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Standing Orders

In this article, you will learn how to create a standing order request, add items, choose pricing approval behavior, approve or reject proposed pricing, add weekly exceptions, and cancel a recurring request.

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Add a video showing standing order creation, item entry, pricing approval choice, proposed price approval, price rejection, weekly exceptions, and cancellation.

Before You Start​

Decide which products you want every week, how many boxes you need, when the request should start, whether it should end on a specific week, and whether you want to approve prices before the standing order becomes active.

Create A Standing Order Request​

  1. Open Standing Orders.
  2. Select New Standing Order.
  3. Enter a name or description if the page asks for one.
  4. Choose the start week.
  5. Add an optional end week if the request should stop automatically.
  6. Choose whether you want to approve pricing before activation.
  7. Add notes for the admin team.
  8. Continue to item entry.
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Add Items To The Request​

  1. Select Add Item.
  2. Search for an existing product or enter the product details manually.
  3. Choose variety, size, packing, farm, or origin when those fields are available.
  4. Enter the number of boxes needed each week.
  5. Add item notes when the request needs special handling.
  6. Save the item.
  7. Repeat until every weekly item is listed.
  8. Review the full item list.
  9. Submit the request.

If a product search cannot run, a message tells you the search failed. That is different from a search that ran and matched nothing: only the failure message means the results are unknown, so search again rather than assuming the product is unavailable. You can still enter the product details manually in the meantime.

Choose Pricing Approval Behavior​

When you create the request, choose the option that matches how your team wants to work:

  • Choose customer approval if you want to review prices before the standing order becomes active.
  • Leave approval off if your team is comfortable letting the admin team price and activate the request without an extra customer step.

You can use notes to explain target pricing, substitutions, or timing preferences.

Review Standing Order Status​

  1. Open Standing Orders.
  2. Find the request.
  3. Review the status.
  4. Select View And Manage for details.

Common statuses include:

  • Pending Review: your request is waiting for admin review.
  • Pricing: an administrator is setting prices.
  • Awaiting Customer Approval: prices are ready for you to approve or reject.
  • Active: the standing order is ready to generate weekly orders.
  • Paused, Cancelled, or Completed: the request is not currently generating normal weekly orders.

Weekly orders are generated every Monday. A standing order that becomes Active during a week generates its first order the following Monday, so activating midweek never produces an order for a delivery week that is already underway.

Approve Proposed Pricing​

  1. Open the standing order with Awaiting Customer Approval status.
  2. Review each item, quantity, and proposed price.
  3. Compare the proposal with your notes or expectations.
  4. Select Approve for the prices you accept.
  5. Confirm the approval.
  6. Check that the standing order status updates.
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Approving pricing allows the standing order to move forward according to the schedule.

What The Approved Prices Cover​

The prices you approve are the product prices for each item. Your weekly order total may also include the same taxes and handling charges that apply to any other order — for example a charge that applies only when a delivery falls outside the regular shipping days.

Each generated weekly order shows its own total, and the invoice for that week itemizes any charges separately from the products. Open a week's order to see its full breakdown.

Reject Proposed Pricing​

  1. Open the standing order with Awaiting Customer Approval status.
  2. Review the proposed prices.
  3. Select Reject.
  4. Add a short note explaining what needs to change.
  5. Confirm the rejection.
  6. Watch the status for an updated proposal.

Rejecting pricing sends the request back for review. The standing order does not become active until pricing is resolved.

Open A Standing Order From A Notification​

The Pricing Ready, Price Confirmation Expired and Standing Order Not Placed notifications take you straight to that standing order's details, so you can review it without searching for it.

  1. Select the notification.
  2. Wait while the details panel shows Loading standing order.
  3. Approve or reject the proposed prices, or review which items expired.
  4. Close the details panel to return to your list.

While the details panel is open, approving or rejecting a price, adding an exception, or cancelling the request updates the panel to show the change.

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

  • The standing order this link points to is not available. The link does not lead to one of your standing orders. Look for the request in your 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.

Closing the details panel keeps it closed. To open the same standing order again, select View And Manage in your list.

Add A Weekly Exception​

Use exceptions when one week should be skipped or changed.

  1. Open the standing order.
  2. Select Add Weekly Exception.
  3. Choose the week.
  4. Choose whether to skip the week or change quantities.
  5. Enter the exception details.
  6. Save the exception.
  7. Review the exception list.
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Cancel A Standing Order​

  1. Open the standing order.
  2. Review upcoming weeks and active items.
  3. Select Cancel Request.
  4. Confirm that future weekly orders should stop.
  5. Check that the standing order status changes to cancelled.

When A Weekly Order Is Not Placed​

Some weeks a standing order cannot be placed. When that happens you receive a notification and an email naming the delivery date and the reason:

  • The day of the week has no scheduled arrival, and special arrival dates are not currently offered.
  • None of your items has an approved price.
  • Your account has no default delivery destination.
  • Your default delivery destination is no longer available.

No order is created and nothing is charged. Once the cause is resolved, the order is placed on the next weekly run. Weeks you skipped with an exception do not produce a message — that is the exception working as intended.

Selecting the notification opens the standing order it is about, so you can act on the reason without looking for it in your list.

Tips​

  • Use notes for details that do not fit into the product fields.
  • Add exceptions as soon as you know about a holiday or temporary change.
  • Cancel only when you want the recurring request to stop completely.