Orders 101

There are three ways to manage your orders:


Viewing full order summary

To view full order summary of events including specific information on add-on etc.:

  1. After logging into your Occasion account, click on the "Calendars" from the menu.
  2. Find the event on the calendar, and click on it. This will open a pop-window with information on the event.
  3. Towards the middle-right, look for "Roster Actions" button, and select "View Complete Report" from the drop-down.
  4. This will take you to the Orders page.
  5. On the top-right, look for "Columns" and you click on it - you can select additional columns you wish to view or hide on your report.
  6. Again, to the top-right, look for "Results" and select the appropriate number of results you wish to see. If you are not sure, select the maximum number.
  7. To download this report - look for "Export" button on the top-right - which will allow you to export the orders to Excel, PDF or print them.

Create custom reports

Custom Reports are great for saving a report structure that you can reuse. Use cases for custom reports might include:

  • Detailed Listing Report
  • Customer List
  • Email List
  • Transaction Report for import into QuickBooks

Filtering for the right data in the report:

  1. From your Occasion account, click on "Orders" in the top navigation bar.
  2. Then, click on the "Saved Reports" tab.
  3. Then, click on "Create New Report".
  4. This will open a pop-up window that will let you filter the orders.

Here are some examples:

Example 1: Creating a list of customer emails

  1. In the pop-up window, under "Visible Columns" - select First Name, Last Name, and Email.
  2. Under "Report Title", give it a name - List of Customer Emails.
  3. Click "Save Custom Report".

Example 2: Creating a list of transactions in the last 30 days for import in Quickbooks

  1. In the pop-window, under "Order Attribute Filter" - select Order Date and then, under "Relative", select - "less than 30 days ago"
  2. Under "Visible Columns" - select Status is Complete or Cancelled, Order Date, First Name, Last Name, Payment.
  3. Under "Report Title", give it a name - Last 30 Days Transaction List.
  4. Click "Save Custom Report".

Export list of orders

  1. After logging into your account, click on “Orders” from the top menu navigation, or click on "Looking up an Order" from the middle of the dashboard page.
  2. Click on "Save Reports" Button
  3. Choose a custom report from the  activity report option  or the columns/filters you would like to export.
  4. Now, click on the "Export Orders" Button.
  5. Select the file format for the export.

Print list of orders

  1. After logging into your account, click on “Orders” from the top menu navigation, or click on "Looking up an Order" from the middle of the dashboard page.
  2. Click on "Save Reports" Button
  3. Choose a custom report from the  activity report option  or the columns/filters you would like to export.
  4. Now, click on the "Export Orders" Button.
  5. Select "Print".

Cancel an order

Cancelling an order is quick and easy in Occasion. Once an order has been canceled, the seats are released and made available to be booked again, and the customer will receive an email notifying them of the cancellation.

  1. After logging into your account, click on “Orders” in the top menu navigation, or click on "Looking up an Order" from the middle of the dashboard page.
  2. Find the order you wish to change.
  3. Click “Edit Order”. This should open a new window.
  4. Scroll down and click the “Cancel Order” button.

Note: The steps above only cancel an order. If you also wish to give a refund please read these instructions.