Create an Order for an Exhibitor

Video Tutorial

Watch this video for a walkthrough of creating an order.

Start an Order

You can start an order from any of these areas:

1. From an exhibitor, click Add New Order at the top of the exhibitor record.
2. From a contact, click Add New Order at the top of the Contact Detail screen.
3. From a contact’s shopping cart.
4. From the event’s Orders grid.

Starting from an exhibitor, contact, or contact’s shopping cart is usually easiest because the customer information is filled in automatically.

No matter where you start, the order creation process has four main steps.

Step 1: Customer Info

Enter the customer and order details. Some fields are filled in automatically, depending on where you started the order.

Field Name	Description
Exhibiting Company	The company receiving the goods or services. If you are creating an order for an EAC and the exhibitor is a different company, change this field to the company receiving the products or services. Click the ellipsis button beside the field to open the Picklist and select a company.
Tax Exempt	This checkbox reflects the tax-exempt setting on the exhibitor record. You can select or clear it on the order to override the exhibitor-level setting.
Do NOT Print on Invoice	Determines whether the order appears on the customer’s invoice. This is primarily used for show management invoicing.
Order Contact	The contact placing the order. If you start from an exhibitor that has a main contact, that person is selected by default. Use the Picklist button beside the field to select a different contact.
Email Address	The Order Contact’s email address is filled in automatically if available and cannot be edited. If the contact has no email address, you can enter one here.
On Site Contact	Defaults to the Order Contact. You can enter a different name.
On Site Email	Defaults to the Order Contact’s email address. You can change it.
On Site Phone	Defaults to the Order Contact’s phone number. You can change it.
Job Number	An optional alphanumeric field for identifying the order.
Has Dates and Times	Select this checkbox to add start and end date and time fields to the order. This is especially useful for show management work orders.
PO Number	An optional purchase order number.
Mapping Keyword	Used only for accounting integrations.
Send Additional Confirmations To	Enter additional email addresses to receive order confirmations. You do not need to enter the Order Contact’s email address here.
Booth/Location	Booths defined for the Exhibiting Company appear in the list. Select one, or enter a different booth or location in the field.

Step 2: Select Products

In this step, add products to the contact’s shopping cart. Products may already appear in the cart because Admin users and shoppers can add products before an order is created. Any products already in the contact’s cart are included when the order is created.

You can select products available for the event or add a custom item. The available options include Add Product, Add Custom Item, Clear Cart, Update Cart, and Required Fees.

Add a Product

Click Add Product to search the products available for the event.

Note: The Add Product button is not available on a cancelled order.

Use the Search area to find products, then click a price to select it.

On the product detail page, adjust the quantity and enter any product attribute values.

Click Add to Cart to review the items in the cart, or click Add and Pick More to continue selecting products without opening the cart.

Add an Instruction to a Product

Add an instruction when a product needs a special request or additional information.

1. Click Add Instruction for the item.
2. Enter the instruction in the text box.
3. Press Enter.

Product instructions appear on the order and on printed reports.

Add an Admin Note

An Admin Note is for internal use. Unlike a product instruction, it is not visible to the customer on the Storefront and does not appear on reports.

After adding the products you want, click the Next arrow to continue to Step 3.

Step 3: Enter Payment

Apply one or more payments to the order. Available payment types may include credit cards, checks, and master accounts. Master account payments require additional configuration and authorization. See Apply Payments to Master Accounts for details.

The balance due appears on the payment screen.

Pay with a Credit Card

1. Click Add Payment beside the balance due. Select a credit card from the Payment Method list. Available options include cards saved on file for the contact.
2. The payment amount defaults to the order amount. Leave it as is to pay the full amount, or change it to make a partial payment.
3. Enter the cardholder’s name, card number, and expiration date. The verification code is optional in Admin but required for payments made from the Storefront.
4. Enter the billing address. Click Use my main address to use the contact’s address.
5. To save the card to the contact’s profile, select Save this credit card as a payment on file.
6. Click Apply Payment.

Example of a completed payment entry:

The applied payment appears in the Payments area.

Note: The payment is not processed immediately, so you can delete it if needed. When you click Next, Boomer sends the payment to the payment gateway. If the balance is zero and all payments are successful, the order status changes to Confirmed.

Process a Manual Check

If Check is configured as an available payment method, you can record a check payment:

1. Select Check from the Payment Method list.
2. Enter a check reference number if desired.
3. Click Apply Payment.

Important: A check is processed manually, so you must update its payment status after the check arrives. The order remains in Payment Pending status until the check payment is marked Received.

Mark a Check as Received

After receiving the check, update its payment status:

1. Open the event.
2. Find the order from the Orders menu.
3. Click Payments in the order’s left navigation menu.
4. Find the manual check payment.
5. Click Change Status in the upper-right corner of the payment.
6. The status defaults to Received. Enter the check number in the Reference Number field if desired.
7. Click Process.

If the order balance is zero and all manual checks have been settled, the order status changes to Confirmed.

Step 3.5: Designate a Card on File

Some products require a credit card to be kept on file. If the order includes a product marked Requires Card on File, you will be prompted to select a saved card or enter new credit card information.

For information about configuring a product to require a card on file, see Creating Products.

Step 4: Final Review

Review the order before finalizing it. The review screen shows each product, grouped by revenue type, with tax and gratuity schedules applied.

Important: Click Next to finalize the order. Cancelling an order later does not delete its record.

After you click Next, the order is finalized and the Order Summary screen opens.