Help Center

The first part of entering an order is to determine who it is for. You must specify the customer first. Depending on your configuration, the contact fields may automatically populate based on the customer's contacts and their role with the company.

The customer is who the order is for, but if you need to reach out to an agency for creative help or a parent company needs to receive the bill, you can attach either or both on this step.

When Agencies are included, you will have the option to include or exclude the agency discount feature. You can also add or remove the ability at a later time.

Choosing the contact roles correctly is very important for your downstream workflows. Below is a list of the contacts and their primary purpose.

The Sales rep field will default to you, if you are a sales rep on the company or to the company primary rep. You can only select users who are reps on the customer account.

The 2nd step is useful to help tag your order or weight its potential.

The Sold Date will be the date that the order is entered. This will update to the date that the order is finance approved. You may want to modify the sold date if you are entering old orders into the system and you want to keep track of their original date.

You can enter any company opportunities. It is important to associate an open opportunity with an order so the system can move the opportunity through the pipeline. Otherwise, you could show the value for the opportunity and the order in your reports, which would inflate your sales projections. You can select multiple opportunities from the Opportunities dropdown, which will then automatically update the Forecasts dropdown to only show forecasts associated with the selected opportunities. Any forecast items that are added to an order will be automatically marked as ‘deleted’, since the forecasts are turning into a sold order.

Instead of associating an opportunity with an order, you can weight your orders by assigning them a pipeline and confidence level. The system will weight an order at either 10% or 90% before a customer signs the contract. But you can create and weight an order between those two levels. All orders must be set to 90% before you can send the order to the customer for approval.

To keep on track of your orders, you can set an estimated close date. You can use this date to help find any orders in the system that you think are ready to close, so they don't get past you.

You can add multiple products to your orders. There is no limit to the number of line items you can enter to a single order. You can review the process of entering each type of order in our line item documentation.

All line items will appear individually, but you can use grouping to group together line items so a customer will see everything together for a single price.

There are also line item actions you can perform to make it easier to update your products.

The billing step is where you can add notes for your customer to review and notes for your finance team to have when it comes time to invoice the order.

If you have the purchase order (PO) number from the order company, you can enter it here. This number can be shown on the contract with PO number element and on the invoice with the invoice summary element. If you enter a PO number here, it will be the same number for all line items on the order.

You can incentivize your customer to pay early by adding a discount to the order. The pre-pay discount will show on the invoice and will reduce the amount of the invoice if the invoice is paid before the system requirements.

If you have the payment method on hand, you can associate it with the order. The benefit of adding a payment method to the order is, it will then associate the payment method with any future invoice for auto-payments and bulk payment processing.

If your system configuration ‘Allow Line item Invoice Amounts’ is enabled, there will be an additional Custom Invoice Amounts table on the Billing tab. As long as you have the correct permissions, you’ll be able to set invoice amounts for each line item that differ from the line item value in this table. The totals of the invoice amounts must equal the actual order total. If you do choose to use this option, installment billing is required. Continue reading below to learn about setting up installment schedules on your order.

Depending on your configurations and permissions, you may have the option to create installment billing to the order here. You have the option to add installments one at a time, from the items on the order, or as a total plan. When creating the entire plan it is important to choose the start date correctly for the plan. This is the date of the first invoice. The plan total must equal the order total and 100%, the system can help with rounding the items, so no adjustment would be necessary with the correct configurations settings.

The Special Billing field is required for each order. The system will set this to no, by default. When set to 'Yes,' you can create a note for the finance team about the billing instructions directly related to this order.

Select the contract template you want to use for your order. The system will load a PDF preview of the order for you to review. You will potentially have multiple options to choose from as well, but it is important to make sure the selection is correct.

There is an option to include the name of the primary order contact on the contract. If you uncheck this box, the name of the primary contact will not show in the signature area. This is commonly used if the sales rep is speaking with someone who is not actually signing the order. The printed name will be just be shown as Customer Signature instead of including the actual name of the person.

Depending on your system configurations, there are a few options that you will see on this final step.

If you do not choose any of these options, you have created an incomplete order. You can find these orders on the pending orders tab on the advertiser/customer or by clicking on Sales > Orders.