Please review the following steps for processing a manual order.
Adding a manual order helpful article: https://docs.woocommerce.com/document/managing-orders
Wherever possible - always get the customer to sign up themselves via your website front end. Even if you have to do it with them (either face to face, or talking them through it over the phone or skype). The advantage of getting them to do it are several; a) accurate information / spelling etc is collected from them b) they can make payment c) they get used to how to do it d) it avoids using up your time
If you must add a manual order yourself - here are the steps;
1) Login and navigate to Manual Order page:
Go to Admin > Store > Orders and at the top of order display screen, click on > Add Order
2) Select the Customer:
On the top left hand side, click the drop down where it says "Customer" and type in 3 or more letters of their name or email. If the customer already exists, select them. If there are no results found for the search, you can add the customer by clicking the little pencil icon next to "Billing Details" and then enter all the info you need. If you are entering details manually for the customer, it is critical that you enter their email address (triple check it's correct!) - without the email address in that specific billing field, your site has no way to send the invoice or link the payment to a future account.
3) Edit Billing / Shipping:
In the billing section, you will see "Payment Method" - you can choose the method as agreed with customer e.g. Credit Card, or if they are paying cash - or if this is a complimentary order, select Other - we will add notes later. If the customer already exists the shipping info should already be populated, or if required, click the little pencil icon and select add from Billing if the same, or add the unique shipping as needed.
4) Add Product to the Order (product already exists).
Scroll down page to "order item" section. Click on the "Add item(s)" button and then click "Add product(s)" button. In the pop-up, type the first few letters of the product, for example if adding Strawberry Soap - just type "straw" to filter product results. Click on the product you want to add to the order.
4b) Add Product to the Order (product does NOT already exist).
If it's a custom product or service that does not exist in your shop, you have two options:
Option 1: Use a "Custom Fee" (Best for one-off items)
If you don't want to clutter your store with a product that will only be sold infrequently, do this:
1. In the Order items box, click Add item(s).
2. Click the Add fee button.
3. A new row will appear. Click the pencil icon next to the "Fee" label to rename it (e.g., "Custom Product Name " or "Special Order Item").
4. Enter the price in the Total column.
5. Click Save, then click the Recalculate button at the bottom to apply taxes.
Option 2: Create a Hidden Product (Best for repeat custom items)
If you think you might sell this item again but don't want it visible on your public website, do this:
1. Go to Products > Add New.
2. Give it a name and price (these can be modified any time in the manual order page)
3. On the right-hand side, under Catalog visibility, click "Edit" and change it to Hidden.
4. Publish the product.
5. Now, go back to your manual order and search for it in the Add product(s) box. It will show up for you, but customers browsing your shop won't see it.
6. You can modify the price etc in the manual order page
5) Adjust the price
Do you need to make a price adjustment? Is it a free item or complimentary? To adjust price: Hover over the product line item you've just added and near to the "Total" field at right - and click the edit icon (pencil). In the "Total" box, adjust the amount to what is required - e.g. if this is a free item, adjust the "Total" to 0. If you are giving a discount of e.g. $20, just reduce the total by $20. Then, you will need to click the blue "Save" button (below and left) - which will update the order item line. You should see any discounted amount now displayed next to the "Discount" line.
6) When you are done adding items -
click on the blue "Save" button - or if that is already done, click the "Calculate Total" button to save the order items. You also have the option here to add a tax line, a fee, or (on the left) to add a coupon.
7) Set Order Status: If payment has already been received, you can set the order status to "Completed" (top left) and then click on "Save Order" at top right. However, most likely this will be a new order, so you can set status to pending payment - and then click on "Save Order" at top right.
8) Resend the order emails
To send the order and payment information to the customer, click in the "Actions" dropdown (top right), select the email e.g. "Send Order Details" or "Customer Invoice" (which will send the email with a 'Pay Now' link to the customer) and then click the little "Save order and Send Email" button. This will send the customer the email with the order summary and a "Pay Now" link - where they can login to pay. If they are a brand new customer, they will technically be registering while they pay.
Tip: If you need to send the customer a note, for example to advise them their order has been set up or any other note, you can add it in the Order Notes section and click "Customer Note" and then hit "Add" button. Be aware that this will send a second email (if you just sent the invoice email in the above step).
Also, you can add a Private Note (e.g. a note to yourself or your internal team), click on Private Note and then the "Add" button.
That's it for the manual order. The customer should receive the order email and hopefully make payment. You'll probably need to follow up manually to check that.
All done or need more help? Get in touch if you need further assistance.