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Admin Standing Orders

In this article, you will learn how administrators review standing order requests, enter pricing, send prices for customer approval, activate recurring requests, add weekly exceptions, and cancel standing orders.

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Add a video showing the Standing Orders list, filters, request details, item pricing, customer approval status, activation, weekly exceptions, and cancellation.

Before You Start​

Review the customer's requested products, quantities, start week, optional end week, notes, and pricing approval preference. Confirm pricing with your team before activating a standing order.

Find Requests That Need Review​

  1. Open Standing Orders.
  2. Filter by status when you need requests in review, pricing, awaiting approval, active, paused, cancelled, or completed.
  3. Search by customer or standing order name when you know it.
  4. Open the standing order you want to review.
  5. Check the customer, schedule, item list, notes, and current status.
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Add a screenshot of the Standing Orders list with status filters and a request that needs pricing.

Price A Standing Order​

  1. Open a standing order that needs pricing.
  2. Review each requested item.
  3. Enter the agreed price for each item that needs pricing.
  4. Review quantities, farms, origins, sizes, packing, and notes.
  5. Save pricing.
  6. Confirm the standing order status updates.

If customer approval is required, the request waits for the customer to approve or reject the proposed prices.

The prices you enter here are product prices. When the weekly order is generated, the same taxes and handling charges that apply to any other order are applied on top — including any charge configured to apply only to deliveries outside the regular shipping days. So the weekly order total can be higher than the sum of the item prices, and the invoice itemizes the difference.

If a charge cannot be resolved for a generated order — for example when two configured charges of the same kind both apply to it — that week's order is created and held for pricing review rather than being priced incorrectly or skipped. Resolve the conflicting charges, then re-price the held order.

Activate A Standing Order​

  1. Confirm all items have pricing.
  2. Confirm the schedule is correct.
  3. Confirm customer approval is complete when required.
  4. Select Activate when the request is ready.
  5. Review the status after activation.
First delivery week

Weekly orders are generated every Monday, and a standing order activated during a week starts generating the following Monday. Activation midweek therefore never produces an order for a delivery week already underway, whatever time of day or day of the week it happens. A standing order whose end week has already passed is marked Completed on activation instead, since it has no delivery week left.

Destination required

A standing order can only activate when its customer has a valid default shipping destination. If a fully approved standing order will not activate, set the customer's default destination in their organization settings — the standing order then activates automatically and weekly generation begins. Re-enabling a previously disabled destination — or re-adding it from the destinations list, which re-enables it — has the same effect for any customer who relies on it, including for a fully approved standing order whose end week passed while the destination was unavailable: that one is marked Completed, since it has no delivery week left.

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Add screenshots of item price entry, customer approval status, and the Activate action.

Handle Customer Price Rejection​

  1. Open the standing order after the customer rejects proposed pricing.
  2. Read the customer's note.
  3. Adjust prices or item details when needed.
  4. Save the updated proposal.
  5. Send the pricing back for customer review.

The standing order should not be activated until pricing is resolved.

Add A Weekly Exception​

  1. Open the standing order.
  2. Select Add Weekly Exception.
  3. Choose the week that should change.
  4. Choose whether the week should be skipped or adjusted.
  5. Enter changed quantities or notes.
  6. Save the exception.
  7. Review the exception list.

Use exceptions for holidays, short-term pauses, or one-week quantity changes.

Cancel A Standing Order​

  1. Open the standing order.
  2. Review the active schedule and any pending pricing.
  3. Select Cancel Request.
  4. Confirm that future weekly orders should stop.
  5. Check that the status changed to cancelled.

When A Weekly Order Is Not Placed​

The weekly run skips a standing order and places nothing when any of the following is true for that delivery date:

  • The day of the week has no scheduled arrival, and special arrival dates are turned off in settings.
  • The standing order has no items with an approved price.
  • The customer has no default delivery destination set.
  • The customer's default delivery destination is no longer available.

You and the customer both receive a notification and an email naming the standing order, the delivery date, and which of the above applies. No order is created and nothing is charged. Once the cause is resolved, the order is placed on the next weekly run.

Two cases are silent by design: a week the customer skipped with an exception, and a week whose order already exists.

Open A Standing Order From A Notification​

Standing order notifications, such as a week that was not placed, a customer's response to pricing, or a cancellation, take you straight to that standing order's details. This works even when the standing order is not on the current page of the list or is hidden by your filters.

