Finalize Explained
All orders have a Finalized/Not Finalized status which governs whether they appear in the Final Letters (aka Greeting Cards). Selections that are not Finalized are considered an Incomplete Order, or Pending Order and will not appear on the Final Letters and members are not charged for them.
(Strictly speaking, before members enter orders their status is Finalized, which initially is like a "no status". When they make selections through the application, the selections are initially in a "not Finalized" state until the member makes payment - see below if the Auto Finalize option is selected - or are separately Finalized by the member.)
So how are member selections Finalized?
As an administrator you can choose to have member orders Finalized automatically with payment by selecting this option in the Campaign Settings, or have members prompted to Finalize on their own prior to, or even without payment.
Auto Finalize Orders
When the Auto Finalize Orders option is selected by the administrator, member selections will be automatically finalized upon payment, and they won't see a Finalize button when they enter the application and make payment the first time. If, however, a member enters a second time and chooses to remove selections, this may result in a negative balance where no payment is necessary. In such an event the Finalize button will appear, requesting that the member Finalize their order.
You can still choose the Auto Finalize option if you're not offering online payment at all. If so, when the member confirms the "Mail in check" or "Bill Me" options, the selections will be Finalized.
Not Choosing the Auto Finalize Option
Alternatively, if the Auto Finalize Orders option is not selected, then as soon as a selection change is made by a member, the "Need to Finalize" button appears on the top right as follows:
And when members reach the checkout page after making selections there is a "Finalize Selections" button they need to click. They cannot select a payment method without clicking this button.
Admin View
In the Admin view, you will always see the Finalize button and you'll need to press it if you make selections on behalf of a member, and want the selections to appear in the Final Letter.
Here is how you can see who made selections but did not finalize:
- Go to Reports => Participation Detailed Report
- Click the 'Is Finalized' column twice to sort according to that column.
- Members marked "Not finalized" probably made selections but did not finalize.
Now that you know who did not finalize you can either:
- Enter the members' selections and finalize for them
- Use Comsend's email to send an email only to those who did not finalize and ask them to finalize (and pay). When selecting recipients for your email choose 'Finalize status' from the Group By drop down.
Video Tutorials you might find useful include:
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