Each order in PhotoOne has what’s called a Base Number, and it is the number to the left of the -1 (or -2, etc.) in PhotoOne. If a Customer already has at least one order added in PhotoOne, a screen will pop up when you try to add another order asking you to choose what type of order you want to add.
Add a sitting, new order or new re-order
If a customer is placing a new order, and the previous order is already in process or has been delivered, you’ll need to assign a New Base # so you can track the status of this new order. You’ll also want to use this selection for a re-order so you can track the order status.
This is also the selection you’ll want to use to track your Sales by Session Type, Sessions by Category, and Sessions by Type. You will change the ORDER TYPE to Session (in the add order screen your cursor will automatically land in the Order Type box and will default to Order, simply hit your S key on the keyboard and it will automatically change to Session). The only thing added to this order is the price that represents this type of session and the session payment, if any. If your client wants to put a deposit down for their order, or you require them to, you’ll add a new order and select “Add a new order based on an existing session”. See #2 below for more details.
Add a new order based on an existing session
When you select this option another window will open showing you all of the clients orders, simply select the order this new one is tied to. There are two instances when you would use this selection:
1. When more than one order is being placed at the same time under the same customer file such as a Wedding with multiple orders or a Senior with Mom’s order and Dad’s order. When you choose this option it will create a new order based on an existing Base Number and will create shared Status screens shared between these 2 or more orders. PhotoOne will create a new order with the same Base Number but add an additional number after a dash. (ex. 1001-1, 1001-2). You can have up to 9 base numbers attached to 1 order number. What will occur is whenever any of these orders moves through its processes, the Status screen will update for all attached orders. These orders will share all the Statuses located in the Status screen. If you use Batching to update statuses, you need only to enter one Order Number for all attached Orders to be updated. Keep in mind that these Orders do not share a Due Date, Ready Date or Delivered Date. They must all be marked Due, Ready and Delivered separately.
2. If your studio uses the Order Type called Session (described in section 1 above), you’ll use this selection when creating the Order that goes along with this Session. This will attach your Session to the matching Order you select from the pop up screen. You’ll put any order deposits here and when the client is ready, this is the order you’ll edit to add the items they are purchasing.
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