Orders - Create/Edit/Copy/Delete

PRINTJOBMANAGER > Knowledge Base Documentation

Differences between Order and Job

An “Order” can consist of a single job, a single estimate or it can contain multiple jobs and estimates, we have taken this approach for a couple of reasons...
  • When creating an order that may have multiple parts in PrintJobManger, it will hold the organization settings so all you need to do is select a new product engine and answer the prompts
  • Most online storefront solutions use a checkout cart that can contain multiple items and each item may have different production workflow. Here is an example:
    • ​Order # 100 - 4 items
      • ​100-1 May be for 500 Pocket Folder
      • 100-2 May be for 500 Business Cards
      • 100-3 May be for 500 Brochures
      • 100-4 May be for 2 Banner

 

Creating an Order

All Jobs start in the same way as a “New Order” by clicking on the green “New Order” button. Starting a new Order starts with filling out the customer information. Regardless of if it’s 1 job/estimate or Multiple jobs/estimates, creating a new order starts the same way.

 

Organization / Customer information

  1. Organization (*Required) - Select Organization from drop down or start typing the name from the filter
  2. Person (*Required) - Select Person from drop down or start typing the name from the filter. You can also add a new person by clicking the green “+” button.
  3. Billing Address - Will populate when organization is chosen and can be selected from either Organization or Person
  4. Shipping Address - Will populate when organization is chosen and can be selected from either Organization or Person.
  5. CSR - Will populate when organization is chosen and reflect the user that is chosen for that Organization.
  6. Sales Rep - Will populate when organization is chosen and reflect the user that is chosen for that Organization
  7. PO Number - Enter if needed
  8. Custom Fields - If there are order custom fields they will be shown here.
  9. “Save And Start Job” button. Select this button to save the order information you have entered and then you will move to the “Job details” view that article here
  10. “Save And Start Estimate” button. Select this button to save the order information you have entered and then you will move to the “Estimate Details” View that article here

 

Edit Order

As a user you have the ability to edit the order as a whole.

  1. Select Jobs
  2. Select List Estimates/Jobs
  3. Click the action menu for the job/order
  4. Click Edit Order

 

Edit Order information

On this screen you can make changes to the Shipping and Billing addresses, change the CSR and Sales Rep and add a Purchase order number.
  1. You can NOT change the Customer as you are editing an active order
  2. Change the shipping address for the order
  3. Change the billing address for the order
  4. The integration id is for future development
  5. Change the Customer Sales Rep for the order
  6. Change the Sales Rep for the order
  7. Change the Purchase Order number for the order
  8. Edit the customer order notes
  9. Save changes when done

 

Edit, Add Job(s) within an Order

Orders can be comprised of multiple jobs and/or estimates. Each job is a separate line item and can have different status updates and job ticket information. All jobs/estimates in the same order have the same Order information.

You can add a New Job to the Order, Edit a Job in the Order, Open the Job Ticket and Change the Job Status.
  1. Add a new job to the order
  2. Add a new estimate to the order
  3. Click to edit job/estimate
  4. Click to download, view or print the job ticket
  5. Change the status of the job

 

Add Job to Order Form

This is the same process as creating a new job as the view is the same. Also see the articles; Create a new Job and Create a New Estimate.

Job Details
  1. Name of Order/Job
  2. Production Notes
  3. Due Date
  4. Select to add production files
Pricing

After choosing a product engine type and a specific product engine (*Required) you will be presented with pricing details.

  1. Answer prompts (*Required)
  2. Calculate Price (*Required)
  3. Quantity and Price Basis. (If adding an estimate there could be multiple quantities available)
  4. Price Group using the dropdown
  5. Breakdown of Markups/Markdown %’s
  6. Shipping Method
  7. Shipping Charges
  8. Pre-Tax Sell Price
  9. Tax
  10. Sell Price
  11. Customer Job Notes Or Customer Estimates Notes depending on job or estimate. (These are external notes that a customer can see via email acknowledgment)
  12. Save options are same for a Job, and for an Estimate.

 

Order Payment Options

PrintJobManager has the ability to accept and track payment methods and amounts as well as deduct the payment amount from the remaining balance of the order total. This balance information is also available as a column that can be selected inside of the “List Manager” and be shown in the “List Estimate/Jobs” view.

In this panel you can, View, Add, and Request a Payment

 

Add Payment

  1. Add the Amount that has been received for this order
  2. Select a payment method that the customer used to process their payment. (The methods are set up using the Payment Options under General Settings)
  3. Using the calendar select the date of the payment
  4. Add any notes that would be associated with that payment that you would want to know in the future
  5. Click “save’ and the payment will be recorded.

 

Request Payment

  1. Add the amount that you would like to charge for this order
  2. Select a payment method that the customer will use, via secure link to process their payment. This method is set up using the Payments Method in general settings.
  3. Using the calendar select the due date for the payment
  4. Add any additional comments that you would like your customer to see.
  5. Click “Save” and PrintJobManager will sent an email to your customer with the payment request.

 

Add Shipment

  1. Select Add Shipment
  2. Select the Job(s) that will be included in this shipment
  3. Select the Shipping Method that will be used
  4. Select the date that you are shipping the items
  5. You can enter the tracking number provided by the vendor.
  6. Add any notes for this shipment
  7. Select Save, to exit select "X" on the top right hand side of the console

 

Edit Shipment

  1. Select Edit Shipment
  2. Select to edit the Job(s) that will be included in this shipment
  3. Select to edit the Shipping Method that will be used
  4. Select to edit the date that you are shipping the items
  5. You can enter the tracking number provided by the vendor.
  6. Add any additional notes for this shipment
  7. Select Save, to exit select "X" on the top right hand side of the console

 

Reorder

Similar to the “Copy Job to New Order”. PrintJobManager has the ability to copy all information from an existing order and create a new order with all of the jobs listed.

The “Reorder” button will copy all of the customer information, and all of the individual job information and then create a new order number and enter all of the copied information. Once copied you have the ability to go into the individual jobs and make any changes and save.

Please note that estimates will not copy when doing a reorder. Only Job information is copied over.

 

If you have questions or need help, please open a support ticket.