only if enabled on the Site Settings page. The user receives zero credit.
Keyboard shortcuts
The Order Form supports the following keyboard shortcuts:
| Action | Windows | Mac |
|---|---|---|
| Save Order | Ctrl + S | ⌘ + S |
| Fill Order | Ctrl + F | ⌘ + F |
| New Order | Ctrl + O | ⌘ + Shift + O |
| Add Payment Focus | Ctrl + B | ⌘ + B |