In this manual:
· Order creation with “Add new order”
· Last created by me/for customer
· Order creation- by copy
· Order creation- by import from Excel
· Recreating orders
Order creation with “Add new order”
Orders are created from: Sales > Sales dashboard > Orders page> “Add new order”LZ172640006CN button (lower-left corner)
The order creation process has 3 steps:
Entering the order information
Selecting a workflow template
Pricing validation
1. Entering the order information:
Various fields are available on the order creation page (will be discussed in appendix 1), but only some fields are mandatory.
Some of the mandatory fields are auto-populated coming for system defaults.
The alert at the bottom of the order creation page will point out any missing mandatory values.
The “Price products” button to proceed will only be available once all mandatory fields are entered
Mandatory fields:
Title- the title of the series/feature/trailer etc. (i.e. Friends)
Duration- the order’s run time
Customer- select the required customer in the drop-down menu
Mandatory fields (auto-populated):
Order type- auto-populated from system defaults. “Localization” is pre-selected. Can be changed if necessary
Pricing type- auto-populated from system defaults. “Different price per language” is pre-selected. Do not change this value.
Script- auto-populated from system defaults. “Waiting for script” is pre-selected. Can be changed if necessary
Source language- select the source language of the video file or source material
Target language/s- select languages by double-clicking the language in the “available” box (fig 1). The selected language/s will be moved to the “Selected” box (fig 2)
The target languages sequence at the right-hand “selected” box will determine the target language sequence in the created order
All remaining fields in the order creation page are not mandatory and can be filled after the order is created.
Once all mandatory fields are entered click “Price product/s” to proceed (fig 3)
2. Selecting a workflow template
After clicking “Price products”, you are required to select the workflow template.
Click “Yes” to proceed to workflow template creation
Once clicking “Yes”, all compatible workflow templates will be listed.
To select a workflow template, click the blue arrow button in the “Use full template including all products” column (fig 1).
To create an order using only some of the products in the template, click the green arrow button in the “Select specific products from template” button (fig 2)
To preview the workflow template prior to selecting it, click the “Steps” or “Tasks” buttons (fig 3)
3. Pricing validation
Once selecting the workflow template, the final step before the order is created is pricing validation.
Each product price will be displayed in a separate line.
To create the order, click “Apply pricing” in the lower-right corner
Product prices options:
If you're not sure which pricing option to select, "Price not currently set" would be the easiest to fix later
Preset price-If preset product prices have been created, the system will display them.
To create the order, click “Apply pricing” in the lower-right corner
Price not currently set- if a preset price is not available for this product, “Price not currently set” will be applied by default. If a preset price will be added after the order has been created, the order can be easily recalculated to retroactively apply the preset price
Multiple product prices- if a product has only one preset price it will be applied by default but If more than one compatible product price is found, you are required to select the necessary one before you can proceed
Manual price- any product can be given a manual price. After selecting the manual price option, you can enter either a per-unit price or a fixed price. Manual prices will not be affected when recalculating the order
Not for billing- if the product is not for billing you should select the “Not for billing” options (can also set as default on the product level)
To edit multiple pricing lines, select the necessary option and click Apply
Order creation by copy
Creating order copies
Orders can be also copied one from another. The order’s workflow template, info, and prices will be copied to the new orders. Extremely useful when creating orders for a series.
Orders are copied from: Sales > Sales dashboard > Orders page> “Copy” button (fig 4)
In the order copy page, you can enter the title for the new orders you are about to create. By default, the same title as in the original order will be displayed (fig 1).
In addition, enter the number of copies you need to create (fig 2).
If the original order was part of a series, the “From episode” and “To episode” fields will be available. once entering the number of copies, the “From episode” and “To episode” fields will be adjusted accordingly (fig 3).
If different season and/or episode numbers are required they can also be manually adjusted from the “From episode” and “To episode” fields
Additional actions in the order copy page
When creating order copies you copy additional information from the original order.
Number episodes- the new orders will be created with episode numbers. This option will only be available if the original order is part of a series
Retain Resources/Rates/Resource surcharge- all assigned resources in the original order will be assigned in the new orders. You can select to also copy the rates and surcharges. When copying resources and not ticking retain rates, the tasks’ rate in the new orders will be set to Task rate not currently set . When recalculating tasks with “Rate not currently set” a rate will be applied (if a compatible preset rate is available). When completing tasks that are set to “Task rate not currently set”, the system will auto recalculate them when completed and a rate will be applied (if a compatible preset rate is available).
