Orders from your website

Orders placed on your website come into the POS as tickets by themselves, from the order email or the website's order file. Nobody types them again.

Each website order becomes one ticket, with her as the customer (found by email, then by name, or added with her address, phone and event date). The website's order number is on the ticket: type Web 304 in the Register search to find it. Managers and owners set this up in Settings, Website orders.

Automatic: the order email

Your website emails every new order to a list of addresses. Add your store's order address to that list and each new order arrives in the POS a moment later.

1. In the POS open Settings, find Website orders and press Copy next to the order address (it starts with orders-).
2. On your website's dashboard open Settings, Advanced, Notifications, Store Notifications.
3. In Email Message, add the address to the list. Addresses are separated by a semicolon, like you@yourstore.com;orders-yourstore@....
4. Tick Append order number to email subject and save.

Only email sent from your own website's domain is taken (make sure your website is filled in under Store details). Anything else is turned away and listed under Recent order emails. An owner can change who may send.

Or bring in the order file

1. On your website's dashboard open Orders and click Export All. This saves a file called all_orders.csv.
2. In the POS, Settings, Website orders: drop the file on the box.
3. Look at the preview: each order shows the customer, the items, whether a piece is held for her or needs ordering, and what happens to the payment.
4. Press Bring in.

Bringing in the same file again never adds an order twice. It only updates what changed on the website: a card captured, an order shipped, a refund. Orders that were already shipped before the date you pick (60 days back to start with) are left out, so old sales don't land in your reports; orders still open always come in.

What the ticket looks like

• A piece in stock that fits her style, size and color is held for her on a sale. Anything not in stock goes on a special order, with the designer, style, size and color, ready for a purchase order.
• Prices come from the website, so the ticket total matches the website's total to the cent: items, tax, and a Shipping line when she paid for shipping.
• Her address, event, school and measurements are in the ticket's notes. A ticket made from the email says From website email.

Payments

The POS never charges her. What the website did is recorded:

• Funds captured or shipped: the payment shows as Paid on website (Afterpay) (or Authorize.Net, Stripe), with the last 4 digits of the card when there is one.
• Funds authorized: no payment yet. A To do Waiting for capture in website reminds you to capture (or void) it on the website's Orders page. When the next file shows it captured, the payment is added once and the To do is ticked off.
• Needs payment, issue with payment: no payment, and a To do Website payment problem.
• Voided on the website: the ticket is voided (and a website payment shows as refunded). If it had already shipped, you get a To do instead.

From the email alone the POS can't see whether a card was captured. Afterpay orders are captured at checkout, so they show as paid; card orders wait for capture until the order file says otherwise.

Which payments count as paid when the order arrives

The owner can change this in Settings › Website orders: tick each payment method the order emails show (Afterpay, Authorize.Net, Stripe, PayPal, other payment types) that should come in paid. Not ticked: the order waits for capture and a To do says so. Only Afterpay is ticked to start. The order file is not affected: its own status (Funds captured, Authorized) always decides.

When it counts as a sale

Like everything in the store, a website order counts as a sale when it leaves: the day it shipped (or the day she picks it up). Money paid before that is a deposit. No reminders, texts or other automations go out when orders come in.