PrePay Credits / Deposits Setup for Batch/Proof Projects

OPS’s PrePay Credits/Package Deposits option is a terrific way to offer Proofs Projects to your clients and receive a prepayment (i.e. sitting or shoot fee) before shooting your event. It also helps you qualify each subject you’re shooting as a confirmed client because they have already placed a deposit with you for future print orders. 

Before you get started please know the following……………….

• The PrePay Credits/Package Deposits service can be used with or without data.
• PrePay Credits/Deposits work best with Proof/Batch project types or Re-Orders.
• You can offer as many PrePay Credits as you like. (Such as 1, 2 or 3 different changes of clothing)
• Ship to Home or Batch Orders Shipping is available. (Only one shipping method per order.)
• PrePay Credits are editable in your OPS Project Management Credits Screen 
• Your PrePay Credits/Deposits Price List must contain a “No Print” PrePay Credit Product using our “No Print” Product option. It’s important you have your No Print Credit Deposit Price List setup completed before creating your project so it’s ready to go live immediately.  (See instructions below for details.)

Before Getting Started

It’s important to have a No Print Package created and added to your PrePay Credit/Print Deposit Price list before creating your Project. Please Click Here for instructions on creating a No Print Package Deposit Product & Price List if you haven’t previously set one up.

Setting Up Your Batch Credit Project

Click on your Projects link and then the Add a PrePay Project button.

In the next Add a PrePay Project window, fill-in the Fields that apply to your project.

Click the Save button when you have completed entering your project’s info on the page.

After clicking on the Save button on your Add a Prepay Project, a new Option Window will open displaying your Project’s Info setup. We recommend you review all your setup options such as the Deadline date for Prepaying, Price List selected for this project, Image and Group Matching methods. 

Next Click on the Shipping/Taxes tab. 

Project’s Options Shipping /Taxes

If you are planning on using our Ship to Home shipping service for your orders, we recommend you Do Not Charge your customer’s shipping separately. We strongly recommend you include your shipping cost into your package prices. Doing this will avoid having your shipping revenue included into your client’s print/package credits.

Links

After completing your prepay credit project setup, OPS will create a link for you to send to your clients so they can login and purchase a deposit or print credit.

Next send your Prepay Deposit Short URL link to your clients: (example) ospgo.com/1HRM

Your clients will enter the PrePay password and their email address to login for prepay options

Your clients will purchase the PrePay Deposit option they prefer and checkout using OPS’s shopping cart's credit card processing.

All your clients' PrePay orders will be listed on your Project’s PrePay Page.

Adding your PrePay Data to your project for QR Code Printing

After your project’s Prepay deadline has passed and you’re ready to print QR codes for your shoot you will need to download your PrePay data from OPS and then import it into OPS as Subject Data to print QR Codes for your shoot. 

(Note: We realize this is a bit of an awkward workflow and are presently in the process of making this process much much easier with an update in the near future.)

Click on the PrePay button in your project and then click on the Download .CSV button.

After you download and open your PrePay .CSV file to ID the four columns you will be reposting to your Project’s Subject page. (Please note: This step is critical for matching your images and data after your shoot. It is also the only method presently available to insure your clients images and data will match using QR Codes or Opticon Barcodes.

Here are the Column Names of the Fields you will be importing into your project’s Subjects Page:

Confirmation Code, First Name, Last Name, Email, TeamName (If available)

After downloading and inspecting your PrePay .CSV file, go to your project’s Subjects tab > then the Subject Actions drop down arrow, and then click on the Add/Merge Subject Data Only line. 

Your Add/Merge Data window will open, Click on the Upload CSV button.

Next a new Map Field window will open. In the Mapping Window you will see two Header Names in the top gray line. The OPS Fields header on the left is a list of the OSP file headers available for mapping. The CSV Fields on the right has a column of drop down windows containing the column headers of the .csv file you are uploading. If your .csv file column headers match OSP’s Field Names, the field names will auto populate. If your .csv field names do not match, simply click on the drop down arrow in the box and navigate to your .csv column headed you want to match to the OSP Field. In the example window below, the First and Last Name fields matched and have auto matched. The Password OSP line didn’t auto match, so the .CSV Confirmation Code field was selected to be used as the password for this project. (Note the Confirmation Code is also being used as the Student ID code as well, which is permitted.) 

After ensuring all your fields are mapped correctly, click on the Import Data button at the bottom.

OPS’s upload software will scan your .csv file for any illegal characters that may have been entered into your data. If illegal characters are found, OPS will display an error message containing information on which column in your .csv file contains illegal characters. Please correct the problem(s) by editing and saving your .csv file and then restarting the file uploading process once again.  

When your .csv file is clear of illegal characters, a new window opens with a file Upload Status bar. Please be patient and do not do any other work on your computer doing the file uploading process. You will receive a Green Bar and message stating the CSV Upload was successful.

Creating QR Codes or Opticon Barcodes from your posted PrePay Credit Data

Go to your project’s Subjects page, click on the Subject Actions drop down button and then click on the QR Codes / Barcodes link to create QR/Barcodes for your shoot.

After the QR Code / Barcode Setup Page opens, Click on the Formats box and then select the Barcode type (QR or Opticon) and Style (number or Codes per page).

There’s also a  Sort and Filters button on this page if you would like to sort your Codes by Name or Filter by Groups such as Teacher, Team, Class, Group, etc., etc.

Post Photo Day Workflow

Instructions for QR Code and Opticon Barcode workflows can be found at the links below:

QR Code Image Matching: Starting on Page #14 - Click Here

Opticon Image Matching: Starting on Page #8 - Click Here