Surfaces
Shop Orders and Claim
EMS LAN guide for offline shop order lookup, pickup release, exceptions, and reconciliation.
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Overview
Shop Orders and Claim covers event shop pickup operations inside EMS LAN. It exists so merch pickup can continue when the venue has no reliable internet, as long as the event lead exported a current LAN snapshot before operations started.
The LAN copy is not the online shop checkout system. It is an offline release lane for orders already included in the snapshot. Every release, exception, or reversal must be imported back online before closeout.
Routes and surfaces
| Surface | Used by | Purpose |
|---|---|---|
/workspace/:eventId/shop-order-claim | Pickup counter operators | Scan a buyer claim QR, search by order reference, and release eligible pickup orders. |
/admin/:eventId/shop-orders | Event leads and LAN admins | Review imported orders, release state, skipped orders, and exceptions. |
/ems/manage/offline-snapshot?id=:eventId | Dashboard operators | Export shop orders into LAN and import returned claim actions after onsite work. |
/ems/manage/offline-snapshot-history?id=:eventId | Closeout reviewers | Verify exported counts, imported claim actions, skipped duplicates, and conflicts. |
Snapshot data
The LAN snapshot must include confirmed shop order headers, item rows, claim history, status updates, buyer/contact snapshot, linked rego ID where available, payment status, order status, fulfillment status, pickup or delivery method, and order totals.
Only data needed for onsite pickup should be carried into the venue. Do not treat the snapshot as a full buyer account export.
Claimability rules
| Order state | LAN behavior |
|---|---|
| Payment confirmed and order ready, paid, or preparing | Staff can release if the order has not already been released. |
| Pending, submitted, rejected, or unconfirmed payment | Staff cannot release; route the buyer to organizer review. |
| Cancelled, voided, rejected, exception, delivered, fulfilled, or already released | Staff cannot release again. |
| Delivery order | Do not use the pickup lane unless event staff explicitly changed it to a pickup-ready state before export. |
| Wrong event QR or missing order in snapshot | Stop and escalate; the LAN app cannot safely invent the order. |
Operating sequence
- Export the LAN snapshot from the online dashboard after payment review and pickup prep are current.
- Import the snapshot into EMS LAN and confirm shop order counts before opening the pickup counter.
- At pickup, scan the buyer QR or search by order reference, buyer name, email, contact number, linked rego, or item text.
- Release only when the LAN claimability message allows it.
- Record an exception when the buyer is present but the order cannot be handed over.
- Reverse a release only when the team needs to reopen a released order for review.
- Export the returned LAN state and import it online before finance, inventory, and closeout reports are treated as final.
Reconciliation evidence
Keep the import status and Sync History row. The dashboard should report shop claim actions applied, skipped duplicate markers, and conflicts. Conflicts must show the order reference, action, and reason, such as already released online, payment not confirmed, or order missing.