With our upgraded Upfront Payments experience, venues are charged securely when they place an order—but they can still make changes up until the invoice due date. This guide walks you through how it works from your perspective as a Supplier, what the "Awaiting Finalisation" status means, and how any payment changes are handled are handled.
📚 Table of Contents
⚙️ How to enable Upfront Payments
To turn on Upfront Payments for your account:
Go to Settings
Select Features
Find “Allow Funds to be Held Upfront” and switch it to Enabled
This activates the feature on your Supplier account.
✅ Enabling Upfront Payments for your customers
Once the feature is enabled:
The customer’s payment method must be either a Credit Card or a Trade Account
The Payment Frequency needs to be set to On Place
This will reveal an option in the Payment Terms to take Hold Funds Upfront.
This lets you start collecting payment as soon as an order is placed—no delays, no manual chasing.
🛒 How Upfront Payments works
If soon as a venue places an order, Ordermentum collects payment upfront. This means:
The full order amount is debited from the venue's payment method immediately
You’ll receive confirmation the order is paid, but it remains editable until the invoice due date
Any changes (increases or reductions) will trigger automatic top-ups or refunds
This gives both you and the venue clarity around payment while still allowing flexibility in finalising the order.
⏳ What does "Awaiting Finalisation" mean?
Once the payment has been captured, the invoice status will appear as "Awaiting Finalisation". This status indicates that the order is paid but can still be adjusted until the invoice due date.
At the due date, the invoice will automatically lock and finalise, using the updated total (including any changes).
💸 What happens if the order value changes?
If the venue updates their order after payment—such as adding or removing items—Ordermentum will automatically adjust the payment:
If the order value increases:
The system will charge the venue the additional amount, and it will be added to the original invoice.If the order value decreases:
A refund for the difference will be automatically issued to the venue, and also reflected against the same invoice.
Every charge or refund is linked directly to the invoice, so it’s easy to track the full payment history for that order.
✏️ Can my customer still edit their order after payment?
Yes! Even though the payment is taken upfront, the order and invoice stay open for edits until the invoice due date.
Any changes made will automatically adjust the payment total. You don’t need to manually manage the payment—Ordermentum handles the difference.
💡 Want to know more about Upfront Payments?
If you're not currently using Upfront Payments and want to learn more about how it can streamline your payment process and reduce payment risk, we're here to help.
Just reach out to your Success Manager, and they’ll walk you through how it works and whether it’s the right fit for your venue relationships.
🧠 Frequently Asked Questions
Can I control when my invoices are generated like I used to?
With the new Upfront process, invoices are generated immediately when an order is placed. This is because funds are transferred from the venue’s payment method right away.
If you're a platform supplier, you can still control when the order is finalised—but an invoice must be issued upfront for the venue.
Why is my order still showing as ‘Pending Finalisation’ after I confirmed it?
Confirming an order now serves to communicate any updates or changes to your venue. Orders will automatically finalise on the due date, so no further action is needed to trigger this.
Will this affect when I receive my settlement?
No delays here—funds will be included in your next scheduled settlement after the order’s due date.