Shop orders

Customers order from the Shop tab in the customer app. An order is its own record — ORD-0001 — not an invoice: nothing is owed until it is paid or collected.

How an order travels

1. New — placed in the app, with any note the customer added. The stock comes off the shelf straight away, because it is spoken for. You and the customer are both emailed.
2. Ready to collect — press Ready once it is bagged up (or drag the card across). The customer is emailed that it is waiting.
3. Collected — press Collect when they come in and say how they paid: Cash or Card raises an invoice marked paid and emails their receipt; Pay later raises the invoice and sends it; an order already paid online is just handed over.

Paying online

Where card payments are switched on, the customer can press Pay now on their order. The invoice is raised as they pay and marked paid by the payment itself; you are emailed. Without card payments they pay when they collect.

Cancelling

In the customer app the Shop tab opens on the products, with Open orders and All orders as tabs beside it, where customers see where each order has got to and whether it is paid.

An unpaid order can be cancelled by you, or by the customer from Open orders. The stock goes back, both sides are emailed, and the customer’s shop reopens with the same quantities filled in so they can change them and order again. Customers can cancel orders only — never an invoice.

Where you see them

The Orders board under Shop, with New, Ready to collect and Done this week side by side. In the staff app, the Orders button on the home screen (or More → Shop orders) opens the same three as tabs, and any orders waiting also show at the top of the home screen. And your email. Each order shows the customer, the items, their note, paid or not, and their next visit — though they may well pop in sooner.

Example

A customer orders two bottles of oatmeal shampoo on Tuesday evening and writes “I will pick these up Thursday”. On Wednesday morning you bag them up and press Ready; she is emailed. On Thursday she pays by card at the desk: you press Collect, then Card, and her receipt is emailed as the order moves to Done.

FAQ

Why is an order not an invoice?
Because until it is paid or collected nobody owes anything. An invoice is raised the moment money is taken or asked for, so your figures and the customer’s Invoices tab only show real money.

Can I collect without putting it aside first?
Yes. Collect works from New as well; Ready is there so the customer knows it is waiting.

A customer paid online but it still says Not paid.
The card payment reports back within a minute or two. If it does not, check the card payment settings are receiving notifications.

Where do the order emails go?
To the address for new booking requests in Settings, or the site’s admin email if that is empty.

Can a paid order be cancelled?
Not here. Refund it from its invoice, where the money is.

Where are orders in the staff app?
Press Orders in Quick actions on the home screen, or More → Shop orders. New, Ready and Done are tabs; Collected asks cash, card or pay later. The button only appears where the site has the Shop.

Who can see this?
Sites with the Shop in their licence. Everyone else never sees the tab, the board or the orders.