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Open in TWICE Admin

orders
Create an order in admin when a customer orders at the counter or on the phone. You end with an Open order that carries the customer and a priced line, ready for payment. Order Lifecycle explains the statuses it moves through next.

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Prerequisites

Required permissions: Create and edit orders to create the order, put the customer on it and add the line (orders:order:create). Every built-in role holds it, Member included. See Users & Roles.
Have ready before you start:
  • The order’s location, selected in the location selector in the top-left corner when your account has more than one. The order is created there, and availability is counted at that location.
  • The customer’s name, to find them, or their details to add them as a new customer.
  • The listing and the dates, to check what is free over the period.

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The walkthrough

1

Create the order

Open Orders and click Create Order in the top-right corner, or press a. With one location selected, the order is created there at once and opens.With several locations selected, the button reads “Create Order…” and asks for the location first.
The Orders table on the All tab, with the Create Order button in the top-right corner highlighted
2

Pick the location

Pick the location in the Select location dialog. Type in Search for a location to narrow the list, then click the location the order is for. The order is created there and opens.Skip this step when only one location is selected: no dialog opens.
The Select location dialog over the Orders table, the Search for a location field and the first location's card highlighted
3

Open the Add panel

Check the new order. It opens on its Summary tab, still empty, and the status chip in the top-right corner reads Open. The order is saved already.Click + Add in the top-right corner. The Add panel opens on its Listing tab.
A new, empty order on its Summary tab, with the Summary tab, the Open status chip and + Add highlighted
4

Add the customer

Click the Customer tab. Enter the customer’s name in Search existing customer base, tick their row and click Add selected at the bottom right. The panel closes, and the Summary tab shows the customer’s card.For someone new, click Create new customer at the bottom left, fill in the Add customer panel and click Save.
The Add panel with the Customer tab, Search existing customer base, a ticked customer row, Add selected and Create new customer highlighted
5

Set the dates

Click + Add again. The Add panel opens on its Listing tab. Under Purchase dates at the top left, pick the End date and time, and change Start if the order does not start now. For a sale, Start is enough.Each listing then shows how many are free over those dates, for example “Booking - 3 available”.
The Add panel on the Listing tab, with the Purchase dates block and a listing's availability line highlighted
6

Pick the listing

Enter the listing’s name in Search anything at the top of the panel, then click the listing’s row. The Add Line Item panel opens on the dates you set, with the listing’s name in Name.
The Add panel on the Listing tab, with the Search anything field and the searched listing's row highlighted
7

Choose how it is sold

Check Purchase Type below Name and any variant fields in the Add Line Item panel. It shows only for a listing sold more than one way, and it starts on Sale. Choose Booking to book the item for your dates, or keep Sale to sell it.Skip this step when the field is not there.
The Add Line Item panel with the Purchase Type list open on Sale, the Purchase Type field and the Booking option highlighted
8

Pick the purchase option

Pick each variant first, such as a size, if the listing has them. For a booking, open Purchase option and pick the price that fits the period. It may already hold one. Unit price then shows the price for your dates.A sale has no Purchase option: its date field reads Sales date.
The Add Line Item panel with the listing's size fields filled in, and Purchase option and Unit price highlighted
9

Add the line

Check Unit price and the total under it, and enter a Manual discount if you agreed one. Click Add at the bottom right. The panel closes, and the line shows on the customer’s card with its dates and price.
The Add Line Item panel with Unit price, the total under it, Manual discount and the Add button highlighted
10

Check the order

Check the Summary tab. The status chip still reads Open, the customer’s card lists the line, and the Payments card on the right shows the order total with its chip at Unpaid.
The order at Open, with the status chip, the customer's card with its line, and the Payments card highlighted

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How do I know it worked?

  • The status chip reads Open in the top-right corner of the order.
  • The customer’s card on the Summary tab lists the line, with its dates and price.
  • The customer is the billing contact. The line under the order reference reads “for” and the customer’s name, because the first customer you add becomes the billing contact.
  • The Payments card reads Unpaid, with the order total, until payment is taken.
  • The order is listed in the Orders table under its reference.

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Troubleshooting / common pitfalls

With no location selected in the top-left corner, the button has nowhere to create the order: select one and click again. With no button at all, your role lacks Create and edit orders or hides the action. See Order Lifecycle.
A field the line needs is still highlighted in yellow, such as Purchase option or End, or the listing is not available for those dates. See Order Lifecycle.
The listing has no stock rules, so the line reserves no unit and availability is unlimited. Fix it on the listing, not on the order. See Control what stock a listing draws from.

Order Lifecycle

The statuses an order moves through, and what each move does.

Taking an order

Create an order, start it and complete it.

Send a checkout link

Let the customer pay what the order owes online.

Record a manual payment

Record cash or a card payment taken at the counter.

Start an order

Hand the items over by moving the order to In progress.

Complete an order

Close the order once nothing is left to do on it.