Create an Order

Overview

You can create a new order from the Orders screen of an account by following the steps below. You can only create an order if you have an existing Non-Subscription Offering in your Product Catalog.

Some account and plan instance statuses do not allow order creation and/or invoicing. Please see the Account Statuses and Plan Instance Statuses documentation for more information.

Note: The Aria Customer Care Portal offers an updated, more refined way to track and create orders. 

Creating an Order

1. Click the Create a New Order link.
2. Select the Master Plan Instance under which the order should be created from the Master Plan Instance Used for Billing drop-down.
   If there is only one Master Plan Instance on the account, this drop-down is automatically populated with that Master Plan Instance. The Master Plan Instance associated to the order must have an active billing group to be eligible for placing an order.
3. Select a Rate Schedule by clicking the link, if applicable. If no alternate Rate Schedule exists, this will not be a link. When you do click a link, a panel will open allowing you to choose another rate schedule: 
   
4. Enter the number of each item to be ordered in the Quantity field.
5. If applicable, enter the price of each item that you want to sell to the customer at a different price in the Unit Price field.

   Note: You can only change the price of an item if the item was set up with the option that allows CSRs to change the price and if you have the applicable user access.

6. Choose a Service Location, if applicable, for taxation purposes.
7. Select a Destination Contact, who will receive notifications related to this order. Clicking the Assign Contact link pops a panel open from which you can choose an existing contact associated with the account.
8. Enter any comments about the specific item in the Line Comments field.

   Note: These comments are exposed to customers.

9. Select an Installment Term for your non-subscription offering (NSO) if applicable in order to track payment applied to an installment for each statement cycle. You must first create the installment term and link it to the NSO in your product catalog prior to creating an order associated with the account.
10. Enter any applicable CSR Comments about the order, which are for internal use only and are not exposed to customers.
11. If applicable, make a selection from the Alternate Statement Template drop-down.
    The default value for this field is Use account default template. If you do not make a selection, the default template is used.

    Note: This selection only applies to this order and is only applicable if the order is invoiced immediately.

    If the following conditions are met, then Aria automatically includes the invoice on a statement, then sends the statement to the customer:

    • This option is set to True.
    • You select Yes, immediately produce an invoice on this account for this order below.

    Note: If a collection attempt fails for an order invoice when creating an order using create_order_m API or via Create Orders in the Aria UI, the respective master plan instance (MPI) is moved to dunning immediately.

    The MPI will be sent to dunning for order invoice collection failure only when the client parameter Dun on Orders for Electronic Payment Methods is set to True and Auto-Void Order On Electronic Collection Failure is set to False in Configuration > Payments > Payment Settings.
12. If applicable, enter your company's order ID number in the Client Order ID field to identify the order in your systems.
13. Enter a description in the Statement Message field.
    Information entered here is available for display on the statement. Customers see this information on any statements configured to use a statement template that displays this field.
    
    
     
14. Click Create Order.
    A confirmation screen displays.
    
15. Review the order details.

    Note: If any information is incorrect, you can edit the order details by clicking the Edit Order button in the bottom left corner.

    At the top of the screen, information about your company's selections for the following system settings displays:

    • Auto-Collect On Order Invoicing
      If the following conditions are met, then Aria automatically collects a payment from the customer:
      • This option is set to True.
      • You select Yes, immediately produce an invoice on this account for this order below.
      • The customer uses an electronic form of payment.
    • Auto-Void Order On Electronic Collection Failure
      If the following conditions are met, then Aria automatically voids the invoice for the order and cancels the order:
      • This option is set to True.
      • The Auto Collect on Order Invoicing client parameter is set to True.
      • The collection attempt fails.
    • Auto-Send Statement On Order Invoicing
      This indicates the instance wide setting, which can be set under Configuration > Notifications > Notification Settings. Once you click the Create Order button, Aria will send a statement to the customer.
16. Select one of the following from the Invoice Immediately? field:
    • Use system default
      The system default first looks at the Auto Bill Orders setting at the payment method level. If this is set to True, then that value is used. Otherwise, the value defined at the client-level invoice parameter is used.
    • Yes, immediately produce an invoice on this account for this order
      Depending on your system settings, Aria immediately collects a payment from the customer for the order, sends a statement containing the order to the customer, or cancels the order if the attempt to collect the payment fails.
    • No
      The order is included on the invoice generated on the customer's next billing date.
      The following additional invoicing selections are activated when selecting the No radio button:
17. Choose the date that the order was fulfilled (or that the service was delivered) from the Order Fulfilled Date field.
    
    When you create or update an order, you can enter an Order Fulfilled Date that is in the past, present, or future.
18. Click Create Order.