Managing Sales

Once Pictavo Community is set up, online orders will automatically be tracked and displayed in the Manage Sales area. But there’s a whole lot more to this section. In this help article, we’ll show you how to set a sales goal, add non-Community orders (cash and check orders received at the school), edit orders, export your sales list for distribution and more. 

First, let’s start by accessing the sales management area by clicking on Sales on the left-hand side of the Dashboard, then select Manage Sales.

To set a sales goal, type a number into the Sales Goal box and click Go.

Click the OK button.

The Current Sales Totals section, at the top of the Manage Sales screen, provides an at-a-glance view of total books sold and total products sold (if offering ads or other items for sale). And, at the time you are logged in, it also shows the total orders placed for that week and day. Lastly, the total dollar sales generated also displays. 

The Products section displays the total number of products ordered by payment method as well as total revenue generated. 

Within the Orders section, you’ll find details about each individual order placed through Community, such as: email address, purchaser first and last name, order date, amount paid and more. All online orders are automatically recorded in this section so you are aware who has purchased. There are two sheets (rows and columns) of information. Sheet 1 is what you initially see when you access Manage Sales. 

You can adjust which columns (details) display for each sheet. Click the Edit Columns icon, located in the Orders menu, to open the Online Orders window. To show a column, ‘check’ the box by clicking on it. If the box is not checked, the column will remain hidden. Click on Sheet 2 and repeat the same process for the remaining data. 


To search for a specific order, type any known, specific detail (e.g., student name, purchaser name, grade) into the search bar and press Enter.

When it’s time to hand out yearbooks, export a sales list from Pictavo to keep distribution day organized. Click the Export icon, located in the Orders menu, to download an Excel spreadsheet of your orders.

If you’re offering personalized yearbook covers (e.g., student name on cover), export the personalization name list by clicking on Export for Personalization. Send the list to your yearbook provider right after submitting the project for publishing. If your school is not offering personalized covers, this option will not appear. 

A variety of options exist for how orders can be viewed. Click the Sort icon, located in the Orders menu, to open the Sort Orders By window. In the first drop down, select one of the available four options: by product, payment method, grade/homeroom, or order date. The second drop down includes additional sorting options for the category selected in the first drop down. In the example below, we first selected payment method. The second drop down options include: credit card, cash, check or offline credit cards (orders not received through Community).  

To edit an order, click on the box to the left side of the order, then click the Edit icon, located in the Orders menu. A window opens containing the specified order. Here, you can edit details as well as add notes for sales tracking purposes.
Note: Only some details can be edited for Community orders such as the student/recipient’s name and grade/homeroom. 

It may be necessary to delete an order. Select the order by clicking on the box to the left side of it. Click the Delete icon, located in the Orders menu. A message window will open asking if you are sure you want to delete the order. Click OK or Cancel.
Note: Only manually entered orders, including uploaded orders, can be deleted.

To add an offline sale, click the Add Sale icon, located in the Orders menu. The Add An Order window will open allowing you to enter details about the offline order. When finished, click the Add Order button. The order will be added and the window will close. If you have multiple orders to enter, click the Save & Add Another button. 

You may encounter a situation in which someone would like a receipt for their purchase. Select the order by clicking on the box to the left side of it. Then click the Download Invoice icon, located in the Orders menu. A PDF will download to your computer. Simply attach the PDF to an email and send.

Do you have a lot of cash or check orders? Save time by using Upload Orders. Download the Spreadsheet Template to ensure data is formatted correctly, enter orders and when you’re ready, upload the spreadsheet. Click here for more information. 

For your convenience, Pictavo’s Dashboard includes a Sales tracking section so you can keep tabs on the progress toward your sales goal. Data appears only if a sales goal has been set. And remember, Community orders are automatically recorded in Manage Sales. But, to get the full picture of your yearbook sale progress, you will need to enter off-line sales as well.