This section will cover the following Topics:
Converting a One Shot PrePay Project to a Batch Print Order
Manually Entering PrePay Orders into your Project
Scheduling your Project’s Batch Order for Printing
After matching your images and subjects, OPS Deposit PrePay Projects can be converted to a Batch Volume order and automatically submitted to ACI for Printing. The submission process makes sending your volume orders to ACI a breeze because it virtually eliminates the majority of your post shoot production work. The steps outlined below will show you just how easy it is to submit a Volume order to ACI!
All the OPS Order Entry Options listed below are available only after your project’s images have been matched to your data and then posted to OPS as a Batch Project. Matching your images to data can be done via our QR Code or Opticon Auto Matching software. Manually assigning matching your images to data and assigning packages is also available using OPS’s Manual Order Entry.
- Convert One Shot OPS Prepays to a Batch Print Order
- Pick Best for One Shot PrePay Project to a Batch Print Order
1. Converting a One Shot PrePay Project to a Batch Print Order
Important Note: You must have your project’s images matched to their subject data before using this option.
All PrePay projects can now be converted to a Batch/Proof Order and sent to ACI for printing.
How do you get to this screen? Go to Project Options > then click on the PrePay Tab
2. PrePay Orders
Fields highlighted in pink need to be corrected/assigned.
Click on the Pink field and select from the options to enter the data.
If for some reason the data for an order cannot be entered, like absent on photo day, click the Yellow "X" button to skip the order till later.
In the image above, the first Order link doesn’t require any additional attention, so you can move on to the 2nd order line where the image field is highlighted in Pink requesting an image to be assigned.
Next…Click on the Pink Field……. A New Window will pop open (see below) > this subject has two images assigned to it, use your mouse to select the image you want to assign to this subject for printing.
Note: As soon as you select your image, the window will close automatically and the file name will be entered in the Image Field. (The image box will also turn to white.)
Another common error occurs when No Image has been assigned to a Subject. In the photo below, subject Tim Sweeney Image boxes have been highlighted in Pink because an image hasn’t been assigned to his name. The typical reason for this situation is usually because the parent prepaid for a package, but the child wasn’t photographed during the day of the shoot. (Usually because they were absent.) The easiest and best way to handle this problem is to simply click on the Black X in Yellow Box to Skip the order so it can be ordered at a later date such as after you shoot the absentees and retakes.
A second possibility for receiving a Choose Image alert line for this subject is because of a data error and the package needs to be assigned to a different name. In this case Tim is in the school data twice, once as Tim and a second time as Timothy. To fix this problem click on the Change Subject (blue) button and select the correct name this package should be assigned to. As soon as you select the new subject name, as long as only one image file is assigned to the subject OPS will immediately automatically assign the package and image to the correct data. (Note: To find your subject quickly, type the first few letters of the subject’s name in the Search field.)
After you have fixed or cleared all the Pink highlighted orders in your project, you are now ready to Convert your PrePay orders to a Batch Order so it can be submitted to ACI for printing.
At the bottom of your PrePay orders list Click on the Blue Convert Orders button to Convert your orders.
Next a Confirmation window will open, Click the “OK” (blue) button.
OSP will open your Project’s PrePay window displaying a green bar message at the top of the page notifying you your Project’s PrePay's were Converted.
Please Note……………There are a few additional steps required before your project will be printed, be sure to complete the additional steps below to ensure your order is submitted correctly.
3. Manually Entering PrePay Orders into your Project
If you have PrePay orders that were not placed on OPS (such as via a Paper Ordering Envelope, by phone or check), you can enter them into your Project’s Batch Orders manually by following the instructions below.
Note: If you do not have any orders to enter manually, (all your prepay orders were placed on OPS) then you can skip this section and go directly to the Scheduling your Project’s Batch Order for Printing section.
Click on your project’s Orders Link as seen below.
(Note: You can also Click on the PrePay link to get to your Orders screen.)
After clicking on the Orders link a New Screen will open containing an Add Order(s) for Batch button.
Now Click on the Add Order(s) for Batch button
After entering your subject’s name, your project’s catalog will open so you can select the package and A-la-Carte items they ordered.
Images Options such as Retouching and Digital Artwork will also be available after selecting each item.
In the Order Review Screen, you can Click on the Add Item button to order additional items.
The lower half of the Order Review Screen contains additional order info such as Shipping and Billing Address info. Shipping and Billing information is optional except if your project is setup for our shipped to home service. Please note the Email Address field is also required if your orders contain File Downloads.
Be sure to click on the Save Order button after you have added the items needed for your order. Saved orders are automatically added to your project’s next Batch Order.
Go to your Orders Page to confirm your manual orders are ready for submission to ACI. After you have added all your manual prepay orders it’s important to remember to Click on the Add Order(s) for Batch button to include your manual orders with your existing Prepay Batch orders.
4. Scheduling your Project’s Batch Order for Printing
Go to the General Options section of your project by clicking on the Options link.
Next scroll down to the Mode section of your General Options page and click on the Convert Drop Down Arrow.
Next on the drop down menu, Click the Convert to Batch-Order Mode line item.
A New Caution Window will open notifying you that this option cannot be undone.
Your project has now been converted to Batch Order Mode so you can submit your PrePay (single image) order or if you are offering a Proof Order Project the project will be available for client viewing.
The Batch Order Date(s) must be entered in order for your orders to be submitted to ACI. Please Note, your orders will be submitted automatically at 12:00 midnight of the date entered into the Batch Order Date fields. You can have more than one Batch Order submission date by entering a 2nd and/or 3rd date into the appropriate date boxes. Once the last Batch Order date has passed, OPS will for your convenience automatically convert your project to Re-Order Mode.
Batch Order Sort Priority Click on the drop down arrow in each box to identify how you would like your project sorted by ACI for delivery. If this area is left blank, our default sort is Last Name, First Name.
Next (in the Options screen) click on the Shipping & Taxes tab
Next Scroll down to the Batch Orders section and select the locations option you would like your order to ship to. Please note if you select the Ship to Home option, all orders will be shipped to the purchasers home address. It is critical that you set the shipping options on your PrePay project to Charge for Shipping so your clients pay for the shipping. (So you Don’t absorb the cost yourself!)
(Also note: All orders will automatically be shipped to the purchaser’s home only.)
Promo Codes / Discounts
Don’t forget to activate your promo codes or discounts you’re offering your clients.
Click on the Misc. Tab to enter your project’s reference text. The name you type into this box will appear on all your invoices from ACI so you know where the project order originated.
Congratulations, your order is all set to be submitted to ACI for printing!
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