Retain teams- all assigned teams in the original order will be assigned in the new orders
Retain dates- all task and order dates from the original order will be copied to the new orders
Retain customer surcharge- all customer surcharges from the original order will be copied to the new orders
Include notes- all notes from the original order will be copied to the new orders
Retain PO- the order’s PO will be copied to the new orders
Include messages- all messages from the original order will be copied to the new orders
Copy contacts- all contacts from the original order will be copied to the new orders
Include billing notes- all billing notes from the original order to the new orders
Retain toolkit settings- all toolkit settings will be copied from the original order to the new orders
Note: any additional information field can be configured to be selected as a system default in the order copy page from: Administrator > Web Administrator > Configuration > Defaults > Duplicate order defaults
Order creation- by Import from Excel
Orders can also be created by import from a template Excel sheet.
From: Sales dashboard > Bulk actions > Order > Import > From Excel
Start by downloading the Excel sheet template:
Fill in all necessary cells in the template Excel sheet. Each order is to be filled in in a separate line.
Same as when creating orders with “Add new order”, some fields are mandatory.
Note: all fields in the Excel sheet must be filled in with cell type "Text"
Next, select the required workflow template for the orders you’re about to create (fig 2).
If a customer-specific workflow template is required, it will only be available after selecting also the customer (fig 1).
Upload the Excel sheet (fig 3).
After uploading the Excel sheet, the import lines will be displayed (fig 4).
If all fields are correctly entered, the Validation information icon will be green
To create orders with multiple target languages, use a language separator same as appears in the “Language separator” field (fig 6)
Note: if all orders are to be created with the same Customer, Template or Resource in charge you can enter them in the upper bar and leave them blank in the Excel sheet. All fields entered in the upper bar will overwrite data entered in the Excel sheet.
When mandatory fields are missing or if any field is invalid, the order cannot be imported.
The “Validation information” icon will be orange and when hovering over it, the invalid and missing fields will be listed.
Some of the fields can be fixed directly from the import page and some must be corrected in the Excel sheet which will require re-uploading the Excel sheet.
Entering a new series: If a new series was entered into the Excel sheet it will be indicated as an invalid value, but you can add it directly from the import page by clicking the “Add series” button (fig 1-2). After adding the series, it will no longer be indicated as invalid
After fixing all invalid fields, each line can be imported into an order by clicking “Create order” (fig 1).
All valid lines can be imported into orders by clicking “Import all valid orders” (fig 2)
Note: we recommend to first create one order from the individual “Create order” button, and only after making sure the order was created correctly (template, price, and info), importing all remaining orders by clicking “Import all valid orders”
When clicking “Import all valid orders”
Product selection when importing from Excel:
when importing orders from Excel, you can choose to select the full template with all its products or to select only the necessary products from the template.
When clicking the individual “Create order” button:
The product selection page will launch in which you can disable the unnecessary products by clicking their green icon (fig 1). To use the full template without disabling any products, skip this step and click “Save & Close” to create the order (fig 2):
When clicking “Import all valid orders” (fig 1), you can select if you want your product selection to apply to all import lines (fig 2) or just to a specific line (fig 3):
After selecting, the product selection page will launch in which you can disable the unnecessary products by clicking their green icon. To use the full template without disabling any products, skip this step and click “Save & Close” to create the order.
The final step is to sort the pricing for each product and order (same as when manually creating orders):
After clicking “Apply pricing” and all import lines are created into orders, click “Close” to go back to the Sales dashboard > Orders tab:
The system will auto populate the range with the new orders’ order number range, to display only the new created orders:
Recreating orders
If no tasks were completed in the order, an order can be recreated (fig 1) using the same order number (fig 2). An order can only be recreated for the same customer (fig 3). The customer can be changed after the order has been created. If the recreate symbol is not available (fig 4), it means that there are completed tasks in the order. Uncomplete the tasks to allow recreating the orders.
Last created by me/for customer
Enables to rapidly enter values when manually creating orders by auto populating values in the order creation pop-up with values that were used to create previous orders.
Copy from last created order created (fig 2+3) - the following values from the last order created by me will be auto populated: Order type, Managing team, Customer, Billing manner, Script, Revenue billing office, Purchase + internal order (PO), Resource in charge, Billing customer, Pricing type, Project, Source language, Target languages.
Copy from last order created by me (fig 2)- values from the last order created by me will be copied.
Copy from last order created for customer (fig 3)- this button will be available only after selecting the customer. All values from the last order created for the selected customer will be copied.
Select order to copy from last created orders (fig 4+5)- after selecting the necessary target order (fig 6), all values from the selected order will be copied:
Select from last orders created by me (fig 4)
Select from last orders created for customer (fig 5)- this button will be available only after selecting the customer