--- title: "Orders — what your company has bought, and the invoices for it" description: "Look back over every order your company has placed, see what was on each one and who got the licence, and download the invoice." --- # Orders **Orders** is your company's purchase history: every licence bought, every renewal, what each came to and the invoice for it. It is a record rather than a place to do anything — buying happens in the store, and licences are looked after on *Team & licences*. Find it in the sidebar of your Shine Forms account, or go to **account.shineforms.co.uk/orders**. ![Order history: every order across the company, what it was for and what it came to.](https://www.shineforms.co.uk/docs/_img/shine-account-orders-list.png) **What is in the list depends on who you are.** An administrator sees every order placed across the company, whoever placed it. Everybody else sees the orders they placed themselves. The line under the heading says which of the two you are looking at. **Sort by** reorders the whole list — newest first to begin with, or oldest first, or by what each order came to, largest or smallest. ## Reading a row **Order ID** is the number to quote if you ever need to ask about an order. **Items** summarises what was on it: up to two product names, then *+n more* if there were others. **Status** is the one to understand: - **Pending** — placed, but the payment has not gone through yet. Nothing has been issued. - **Completed** — paid. The licences are created and emailed out at this point, so this is the status that means somebody can actually work. - **Failed** — the payment did not go through. Nothing was issued and nothing was charged. An order that sits at **Pending** has not been paid for. If that is a surprise, the likely cause is a card payment that was started and never finished — place it again rather than waiting. **Total** is what was charged including VAT. ## Inside an order **View**, or clicking the row, opens the whole order. ![One order opened: who placed it, what was on it, who holds each licence, and the VAT breakdown.](https://www.shineforms.co.uk/docs/_img/shine-account-order-details.png) **Placed by** is the address the order was checked out with. On an administrator's list this is how you tell a colleague's order from your own — it is the one thing in the row that identifies who bought it. The **Items** table gives each line a badge saying what kind of purchase it was: **New Licence**, **Renewal** or **Upgrade**. Under the product name, where the licence is assigned to somebody, you get their name and address and a link through to that licence on *Team & licences* — which is the quickest way to answer *who did we buy this one for?*. The totals underneath break out the **subtotal**, the **VAT** and the **total**. Prices in the store are shown without VAT, so the total here is the only number that matches what left the bank. **Download Invoice** — on the row or in the order — gives you the VAT invoice as a PDF. It is available on **completed orders only**, because an order that has not been paid for has nothing to invoice. Like the certificate downloads, the link is good for five minutes and opens in a new tab. An invoice that has only just been paid for may take a moment to be produced; if it says it is not ready yet, it will be shortly. ## What happens when an order completes Paying is the moment everything else starts. As an order moves to **Completed**, the licences on it are created and the licence file is emailed to whoever each one is assigned to — so a colleague you bought for hears about it without you having to forward anything. If you bought "for someone new" at checkout, the licence is assigned to the name and address you typed, and it stays that way until that person is added to your team properly. Until then they are not on *Team & licences*, but the licence is already theirs and the email has already gone. A licence bought without anybody named lands in the unassigned pool on *Team & licences*, waiting to be given to someone. It is not lost, but it is not free either: **its year starts the day it was bought, not the day somebody takes it up**, so an unassigned licence is quietly using up the time you paid for. Assign it. ## Deleting an order that was never paid for A **Pending** order — and only a pending one — can be deleted. ![An order still waiting for payment, and the confirmation that deleting it asks for.](https://www.shineforms.co.uk/docs/_img/shine-account-order-delete-pending.png) **Delete Order** asks you to confirm inside the order itself rather than opening a second dialog. There is nothing to undo afterwards, but there is also nothing to lose: an unpaid order holds no licence and nothing has been charged for it. Tidying away an attempt that went wrong is exactly what it is for. A completed order cannot be deleted. It is your VAT record, and the licences it bought point back at it. ## What everyone else sees - An **administrator** sees every order across the company, and can open, invoice and delete any of them. - Anybody else sees the orders they placed themselves and nothing more — the list is not hidden from them, it simply only ever had their own orders in it. Nobody's order history is private from a company administrator, and no ordinary member can see a colleague's spending.