--- title: Manage payments and orders description: Use Payment History to find payments, read order statuses, confirm pending payments, edit or remove orders and record a payment by hand. url: "https://ultimatemembershippro.com/docs/manage-payments-and-orders/" updated: "2026-10-19" category: Payments --- # Manage payments and orders 10 minBeginnerUltimate Membership Pro 14.2+ Every purchase of a Membership creates an order, and all orders are listed in the Ultimate Membership Pro Payment History with their amount, gateway and status. It's where you check who paid, confirm payments that need your approval, such as bank transfers, and correct an order when something went wrong. This guide covers the Payment History screen, the order statuses, how to complete, edit or remove an order, and how to add a payment by hand. Before you start - At least one payment gateway is set up. See [Connect a payment gateway](https://ultimatemembershippro.com/docs/step-4-set-payment-gateway-if-applicable/). - Orders appear here as soon as a member checks out for a paid Membership, before the payment is confirmed. ## Open Payment History 1. Go to Ultimate Membership Pro*›*Payment History. In the plugin's top menu the same screen is called **Payments**. [![Payment History header with 6 orders, five summary boxes, the search field, More filters and the status chips, numbered 1 to 5](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-01-history-overview.png)](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-01-history-overview.png) Payment History for the example site: two completed, two pending, two that need attention. 1Summary boxes **Total revenue** (sum of Completed orders), **Completed**, **Pending**, **Failed / Other** (everything that isn't Completed or Pending, refunds included) and **Avg. payment**. They follow the search and filters you apply. If your orders use more than one currency, Total revenue shows the most used one and says so, for example “completed payments in USD”. 2Search by customer, email or amount… Finds orders by username, name or email. A number finds orders with exactly that amount, for example `149`. 3More filters Opens the extra filters (next step). 4Status chips **All**, **Completed**, **Pending**, **Failed** (Failed and Error orders), **Refunded** and **Other**, each with its count. Other only appears when some orders have another status. 5Add manual payment Records a payment you received outside the checkout (see the last step). ## Filter the list Click More filters to narrow the list. Active filters appear as chips; **Clear all** removes them. [![More filters panel with Payment method Any method, Subscription type Any type, Date range start and end dates and the Today, 7 days, 30 days, This month presets, numbered 1 to 4](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-02-filters.png)](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-02-filters.png) The extra filters. 1Payment method One or more gateways. Only gateways that already have orders are listed. Default: **Any method** 2Subscription type LifeTime, Limited Time, Date Range or Recurring Subscription, the type of the Membership bought. Default: **Any type** 3Date range Orders created between a Start date and an End date. 4Presets Today, 7 days, 30 days or This month fill in the date range for you. ## Read the orders table [![Orders table with codes IUMP000004 to IUMP000009, customers, Memberships, amounts, gateways, dates, statuses Pending, Completed, Refunded and Failed, and the action icons of the first pending order highlighted](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-03-table.png)](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-03-table.png) The six example orders. The highlighted icons belong to a pending bank transfer. 1Code The order code, for example `IUMP000009`: a prefix plus the order ID. Click it to edit the order. The prefix is **Invoice Prefix Code** in Settings*›*Payment Settings (default IUMP). 2Status Where the payment stands. See the statuses below. 3Action The icons you use to complete, edit, refund or remove the order. The other columns are **ID**, **Customer** (name and email; “Guest” or “Deleted user” when there's no account), **Membership**, **Total amount**, **Payment method**, **Coupon**, **Transaction** (the gateway's payment ID, linked to the gateway dashboard for PayPal, Stripe, Mollie, 2Checkout and Braintree) and **Date**. **Net amount** and **Taxes** appear when taxes are on, **Invoice** when invoices are on. Use Show / Hide columns to choose what you see. Click Code, Customer, Total amount, Date or ID to sort. ### Order statuses Pending **Means** : Order created, payment not confirmed yet **Set by** : Checkout, Add manual payment **Membership** : On