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How-to

Configuring Check Order Management

This guide explains how to configure UltraCart to automatically reject outstanding check orders after a specified period and how to enable reminder emails for customers with unfulfilled check orders.

Overview​

UltraCart provides tools to manage check orders efficiently, helping prevent them from accumulating in your accounts receivable. You can set a timeframe after which unfulfilled check orders are automatically rejected. Additionally, you can configure the system to send reminder emails to customers, prompting them to complete their mail-in payments.

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Steps​

Step 1: Accessing Check Order Configuration​

  1. Log in to your UltraCart account.

  2. Navigate to Main Menu > Configuration > Order Management > Old Order Handling

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Note: The exact path to this setting may vary slightly based on your UltraCart account configuration. Consult your UltraCart dashboard or contact support if you cannot locate it.

Note: The exact path to this setting may vary slightly based on your UltraCart account configuration. Consult your UltraCart dashboard or contact support if you cannot locate it.

Step 2: Setting the Check Order Rejection Period​

  1. Locate the setting labeled "Reject mail-in orders after X days".

  2. In the provided input box, enter the desired number of days after which check orders should be automatically rejected if payment has not been received.

    • Typical Value: 45 days.

    • Maximum Suggested Value: 365 days.

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Tip: Setting an appropriate rejection period helps keep your accounts receivable tidy. Even if a check arrives after rejection, the order can still be retrieved and processed manually.

Step 3: Enabling Check Order Reminders​

  1. Locate the checkbox option labeled "Remind customers about old orders."

  2. Check this box to enable automatic reminder emails to customers for outstanding check orders.

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Note: When enabled, UltraCart typically sends these reminders approximately two weeks after the order date, which often encourages customers to complete their payments.

Note: When enabled, UltraCart typically sends these reminders approximately two weeks after the order date, which often encourages customers to complete their payments.

Step 4: Saving Your Configuration​

  1. After setting the rejection period and enabling reminders (if desired), click the Save button to apply your changes.

Expected Outcome​

Once configured, UltraCart will automatically manage your check orders:

  • Any check order that remains unpaid beyond the specified rejection period will be automatically moved to a rejected status.

  • If enabled, customers with outstanding check orders will receive a reminder email after two weeks, encouraging them to send their payment.

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