Manually Processing Orders and Payments for Exhibitors and Sponsors

In the same way that an Event Administrator can send receipts and invoices manually to attendees, the same can be done for exhibitors and sponsors. Manually processing orders and payments can relate to things from standard invoices, adding promotions, products and more.

This is something that you may want to consider using if you are looking to manually process an Exhibitor or Sponsor application on the backend as an event admin. However please note that all exhibitor and sponsor applications who come through the application systems will show up in the same area and you will be able to edit it accordingly.

Note - You need to have the Exhibitor and Sponsor Application module purchased for this processing feature.

Manual Processing Payments for Sponsors

Adding Purchases to Sponsors

1. From the Event Dashboard, navigate to Sponsors > Sponsors
2. Select a sponsor you would like to adjust from the list
3. In the sponsor editor form, navigate to Order Summary
4. Under Purchases, select Add Purchase > Select Product
   1. A list will drop off all the items you created in Products.
5. Select Save Changes

Adding Payments to Sponsors

1. From the Event Dashboard, navigate to Sponsors > Sponsors
2. Select a sponsor you would like to adjust from the list
3. In the sponsor editor form, navigate to Order Summary
4. Under Payments, select Add Payment
   1. Fill out Amount, Payment ID/ Number, Date Received, Date Due, Private Notes, and Public Notes.
5. Under Select Method, choose the payment method
   1. If you select a Credit Card payment method, you will be able to then send them a payment link. This payment link will also be shown in their exhibitor/sponsor portal.
6. Toggle on the Payment Verified checkbox
   1. This is only used if you ever want to verify the payment method. Typically used if the payment method is outside of the credit card. For example - if the method is checked, you receive the check and then verify it.
7. Select Save Changes

Editing Payments for Sponsors

1. From the Event Dashboard, navigate to Sponsors > Sponsors
2. Select a sponsor you would like to adjust from the list
3. In the sponsor editor form, navigate to Order Summary
4. Under Payments, select Actions beside existing payment you would like to edit from the list
5. Select View/Edit Details
6. In the payment editor form, adjust Amount, Payment ID/ Number, Select Method, and more
7. Select Save Changes

Sending Payment Link to Sponsors

Note - This should only be for the Credit Card payment method.

1. From the Event Dashboard, navigate to Sponsors > Sponsors
2. Select a sponsor you would like to adjust from the list
3. In the sponsor editor form, navigate to Order Summary
4. Under Payments, select Actions beside the payment you want to send out from the list
5. Select Send Payment Link
   1. If you select View Payment Link, you can review the link in a new tab.

Applying Promotions to Sponsors

1. From the Event Dashboard, navigate to Sponsors > Sponsors
2. Select a sponsor you would like to adjust from the list
3. In the sponsor editor form, navigate to Order Summary
4. Under Promotions, select Apply Promotion > Select Promotion
   1. Choose a promo code which you created in Registration > Promotions.
   2. The promotions that are added must be financially based, not percentage based.
5. Select Save Changes

Adding Refunds to Sponsors

1. From the Event Dashboard, navigate to Sponsors > Sponsors
2. Select the sponsor you would like to adjust from the list
3. Navigate to Order Summary
4. Scroll down to Payments
5. Select Actions > Issue Refunds
6. Type the refunded amount under Refund Amount
7. Select Save Changes

Downloading and Sending Contracts to Sponsors

Contracts contain all the products and tickets purchased by the Sponsor as well as the payment method for the purchase.

1. From the Event Dashboard, navigate to Sponsors > Sponsors
2. Select a sponsor you would like to access their contract for from the list
3. Above the sponsors table, select Actions > Download Contract
   1. A new tab will open with the contract.
4. Select Send Contract if you would like to send it to the sponsor
   1. This will send the contract to the primary contact email address.

Adding Text in the Sponsor Contract

Custom text can be added for the Sponsor Contract. If set, this text will appear at the bottom of the Sponsor Contract PDF file.

1. From the Event Dashboard, navigate to Sponsors > Application Portal
2. Under the Contract Summary Content field, enter the information you wish to convey in the contract
3. Select Save Changes

Downloading Reports for Sponsor Orders

1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
2. Above the custom report table, select Create
3. Under Report Type, select Sponsors
4. Under Fields, select Name, Purchase Total, Payment ID, Payment Due, Purchases, and Status
5. Select Save Changes
   1. 1. Select the custom report, above the custom report table select Actions > Generate Report, once the report is generated you can select Download Previous Report.

Quick tip - you can also download the payment data report which will contain payment information for exhibitors, sponsors and registrations.

Manual Processing Payments for Exhibitors

Adding Purchases to Exhibitors

1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
2. Select a exhibitor you would like to adjust from the list
3. In the exhibitor editor form, navigate to Order Summary
4. Under Purchases, select Add Purchase > Select Product
   1. A list will drop off all the items you created in Products.
5. Select Save Changes

Adding Payments to Exhibitors

1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
2. Select a exhibitor you would like to adjust from the list
3. In the exhibitor editor form, navigate to Order Summary
4. Under Payments, select Add Payment
   1. Fill out Amount, Payment ID/ Number, Date Received, Date Due, Private Notes, and Public Notes.
5. Under Select Method, choose the payment method
6. Toggle on the Payment Verified checkbox
7. Select Save Changes

Editing Payments for Exhibitors

1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
2. Select a sponsor you would like to adjust from the list
3. In the sponsor editor form, navigate to Order Summary
4. Under Payments, select Actions beside existing payment you would like to edit from the list
5. Select View/Edit Details
6. In the payment editor form, adjust Amount, Payment ID/ Number, Select Method, and more
7. Select Save Changes

Sending Payment Link to Exhibitors

1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
2. Select a exhibitors you would like to adjust from the list
3. In the exhibitor editor form, navigate to Order Summary
4. Under Payments, select Actions beside the payment you want to send out from the list
5. Select Send Payment Link
   1. If you select View Payment Link, you can review the link in a new tab.

Applying Promotions to Exhibitors

1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
2. Select a exhibitor you would like to adjust from the list
3. In the exhibitor editor form, navigate to Order Summary
4. Under Promotions, select Apply Promotion > Select Promotion
   1. Choose a promo code which you created in Registration > Promotions.
5. Select Save Changes

Downloading and Sending Contracts to Exhibitors

Contracts contain all the products and tickets purchased by the Exhibitor as well as the payment method for the purchase.

1. From the Event Dashboard, navigate to Exhibitors > Exhibitors
2. Select a sponsor you would like to access their contract for from the list
3. Above the sponsors table, select Actions > Download Contract
   1. A new tab will open with the contract.
4. Select Send Contract if you would like to send it to the sponsor
   1. This will send the contract to the primary contact email address.

Adding Text in the Exhibitor Contract

1. From the Event Dashboard, navigate to Exhibitors > Application Portal
2. Under the Contract Summary Content field, enter the information you wish to convey in the contract
3. Select Save Changes

Adding Refunds to Exhibitors

Downloading Reports for Exhibitor Orders

1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
2. Above the custom report table, select Create
3. Under Report Type, select Exhibitors
4. Under Fields, select Name, Purchase Total, Payment ID, Payment Due, Purchases, and Status
5. Select Save Changes
   1. Select the custom report, above the custom report table select Actions > Generate Report, once the report is generated you can select Download Previous Report.