Orders

In the order overview, you can search for specific orders or filter the list of orders.

Search an order

You can enter a specific search criterion in the search field, e.g. order ID, guest name or billing address. This is useful if, for example, you are looking for a specific guest's order or only want to see orders for a specific event.

Filter order list

Directly to the right of the search field, there is another field that allows you to filter the guest list.

Clicking on the field opens a new dialogue window where you can set the following filter options:

• Ordered from / until
• Search for date in
  Here you can specify the date range to which the ‘Ordered from/to’ filter should be applied:
  
  • Order date
  • Payment date
  • Cancellation date
• Event
• Status (Multiple selection possible)
• All
• Created
• Payment process open
• Reservation expired
• Waiting list
• Open
• Payment expired
• Paid
• Canceled
• Refunded
• Payment method
  
  • All
  • Prepayment (Bank transfer)
  • Invoice
  • Coupon
  • On location payment
  • Payment provider: PayPal
  • Payment provider: Stripe
  • Payment provider: Mollie
  • Payment provider: Wallee
• Automatic invoices
• All
• Created
• Not created
• Cancellation invoice
• All
• Created
• Not created
• Coupon
• All
• With coupon
• Without coupon
• Manual status:
  All of the following filters only use the manually set status values:
  
  • Invoice (generated manually)
    
    • All
    • Invoice sent
    • Invoice not sent
  • Payment reminder
    
    • All
    • Payment reminder sent
    • Payment reminder not sent
  • Accounting
    
    • All
    • Recorded in accounting
    • Not recorded in accounting

Important information about the filters

• The filters set in the order list remain active until you deactivate them again (even after logging out)!
• If you want to see all orders but notice that some orders are not appearing in the list, please check that no filters are set!
• To deactivate the filters you have set, click on the red ‘X’ symbol in the ‘Filter list’ field.

Above the order list, you'll find some statistics about the tickets sold. 

• All tickets offered for sale at your events are listed agency-wide, including the total amount generated by the sales.
• The statistics always refer to the orders currently displayed below.
• If filters have been set, the statistics ONLY refer to orders that match the corresponding search or the filters that have been set.
• Example: If orders are filtered by the status "Paid" the statistics only include orders that are in that status

You can generate an export of your orders directly from the order overview.

This is how:

• Go to the menu item "Orders"
• Click on the "Excel export (+PDF)" button
• In the dialog window, choose the desired filters
• Click on "Start export"
• Once the export has been generated, you will receive it by email to the email address you used to log in to guestoo

The following filter options are available in the dialog window:

• Export type
  
  • Default: Complete export, including personal data
  • Compact: Grouped by ticket, withour personal data
• Export PDFs of automatic invoices
• Export PDFs of automatic invoices
• Create missing invoices automatically
• Export event-specific fields
  If you activate this option, all event-specific fields that have a ‘code for dynamic placeholders’ will be included in the export.
• Export dynamic basic data (Needed module)
  All dynamic master data fields that have a ‘code for dynamic placeholders’ are included in the export.
• Only from orders in this status
  
  • Payment process open
  • Reservation expired
  • Waiting list
  • Created
  • Open
  • Paid
  • Payment expired
  • Canceled
  • Refunded
• Relevant period from / until
  Here you can specify the time period according to which the orders are to be filtered.
• Date relevant for
  
  • Order date
  • Payment date
  • Cancellation date
• Event
  If you only need to export the orders for a specific event, you can select the event here.

With guestoo, you have the option of importing payments already made via an Excel file.

This is how:

• In order to import the payments, your Excel file needs to have both the order number and the payment status as separate columns
• It is best to download a guestoo export and delete the columns you do not need
• Go to guestoo and click on the menu item "Orders"
• Click on the button "Payment status import"
• XLS file: Here you choose the Excel file you want to upload
• You can also activate or deactivate the following options to trigger various actions in guestoo after changing the payment status:
• Events without automatic confirmation: Confirm guests and send ticket
• Events with automatic confirmation: Confirm guests and send ticket
• Only confirm guests if sufficient space is available in the event
• For canceled orders: Inform guests about the cancellation
• Activate the toggle next to the option "Yes, I want to import" to confirm the import
• Click on the "Start import" button

You have various options for managing your guests' orders in the order list.

You can find these by clicking on the gear icon next to the relevant order. There you will find the following options:

• Details
• Invoice sent
• Payment reminder sent
• Send mailing (Payment reminder)
• Recorded in accounting
• Set status: Paid
• Set status: Canceled
• Delete order