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Manual Order Creation in Salesforce

VIDEO TRANSCRIPT | Recorded: 2025-01-23 | Verify against current system state

Abstract

Complete walkthrough of manual order creation in Salesforce. Covers finding person accounts, creating draft orders, selecting price books, adding products with discounts, payment processing flow, and automatic subscription/membership creation through triggers. Also demonstrates the refund/return process and explains the magic link feature for draft invoices.

Key Procedures

  • Find person account and click New Order
  • Optionally check "Suppress Invoice Email"
  • Save to create draft order
  • Select appropriate price book (e.g., "Term Member")
  • Add products with quantity of 1
  • Mark ready for activation
  • Wait for order summary creation
  • Create new payment with date and method
  • Verify subscription and membership created
  • Process refund/return through order summary

Notable Statements

  • 0:00:33 "You might want to click suppress invoice email if you don't want an email going out to the end user"
  • 0:01:56 "Once you've selected a price book once, it kind of defaults to that price book again, but it might not be the appropriate one"
  • 0:03:11 "Mark ready for activation... Salesforce in the background is running a process. It is getting ready to create an order summary"
  • 0:04:34 "This new payment screen... when we move to Chargent, this screen will be a Chargent UI"
  • 0:05:36 "After you click save, then it's going to send out to the order invoice and process the membership"
  • 0:05:49 "By now... if I go back to her account, we're gonna see that she is now an NP member"
  • 0:06:18 "The subscription, just like in Aptify, is the source of truth for the membership"
  • 0:06:29 "If you change the end date or the start date here, there is a trigger that will affect the membership"
  • 0:08:18 "We have a new option called a magic link and we can send out an order in a draft or quotation status"
  • 0:09:26 "You can ask you why you are refunding and returning and there's only one dropdown item"

Systems & Configurations

Systems Mentioned

  • Salesforce (orders, subscriptions, memberships)
  • Chargent (future payment UI)
  • Aptify (comparison reference)

Order Status Flow

Status Description
Draft Order created, products being added
Ready for Activation Products finalized
Pending Payment Order summary created
Completed Payment processed

Order Creation Steps

Step Action System Action
1 Click New Order Draft order created
2 Select price book Product list filtered
3 Add products (qty=1) Line items added
4 Mark ready Triggers order summary creation
5 Create payment Process payment
6 Save Triggers membership/subscription

Price Books

Price Book Use Case
Term Member Member type selection
NP Member Full access products
Career Starter Limited products

Subscription Source of Truth

Change Location Affected Fields
Subscription Start/end date, grace period
Membership Auto-updated via trigger
Person Account Dues paid through updated

Refund Options

Option Use Case
Cancel and Remove Draft/quotation orders only
Refund Return Paid orders
Status Can Send Link
Draft Yes
Quotation Yes
Paid No (use refund)

Credentials/Access Mentioned

  • Salesforce order processing access
  • Payment processing permissions

Vendor Contacts Mentioned

None mentioned in this recording.

Errors & Troubleshooting

  • Issue: Refund left discount, showing credit balance
  • Cause: Only refunded membership, not discount
  • Resolution: Refund all line items together
  • Timestamp: 0:09:46

Transcript Gaps & Quality Notes

  • Complete training recording (11 minutes)
  • End-to-end order process demonstrated
  • Chargent UI change noted as future
  • Asynchronous processing highlighted vs Aptify
  • Order history compared to Aptify change log