Standing Orders Settings

Configuring the Standing Orders feature is available to CMS Admin Users only. Editing content templates may be available to certain roles. For an overview of how Standing Orders work, refer to the Standing Orders Overview page.

Overview

The Standing Orders feature can be configured globally or at the Role, Customer, User and Customer User levels using the Override facility.  It is available only for Users (and Roles) who can place orders on account. For each Customer account, you will need to enter specific Users (and/or Roles).   

Step-by-step guide

1. Enable and configure Standing Orders

To enable and configure Standing Orders: 

1. In the CMS, navigate to Settings → Feature Management Settings → Payment & Checkout.
   
   

2. To enable Standing Orders for your website, toggle ON Standing Orders. (Contact Commerce Vision to enable this feature if you are unable to enable it here.) This toggle will trigger a Standing Order Administrator toggle to display in the User's Edit User screen. (By default, this Standing Order Admin toggle is disabled. You can enable it for specific Users or Roles in Step 8.) 

    Click here to view an example...

   

3. To set Standing Order settings specific to your website, click Configure. The Standing Order Feature Settings screen is where you configure standing order settings for particular customers and general notification options.  
   
   

1. If ON, the Enable Standing Orders toggle will enable Standing Orders for all Users (apart from any Overrides). TIP - Businesses usually would not permit all Users to create standing orders. Leave this toggle disabled and set overrides to allow/disallow specific Customer/Role/User/Customer User access to this feature.  

   Users with standing orders cannot be deleted

   A User who owns a standing order cannot be deleted from the system. To delete them, the standing order's ownership must be changed or the standing order, deleted. 

2. The Place Standing Orders When Over Order Limit toggle determines whether a recurrence of a re-priced or adjusted standing order will be placed if the order total would exceed a User's budget limit. (Applicable only if the customer uses User Order Limits.) 
   If ON: the order is placed (and future recurrences will require approval if the limit is still exceeded).  
   If OFF: the order will not be placed and will be skipped (and future ones will require approval if the limit is still exceeded). 
   
   
3. The Place Standing Orders When Over Customer Budget toggle determines whether a recurrence of a re-priced or adjusted standing order will be placed if the order total would exceed the Customer's budget. NOTE - The Override feature is available for this setting.
   If ON: the order is placed (and future ones will be prevented from being placed until the budget limit is available)  
   If OFF: the order will not be placed (and future ones will be prevented from being placed until the budget limit is available) 
   * (The Owner (usually creator) of the Standing Order will receive a notification email for this event.)
   
   
4. The Can Administer Standing Orders setting determines what Roles or Users are set as Standing Order Administrators. Such Administrators can view, edit and delete all standing orders in their Customer account. This setting cannot be enabled at the global level. Role and/or User overrides must be added. This setting is also available in a User's Edit User screen and can be set there.  
   
   
5.  In Number of Days Before Expiry to Notify Users, enter the number of days before a standing order expires to send a warning message to the Owner and any cc'ed Users. Default: 14 days; TIP - to turn off this notification, set the number to '0'. (For this function to work, the Standing Order Days Expiry Notifier task must be scheduled. See guide on Task Scheduler.)
   
   

6. In Notification Email Address, enter one or more staff email addresses that are to receive standing order notifications. If entering more than one email address, they must be semi-colon separated. 

   Notification about Inactive User Owner

   If the Owner of a 'shared' standing order is inactive or deactivated, the email addresses entered here will receive a notification, as an alert that a 'shared' standing order exists for an inactive user.

7. After entering or editing Standing Orders settings at any time, click Save or Save & Exit otherwise your changes including any overrides will not be saved.

2. Edit Standing Order widgets

Once the Standing Orders feature have been enabled, standing order widgets are automatically added in various templates. These widgets render text, buttons and messages displayed in Standing Orders templates. Text and messages can be edited.

(i) Schedule Standing Order Panel Widget

The Schedule Standing Order Panel Widget is located in the Schedule Standing Order template (Content → Pages & Templates →  Orders).

