Orders records are created when saving an Insertion Order that has a status of Quote or Approved. The Advertising module generates the Orders record automatically, preventing the user from having to jump to the Orders service to create an Orders record and repeating much of the same information already listed in the Advertising module.

Orders and Insertion Orders

For data integrity purposes, users should only use the Insertion Orders record to update any details pertaining to the order. If a user opens the Orders record to change the status of the Order (for example, ship the order from the Orders record), add a new product, or to update information like quantity, pricing, discounts, or payments, the insertion order will not be updated when the Orders record is saved. To make any changes in the Orders record, they must be made in the Insertion Orders record and then saved. The Orders record should never be updated directly when it pertains to information that affects the data integrity of advertising products.

To specify a Purchase Order number for the order(s) generated for this insertion order, click the Bill To tab and enter the number in the PO Number field.

To generate an Orders record that has a Taken status, select Quote in the Status field on the Insertion Order, and select Save.
To upgrade the Orders record status from Taken to Shipped, open the Insertion Order, change the value in the Status field of the insertion order from Quote to Approved, and select Save. To change the status insertion order to Approved, the original insertion order must first have a status of Quote.
The Insertion Orders and the Orders record are saved with the new statuses. To see which Orders record is associated with the Insertion Orders record, view the Multiple Bill To record located on the Bill To tab.

Specifying Payment Type and Due Dates for Purchase Orders

Insertion orders generate Orders records with a payment type of Purchase Order. The Advertising Insertion Orders entity has the ability to control the Purchase Order payment type that is specified on the Orders record as well as the date populated in the Due Date field on the Orders record. These are configurable attributes located in the Advertising Insertion Orders entity and can be accessed and modified by your system administrator as needed. Below is a description of each attribute:

PurchaseOrderPaymentTypeID: The Purchase Order payment type record (by ID) to be specified on the Orders record. The default value for this attribute is 1. Note that the ID specified must have a base type of Purchase Order to generate the proper type of payment information on the Orders record.
DueDatePeriod: Specifies the Due Date on the Orders record. Having the ability to modify the value in this attribute provides the flexibility to automatically set the Due Date to a specific number of days after the Orders record is created. The current default setting for this attribute is 30. This sets the Due Date field to 30 days after the day the Insertion Order was saved with a status of Quote.

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