Box Show Staff Help

Determining Payment & Completing an Auction Order

When a customer HAS CHOSEN a payment method via their Pay Now link from the email sent after the auction ended

Paid Previously Step Guide

STEP GUIDE QUICKIE:

  1. In the shopmanager account, goto Woocommerce > Orders in backend main nav.
  2. Search for the auction order and select its text link.
  3. Confirm the auction box title, customer details, and amount is correct.
  4. If paid via credit card, select Status > Completed, then Update button. Otherwise, take cash or check payment and select Completed/Update.

DETAILED STEP GUIDE:

  1. Ask the person if they successfully paid online first. They should have received a Pay Now email that led them through a cart payment process where credit card, cash, or check was used.
  2. Login at https://galleryrouteone.org/wp-login
    Username: shopmanager
    Password: not listed here for security
  3. Select Woocommerce > Orders from the left main navigation menu.
  4. Search on box title, artist name, winner’s account username or email.
    NOTE: If you can’t find the order here, it likely means they have not paid yet and need to do so first. See the
    Needs Online Payment walk-though information.
  5. If the order is found, notice the status should say Processing. This means the auction was paid (though cash or check would require the appropriate amount received first; see next step below) and is ready to be completed for checkout.
  6. Select the link text for the correct auction item to see its details. You can confirm the auction winner’s Customer > account name / email. The Item section beneath shows auction item title (artist name – box title) and the amount paid and method of payment.
  7. If credit card is shown, they are paid up and ready to receive their box. Otherwise, if the winner chose Check or Cash, receive the payment first.
  8. Finally, under Status section drop menu near the top left of the page, select Completed and then the Update button in the upper right.

A completed confirmation email will be sent to the auction winner.

View / print PDF of these steps

Needs Online Payment

When a customer HAS NOT paid via their Pay Now link from the email sent after the auction ended. Note that the person need access to their email to complete this process.

Needs To Pay Step Guide

STEP GUIDE QUICKIE:

  1. In the shopmanager account, goto Products in the backend.
  2. Search on box title or artist name and select the auction text link.
  3. Confirm the product matches customer and bid amount, then Auction status section > Resend winner email button.
  4. After customer checks out on their device, goto Woocommerce > Orders, find the related auction order text link, and select Status > Completed and then the Update button.

DETAILED STEP GUIDE:

  1. Ask the person if they successfully paid online first. If not, payment needs to happen first.
    Note that the auction winner must be able to access their email to complete this guide.
  2. Login at https://galleryrouteone.org/wp-login
    Username: shopmanager
    Password: not listed here for security
  3. Select Products from the left main navigation menu.
  4. Search on box title or box artist name.
  5. Select the link text for the correct auction product to see its details and scroll down to the Auction status section.
  6. Confirm the winning bidder information account name / email matches the customer.
  7. Select the Resend Winner Email button. This sends the same email that they would have received after the auction ended. The winner can then receive the new email, select the Pay Now button, and the choose a payment method in the cart checkout.
  8. Afterward, goto to Woocommerce > Orders in the backend main left nav and search for the new order that should be listed as Processing. Select the order text link and confirm order details such as the correct box artist / title, customer account name and email, payment amount / method.
  9. If satisfied and payment has been received, goto the Status section drop menu near the top left of the auction detail page, select Completed and then the Update button in the upper right.

A completed confirmation email will be sent to the auction winner.

View / print PDF of these steps

Switching to Customer Account to Pay Online

This step guide is for customers who arrive at the gallery and have NOT paid online for their auctions yet and are unable to access their email from their own device in the gallery. You can temporarily switch to the customer’s account to trigger an online payment, then access their Dashboard’s Add to cart link to finally select a payment type in the checkout online. The auction is released to the Orders section where it can be completed.

Switching to Customer Account Step Guide

STEP GUIDE QUICKIE:

  1. In the shopmanager account, Goto WordPress > Users, find the customer’s account, and select Switch To.
  2. In their Dashboard, select Auctions > Add to cart button.
  3. Enter contact & payment method in the checkout and Place order.
  4. Scroll to bottom to select switch back to shopmanager link.
  5. Goto Woocommerce > Orders, find the auction order, confirm customer details and amount are correct, and select Status > Completed, then Update button.

DETAILED STEP GUIDE:

  1. First, log into the shopmanager user account on a computer in the gallery.
  2. Head to the backend navigation area by selecting the GALLERY ROUTE ONE link in top left corner > Users.
  3. Search on the username or email to find the customer’s account.
  4. Hover over the account user name and select Switch To.
    Alternately, select the user name text link and scroll down to select User Switching > Switch To.
  5. You should see the customer’s Dashboard, now select the Auctions link. Under My Auctions header, you should see the auction won and an Add to cart button. Select it.
    Alternately, you can visit the auction product page (when switched to the customer’s account) and find an Add to cart button there.
  6. The page should refresh to the checkout for the auction. User contact information is required to be entered as well as the payment method below. A valid credit card can be entered here or chose Cash or Check radio buttons, then select the Place order button.
    Unfortunately, there’s no setting for choosing a credit card that you manually run through a card reader in the gallery.
  7. You’re done with the customer account now and must switch back the shopmanager profile. Do that by scrolling to the bottom of the page and selecting the Switch back to shopmanager link.
  8. Finally, head over to the GALLERY ROUTE ONE link in top left again > Woocommerce > Orders section. Fnd the order by searching on artist title, box title, customer account name or email, select the order text link, and select Status > Completed from the drop menu. Select the Update button in top right column to finalize the transaction.

A completed confirmation email will be sent to the customer.

View / print PDF of these steps

LAST RESORT: Bypassing Online Pay Now to Pay Manually

IMPORTANT: This is only to be used as a nothing-else-works last resort. When a manual bypass purchase is necessary because a customer HAS NOT paid via their Pay Now link from the email sent after the auction ended AND cannot access their email or by switching temporarily to the customers account to remedy payment.

Bypass Online Payment Step Guide
  1. Login at https://galleryrouteone.org/wp-login
    Username: shopmanager
    Password: not listed here for security
  2. Select Products from the left main navigation menu.
  3. Search on box title or box artist name.
  4. Select the auction item link text for the correct auction product to see its details and scroll down to bottom right column for the Auction status section.
  5. Confirm that the winning bidder information account name / email matches the customer as well as informing the customer of the listed amount.
  6. If both parties are satisfied, enter the amount listed and charge the customer at the POS system (such as credit card payment station or cash register, etc.)
  7. IMPORTANT: maintain a receipt for the galleries bookkeeping records since the online system cannot not record this transaction.

View / print PDF of these steps