Adjusting ExpoGenie Invoices for Sponsors

SOP: Adjusting Orders, Invoices, and Payments in ExpoGenie

Objective

This SOP explains how to locate an order in ExpoGenie, make invoice adjustments, and update payment-related actions so the invoice reflects the correct products, pricing, discounts, and payment status. It is intended to help team members quickly and accurately modify existing orders without affecting reporting workflows.

Key Steps

1. Navigate to the correct order 0:09

• Go to Shop and then select Orders.

• Use this area to find the specific order you need to adjust.

• Note: Reports > Invoices and Payments is useful for analysis, but not for editing the order itself.

2. Open the order for editing 0:29

• Locate the customer/order you want to update.

• Review the invoice first to confirm what was originally purchased.

• Click the pencil/edit icon to open the order and begin making changes.

• Think of this as returning to the signup flow and updating the selections there.

3. Add or replace products on the invoice 0:54

• To change a product, add the new item first.

• Example: if a customer upgrades from Gold to Platinum, add Platinum to the order.

• Then remove the original item (Gold) from the cart.

• Any added product will appear as a new line item on the invoice.

4. Add additional line items as needed 1:04

• If the customer wants to purchase an extra item, add it directly to the order.

• Example: add a bag insert by selecting the product and adding it to the cart.

• Confirm the new item appears as a line item before saving or exiting.

5. Adjust the sale price on a line item 1:24

• If a discount or special pricing is needed, edit the sale price directly in the line item.

• Example: change a Gold sponsorship from $7,500 to $6,000.

• Verify the updated price is reflected correctly before finalizing the order.

6. Apply a discount code if applicable 1:50

• If a discount code should be used, first confirm the code exists in Shop > Advanced.

• Apply the discount code to the invoice/order.

• Check that the discount is reflected in the total before saving.

7. Handle payment-related actions 2:02

• If the invoice is fully paid, you can: 

  • Refund a payment

  • Resend an email

  • Delete a payment

• If there is a remaining balance due, you can receive a payment.

• Use these actions only after confirming the invoice details are correct.

8. Save the updated order and confirm the invoice 2:15

• After all changes are made, confirm the order reflects the correct products, pricing, discounts, and payment status.

• The invoice will update automatically based on the edits made in the order.

• Recheck the invoice summary to ensure the final total is accurate.

Cautionary Notes

• Do not use Reports > Invoices and Payments to edit orders; that area is for analysis, not order modification.

• Verify changes carefully before saving, especially when adjusting prices, removing items, or applying discounts.

• Only refund, delete payments, or receive payments when you have confirmed the invoice and customer status.

• If the order involves booth changes, additional floor plan steps may be required beyond invoice edits.

Tips for Efficiency

• Review the invoice first so you know exactly what needs to change before editing.

• Make all product changes in one session to reduce back-and-forth edits.

• Use the line-item view to quickly confirm added, removed, or repriced items.

• Keep discount codes organized in Shop > Advanced so they are easy to apply when needed.

• After editing, do a final check of the invoice total and payment status to avoid follow-up corrections.

Link to Loom

https://loom.com/share/a311ab06c575418a8ab5c76e46524d23