  1. Select the notification.
  2. Wait while the details panel shows Loading standing order.
  3. Review the standing order and take any action it needs.
  4. Close the details panel to return to the list.

Closing the details panel keeps it closed, even when the list refreshes or you move between pages. To open the same standing order again, select it in the list. Selecting the same notification again without leaving the page does not reopen it.

If the details cannot be opened, a message above the list explains why, and the list stays available:

  • The standing order this link points to is not available. The link does not lead to a standing order you can open. Find the standing order in the list instead.
  • The standing order this link points to could not be loaded. The details could not be read, for example because of a connection problem. Select Retry to try again.

If the details panel is open when you change the standing order, for example by adding an exception or cancelling it, the panel updates to show the change. If the update cannot be read, the panel keeps what it showed and a message says it could not be refreshed.

Check That A Notice Reached Its Recipients​

Open a standing order's details to see Notification Status: one entry per notice the standing order has produced — a week that was not placed, a cancellation, a price notice — with the delivery week where one applies, and the state of each recipient's copy.

A notice that could not be delivered shows as failed with a Retry this recipient action beside the address. Retry re-sends only that copy; the ones that arrived are left alone.

Every address the notice was owed appears here, including one the system could not send to because the address itself is not a usable email address. Correct it in the customer's organization settings, then use Retry this recipient. If a newer attempt has been made since the page was loaded, the retry is refused and nothing is resent, so the same message is never sent twice from an out-of-date view. The section then reloads the list; check the recipient's current row before retrying.

Retry always reports what it did. If the copy had already reached the address, or a retry to it is already running — yours, another admin's, or the system's own hourly retry — Retry says so and sends nothing. Both are successful outcomes rather than failures, and neither produces a second message.

If the delivery states cannot be loaded at all, the section says so and offers a Retry to load them again. That is deliberately different from a standing order that has simply sent no notices yet, which shows nothing: an empty section means there is nothing to report, never that something went wrong while looking.

If the list has already been shown and a later reload fails (for example, the reload that follows Retry this recipient), the list stays on screen under a message saying the statuses could not be refreshed and may not show recent changes. Each Retry this recipient action stays available, and Retry in the message loads the list again.

Only one refresh runs at a time. While one is running (a recipient retry, or Retry in the message), every other refresh control is unavailable until it finishes, and the control you pressed shows that it is working. That includes a second recipient: recipient retries run one at a time, so nothing can finish after a message you have already been shown and quietly contradict it.

That Retry always answers. If the load fails a second time the section says so rather than leaving you to guess from an unchanged screen, and if it succeeds the section keeps its place and tells you what it found, including when what it found is that no notices have been sent yet.

Every recipient a notice was owed appears here, including the ones the system could not attempt at all. If a cancellation or price notice fails outright — the mail service is unreachable, or the customer has no notification address set up yet — the affected addresses still show as failed with their own Retry, rather than dropping off the list. That matters most for cancellations and price changes, which are sent once when you make the change and cannot be triggered again by repeating it. When a customer has no notification address at all, the entry shows in place of an address; add one on the customer's organization and then use Retry. Retry sends to the addresses configured at that moment, skipping any that already received the notice. If every one of them already has it, Retry says so and sends nothing. The entry without an address then drops off the list, and each address shows the notice as sent.

The system also retries these notices on its own, hourly, until they go through, so an unreachable mail server usually resolves without anyone acting. Use Retry when you have fixed the cause yourself — a corrected notification address, for example — and do not want to wait. An hourly retry and a Retry you press never both send the same copy: whichever starts second finds the other under way and sends nothing.

Additional Costs On A Standing Order​

A standing order shows its charges the same way an inventory order does.

  • Before the order is confirmed, the figure is calculated from the standing order's current items.
  • Once the order is confirmed, the figure comes from the issued revision, so it matches the invoice and does not change if the standing order's items are edited later.
  • If the items have changed enough that they no longer add up to the order total, the column shows a dash rather than a figure that disagrees with the total beside it.

The order total behaves the same way. Confirming a weekly order prices it from the standing order as it stands at that moment and records that amount on the order, on the revision and on the invoice together, so the three never disagree. A price you correct on the standing order after the weekly run is therefore the price billed, as long as you correct it before confirming. If that correction changes the amount, confirming raises a notification naming the order with both figures, so a re-priced week is never silent.

Farm Total reads $0.00 for a standing order. These orders bypass inventory, so there is no grower cost recorded against their lines — the zero is the absence of a cost, not a cost of zero.