Knowledge Base

Manage Orders


Frequently Asked Questions

#1 How to View Orders?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores icon
  4. Click on the name of your Store
  5. Click Manage button
  6. The grid will only display orders that have a Complete status which means orders that have been paid in full.
    • If you wish to view other others, in the left side menu, click the < symbol next to Manage Orders to view
      • Pending = if you accept offline payments, if the person selected the offline payment on the checkout screen, the order will appear under pending
      • Incomplete = Orders that were started, but the person did not proceed to the checkout screen
      • Cancelled = orders that have been cancelled by an admin
  7. Locate the order you wish to view by using the search field and entering an order number of name
  8. Click on the row the order appears on to view the order

#2 How to Manually Create an Order?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores icon
  4. Click on the name of your Store
  5. Click Manage button
  6. In the left side menu, click Add Order
  7. Locate the name of an existing contact
    • If no contact exists, add a contact by completing the fields on the right side of the screen
  8. Click Add button
  9. Click Registration in horizontal menu
  10. Select Add Items
  11. Select the products to be included in the order
  12. Click Update Registration button

#3 How to Edit an Order?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores icon
  4. Click on the name of your Store
  5. Click Manage button
  6. The grid will only display orders that have a Complete status which means orders that have been paid in full.
    • If you wish to view other others, in the left side menu, click the < symbol next to Manage Orders to view
      • Pending = if you accept offline payments, if the person selected the offline payment on the checkout screen, the order will appear under pending
      • Incomplete = Orders that were started, but the person did not proceed to the checkout screen
      • Cancelled = orders that have been cancelled by an admin
  7. Locate the order you wish to edit by using the search field and entering an order number of name
  8. Click on the row the order appears on to view the order
  9. Click Registration in horizontal menu
    • Select the action you wish to complete
      • Add items to add a new item to the order
      • Delete Item to remove an item from the order
      • Edit Item to change the pricing on an item or change the quantity or if a member dues item, update the expiration if different from the default
      • Discount Item to apply a discount
  10. Click Update Invoice Item button

#4 How to Process an Offline (Check or Purchase Order) Payment for an Order?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores icon
  4. Click on the name of your Store
  5. Click the < symbol next to Manage Orders in the left side menu
  6. Select Pending
  7. Locate the order you wish to process by using the search field and entering an order number of name
  8. Click on the row the order appears on
  9. Click Payments in the horizontal menu
  10. Select Add Payment
  11. Click Other Payment
  12. Complete the on-screen fields
  13. Click Submit Payment


#5 How to process a $0 membership order

  1. Click Dashboard
  2. Click E-Commerce
  3. Click Manage Existing Store icon
  4. Click the appropriate Store
  5. Click Reports
  6. Click Find for ‘Complete Attendees’
    • Locate in your download folder, the generated report

  1. Click Dashboard
  2. Click E-Commerce
  3. Click Manage existing store icon
  4. Click the appropriate store
  5. Click Manage and Search/Click on row the order appears on
  6. Once the statement has opened, take note of the Membership type and Expiry Date
  7. In the horizontal menu, click Admin
  8. Select Full Contact Mgt
  9. Click Groups
  10. Scroll down click the corresponding member group, if not already checked
  11. Update the Expiry date
  12. Scroll down, click Update Group

#6 How do I check if a credit card payment went through on the store?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores icon
  4. Click on the name of your Store
  5. Click Manage button
  6. In the left side menu, in the Lastname search field, enter the Lastname or beginning of a lastname of the person
  7. If more than one order is found, click on the row, the order appears on
  8. Click Payments in horizontal menu
  9. Select Credit Card History
    • You will see if the transaction was successful or produced an error.

#7 How do I generate a copy of an invoice from the store?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores icon
  4. Click on the name of your Store
  5. Click Manage button
  6. The grid will only display orders that have a Complete status which means orders that have been paid in full.
    • If you wish to view other others, in the left side menu, click the < symbol next to Manage Orders to view
      • Pending = if you accept offline payments, if the person selected the offline payment on the checkout screen, the order will appear under pending
      • Incomplete = Orders that were started, but the person did not proceed to the checkout screen
      • Cancelled = orders that have been cancelled by an admin
  7. Locate the order you wish to view by using the search field and entering an order number of name
  8. Click on the row the order appears on to view the order
  9. By the invoice header, if applicable, select the Language you wish to generate the invoice in
  10. Click PDF Invoice
    • This will save a PDF of the invoice to your downloads folder.

#8 How to create a discount code?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores icon
  4. Click on the name of your Store
  5. Click Settings button
  6. Click Advanced Options on horizontal menu
  7. Select Manage Discounts
  8. Click + Add New button
  9. Select whether the discount is going to be created for
    • Field - When this main field is selected, then regardless of what options are picked the discount code will apply.
    • Option - When a specific option is selected, the discount will only apply to this specific option when selected.
    • Golden Ticket will grant  all items as free upon adding it to their cart.
    • Give the discount a name
    • For Discount code, you can define your own code or leave blank and the system can auto-generate a code
    • Give the discount a dollar value discount or a percentage discount
      • NOTE: Do not enter a '-' before the number, the system already knows it is a discount amount and will subtract the value
      • If setting up a Golden Ticket, set discount to 100%
    • Activate the discount code when you are ready
    • Set a maximum use limit
    • Click Add Discount

    #9 How to view declined Credit Card Transaction details?

    1. Click Dashboard
    2. Click E-Commerce
    3. Click Manage Existing Stores
    4. Click store Name
    5. In the left-side menu, in the lastname search field, enter the lastname of the person having the issue
    6. Click Find Member button
    7. Matches will be displayed, click Go (if there are multiple matches, you will need to click through each one)
    8. Click Payments in horizontal menu > select Credit Card History and locate the form that has a Transaction entry to view the Declined message details (You may need to google the error code to find more information)

    #10 How to create a Membership Dues Invoice in the Store?

    1. Click Dashboard
    2. Click Contacts Module in left-side menu
    3. Search for the individual, click Manage button
    4. Click Dues in horizontal menu
    5. Click Assign New Dues button
    6. From the dropdown list, select the appropriate Dues
      • This will generate and open the invoice screen in the store for this individual
    7. If applicable, apply a Discount
      • Click Registration in horizontal menu
      • Select Discount Items
      • Click Edit for the item
      • Assign a pre-defined discount or apply a manual discount
    8. If applicable, set Invoice item to Read-Only
      • Click Admin in horzontal menu
      • Select Status Control
      • Select Read Only Fields
      • Click Update Controls to save
    9. Click Email Incomplete Message button to email the individual
      • Click buttons for:
        • Use System Welcome Email - will pull content from the system welcome email
        • Use Messsage from Email History - will display list of preivously sent emails
        • Use Incomplete Email Message - will pull content if an email has been pre-drafted in the Payment Settings screen
      • Continue to compose message'
      • If you wish to attach an invoice, set Yes for Do you want to attach a copy of the attendee's invoice to the message?'
      • If you wish to include a direct login link to the store, include the hotkey [LoginLinkToModule]
    10. Click Preview button for a test message to be sent to you or click Send Email button

    X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

    We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

    Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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