Manually Entering PrePay Orders into Your Project

If you have PrePay orders that were not placed on OPS, you can manually enter them into your project’s Batch Orders.

1. Before You Begin

Before entering paper PrePay orders, make sure each subject is listed in your project data and has images matched to their data.

You will not be able to enter paper PrePays if the subject’s data is not matched to their images.

2. Open the Orders Page

1. Open your project.
2. Click the Orders link.

1. You can also click the PrePay link to access the Orders screen.
2. Click Add Order(s) for Batch.

3. Select the Subject

1. Use the subject list to find the person you need to order for.
2. Click the subject’s name, or type the first few letters of the subject’s last name in the search box.

3. Press Enter to continue to the ordering page.

   

4. Select Ordered Items

1. After selecting the subject, the project catalog will open.
2. Choose the package or à la carte items the customer ordered.
3. Select any image options, such as retouching or digital artwork, if applicable.

5. Add Additional Items

In the Order Review screen, click Add Item to add more products to the order.

6. Enter Shipping, Billing, and Email Information

The lower half of the Order Review screen includes shipping and billing information.

• Shipping and billing information is optional unless the project is set up for Ship to Home.
• Email address is required if the order includes file downloads.

7. Save the Order

1. Review all selected items and order details.
2. Click Save Order.

Saved orders are automatically added to the project’s next Batch Order.

If needed, siblings or buddy packages can be combined into the same envelope by adding each subject’s information together before saving.

8. Confirm Manual Orders

1. Go to the project’s Orders page.
2. Confirm the manual orders are listed and ready for submission to ACI.
3. Click Add Order(s) for Batch to include the manual orders with existing PrePay Batch orders.

9. Schedule the Batch Order for Printing

Make sure all online PrePay orders have been converted and all paper PrePays have been entered before scheduling the project for printing.

1. Click the project’s Options link.
2. Go to the General Options section.
3. Scroll to the Mode section.
4. Click the Convert dropdown arrow.
5. Select Convert to Batch-Order Mode.
6. Click OK in the caution window.

This action cannot be undone.

10. Enter Batch Order Dates

Batch Order dates must be entered before orders can be submitted to ACI.

• Orders are submitted automatically at 12:00 midnight on the date entered.
• You can enter more than one Batch Order submission date.
• After the final Batch Order date passes, OPS automatically converts the project to Re-Order Mode.

11. Set Batch Order Sort Priority

Use the dropdowns to choose how ACI should sort the project for delivery.

If left blank, the default sort is Last Name, First Name.

12. Set Shipping Options

1. In the Options screen, click the Shipping / Taxes tab.
2. Scroll to the Batch Orders section.
3. Select where the batch orders should ship:
   • Ship to Studio
   • Ship to Home
   • Ship to Alternate Address

If you select Ship to Home, all orders will ship to the purchaser’s home address. Make sure the PrePay project is set to charge shipping so the customer pays for shipping.

13. Activate Promo Codes or Discounts

1. Click the Promo Codes / Discounts tab.
2. Activate any promo codes or discounts being offered to clients.

14. Add Project Reference Text

1. Click the Misc. tab.
2. Enter the project reference text.

3. Click Save all tabs.

   

The reference text appears on ACI invoices so you can identify which project the order originated from.

15. Final Step

Once all manual orders are saved and the project settings are complete, the order is ready to be submitted to ACI for printing.