hold, no access Completed **Means** : Paid **Set by** : The gateway's confirmation, or you **Membership** : Active Failed / Error **Means** : The payment didn't go through **Can be set** : In Edit Order **Shown under** : the Failed chip Refunded **Means** : Money returned **Can be set** : In Edit Order (status Refund) **Membership** : Removed from the member Orders created through [WooCommerce](https://ultimatemembershippro.com/docs/woocommerce-payment-integration/) can also show WooCommerce statuses such as `cancelled`, counted under Other. How gateway notifications update orders - When a gateway confirms a payment, the order becomes Completed and the Membership becomes active. Each renewal adds a new order. - When a gateway reports a refund or a failed payment, Ultimate Membership Pro removes the Membership from the member. - Orders created through WooCommerce follow the WooCommerce order status. ## Complete a pending payment A Pending order waits for a payment you confirm yourself, such as a bank transfer, or for a gateway confirmation that never arrived. Check that the money really reached your account, then click the **Make Completed** icon (the tick, first in the Action column). There's no confirmation step. The order becomes Completed and the Membership becomes active, with its dates counted from now (or added to the current expiry if the member's Membership is still running). If the Membership has a trial period and the member never had it active, it starts with the trial period. [![Two pending orders ticked and the floating bar with 2 selected, Bulk Actions and Apply highlighted](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-04-bulk.png)](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-04-bulk.png) Tick several orders to complete or remove them in one go. For several orders at once, tick them, choose **Change Status to Completed** in **Bulk Actions**, click Apply and confirm. Orders that are already Completed are skipped. The bulk action also works on Failed or Refunded orders, which have no tick icon. Which emails are sent when you complete an order by hand - The Membership activation emails (**Activation Subscription - First Time** or **Activation Subscription - Renewed**) go out if they are active. - For **Wire Transfer** orders, **Payment confirmation received - Order Completed** is sent too, to the member and to you. Paid but the order stays Pending? See [Paid, but the Membership is still on hold](https://ultimatemembershippro.com/docs/paypal-payment-not-working/). Confirming bank transfers step by step: [Accept bank transfers](https://ultimatemembershippro.com/docs/how-to-use-bank-transfer/). ## Edit an order 1. Click the **Edit** icon (pencil) or the order code. 2. Change what you need and click Save Changes. [![Edit Order screen for Liam Novak's Pro Monthly order: Amount 19.00, Currency U.S. Dollar, Payment Status Pending highlighted, and the Customer, Membership Plan and Charging details on the right, numbered 1 to 4](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-05-edit-order.png)](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-05-edit-order.png) Edit Order for a pending bank transfer. 1Amount: The amount of the order. Changing it doesn't charge or refund anything. 2Currency: The currency of this order only. See [Set your currency](https://ultimatemembershippro.com/docs/change-default-currency/). 3Payment Status: Pending, Completed, Error, Refund or Failed. Changing it also changes the member's Membership: - **Completed**: activates the Membership, like Make Completed. - **Pending**: the Membership goes back on hold (no access) and is marked Canceled. - **Error**: the Membership is marked Canceled; its expiry date doesn't change. - **Refund** or **Failed**: the Membership is removed from the member. 4Customer, Membership Plan, Charging details Read-only details: the member, the Membership (One Time or Recurring), the gateway and charge type, taxes and coupon, with links **Refund**, **Check Charging Plan** and **Order Details** where the gateway has them. **Username:** (the member the order belongs to) and **Created Date:** are shown too. ### Refund a payment The **Refund** icon (circular arrow) opens the payment in your gateway's dashboard (PayPal, [Stripe](https://docs.stripe.com/refunds), Mollie, 2Checkout, Braintree, Authorize.net) in a new tab. Ultimate Membership Pro doesn't send money back itself: refund it at the gateway. You can also set an order's **Payment Status:** to Refund yourself in Edit Order. For recurring orders, **Check Charging plan on** opens the subscription at the gateway, where you can cancel future charges. ### Remove an order The **Remove** icon (bin) deletes the order after you confirm “Are you sure that you want to remove this Order?”