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The Summary tab of an order, listing its line items with their dates and payment status

Orders > [order] > Summary

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orders
Extend an order when a customer asks to keep the items longer. You move the end of the line item, charge the list price for the new dates, and send the customer a checkout link for the difference. For moving start dates, removing items and the price prompt in full, see Edit an order.

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Prerequisites

Required permissions: orders:order_line_items to change the line item, and orders:order_payments to send the checkout link. Owner, Admin and Manager hold both. Member can extend the order but cannot see the Payments tab or send a link. See Users & Roles.
Have ready before you start:
  • The new end date and time the customer asked for.
  • The customer’s email, to send the checkout link to.
  • A payment provider connected for checkout links. See Payments settings.

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The walkthrough

1

Open the order

Find the order in Orders. If your account has more than one location, check the location selector in the top-left corner first, because the table lists only the orders of the location it shows. Switch it to All locations if you are not sure where the order is.To go through the customer instead, open Customers, search for them, and open the order from their Orders tab.
The Orders table with one order's row highlighted
2

Open the line item

On the order’s Summary tab, click the name of the item you are extending. The Edit line item panel opens on the right with the line’s dates and price.
An order's Summary tab with the line item's name highlighted
3

Pick the new end

Open End and pick the new date in the calendar, then the time in the list beside it.
The Edit line item panel with the End field and its calendar and time list highlighted
4

Charge the price for the new dates

Check Unit price. A line keeps its price when its dates change, so the field still shows the price for the old dates. Underneath it reads List price: with the catalog price for the new dates.Click Apply list price to charge for the extra time. Leave the price as it is to honour a price you quoted.
Unit price still at the old price, with Apply list price highlighted under it
5

Save the change

Click Save at the bottom of the panel. The line shows its new end, and its payment chip changes to Partially Paid. The Payments card on the right of the order shows what is still unpaid.
The extended line item with its Partially Paid chip, and the Payments card, highlighted
6

Open Send checkout link

Click Payment in the top-right corner of the order and choose Send checkout link.
The Payment menu open on an order, with Send checkout link highlighted
7

Check the email and the amount

Check Email under Contact details. It starts with the customer’s address. Leave it empty to create the link without sending it, and copy the link from the order afterwards.Check Amount to collect. It starts at what the order still owes, which after an extension is the price of the extra time.
The Send checkout link panel with Email and the Amount to collect section highlighted
8

Send the link

Check that the online methods under Available payment methods are ticked, then click Send checkout link at the bottom of the panel. The button label ends in the amount to collect, for example 25.00 €. It reads Create checkout link when Email is empty.Checkout link created successfully confirms the link.
Available payment methods and the Send checkout link button highlighted at the bottom of the panel
9

Follow the payment

Open the order’s Payments tab. The link is listed under Checkout links. When the customer pays, the payment appears on the tab and the line item’s chip changes to Paid.
An order's Payments tab with the Checkout links table highlighted

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How do I know it worked?

  • The line item shows the new end on the order’s Summary tab.
  • The order total includes the extra time, at the list price if you applied it.
  • A checkout link is listed under Checkout links on the Payments tab, with the customer’s email.
  • The chip reads Paid once the customer has paid the link.

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Troubleshooting / common pitfalls

Cause: the item is booked by another order from the dates you picked.What to do: pick an earlier end, or swap the line onto another stock item first. See Assign and swap stock items.
Cause: the unit price already matches the list price for the new dates, or the line is an add-on. An add-on’s price follows the item it is attached to.What to do: check the total under the line. If it is right, save.
Cause: the unit price and the list price for the new dates still differ, so Unit price differs from list price opens and asks which to keep.What to do: choose Apply list price to charge for the extra time, or Apply manual price to keep the old price. See Edit an order for what each choice does.

Edit an order

Every change to a live order, and what each one does to the stock and the money.

Take payment and deposits

Checkout links in full, manual payments, and collecting part of a total.

Order Payments tab

The Payment menu and the Checkout links table, control by control.