Track all financial transactions for your events, from registration orders to payment confirmations.
Orders Overview
An order is created when a participant registers for your event. Each order contains:
- Order number
- Participant details
- Ticket(s) purchased
- Payment information
- Status
Viewing Orders
Access Orders
- Go to your event dashboard
- Click Orders in the sidebar
Or view all orders:
- Go to Organization Settings
- Click All Orders
Order List
| Column | Description |
|---|
| Order # | Unique order identifier |
| Participant | Buyer's name |
| Tickets | Number and type of tickets |
| Amount | Total order value |
| Status | Payment and order status |
| Date | Order creation date |
Order Status
Status Types
| Status | Description |
|---|
| Completed | Payment received, registration confirmed |
| Pending | Awaiting payment |
| Failed | Payment failed |
| Cancelled | Order was cancelled |
| Refunded | Full or partial refund issued |
Status Indicators
- Green - Completed, paid
- Yellow - Pending action
- Red - Failed or cancelled
- Blue - Refunded
Order Details
Click on any order to view full details:
| Field | Description |
|---|
| Order Number | Unique identifier (ORD-XXXX-XXXXXX) |
| Created | Date and time of registration |
| Status | Current order status |
| Source | Where registration came from |
| Field | Description |
|---|
| Name | Buyer's full name |
| Email | Contact email |
| Phone | Contact phone |
Tickets
| Field | Description |
|---|
| Ticket Type | Name of ticket purchased |
| Quantity | Number of tickets |
| Unit Price | Price per ticket |
| Subtotal | Quantity × Unit Price |
Payment Details
| Field | Description |
|---|
| Payment Method | FPX, DuitNow, Manual |
| Transaction ID | Gateway transaction reference |
| Payment Date | When payment was received |
| Amount Paid | Total amount received |
Searching Orders
Quick Search
Search by:
- Order number
- Participant name
- Email address
- Transaction ID
Filters
| Filter | Options |
|---|
| Status | All, Completed, Pending, Failed, Cancelled |
| Date Range | Custom date range |
| Payment Method | FPX, DuitNow, Manual, All |
| Amount | Min/max amount |
Order Actions
Available Actions
| Action | Description |
|---|
| View Details | See full order information |
| Resend Confirmation | Send confirmation email again |
| View Receipt | Download payment receipt |
| Issue Refund | Process full or partial refund |
| Cancel Order | Cancel the order |
| Add Note | Add internal notes |
Action Availability
| Action | Completed | Pending | Cancelled |
|---|
| View | Yes | Yes | Yes |
| Resend | Yes | No | No |
| Receipt | Yes | No | No |
| Refund | Yes | No | No |
| Cancel | No | Yes | No |
Transaction History
What's Recorded
Every financial action is logged:
| Action | Details Recorded |
|---|
| Payment Attempt | Method, amount, status |
| Payment Success | Transaction ID, time |
| Payment Failure | Error code, reason |
| Refund | Amount, reason, processor |
Viewing Transaction Log
- Open order details
- Scroll to "Transaction History"
- View chronological log
Manual Payment Approval
For manual bank transfers:
Approval Queue
- Go to Orders
- Filter by "Pending Approval"
- Review each submission
Approval Process
- Click on pending order
- View uploaded payment proof
- Verify:
- Amount matches
- Reference number visible
- Date is recent
- Click Approve or Reject
Rejection Reasons
If rejecting, provide reason:
- Incorrect amount
- Invalid reference
- Cannot verify transfer
- Duplicate submission
Order Reports
Available Reports
| Report | Contents |
|---|
| Orders Summary | Overview of all orders |
| Revenue Report | Total revenue by period |
| Payment Method | Breakdown by method |
| Ticket Sales | Sales by ticket type |
Exporting Orders
- Go to Orders
- Apply filters (optional)
- Click Export
- Choose format (CSV/Excel)
- Download
Export Fields
- Order number
- Date
- Participant info
- Tickets
- Amount
- Payment method
- Status
Financial Reconciliation
Matching Payments
Reconcile orders with bank statements:
- Export orders for date range
- Compare with bank records
- Match transaction IDs
- Investigate discrepancies
Common Discrepancies
| Issue | Cause | Resolution |
|---|
| Missing payment | Webhook failure | Check gateway dashboard |
| Double payment | User error | Issue refund for duplicate |
| Wrong amount | Partial payment | Contact participant |
Order Notifications
Automatic Emails
| Event | Email Sent |
|---|
| Order created | Order confirmation |
| Payment received | Payment confirmation |
| Order cancelled | Cancellation notice |
| Refund issued | Refund confirmation |
Manual Notifications
Send custom messages:
- Open order
- Click Send Message
- Compose and send
Best Practices
Daily Checks
- Review pending payments
- Approve manual transfers
- Check for failed transactions
Weekly Tasks
- Export transaction report
- Reconcile with bank
- Review refund requests
Before Event
- Clear pending orders
- Follow up on incomplete payments
- Prepare check-in list
Troubleshooting
Payment not showing
- Check payment gateway dashboard
- Look for webhook errors
- Verify transaction ID
- Contact support if missing
Duplicate orders
- Check if same person
- Verify both paid
- Refund duplicate if needed
- Merge participant records
Wrong amount paid
- Check original order amount
- Verify what was paid
- Contact participant
- Collect difference or refund
Next Steps