. It only deletes the record: the member keeps the Membership and nothing changes at the gateway. Removed orders can't be restored. ## Add a payment by hand Use it to record a payment you received outside the checkout, for example a cash payment or a company invoice paid by transfer. 1. Click Add manual payment at the top of Payment History. 2. Fill in the customer, Membership and amount, then click Add New Payment. 3. The message “Order has been created!” appears and the order is listed as Pending. Click **Make Completed** on it to activate the Membership. [![Add manual payment form with the note highlighted, Username ava.ionescu, Membership Plan Annual Pass, Payment Service Bank transfer and Amount 149 in U.S. Dollar, numbered 1 to 4](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-06-add-manual-payment.png)](https://ultimatemembershippro.com/wp-content/uploads/2026/10/ump-orders-06-add-manual-payment.png) A manual payment of $149 for Ava's Annual Pass. 1UsernameRequired The member's username (not the email). An unknown name shows “Wrong Username provided.” 2Membership PlanRequired The Membership this payment is for. 3Payment Service Only your active gateways are listed; Wire Transfer is preselected. Nothing is charged: it's only recorded on the order. 4Amount and CurrencyRequired What the member paid. The currency defaults to your site currency. Created DateRequired Required: when it's empty, the form shows “No created date provided.” ## Related settings Payment logs **Save Payments Logs into Database** in Settings*›*Payment Settings records each step of the gateway's checkout and confirmation, to find out why an order didn't complete. See [Paid, but the Membership is still on hold](https://ultimatemembershippro.com/docs/paypal-payment-not-working/). Invoices Adds an Invoice column with a [printable invoice](https://ultimatemembershippro.com/features/invoices-taxes/) per order. See [Send invoices](https://ultimatemembershippro.com/docs/order-invoices/). Taxes Adds Net amount and Taxes columns. See [Charge taxes](https://ultimatemembershippro.com/docs/taxes/). What members see Members see their own orders in the Member Portal. See [Customize the Subscriptions and Payments tables](https://ultimatemembershippro.com/docs/customize-the-subscriptions-and-payments-tables/). ## Example: a morning in Payment History **Coaching Club**Two bank transfers arrived overnight; a Stripe payment was refunded yesterday. **Find them** : Status chip Pending: Liam Novak (Pro Monthly, $19) and Sofia Reyes (Annual Pass, $149) **Confirm** : Tick both, Bulk Actions › Change Status to Completed › Apply **Refund** : Refund at Stripe; when Stripe reports it, Noah Kim's Pro Monthly is removed **Check** : Total revenue now counts both transfers ## Troubleshooting A member paid but the order is still Pending. What do I do? Check the payment in your gateway's dashboard. If it went through, click Make Completed on the order. If it happens often, the gateway's confirmation isn't reaching your site: see Paid, but the Membership is still on hold. Why is there no Make Completed icon on an order? The tick icon only appears on Pending orders. For a Failed, Error or Refunded order, tick it and use Bulk Actions › Change Status to Completed, or edit it and set Payment Status: to Completed. Which emails are sent when I complete an order by hand? The Membership activation email, if it's active. For Wire Transfer orders, the Payment confirmation received - Order Completed email is sent too. Does removing an order cancel the member's Membership? No. Remove only deletes the order record. To take access away, set the order to Refund or Failed in Edit Order, or change the Membership on the member's profile. I only see 10 payments and a message about the trial version. Why? Without an active license, Payment History shows 10 payments. Activate your license to see them all. See [Find and activate your license key](https://ultimatemembershippro.com/docs/where-to-find-your-license-key/). The order dates look wrong. Why? Dates use your WordPress time zone and date format. See [Dates and times look wrong](https://ultimatemembershippro.com/docs/different-time-shows-orders-levels/). ## What's next [**Accept bank transfers**Confirm transfers in Payment History.](https://ultimatemembershippro.com/docs/how-to-use-bank-transfer/)[**Paid, but the Membership is still on hold**Fix orders that stay Pending.](https://ultimatemembershippro.com/docs/paypal-payment-not-working/)[**Send invoices**Add printable invoices to orders.](https://ultimatemembershippro.com/docs/order-invoices/)[**Manage your members**Check a member's Memberships.](https://ultimatemembershippro.com/docs/how-to-change-member-status/)