About completing the order process
Starting the order creation process
Validating the proof of purchase for maintenance products
Assigning new coordinators to the contract
Addressing errors in the order
Confirming and submitting the order
As you complete each step of the order entry process, Poetic verifies that the information on the current tab is complete before allowing you to continue to the next step.
The order must be free of errors before you can submit it. For information about the types of errors that can occur during the order entry process, see Types of order entry errors.
To temporarily ignore errors, check the Continue with errors check box at the end of the error message.
At any time during the order entry process, you can click the Save Draft button to save the order to work on later. Incomplete orders have a status of Entry in Progress.
To begin creating a new order:
The Order Entry page displays.
For these types of orders, no entitlements are created. Poetic creates invoices that are then sent to the sold-to party on the order.
To specify the contract number, either type the number in the field or click the find icon to search for and select the contract.
To create the order based on a new contract, click the Create a new contract under program radio button. From the dropdown, select the program under which to create the new contract.
The Parties tab of the Order Entry page displays.
The Parties tab lists the parties involved with the order, which can include a sold-to company, a dealer company, and an end customer company. There is a Company Information section for each party type allowed by the order mode. The exact information allowed or required for each order party also is determined by the order mode.
In each company information section:
| ID | In the ID field, type the company ID. |
| Name | In the Name field, type the name of the company. To search for and select a company, click the find icon. The company must belong to one of the company types listed in parenthesis after the party type section heading. |
| Ref# | In the Ref # field, type the number used by the company to refer to the order. |
| Send order complete | To send the party a message when a physical order is sent to the fulfillment center, check the Send order complete check box. Depending on the order mode settings, you may not be allowed to change this setting. |
| Send order acknowledgment | To send the party a message when the order is invoiced, check the Send order acknowledgment check box. Depending on the order mode settings, you may not be allowed to change this setting. |
| Send order tracking | To send the party a message when a physical order is shipped, check the Send order tracking check box. Depending on the order mode settings, you may not be allowed to change this setting. |
On the Parties tab, in the Ship-to Company section, click the radio button next to the party that should receive any physical products purchased on this order.
When you select the ship-to party, the Ship-to Selection section is updated to list the ship-tos for the selected party.
To filter the list of ship-tos:
To select the ship-to, click the radio button next to it.
To edit the selected ship-to, click Edit Ship-to.
To create a new ship-to, click Add Ship-to.
When you select or create a ship-to address, you may be prompted to verify the address. See Verifying an address.
In the Ship-to Contact section, specify the name and phone number for the contact person at the ship-to company.
If there is an end customer for this order, then in the End User Contact Information section, you must also select a point of contact for that company.
To select the new coordinator, you can either:
To validate that the address you enter exists in the system, click Validate Email.
To search for and select the point of contact, click Find User.
To edit the specified user, click Edit User.
To create a new user to be the point of contact, click Add User.
On the Billing tab, in the Pricing date field, enter the date the order should be priced from. Whether this field displays is determined by the order mode.
Only use this field if the order should be priced from a price list that is not current.
The Contract Selection section also allows you to review and change your original contract selection.
If you want to use an existing contract, the contract dropdown contains contracts that belong to the selected end customer.
If you originally selected an existing contract, but decide to create a new contract, the new contract must belong to the same program as the contract you originally selected. You cannot change the program.
The Contract Selection section may also include fields to provide other billing/contract information required by the publisher.
The Date and Duration Settings section displays for:
For renewal orders, you cannot set the contract start date, only the expiration date and renewal period.
| Contract start rule | To start a new contract on the date of the order credit approval, click the Set to credit approval date radio button.
To start a new contract on a specific date, click the Set to specified date radio button. In the accompanying field, type the date. |
| Contract expiration rule | To select a duration for a new or renewed contract based on the credit approval, click the Set to radio button. From the dropdown, select the duration.
To set a specific expiration date, click the Set to specified date radio button. In the accompanying field, type the date. |
| Next renewal period | From the Next renewal period dropdown, select the renewal period for the next time the contract is renewed. |
If you are able to select the price list, then from the Price list dropdown, select the price list to use for this order. If there is only one price list, or if your security privileges do not allow you to select a price list, the dropdown does not display.
If there are any survey questions associated with entering orders under the program, they display in the Survey section.
You must answer any required survey questions.
Depending on the order mode, you may be required to specify the sales organization or contact response for the order.
To search for and select the sales organization or contact, click the find icon next to the Sales organization field.
The Sales Organization section may also include fields to provide other information required by the publisher.
In the Payment Information section:
The dropdown is filtered to include only those payment methods allowed for the bill-to. If the original payment method you selected is not available to the bill-to, you must select a different payment method.
| Purchase order # | In the Purchase order # field, enter the purchase order number. |
| Payment terms | From the Payment terms dropdown, select the payment terms for the purchase order. |
| PO date | In the PO date field, enter the date for the purchase order. |
| Bill-to email | In the Bill-to email field, specify the email address of the point of contact for the credit card. To search for and select a user, click the find icon. |
| Name fields | In the name fields, specify the name as it appears on the credit card. |
| Credit card number | In the Credit card number field, enter the credit card number. |
| Security code | In the Security code field, type the verification number for the credit card. |
| Expiration date | From the Expiration date dropdowns, select the month and year that the credit card expires. |
The bill-to party (sold-to, dealer, end customer) is determined by the order mode.
