Attention
If the invoice has already been printed out or sent, processing is only permitted according to the GoBD guidelines if you still have access to the invoice. This means that it has not yet been delivered but is in the process of being delivered.
Order summary
The Order Overview under Order System > Orders lists all orders and cancellations in a table. This page describes the columns, the status indicators and the actions available for each row.
| Column | Sortable | Content |
|---|---|---|
| Date | Yes | Date and time of the order. Default sort order for the table. |
| Order number | Yes | Sequential number in the standard format YYYY-NNNNN, linked to the order. |
| Invoices | Yes | Number of the corresponding invoice. In the case of cancellations, this field shows the cancellation invoice, followed in brackets by the original invoice — for example, C-2026-00008 (2026-00063). |
| Invoice type | Yes | Distinguishes between a purchase order and a cancellation invoice. |
| Purchaser | Yes | Name of the person placing the order. |
| Delivery address | Yes | Address as stated on the order. |
| Item numbers | Yes | Item numbers of the items ordered. |
| Items | Yes | Number of items in the order. |
| Gross price | yes | Total amount including VAT. |
| Outstanding amount | no | Amount not yet settled, highlighted in colour. Blank in the event of cancellations. |
| Payment method | No | Invoice, SEPA direct debit or PayPal. Blank in the event of cancellations. |
| Feedback? | No | Internal processing status. |
| Cancelled | No | Indicates whether the order has been cancelled. |
| Actions | No | Buttons for editing the line. |
Note
The ‘Invoice Type’ column has the same name in the invoice overview, but there it uses the values ‘Invoice’ and ‘Cancellation’. In the order overview, they are labelled ‘Order’ and ‘Cancellation Invoice’.
Outstanding amount
| Colour | Meaning |
|---|---|
| Red | The amount has not yet been settled. |
| Orange | The amount has not been fully settled. |
| Green (€0.00) | The amount has been fully settled. |
Described in detail in Invoice overview > Status colours
Feedback status
The ‘Feedback?’ column is a purely internal processing status for backend administrators. It is not linked to participants, events or invoices, and does not trigger any action.
| Value | Meaning |
|---|---|
| no (red) | No feedback has been recorded for this order. |
| yes (green) | Feedback has been recorded for this order. |
You can also set the status using the bulk action ‘Requires feedback ’.
Cancel orders
| Condition | Display |
|---|---|
| Not cancelled | No green tick |
| Partially cancelled | Orange marker, in some cases with a reference to the cancellation invoice for the cancelled item. This occurs when some — but not all — items under ‘Order Items’ have been cancelled. If all items have been cancelled, the marker changes to ‘fully cancelled’. |
| Cancelled | Red marker showing the date of cancellation, alongside a grey marker showing the cancellation number. The cancellation number is linked to the corresponding data record. |
Orders can also be cancelled manually via the order overview:
Steps:
- Find the order in the list. Use the filter if necessary.
- Check the order number and the purchaser for the line.
- Click on the green ‘No’ marker in the ‘Cancelled’ column. A dialogue box will open.
- Under ‘Cancellation fee’, enter the amount to be retained. This field is not mandatory. If no fee is payable, leave it blank or enter 0.00.
- Enter the reason under ‘Reason for cancellation ’. This field is also optional. However, it is advisable to enter a reason, as otherwise the cancellation cannot be traced later.
- Click on ‘Cancel order’.
Result:
- The ‘Cancelled’ column displays a red marker showing the date of cancellation and a grey marker showing the cancellation number. The cancellation number is linked to the corresponding data record.
- A cancellation invoice is generated automatically.
- The customer receives the cancellation invoice by email.
- The place on the event is released again.
Refunding amounts already paid
Refunds are not processed automatically. If the booker has already paid, please arrange the refund outside of Campus Events — for example, via your accounts department.
This applies to all payment methods.