Input Orders Manually via Order Entry

The service fees for the Order Entry form feature are as follows:

• Free Plan: $2 / £0.50 per order
• Growth Plan: $1 / £0.50  per order
• Pro / Pro Plus Plan: $0.75 / £0.50  per order
• Custom Quote

This fee is instead of the regular service fee.

⚠ Important: When using the Order Entry form, you will need to collect payment from your customers outside of GotPhoto. The production and shipping fees for orders made via the Order Entry form are charged as follows:

• North American customers: Charged via the lab, external to GotPhoto.
• UK customers: Charged via GotPhoto on your monthly invoice.

Order entry service fees are charged immediately via your credit card if the amount is at least $50.  If the amount is lower, the service fees are added to your account balance and will be charged with your monthly invoice. 

Please note: Manual orders can only be entered for users with approved Stripe Express accounts. Please make sure you are registered for a Stripe Express account and that your account has been approved.

The video below shows a quick explanation for using this feature.
Written instructions continue below.

To access the Order Entry form, go to Orders → Order Entry, where you will see the following page:

From this page, you can create a new order, review/delete orders, and view recently processed orders. Note that this page refers to the orders as pre-orders, but you can also use it for offline orders from proof cards.

When you first access this page, it will be empty, so the first thing we will need to do is click the blue New order button on the top right, which will then take you to this page:

Personal order mode should be used for products that you are ordering for yourself (e.g. for marketing or quality check purposes). We do not charge fees or provide invoices for these orders (A delivery note with your letterhead is included to ensure that the order is complete), and they are limited to certain products:

• Orders may only contain individual, physical products (No packages and no downloads).
• GotPhoto's Green Screen is not supported.
  
  

Please note: The absence of an invoice for personal orders introduces a disparity between the order and the corresponding invoice numbers. For instance, if you've made a personal order in your account, you'll observe that your order number (#34) does not align with the invoice number (#33). 

In this guide, we will only cover the Direct shipping orders and Batch shipping orders sections. Since personal orders do not create a customer invoice, we do not recommend using this feature for offline customer orders.

Click the options below to continue viewing the workflows for Direct Shipping and Batch Shipping.

1. Click Start entering… in the Direct shipping orders or Batch shipping orders section.
   
2. Enter the customer’s access code.
3. Next to the ordered image, choose the product and quantity. If you hover over the selection area, two more options should appear: Delete, Cropping, and for Green Screen Price Profiles, we show the option to adjust the Background. The default background will be applied if you do not select a different background.
   
   Repeat this step for each ordered image and product. If you need two products from the same image, simply select the other product from the dropdown, and both should now appear.
   
   ⚠ Note: Packages are limited to one image. If your packages contain a group photo, you must select the group image to order the group item that is included in that package.
   
   When you hover over the area next to the product you selected for an image, you will find the Delete and Adjust option.
   
   Under the Adjust option, you will find the place to change the default background to a different background if you have a green screen price profile.
   
   
4. Enter the customer’s information on the right, under the Summary area. For tax calculation purposes, an email and billing address is required for all direct shipping orders and batch shipping orders that contain downloads. The GotPhoto system will automatically fill in the last address used with the access code (e.g., if Dad made an order on Tuesday, and Grandma made an order on Wednesday, Grandma's address will populate in the address section). Please double-check the address with your customer and make adjustments as necessary.
5. Scroll down and click Save and continue.
6. Return to the Order Entry page. You should now see an order in the overview. Click Review and create orders.
   
   
   
   ⚠ Important: If you see the notice outlined in red in the image above, please reach out to the Customer Care Team.
7.  If everything looks correct, click Place order(s) now...
8. When an order is placed, Direct Shipping orders will immediately be sent to the lab, and Batch Shipping orders will be sent to your current batch (joining any other batch orders you may have). Downloads will immediately go out to your customers.