If you select a purchase order payment method, or if credit cards are configured to use a bill-to for the billing address, then the Bill-to Selection section displays. It lists all of the bill-tos for the bill-to party.
If you select a credit card payment method, and credit cards do not use a bill-to for the billing address, then the Billing Address section displays. In the fields provided, enter the billing address for the credit card.
You use the Product Detail tab to manage the products that are included in the order. Poetic:
For an existing contract, to view the details of the contract, click the View Contract button.
To add a line to the order, click Add Line.
To add 10 lines to the order, click Add 10 Lines.
If permitted by the order mode, a Capture license purchase date check box displays at the top of the page. If you check this check box, a License purchase date field displays for each order line.
The original license purchase date may, for example, be needed to calculate late fees for subscriptions.
For each order line:
| Product # | In the Product # field, enter the product number. You can also use the find icon to search for and select a product.
When you select a product, the product name displays below the product number. |
| Qty | In the Qty field, enter the quantity to order. The Calc Price is updated to reflect the unit price from the price file. |
| Adjustment | From the Adjustment dropdown, select the type of price adjustment, if any, for this line.
In the Adjustment field, type the number associated with the adjustment. From the Reason dropdown, select the reason for the adjustment. The adjustment is included on the Errors tab in the list of order errors, and is approved when a qualified user overrides the error. |
| License purchase date | In the License purchase date field, type the date the license was purchased. Each product is configured to indicate whether you can specify a license purchase date for it on an order.
If you set a license date when it is not permitted for the product, an error displays when you refresh the page or try to move to another tab. |
| Pricing date | In the Pricing date field, provide the pricing date for this order line. |
| Group | From the Group dropdown, select the group to assign the order product to. To add a group, click Add Group.
To edit information about the selected group, click Edit Group. |
| Entitlement effective date | For technical support products, from the Entitlement effective date dropdown, select when the technical support entitlement created from this line takes effect.
To have the entitlement become active as soon as the order is invoiced, select Effective immediately upon invoicing. To have the entitlement be created in a Pending status, and become active when the contract is renewed, select Effective upon renewal date. |
To refresh the list to:
click Refresh Lines.
The errors and notices for each line display directly above the line to which it applies.
Products may be configured to have products automatically added to an order that includes that product. Some auto-drops are automatic. For example, everyone who orders a new license receives a free CD. The lines are added when the Product Detail tab is refreshed. When a line is added automatically, a notice displays above the line to indicate that the addition has occurred.
Other auto-drops are conditional. For example, depending on how late a customer is renewing their subscription, a different late fee is added.
Poetic uses the rules for the product to automatically add these products. Each added product is configured to determine whether you can set the quantity for or delete that product.
If you do delete one of these lines, the line displays with struck through text until the order is submitted. If you change your mind and want to receive the added product, click Re-activate. The text is no longer struck through.
To delete an item from the order, check the Select check box, then click Delete Line.
If you delete an item that is being renewed, the Order Line Cancel page displays.
From the Entitlement options dropdown, select how to handle the deletion.
After selecting the option, click Submit to complete the line deletion.
If any of the products require proof of purchase, the POP tab lists those products.
You use the POP tab to verify that you are entitled to order those products.
To add 10 lines, click Add 10 Lines.
To remove a line, check its Select check box, then click Delete Line.
There may also be a second column where you provide an additional number or numbers (entitlement or serial number). Use commas to separate multiple numbers.
The Qty Val column for the product is updated with the quantity validated based on all of the proofs of purchase.
For each proof of purchase:
If your proof of purchase is for an earlier version of the product, then Poetic may automatically either add items to the order or create a new order in order to bring your version up to date. A message displays to indicate that this is happening.
The Coordinators tab allows you to assign new coordinators to the contract under which the order is placed.
To select and assign the coordinator:
The Assign Coordinator page displays.
To search for and select the new coordinator, click Find User.
To create a new user to be the coordinator, click Add User.
The Coordinators tab displays with the new coordinator name in the Override Coordinator column for the selected coordinators.
When the order is invoiced, the contract is updated with the new coordinator.
The Shipping tab displays if:
You use the Shipping tab to select how the order will be shipped.
You may have the following options for shipping the order:
If you have multiple options, then to select the option you want, click the radio button next to it.
The Shipping and Carrier section includes the list of available publisher shipping options based on the size of the shipment, the country it is being shipped to, and the currency used for the order. For each option, the list can include:
To select one of these options, click the Select radio button next to it.
If you are able to override the cost of publisher shipping, an Optional price override field displays below the shipping options. Use this field to enter a different shipping cost.
To use your own carrier service account to ship the order:
The Error tab lists the errors in the order.
You can either correct or override the current errors before you submit the order.
To correct an error:
If you have the appropriate security privileges, you can override errors. You cannot override critical errors, and you can only override errors if the order meets the following minimum requirements:
To override an error, check the Ignore check box for that error.
To continue, click Next.
If there are no errors in the order, the Confirmation tab of the Order Entry page displays.
The Confirmation tab of the Order Entry page contains a complete summary of the order information for you to review before you complete the order.
If you need to make changes:
If there are no errors in the order, the Confirmation tab of the Order Entry page displays.
If the order information is all correct, click Finish.
The Order Entry Complete page displays.