This widget renders the text and messaging displayed in the Schedule Standing Orders panel. You also have the option of forcing Users to accept the Standing Order Terms and Conditions before they can save a standing order. Terms and Conditions text and related messaging can be edited. Note - if no text is entered in the Terms and Conditions textbox, no T&C section will display for the User. (Click here for help on this widget.)

Set Terms and Conditions

(ii) Standing Order Schedule Information Widget

The Schedule Standing Order Panel Widget is located in the Standing Order Summary  template (Content → Pages & Templates →  Orders).

The Standing Order Schedule Information Widget provides the heading text of the recurrence details in the order's detail screen and appears in emails that display recurrence details. The heading can be edited. (Click here for help on this widget.) 

(iii) Configure Schedule for Standing Order Button Widget

The Configure Schedule for Standing Order Button Widget is located in the Checkout template (Content → Pages & Templates →  Checkout). (Note - if you do not see this widget, use the Add Widget button to add it to the required zone in the Checkout template.)

This widget renders the Schedule Standing Order button, which provides access to the Schedule Standing Order panel during Checkout. You can edit the text for the button.

(iv) Cart Buttons Widget

The Cart Buttons Widget is not used only for Standing Orders. It renders all buttons Users can select to access a range of additional functions while in the Cart. The 'Create Standing Order' button is located here since it is in the Cart that the User can choose to create the order as a Standing Order. The button is only displayed if a User has access to Standing Orders. 

The Cart Button Widget is located in the Cart template (Content → Pages & Templates →  Checkout). To change the text and icon on this button, in the Cart Buttons Widget, click on the Standing Orders tab and edit the fields as you require. 

3. Set Scheduler task to send standing order emails

Whenever a recurrent order is processed, the usual order confirmation emails (and any approval-related ones) will be sent to relevant Users. In addition, certain events related to the standing order process will trigger other notification emails. These emails require you to schedule standing order email tasks in Scheduler Maintenance.

There are three Standing Orders scheduled tasks:

• Standing Order Due Days Notifier: schedules recurring order due soon emails to be sent to the Owner and any other cc'ed Users (MANDATORY if order placed due soon emails are to be sent),
• Standing Order Expiring Soon Notifier: schedules expiry warning soon emails to be sent to the Owner and any other cc'ed Users (MANDATORY if standing order expiring soon emails are to be sent),
• Standing Order Approver Notifier: (applies only if the Order Approvals function is active on your site) schedules emails relating to standing order approvals (ONLY IF ORDER APPROVALS IS ACTIVE)
• Standing Order Task: schedules all other standing order-related emails. (MANDATORY)

Refer to next section on Standing Order Emails for more details about each email.

To access Scheduler Maintenance,

1. Login to your website and navigate to Settings → Scheduler Task Maintenance. 
   
   
2. Select New.
   
   
3. In Begin the task, select whether the email is to be sent 'At Startup' or 'On a Schedule' you will set up here.
   
   
4. In Name, enter a descriptive name for this task.
   
   
5. Tick the Active checkbox if this task is to be active immediately after saving it.
   
   
6. In Task, select one of the three Standing Order tasks from the list. 
   
   
7. In Schedule, enter the required details, e.g., start/end dates and times. Note - If task type is 'On a Schedule ', enter the frequency details.
   
   
8. In Error Notification CC Emails, enter an email address of the person to be notified of any errors when sending these emails.
     
9. Click Save to save this task.

4. Edit Standing Order Emails

Standing order email templates can be edited via Content → Emails.

Emails related to standing order approval

The Standing Order Approver Notifier task will trigger the following emails:

• Standing Order Awaiting Approval Email
  This email notifies a User they are the approver for a standing order. (See Approver Functions for more information.)  

   Click here to view an example...

  The email content includes: Email title/subject: alerts the recipient that this is an 'Awaiting Approval of Standing Order' email Order Details: include the Order Number, Customer information, and the User who created the standing order Recurrence Information: includes how often the order will recur, the next recurrence date, and which users if any will be alerted at each recurrence Order Summary: includes order lines and order amount  Order Address and delivery instructions (not displayed) The content can be edited and customised in various widgets in the Standing Order Awaiting Approval Email template.

