Archiving

by admin,

Hey everyone! So we put out a major release and I just wanted to take you through some of the new features we have.

So the major part is going to be archiving and the idea is that it lets you clear your applicants cart by moving products from your applicants main cart into a previous order section. For instance, if I archive, and I’ll just do this one thing to show you, there’s going to be a previous orders section, you can click view on it, will show you all the items that they have at which point you can restore them. So that’s kind of the basic idea. You’ll notice that equivalent amount of the product and the equivalent amount of the payment was removed whenever I’d archive something. So that’s the general idea behind archiving. So let’s restore it and let me show you all the different ways in which you can do it.

So there are three main ways. You can either do it per user or for multiple users, you can do it by product, or you can do it automatically so as soon as somebody makes a payment it automatically begins archiving things. So let me take you through briefly how to do each. So for per applicant, if you click on a cart and anything that’s paid for in full you can just click archive, archive, and then click archive two products up here at the top. Or you can just click archive cart to do the entire cart.

Now when you’re archiving anything you’re always going to have to make a couple decisions. First, what date do you want the order to be set for. This is mainly helpful when you’re running reports later on. So it’s just the date that will show up later on when you’re running reports. So either you choose the day you archived it, the day they ordered or the date that the product was marked as paid. So just choose what works best for you. And then you have to make decisions on unpaid items, right so, if they haven’t paid for something should you get rid of it or should you keep it? So the idea is that you delete it if they’re never going to be back for it like if it’s the end of a season and keep it if you expect them to come back and pay money for it. Then once you make your choice click archive and it will clear the cart out. Keep, click archive and there it is.

You can do this process for multiple users at once if you want. So let’s say I wanted to archive everybody. I can just select everybody, click tools, and then I can click archive cart, here. And again you’re making the same decisions etc and just click archive when you’re done. That’s how you do things per applicant.

Now if you go to settings, products, you can also do this at the product level. For instance with tuition, I can click edit, click archive restore existing orders and then do I want to archive it or restore and again you’re making the same choices when do i set the order date and what do I want to do with unpaid products.

You can also do this for multiple things at a time. So I can click all three of these for instance, click tools, and then tools, archive, restore existing order shows up at the bottom.

Now the third way you can archive products is going to be by clicking tools and then coming up to this new place called general products settings. Let’s take a look here. I already actually already had this feature on. What you would do is you would come in to where you’ve got “archive users cart”. Once all the products are paid for, just turn it on and then choose the date balance close order date or the date the product was marked paid. And then once you click Save it will automatically start archiving as soon as somebody makes a payment. Which is pretty cool.

Since it’s already turned on, let me show you how it works. So this person owes $3,000. Let me go ahead and issue a manual payment. And then boom it clears the cart automatically. And the user can always go view their previous orders if they would like to. Now you’ll notice I went into this general products settings and that there were some new things so I’m just kind of take you around on them. Users can only see products that have a trigger. You can just turn this on or off and any untriggered products won’t show up if you keep it on. Products are paid according to product order. Generally you probably won’t be using this one but it does give you the flexibility where it is you want the product to be paid for literally in the order in which they appear on the page, so it would pay this first, any money they give you would pay off this first then it would pay off this so on and so forth, then you can do that. Generally you don’t need to touch it, you can just let the system determine what gets paid for by the algorithm which has kind of always been the the way it works, so just continue as usual.

And down at the very bottom you can open up quota options. We got a lot of requests for quota options so we ended up adding in a whole bunch of flexibility here, so make sure to go through all the different options but for instance, this is kind of a cool one so I’ll point it out specifically. You can present a product count based off of a percentage. For instance if you don’t want them to see a quota, let’s say you’ve got a class and you’ve got 20 slots that can be filled for this class, you might not want to show people that there are 19 out of 20 slots left in the course because you know maybe people won’t want to go to something if there’s only gonna be one other person in it or something like that. So you could say, hey only when fifty percent of the products have been ordered, that’s when I want you to show the quota. So now you have the ability to control that function.

And then there are other functionalities that you’ll want to take a look at. Just like we have the general product settings on product management, we also added some new ones in on auto billing. So settings, are autobilling. Let’s take a look: click tools, general auto bill settings, so the key one here is going to be allow users to have multiple plans. So if you set up multiple plans that an applicant can choose from. Often this is useful when you have some plans which are product specific. So let’s say I want to do a deposit of 25% plus the balance for just the fees category and then I want some other payment plan for the trips. You could set up one payment plan that works just on this and then they could also be on a separate payment plan that works just on this. That’s primarily what that’s good for.

There’s another setting “balance outside of plans paid last”, you can control the payment, whether it’s paying for the plan first or the product on the plan first, or pay for the remaining balance first. Off is the recommended setting. You generally won’t touch this but for some people it might be a helpful option so we have added in.

Finally and I just wanted to point this out, when you are reporting on your archived products, just click on tuition for instance, click sales report. There’s a new button here. So, include previous orders in report, make sure to just keep that checked if you want to include archived products and then you’ll be able to see them. That’s how you’ll be reporting on them. So those are the key points in the new release. If you have any questions feel free to go to support team, support@regpacks.com.

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