Create an Order for an Exhibitor

  1. Boomer Commerce
  2. Admin User Guide
  3. Orders



Orders can be created from several places within an event:

  1. From an Exhibitor (click Add New Order at the top of the Exhibitor)
  2. From a Contact (click Add New Order at the top of the Contact Detail)
  3. From a Contact's Shopping Cart
  4. From the Orders Grid in an Event

Best Method- Using either method 1, 2 or 3 is easiest as the contact information for the exhibitor automatically defaults in.  

From all the above locations, click "Add New Order" in the upper left hand corner: 

Add New Order

Regardless or the origin of the new order, there are four steps to creating an order.

Step 1 - Customer Info

Enter the details of the customer.  Depending on where the new order originated from, some information will default in as outlined in the field definitions below.

 

Field Name

Description

Exhibiting Company

Company to whom the goods and services will be delivered.  If you are creating this order under an EAC and the Exhibiting Company is different, change the Exhibiting Company to the company that will actually receive the products/services.  Use the Picklist (accessed with the  ellipsis.JPG button next to the field) to select one.

Tax Exempt

If the Exhibitor has been flagged as tax exempt, this check box is checked.  Otherwise it will not be checked.  Check or uncheck this box in the Order to overwrite whatever has been selected at the Exhibitor level.
Do NOT Print on Invoice Determines whether the order will be included on the customer's invoice. This is primarily used for show management invoicing.

Order Contact

Name of the contact placing the order.  If the order originated from the Exhibitor, and the exhibitor has a main contact, that person will default in.  To choose a different contact, use the Picklist (accessed with the  ellipsis.JPG button next to the field).

Email Address

Email address of the contact placing the order.  If the Order Contact has an e-mail address, it defaults in and may not be edited.  If the Order Contact has no e-mail address, you may enter a new one here.

On Site Contact

Defaults to the Order Contact but may be changed.  This is free form text.

On Site Email

Defaults to the email address of the Order Contact but may be changed.

On Site Phone

Defaults to the phone number of the Order Contact named but may be changed.

Job Number

Optional alphanumeric field for further distinguishing the order in some way.  See for more information.
Has Dates and Times To add a start date/time and end date/time to the order, check this box.  Dates and times appear allowing you to enter values.  This is particularly helpful for show management work orders.
PO Number Optional field for a PO Number

Mapping Keyword

Used only for accounting integration

Send Additional Confirmations To

To send an e-mail confirmation to anyone else in addition to the Order Contact, add additional e-mail addresses here.  You do not need to enter the Order Contact's email. 

Booth/Location

The booths that have been defined for the Exhibiting Company above appear.  If there are multiple booths, the available booths will appear in the drop down.  Select any of the available booths or free form type another booth directly in the booth/Room field.  

customer info.png

Step 2 - Select Products

The second step is to put products in the contact's shopping cart.  There may already be products listed even when creating a new order because both a Boomer Admin user and a shopper are able to place products in their shopping cart without having an actual order.  Therefore, when an order is created, any products in the contact's shopping cart will be added.  From here, the user may select from pre-existing products that have been made available in the event or create a custom item.  Four menu options are available from this point:  Add Product, Add Custom Item, Clear Cart and Update Cart and Required Fees:

create_order_step_2_menu_options.jpg

Add a Product

Click "Add Product".  A search screen appears listing all the products that have been made available in this event. 

The "Add Product" button is not visible in a cancelled order.

Use the Search area to filter down products you want, and click on the price to choose your price:

select_products.jpg

The Product's detail page appears allowing you to adjust the quantity and/or provide any values for product attributes:

product_detail.jpg

Click "Add to Cart" if you are done shopping and want to see all items in the shopping cart.  Click "Add and Pick More" as a quick way to select additional products and skip viewing the shopping cart.

Add an Instruction to a Product

There may be an occasion where an instruction is required to make a special request related to an item.  To do this, refer to the following illustration and see the steps below:

add_instruction.jpg

  1. Click "Add Instruction" for the item that needs the instruction.
  2. Type the instruction in the text box.
  3. Hit <Enter>

Any instructions created for products will appear on the order and on printed reports.

