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Your orders

Track order status, respond to adjustments and reorder past events

Once you've submitted a catering order, you can track its progress, review the details, respond to any changes your caterer proposes, and reorder past events — all from the Manage Orders page.

Order statuses

Every order moves through a series of stages. You'll see the current stage as a coloured badge on the order.

  • Pending — Your order has been submitted and is waiting for approval. This covers two situations: the caterer hasn't approved it yet, or the caterer has approved it and it's now waiting on your assigned Cost Centre Approver.
  • Approved — The order has been accepted and is scheduled for preparation.
  • Preparing — The caterer is preparing your order.
  • Complete — The order has been delivered or collected.
  • Finalised — The order has been reconciled for billing. This is the final stage, and you can use it as the basis for a new order.
  • Cancelled — The order was cancelled or declined and won't be fulfilled.

Finding and filtering your orders

The Manage Orders page shows a set of summary cards — All Orders, Pending, Approved, Preparing, Complete, and Finalised — each with a live count. Click a card to filter the list to that status; click it again, or click "All Orders", to clear the filter.

You can also narrow the list using:

  1. The search box, to find an order by event name or order ID.
  2. The Cost Centre filter, to show only orders billed to a particular cost centre.
  3. The Time Period filter (Today, This Week, This Month, This Year, or All Time).
  4. The sort option, to order the list by created date or by the upcoming event date.

Each order in the list shows the event date and time, number of attendees, who placed the order, and the cost centre it's billed to. If your caterer has proposed changes to an order that are still awaiting approval, an "Adjustment Awaiting Approval" label appears next to its status.

Viewing an order

Open an order to see its full details, grouped into a few sections:

  • Event Details — event name, description, date, attendee count, and location information, depending on what your caterer's order form asks for.
  • Billing & Approval — the cost centre the order is billed to and the assigned approver, if any.
  • Dietary Requirements — each guest you added with their allergens, dietaries, and other requirements, totals per allergen and dietary, and any additional notes submitted with the order.
  • Order Items — every item and modifier in the order, along with the subtotal, GST, and total.

A progress bar at the top shows which stage the order is currently at.

Approving orders that need cost centre approval

If your order requires sign-off from a Cost Centre Approver, you'll see an "Awaiting Approval" notice once the caterer has approved it. If you are the assigned approver, or a site admin, you can approve or cancel the order directly from this notice. Otherwise, the order simply waits until the assigned approver reviews it.

Reviewing changes proposed by your caterer

Sometimes a caterer needs to adjust an order after it's been placed — for example, updating item quantities, adding items, or adding an extra charge. When this happens, the order shows an "Adjustment Awaiting Approval" notice, and the order summary highlights what's changed.

If you're a site admin or the assigned Cost Centre Approver, you can:

  1. Review the proposed changes in the order summary.
  2. Select Approve Adjustments to apply the changes to the order, or Decline Adjustments to leave the order unchanged. You can optionally add a reason when declining.

If you're not able to approve or decline, the notice lets you know the adjustment is waiting on a site admin or Cost Centre Approver.

Cancelling an order

You can cancel an order yourself while it's still Pending or Awaiting Cost Centre Approval — before the caterer has approved it. Once an order has been approved, only the caterer can cancel it.

To cancel an order:

  1. Open the order and select Cancel Order.
  2. Confirm the cancellation. If the order has a pending adjustment, cancelling the order also discards that adjustment.

Comments from your caterer

If your caterer leaves a note on your order, it appears in a "Comments from Caterer" section on the order details page, along with when it was posted.

Printing a summary

Select Print summary on an order's details page to print or save a copy of the order summary.

Reordering a past event

Once an order reaches the Finalised stage, a Re-Order button becomes available. Selecting it starts a new order pre-filled with the same items, event details, and dietary requirements — you'll just need to enter a new date and time, and reselect a Cost Centre Approver if one is required.

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