• Standing Order Awaiting Approver Selection Email
  This email notifies the standing order Creator/Owner that they need to select an approver. The contents of this email can be edited or customised in various widgets in the Standing Order Awaiting Approver Selection Email template.
  
  

   Click here to view an example...

  The email content includes: Email title/subject: alerts the recipient that this is an 'Awaiting Approver Selection' email Order Details: include the Order Number, Customer information, and the User who created the standing order Recurrence Information: includes how often the order will recur, the next recurrence date, and which users if any will be alerted at each recurrence Order Summary: includes order lines and order amount  Order Address and delivery instructions (not displayed) The content can be edited and customised in various widgets in the Standing Order Awaiting Approver Selection Email template.

Emails related to Standing Order Due and Expiry

The Standing Order Due Days Notifier task will trigger the following email:  

• Standing Order Due Days Notification Email
  This email is sent to the current owner and any cc'ed Users to remind them that a recurrent order is due to be placed in 'X' number of days. The text for the message can be edited in the Standing Orders Due Days Widget. 
  
  

The Standing Order Expiry Soon Notifier task will trigger the following email:  

• Standing Order Expiry Email
  This email is sent to the current owner and any cc'ed Users 'X' number of days before the standing order expires. The number of days is set in standing order settings. The text for the message is can be edited in the Standing Order Expiry Widget.

   Click here to view an example...

  The email content includes: Date of expiry Email order details Recurrence information Order summary Order address and delivery instructions The content can be edited in various widgets in the Standing Order Expiry Email template.

• 
   

All other emails for Standing Order

The Standing Order Task will trigger the following emails:  

• Standing Order Changed Ownership Email
  This email is sent when ownership of the standing order is transferred to another User. It is sent to the old owner, new Owner, and any cc'ed Users entered for the standing order. The content can be edited in various widgets in the Standing Order Expiry Email template. 

  
  

   Click here to view an example...

  The email content includes: Ownership change details Order details Recurrence information Order summary Order address The content can be edited in various widgets in the Standing Order Changed Ownership template.

• Standing Order No Products Email
  This email is sent to the current Owner of the standing order and any cc'ed Users. It is triggered when no products are available for a recurring order and the recurring order is not placed.) The content can be edited and customised in various widgets in the Standing Order No Products email template. 
  
  Example:
  

• Standing Order Over Budget Email
  This email is sent to the current Owner of the standing order and any cc'ed Users. It is triggered when re-pricing or re-adjustment to a standing order means the next processed order will be over budget. The content can be edited and customised in various widgets in the Standing Order Over Budget email template. 
  
  

Add Standing Order widgets for Order notification emails

Every time a recurring order is placed, the usual order notification emails are automatically sent. The most common would be the order confirmation email. You can add the Standing Order Message Widget and Standing Order Removed Lines Widget in these email templates.

• Standing Order Message Widget - adds one or more of the following messages when applicable: the order is from a standing order, the next scheduled recurring order date, if the order is the last scheduled order, if the order requires approval.   
• Standing Order Removed Lines Widget - adds the message that one or more order lines (products) has been removed from this standing order due to unavailability

Messages from these widgets will be included only if an order has been generated from a standing order and are relevant to the order.

Example:

To add these widgets,  

1. Go to Content → Emails and find the required email template, e.g., Order Confirmation Email
   
   
2. Go to the zone you want to add the message, and click Add Widget.
   
   
3. Find the Standing Order Message Widget, and click Add Widget. 
   
   
4. Find the Standing Order Removed Lines Widget and click Add Widget.
   
   
5. Edit the messages in the widgets and change their locations if required.
   
   
6. You can always send a test email to view the email content. Click Test Email in the top right corner of the screen. 

Standing Orders Reporting (option)

NOTE - standing order reports are typically custom-designed and implemented to suit your business. Please consult Commerce Vision to discuss any standing order reporting requirements.  

Standing order reports can be created to track standing order information such as the following:

• Current list of standing orders
• Standing orders for closed accounts
• Standing orders for inactive users.

Additional Information

Related help

• Page:
  Standing Orders Settings
• Page:
  Standing (Recurring) Orders
• Page:
  Standing Orders Overview