Add an Admin Note

An Admin Note is similar to an instruction (see section above) except it is not visible to the customer on the storefront and it is not printed on reports.  Its purpose is to simply make an internal note visible to anyone who might view the order on the Admin side.

Once all the desired products have been added to the cart, click the "Next" arrow to move to Step 3:

create_order_step_2_products_picked.JPG

Step 3 - Enter Payment

The next step is to apply one or more payments.  An order's balance may be settled by one or more forms of payment, including credit cards, checks, and a master account.  Master account payment settlement is unique and requires configuration and authorization and will not be covered here.  For more information, see Apply Payments to Master Accounts.

The balance due is reflected on the payment screen:

create_order_step_3_apply_payments.jpg

Pay with a Credit Card

To add a credit card payment:
  1. Click "Add Payment" next to the balance due.  All available payments appear in the Payment Method drop down, including any payments on file for the contact.  Choose the appropriate credit card.
  2. To pay the full amount with this credit card, leave the payment amount to the default amount, which is the amount of the order.  To pay only a portion of the balance due on this credit card, change the payment amount.
  3. Enter the cardholder's name, card number and expiration date.  The verification code is optional but not required in Boomer Admin (it is, however, required if payment is processed from the storefront).
  4. Enter the billing address.  To default the address to the contact's address, click "Use my main address".
  5. If the customer wants to save this card on file as part of their profile, click "Save this credit card as a payment on file"
  6. Click Apply Payment.

A complete payment entry looks as follows:

add_payment.png

Once the payment has been applied, the payment transaction is displayed:

payment_applied.png

The payments have not yet been processed, so a "Delete" option in the payment is available if necessary.  Once the user hits "Next", the payment will be processed through the payment gateway.  If the balance is zero and all payments were successfully processed, the order's status will become Confirmed.

 

Process a Manual Check

If a manual check has been configured as one of the available payment options, it will appear in the Payment Method drop down field. To pay with a manual check:
  1. Choose "Check" from the payment type drop down.
  2. Enter a reference number for the check if desired.
  3. Click "Apply Payment".

create_order_step_3_apply_payment_check.JPG

Since a check is processed manually, the payment status of the check payment must also be changed manually. The order's status will remain "Payment Pending" until the payment status of the check is marked as "Received".  See below for further instructions.

Mark a Check as Received

Once a check is received, the status of the payment needs to be changed so that the order can be confirmed.  To do this:

  1. Open the appropriate event.
  2. Retrieve the order from the Orders menu option.
  3. Click "Payments" in the left navigation menu for the Order.
  4. Find the payment that represents the manual check.
  5. Click "Change Status" in the upper right corner of the payment.
  6. The status dialog appears, with the status defaulting to "Received". 
  7. If desired, enter the check number in the "Reference Number" field.
  8. Click "Process".

receive_manual_check.jpg

check_received.JPG

If the balance of the order is now zero and all manual checks have been settled, the order's status will change to "Confirmed".

 

Step 3.5 - Designate Card on File

A product might have been added to the shopping cart that requires a credit card to be held on file.  General service contractors and specialty suppliers usually require a card on file for just about all products.  Step 3.5 requests the card on file.  If a product that has been flagged "Requires Card on File" is in the order, the user will be prompted to either select a current card on file or enter new credit card information:

create_order_step_3-5_card_on_file.jpg

For more information on how to configure a product as requiring a card on file, see Creating Products.


Step 4 - Final Review

The user has one final opportunity to review the order before it becomes permanent.  Even if the order is subsequently cancelled, the order record will not be deleted.  The review screen provides a detailed summary of every product, grouped by revenue type with tax and gratuity schedules applied: 

create_order_step_4_final_review.JPG

 

You are not done yet!  Click Next to finalize the order.

After clicking "Next" in Step 4, the order is finalized and you will be brought to the Order Summary screen:

create_order_order_confirmed.jpg