Order

The Orders tab in the Persons and Company object records details about individual and corporate orders made by AANP members. This includes details about memberships, conference registrations, publications, and other purchases made through the AANP platform. Orders can be associated with various aspects such as billing, shipping, payment methods, and order status.

Initially, I was reluctant to share this with you as we do not necessairly need or want the exact same fields as we have with Aptify. However, I think it is a good starting point for us to discuss what we need and what we don't need.

You can also start a brand new order without being on a person on company record, you just have to fill out that additional detail when creating the order.

I could have broken this out into orders, subscriptions, standing orders, payments types, etc. but I think it makes more sense to keep it all together.

Standing Orders

Standing Orders are auto-renewal orders set to renew after a specified period. For example, memberships can be set to auto-renew annually. Standing Orders are processed on each scheduled date and can include multiple individual orders over time.

Subscriptions

Subscriptions are based on specific products added to the order. If a product is subscription-based, it can be renewed manually or have an auto-renewal attached. If auto-renewal is enabled, a Standing Order should be referenced in the subscription.

Order Summary

• The total amount for all orders is displayed at the top of the tab, along with any outstanding balance across orders.
• The order list is sorted by ID by default (latest to oldest).
• Clicking on an order allows staff to view detailed information about that specific order.

Field Name	Description	Field Type
ID	Unique identifier for the order	Integer
Order Date	The date when the order was placed	Date
Line Product Name	The name of the first product in the order	Text
Grand Total	The total amount for the order	Currency
Balance	The remaining balance for the order	Currency
Order Status	The current status of the order (e.g., Shipped, Canceled)	Text
Order Type	The type of order (e.g., Regular, Subscription)	Text

Unused Fields

These fields appear in Aptify, but AANP does not utilize them on this entity.

Field Name	Description	Field Type
Order Party	The party associated with the order (Individual or Company)	Text

Fields

Main View

Field Name	Description	Data Type	Required
Order ID	Unique identifier for the order	Integer	Yes
Person	Name of the person placing the order	String	Yes
Company	Company associated with the order	String	No
Order Date	Date the order was placed	Date	Yes
Total Amount	Total amount for the order	Currency	Yes
Order Status	Current status of the order (e.g., Completed)	String	Yes
Payment Status	Payment status of the order (e.g., Paid)	String	Yes

General Tab

The General tab contains the main details about the order, including shipping and billing information, order status, and other general settings.

Field Name	Description	Data Type	Required
Billing Address	Billing address for the order	String	Yes
Shipping Address	Shipping address for the order	String	Yes
Billing Contact	Name of the billing contact	String	Yes
Shipping Contact	Name of the shipping contact	String	Yes
Order Created Date	Date the order was created	Date	Yes
Order Completed Date	Date the order was completed	Date	No
Fulfillment Start Date	Date when fulfillment starts	Date	No
Order Type	Type of order (e.g., Membership, Conference)	String	Yes
Frequency	Frequency of the order (e.g., One-time, Annual)	String	No
Sales Rep	Sales representative associated with the order	String	No

Payment Information Tab

The Payment Information tab provides details about the payment method, payment status, and related financial information.

Field Name	Description	Data Type	Required
Payment Method	Method of payment (e.g., Credit Card)	String	Yes
Payment Date	Date the payment was made	Date	Yes
Payment Amount	Amount paid	Currency	Yes
Credit Card Number	Credit card number (masked)	String	No
Credit Card Expiry	Credit card expiration date	Date	Yes
Payment Status	Status of the payment (e.g., Paid, Pending)	String	Yes
Authorization Code	Payment authorization code	String	Yes

Products Tab

The Products tab lists the products or services associated with the order.

Field Name	Description	Data Type	Required
Product Name	Name of the product or service	String	Yes
Quantity	Quantity of the product	Integer	Yes
Unit Price	Price per unit of the product	Currency	Yes
Total Price	Total price for the product (Quantity * Unit Price)	Currency	Yes

Shipping Tab

The Shipping tab provides details about the shipment of products associated with the order.

Field Name	Description	Data Type	Required
Shipment Method	Method of shipment (e.g., Standard, Express)	Dropdown	Yes
Shipment Date	Date the shipment was made	Date	Yes
Shipment Status	Status of the shipment (e.g., Shipped, Delivered)	Dropdown	No

Unused Fields

These fields appear in Aptify, but AANP does not utilize them on this entity.

Field Name	Description	Field Type
Tracking Number	Shipment tracking number	String
Carrier	Carrier handling the shipment	String

Accounting Tab

The Accounting tab includes details crucial for accounting and financial records.

Order Payments

Field Name	Description	Data Type	Required
Payment Date	Date the payment was made	Date	Yes
Payment Amount	Amount paid	Currency	Yes
Payment Type	Type of payment (e.g., Credit Card, Cash)	String	Yes

GL Entries

Field Name	Description	Data Type	Required
GL Account	General Ledger account code	String	Yes
Description	Description of the GL entry	String	Yes
Debit Amount	Debit amount recorded	Currency	Yes
Credit Amount	Credit amount recorded	Currency	Yes

Deferred Income

Field Name	Description	Data Type	Required
Scheduled Date	Date the income is scheduled to be recognized	Date	Yes
Description	Description of the deferred income	String	Yes
Total	Total deferred income amount	Currency	Yes

Cancellations Tab

The Cancellations tab provides details for order cancellations.

Field Name	Description	Data Type	Required
Original Order	ID of the original order being canceled	Integer	No
Cancellation Reason	Reason for cancellation	String	Yes

Messages Tab

The Messages tab allows for internal comments and communications.

Comments

Field Name	Description	Data Type	Required
Comments	Internal comments about the order	String	No

Company Admin Review Comments

Field Name	Description	Data Type	Required
Company Admin Comments	Comments by the company administrator	String	No

Send Email Tab

The Send Email tab is used to send an invoice via email.

Field Name	Description	Data Type	Required
Email	Email address to send the invoice to	String	Yes

Subscriptions Tab

The Subscriptions tab tracks details about subscription-based products.

Field Name	Description	Data Type	Required
Subscriber	Name of the subscriber	String	Yes
Subscriber Company	Company associated with the subscriber	String	Yes
Recipient	Name of the recipient	String	Yes
Recipient Company	Company associated with the recipient	String	No
Product	Name of the subscription product	String	Yes
Status	Current status of the subscription (e.g., Active)	String	Yes
Issues Sent	Number of issues sent	Integer	Yes
Distribution Type	Type of distribution (e.g., Hard Shipment)	String	Yes

| Chapter | Chapter associated with the subscription | String | No |

Subscription Purchases

The Subscription Purchases tab shows the orders associated with the subscription.

Field Name	Description	Data Type	Required
Order	ID of the associated order	Integer	Yes
Order Detail	Details of the order	String	Yes
Issues	Number of issues associated with the order	Integer	Yes
Num Copies	Number of copies	Integer	Yes
Start Date	Start date of the order	Date	Yes
End Date	End date of the order	Date	Yes
Referred By	Name of the person who referred the order	String	No
Agent	Name of the agent associated with the order	String	No
Agent Order #	Agent order number	Integer	No

Renewal Tab

The Renewal tab indicates if the subscription has an auto-renewal and links to the Standing Order.

Field Name	Description	Data Type	Required
Auto Renew	Indicates if the subscription is set to auto-renew	Boolean	No
Standing Order	ID of the linked Standing Order	Integer	No

Field Values

• Order Source
• Payment Types