View and Pay Renewal pro-forma Invoices
3.1 Overview of Renewal Process
You can pay one or multiple pro-forma renewal orders by credit card, using Visa or MasterCard. The portal uses a secure payment gateway called eWay.
Note: Orchid doesn't accept Paypal payments.
The maintenance renewals are generated and emailed monthly to our Renewal contact, approximately 6 weeks before the expiry date. As pro-forma invoices have an expiry date, the portal only shows pending renewals.
Renewal orders for lapsed customers are generated on request and are displayed on the portal only after they are updated for a catch-up renewal.
Tip: If you can’t see the order on the portal, please contact Orchid by emailing susan@orchid.systems.
Viewing Details of Pro-forma Invoice
To view order details, including the list of modules, the new renewal dates and the unit price, select the Document No and expand the order using the + icon. You can also click on the Order number to view a copy of the pro-forma invoice.
3.2 Multi-year in advance and catch up renewals
If you can’t see the order on the portal, please contact support@orchid.systems.
Expired pro-forma invoices which need to be updated, for example for a catch up renewal, are not displayed on the portal.
3.3 Paying orders
Select one or more Orders
Select one or multiple proformas Order you want to pay and choose MAKE PAYMENT
3.3.1 Use Make payment
1. Check the proforma order number under “Invoice Description”
2. Check the payment amount and currency
2. Enter the credit card details you want to use.
3. Use Pay Now:
This processes the credit card using the eWay payment gateway.
3.4 Finalise transaction
If the payment is successful, choose “Finalise transaction”.
This will complete the process and mark the proforma orders as Paid by CC. They will not be available to be paid anymore. You should receive a receipt from Eway at the email address used by Orchid for renewals.
Note: If the payment is not successful, you will get a message and can try again later.
The final step of the renewal process is done by Orchid during Orchid’s business hours, so it make take up to 48 hours for the order to drop off the list and show in the Account Activity.
Important! If you don’t use Finalise Transaction, the credit card will be processed, but the order will not be marked as Paid until Orchid reconciles the credit card payment received.
You can make a note of the transaction and reference numbers.
3.4.1 Receipts from the payee side
You will receive a confirmation email from Eway confirming the payment details.
Tip: If you don't receive the email confirmation, you can check your mail filters to make sure the email isn't blocked. Please whitelist admin@orchid.systems and mail@receipts.ewaypayments.com.
