A donation order serves as a formal record for documenting and tracking product donations. This functionality is designed to streamline the management and utilization of donated products.
Creating an Order
To create a new order, navigate to the Order page and click on the "New" button.
Fill in the necessary fields and click Save.
After clicking the Save button, it will create a new Order record and create an Order History in the related tab.
Click Add Products to add products to the order.
Select the price in the Price Book and Save.
After clicking the "Save" button, a list of products will appear, and you can select the products you want.
After selecting products, input the quantity of the product and click Save.
After saving, it will be recorded under the Order Products in the Related lists. Make sure that the Product has a Gift Designation.
To create a Gift Transaction for the order, simply edit the details and tick the Create Gift Transaction Record. The Gift Transaction will be created and linked to the Order.
In a Gift Transaction, the following details are populated:
Order = Order record
Donor = Order’s Account
Outreach Source Code = Order’s Outreach Source Code
Campaign = Order’s Outreach Source Code → Campaign
Original Amount = total of the Total Price field value of all Order Product records with Gift Designation record on the Order record
Transaction Completion Date = current date
Gift Transaction Designations is/are created based on the Gift Designation record of the Order Product record/s of the Order record.
Process Payment of Orders
In the Order record page find the Process Payment button and press it to process payment.
In the form if the order does not have any payment method set yet the form will only display the payment method picklist for you to choose a payment type.
Each payment method has specific details that are required for payment processing. These details correspond to the type of payment method being used.
BECS Debit
If BECS Debit is selected as the Payment Method the form will display the following:
When the payment is processed, a Payment Instrument is created showing important details such as:
Type = BECS Debit
Account = Order’s Account
Active = FALSE
Gateway Account = selected Gateway Account record
Token = the customer ID
Payment Method ID = the payment method ID
Last 4 = the last 4 digits of the provided bank account number
Bank Code = the BSB number of the bank account
Account Holder Name = the account holder name of the bank account
The Payment Instrument that has been created will linked to the Order’s Gift Transaction record.
When the webhook is configured, a Gateway Transaction record is linked to the Order record and the Order record will be updated.
If the Gateway Transaction’s Transaction Status is Pending, the Order status is Draft.
If the Gateway Transaction’s Transaction Status is Successful, the Order status is Paid.
If the Gateway Transaction’s Transaction Status is Failed, the Order status is Failed.
The Order’s Gift Transaction Status will be updated.
If the Order’s Status is Draft, the Status is Pending
If the Order’s Status is Paid, the Status is Paid
If the Order’s Status is Failed, the Status is Failed
Cash
If Cash is selected as the Payment Method the form will display the following:
When the payment is processed, the Order record will be updated where:
Payment Method = Cash
Status = Paid
Also, the Order’s Gift Transaction is updated where:
Status = Paid
Check
If Check is selected as the Payment Method the form will display the following:
When the payment is processed, the Order record will be updated where:
Payment Method = Check
Status = Paid
Check Drawer = the provided check drawer
Check Date = the provided check date
Payment Identifier = merged values of the three check fields: <Bank Code> + <Bank Account Number> + <Check Number>
Also, the Order’s Gift Transaction record is updated where:
Status = Paid
Check Drawer = the provided check drawer
Check Date = the provided check date
Payment Identifier = merged values of the three check fields: <Bank Code> + <Bank Account Number> + <Check Number>
Direct Deposit
If Direct Deposit is selected as the Payment Method the form will display the following:
When the payment is processed, the Order record will be updated where:
Payment Method = Direct Deposit
Status = Paid
Receiving Bank Account = selected Bank Account record
Payment Identifier = the provided payment identifier
The Order’s Gift Transaction also will be updated where:
Status = Paid
Receiving Bank Account = selected Bank Account record
Payment Identifier = the provided payment identifier
If the payment is successful the order page will be marked as paid as you can see in the image below.
