Input Pre-Orders via Order Entry

The service fees for the Order Entry form feature are as follows:

Free Plan: $2 per order

Growth Plan: $1 per order

Pro / Pro Plus Plan: $0.75 per order

Enterprise Plan: $0.50 per order

This is instead of the regular service fee.

Order entry service fees are charged immediately via your credit card if the amount is at least $50.  If the amount is lower, the service fees are added to your account balance and will be charged with your monthly invoice. 

Please note: 

Manual orders can only be entered for users with approved Stripe Express accounts. Please register for a Stripe Express account and wait for your Stripe Express account to be approved.

The video below shows a quick explanation for using up this feature.
Written instructions continue below.

To access the Order Entry form, go to Orders → Order Entry (Quick Link: North American Customers / UK Customers), where you will see the following page:

From this page, you can create a new order, review/delete orders, and view recently processed orders. Note that this page refers to the orders as pre-orders, but you can also use it for offline orders from proof cards.

When you first access this page, it will be empty, so the first thing we will need to do is click the blue “New order” button on the top right, which will then take you to this page:

Personal order mode should be used for products that you are ordering for yourself (e.g. for marketing or quality check purposes). We do not charge fees or provide invoices for these orders (A delivery note with your letterhead is included to ensure that the order is complete), and they are limited to certain products:

• Orders may only contain individual, physical products (No packages and no downloads).
• GotPhoto's Green Screen is not supported.
  
  

Please note: The absence of an invoice for personal orders introduces a disparity between the order and the corresponding invoice numbers. For instance, if you've made a personal order in your account, you'll observe that your order number (#34) does not align with the invoice number (#33). 

For the purposes of this guide, we will only cover the “Direct shipping orders” and “Batch shipping orders” sections. Since personal orders do not create a customer invoice, it is not recommended to use this feature for offline customer orders.

Click the options below to continue viewing the workflows for Direct Shipping and Batch Shipping.

1. Click “Start entering…” in the “Direct shipping orders” section.
   
2. Enter the customer’s access code.
3. Next to the ordered image, choose the product and quantity. If you hover over the selection area, two more options should appear: “Delete” “Cropping”, and for Green Screen Price Profiles, we show the option to adjust the background. If you don't select a different background, the default one will be applied.  Repeat this step for each ordered image and product. If you need two products from the same image, simply select the other product from the dropdown, and both should now appear. ⚠ Note: Packages are limited to one image. If your packages contain a group photo, you must select the group image to order the group item that is included in that package.
   When you hover over the area next to the product you selected for an image, you will find the Delete and Adjust option.
   
   Under the Adjust option, you will find the place to change the default background to a different background if you have a green screen price profile.
   
   
4. Enter the customer’s information on the right, under the Summary area. For direct shipping orders, an address is necessary. Please also note that for tax purpos an email and address is required for all orders that include downloads. 
5. Scroll down and click “Save and continue”.
6. Repeat for each Direct Shipping order.
7. Return to the Order Entry page. You should now see an order in the overview. Click “Review and create orders”.
   
   
   
   ⚠ Important: If you see the notice outlined in red in the image above, please contact us.
8.  If everything looks correct, click Place order(s) now...

The process for batch shipping is mostly the same, except for the delivery information. The customer’s address is no longer necessary since the entire batch will be delivered to you or the school's location.

If you upload a names list when creating the photo job, you will see the information already included for the name and class. Otherwise, you can enter the data yourself manually at this point.

When you’re finished entering all batch shipping orders, simply follow steps 7 and 8 above, just like with direct shipping.

You can apply a different Price Profile to your order entry than the rest of your Photo Job. You can find the settings under your job's Advanced Job Settings which can be accessed under your Job Settings → Actions: