Skip to main content

Orders

Create, manage, and process sales orders with tools for order workflows, payment collection, and product activation. Orders are the primary way to activate products and services for your customers—whether you create them from Partner Center → Commerce → Orders or from a company profile. Orders drive subscriptions and billing, so the entire flow from sale to activation and renewal stays in one place.

Why use Orders?​

  • Single place for sales to activation – Create sales orders, get customer or admin approval, collect payments, and activate products. Orders automatically create subscriptions and handle billing on renewal dates.
  • Flexible workflows – Use draft states and autosave, submit for customer or admin approval, and manage pending, approved, and activated orders. Bulk ordering and bulk activation reduce repetitive work.
  • Payment and billing built in – Collect first payments in the order, store payment methods for subscriptions, and configure billing terms per line item so activation and invoicing stay aligned.
  • Control and visibility – Configure workflows, permissions, and fulfillment forms in Administration → Order Settings. Track status from drafted through activated (or declined/archived) and resolve activation errors when they occur.

What's in this section​

  • Creating and Managing Orders – Create sales orders from Commerce or company profiles, add products and set pricing, use simplified workflows and bulk ordering, and submit for customer or admin approval.
  • Order Processing and Activation – Order statuses (draft, pending, approved, processing, activated, declined, archived, and more), approval workflows, activating products, scheduling activation, and resolving activation errors.
  • Order Payments and Billing – Collect first payments in orders, enable customer payment during approval, store payment methods for subscriptions, and configure payment and billing permissions.
  • Order Configuration and Administration – Configure order workflows, salesperson and admin permissions, fulfillment forms, email notifications, and order settings in Administration → Order Settings.
  • Working with packages – Bundle products in orders and retail subscriptions, distribute pricing across items, manage setup fees, and set visibility and mixed billing frequencies.
  • Item billing terms – Set start dates and renewal limits on line items to schedule activation, define contract length, and automate billing and deactivation with Vendasta Payments.

Get started​

  1. Create an order – Go to Partner Center → Commerce → Orders → Create Sales Order (or Create Order from a company profile). Add products, set pricing and billing terms, then submit for customer or admin approval.
  2. Process and activate – After approval, collect payment if needed, then activate. Use Order Processing and Activation to understand statuses and handle activation errors.
  3. Configure your workflow – In Administration → Order Settings, set approval flows, permissions, fulfillment forms, and payment collection options so orders match how your team sells.

Frequently asked questions​

Where do I create an order?

You can create orders from Partner Center → Commerce → Orders → Create Sales Order, or from a company profile (Orders → Create Order), or from Accounts → Manage Accounts → open an account → Order Products. See Creating and Managing Orders for step-by-step flows.

What's the difference between customer approval and admin approval?

Customer approval sends the order to a contact you choose so they can review and approve (and optionally pay) before activation. Admin approval sends the order to administrators with "Can Manage Orders" permissions for internal review first. You choose the path when submitting the order. Details are in Creating and Managing Orders.

Can I edit an order after submission?

Salespeople cannot edit orders once submitted. Administrators can add or remove items from pending orders before approval. Otherwise, decline and recreate the order with corrections, or duplicate and edit a draft. See Creating and Managing Orders.

Does canceling an order cancel the customer's subscriptions?

No. Canceling an order does not cancel existing retail or wholesale subscriptions. Canceled and archived orders are for tracking and history only. See Order Processing and Activation for status details.

What happens if a payment is declined?

The order is marked Declined, payment details are recorded in the order's PAYMENT tab, and you can convert the order to draft to update payment information and reprocess. See Order Payments and Billing.

Where do I configure approval workflows and payment collection?

Go to Administration → Order Settings (or Administration → Customize → Sales → Configure sales orders and processes). There you can set customer vs admin approval, whether customers can pay during approval, fulfillment forms, and salesperson permissions. See Order Configuration and Administration.