Orders and transactions

Find every payment under Finance, Orders, read order details, approve or decline bank transfers by checking the proof of payment, and download invoices.

An order is the record of one purchase. MagicPost creates one whenever a customer pays, a free plan is activated, or you assign a plan. You review them under Finance → Orders.

​

The orders list

The page title is Orders and the subtitle gives the total number of payment transactions. The newest orders come first.

Column	Meaning
Order ID	The reference of the order.
Customer	Name, with the email underneath.
Price	The amount with its currency code.
Pricing Plan	The plan name, with its type underneath.
Gateway	How it was paid.
Status	Pending, Cancelled, Completed, Failed or Declined.
Created On	Date and time.

You can search by order ID, customer, plan, gateway and status, sort, show or hide columns, and filter by Status. Each row has these actions.

Action	Notes
View	Opens the order page.
Download Invoice	Only for completed orders. See Invoices.
Delete	Removes the order record after you confirm.

You can also tick rows and delete them in bulk. Deleting an order only removes the record. It does not cancel a subscription or take credits back, and it changes the totals on the Finance dashboard.

​

Order ID prefixes

Prefix	Created by
BT-	A customer choosing bank transfer at checkout.
MANUAL-	You, with Assign Subscription. The gateway is shown as Manual.
FREE-	A customer activating a free plan. The gateway is shown as Free and the price is 0.

Orders paid through an online gateway carry the reference supplied by that gateway.

​

Order statuses

Status	Meaning
Completed	The payment is confirmed and the plan’s benefits have been granted.
Pending	A bank transfer is waiting for your review. Nothing has been granted yet.
Declined	You rejected a bank transfer. Nothing was granted and the customer sees the failed attempt in their billing history.
Cancelled	You set this on a bank transfer order. Benefits that were already granted are not taken back.
Failed	Offered in the status filter and counted separately on the Finance dashboard.

When an order completes, MagicPost grants the plan’s credits, creates the subscription for Monthly, Yearly and Lifetime plans, stamps an invoice number, notifies the first admin account about the payment, and awards a referral commission when the buyer was referred. See Referral program admin.

​

Order details

Open View on a row. The page heading is Order ID followed by the reference. Completed orders show an Invoice button.

Card	What it shows
Order Details	Order ID, Payment Gateway, Payment Type, Status, Price and Gateway Transaction ID. The last field repeats the order reference.
Bank Transfer	Only on bank transfer orders. Proof of payment and the status control, described below.
Customer	Name and email, and Next Payment Date when the order has an access period.
Subscription Details	The Plan Name and Included Credits.

​

Approve a bank transfer

Bank transfers are settled by hand, so each one waits as a Pending order until you confirm the money arrived. There is no webhook and the customer is not charged again at renewal. Set up the account details your customers pay into under Bank transfer.

1. The customer orders

   At checkout the customer picks Bank Transfer. MagicPost creates a Pending order with a BT- reference and shows an instructions page with your bank details and a reminder to quote the reference in the transfer description.

2. The customer uploads proof

   On their Profile, the Recent billing card shows an Upload proof of payment button on the pending order. The proof can be a PDF, JPG, PNG or WEBP file of up to 8 MB. They can replace it later.

3. Open the order

   Go to Finance → Orders and open the order with View. The Bank Transfer card appears.

4. Check the proof

   Under Proof of Payment, click View attachment to open the file. If nothing was uploaded, the card says so. It also shows when the file was uploaded.

5. Set the status

   In Order Status choose Completed, Declined, Cancelled or Pending, then click Update status and confirm.

Choosing Completed releases the plan’s credits and creates the subscription, and the message Order approved. The customer now has access. appears. Approval is idempotent: approving an already completed order does nothing, so credits are never granted twice. Any other status only records your decision.

The status control works for bank transfer orders only. For other gateways the status is set by the payment confirmation that arrives from the gateway. If an online payment looks stuck, see Billing problems.

Proof files are stored privately. Only the customer who owns the order and admins can open them.

​

What a pending order does not do

A pending bank transfer order has no access period. The customer gets no credits, no subscription and no invoice until you complete it. The order’s credits are saved on the order for reference only.