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Order Templates

Order templates help automate adding routine purchase and insertion orders. Templates contain important, but generic, information about a kind of purchase. They help automate adding routine purchase and insertion orders.

order templates
order templates

To add a order template, click the add button. The name identifies the template, so it should be brief, descriptive, and unique. The same template name can’t be used twice. To edit a order template, click the edit button, make your changes, then click Save. To delete a purchase order template, find a PO template then click the delete button.

Click this button to print a complete list of all order templates.

Select a template by name from this menu. Once a template has been selected, it can be edited or deleted using the buttons from the toolbar. Once a new template is added, it will appear in this list.

Order templates can be filtered by type - Purchase Orders, Interactive Orders, Broadcast Orders, Insertion Orders, or Outdoor Orders.

The template name appears here. If you want to make this order the default for this order type, click the Default checkbox. Every template has a unique and descriptive name, which is customizable (like Fedex). When a purchase order is added, you’ll select a template by selecting a template name from a pop-up menu.

The vendor most often used for this media order goes here. This can always be changed when the media order is created. Entering the default vendor here simply saves you time when adding a new media order. This can be left blank if you prefer not to use a default vendor.

The description of the media order goes here. You can also edit the "Description" label if you wish to use this field for another purpose. It's completely customizable.

The item description goes here.

These customizable fields allow you to include details such as flat size, folded size, colors, stock, quantity, etc.

Default shipping instructions go here. They can be as detailed as you like, and are always editable on each order being created.

The shipping address for the default vendor goes here. If this vendor is tax exempt, select the Tax Exempt checkbox.

Various records in C&P can require an approval before C&P allows the next step in the workflow process. In the case of orders, this would be to allow it to be printed. The initials of users who can approve media orders go here.

Enter the names of the users and/or vendor who will receive a copy of the printed order here. Entering Vendor will automatically print a copy for the vendor. Entering File will automatically print a PDF of the order.

Enter the default profit center for media orders here.

To see a preview of a sample media order, click this link.

The header of the terms & conditions portion of your media orders can be simple (i.e., "ABC Advertising's Terms of Service") or more complex.

Enter your agency's terms & conditions here. This is the fine print of the media order. Terms and conditions define how your contract is implemented for your client. This defines what is being sold under the contract, how the items are shipped, how orders are paid for, how item returns are handled, how orders are approved, and where orders are shipped from.



Adding a media order template

Templates can be created for all kinds of purchases (e.g., printing, delivery, typesetting, etc.). Dozens of templates can be set up, and their settings can be changed anytime. Once a template is made, it is applied to new POs -- the template’s details are copied to the new purchase order, replacing your PO preferences.

Every template has a unique and descriptive name, which is customizable (like Fedex). When a purchase order is added, you’ll select a template by selecting a template name from a pop-up menu. Templates contain standard information for a purchase order, including a vendor number, description, shipping instructions, and approval names. This information is copied from a template but can be changed on the purchase order to make it more exact for a particular purchase.

Changing the purchase order’s details doesn’t affect the template itself. The only way to change a template is in the PO Templates window.

To add a purchase order template

1 Choose Setup > PO Templates.

2 Click the add button, or choose Edit > Add New PO Template.

3 Enter the template’s name, then its details.

The name identifies the template, so it should be brief, descriptive, and unique. The same template name can’t be used twice. (You can change the template’s name, or any part of the template, later if you change your mind.)

4 Click Save.

To edit a purchase order template

1 Find a PO template.

2 Click the edit button, or choose Edit > Edit menu

3 Make your changes, then click Save.

To delete a purchase order template

1 Find a PO template.

2 Click the delete button, or choose Edit > Delete menu

Deleting a template doesn’t affect any purchase orders that used it. Once a template is deleted, its name can be reused later on a new template.



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