Orders, invoices, payments, and reconciliation

New staging website. Use https://beti.worldyogaalliance.org/admin/commerce after administrator sign-in. Financial review and reconciliation actions below are staging workspace actions.

Open Commerce

Choose Commerce → Orders and payments or open /admin/commerce. The tabs are Orders, Invoices, and Payments. Use Payment reconciliation from the commerce workspace when a payment attempt has an unresolved provider result.

Commerce records contain financial and personal information. Limit access to the staff who need it, and do not copy full provider payloads, card details, bank details, or private contact information into public documentation.

Find an order

The Orders list has Order, Customer, Total, Status, Invoice, and Action. Use:

• Activity: All orders, Active only, or Inactive only.
• Status: All statuses or a specific status.
• Apply filters and Clear filters.
• View order to open the detail page.
• Deactivate order / Activate order for the record’s active flag.
• Create invoice when a draft or eligible order is ready for invoicing.
• Create draft order to begin an order that has not yet been invoiced.

Check the customer, currency, total, and invoice state before creating an invoice. An order is locked for editing once an invoice exists.

Create or edit a draft order

Select Create draft order. The form labels are:

• Order reference, Member ID, Country ID, Region ID, and optional Order type ID.
• Order date and Payment currency (USD, EUR, THB, or INR).
• Contact email, Contact phone, Post code, and Billing address.
• VAT (%).
• Items: Item N code, Item N name, Item N quantity, and Item N unit price for each supported currency.
• Discount for the selected currency.

There may be 1–100 items. Use Add item and Remove item N to maintain the list. Select Save draft order / Create draft order. For an existing draft, select Save draft order; use Delete draft order only after checking that it is still a draft and has no invoice.

The values displayed in the order overview include stored amounts for USD, EUR, THB, and INR: Subtotal, Discount, VAT, Total, and Grand total. Stored contact data and items are snapshots; changing a member profile does not rewrite a historical order.

Create an invoice

From an eligible order, select Create invoice, confirm the displayed order and amount, then reopen the order to verify the invoice link. Once an invoice exists, the detail screen indicates that the order is locked for editing. Invoice records are otherwise read-only in this workspace.

Review invoices and payments

The Invoices list shows Invoice, Customer, Total, Status, and Issued. Open an invoice to inspect its stored details. Do not change an invoice from a generic reference editor.

The Payments list shows Payment, Invoice, Customer, Amount, Provider, and Date. Payment details are read-only in the admin workspace. Raw provider payloads are not shown in the list; use the approved finance investigation process for provider-level evidence.

Membership boundary

The current staging admin menu has no dedicated Memberships page or membership-management route. Member eligibility or registration values may appear in people records and order/invoice history, but the source does not establish a standalone membership renewal or cancellation workflow in this workspace. Do not invent a membership action from an order row; use the owning member or registration workflow and confirm the current product decision first.

Reconcile an unresolved payment attempt

Open Payment reconciliation. The page heading is Payment reconciliation and the description says that it reviews unresolved Stripe registration attempts and confirms a provider result without creating a new charge or refund.

1. Open Unresolved Stripe payment attempts.
2. Check the attempt, order/registration identity, and the provider dashboard for the matching successful intent through the approved finance process.
3. Enter the exact Stripe payment intent ID. It must start with pi_ and be no longer than 255 characters.
4. Enter a required Reconciliation reason (up to 1,000 characters) that records what was matched and when.
5. Select Reconcile payment attempt.
6. Refresh with Refresh attempts and confirm the attempt’s new state.

The page distinguishes Intent known, Financial review needed (manual_review), and Outcome unknown. A manual-review item must not be reconciled from this screen. Reconciliation does not create a charge or refund; it records a verified provider result. Stop when the intent cannot be matched exactly.

Confirm financial outcomes

After any order or invoice action, reopen the order and verify its status, invoice link, totals, and locked/editable state. After reconciliation, refresh the attempts list and confirm the outcome shown by the screen. Treat a saved record as an administrative update, not as proof of card settlement, refund completion, or inbox delivery; those outcomes require approved provider or finance evidence.