--- title: "Manage Orders" canonical: "https://hub.freewheel.tv/space/OS/114622778/Manage%20Orders" format: markdown --- Send an Order Sending an order refers to electronically sending a vendor a request to place a media buy. The order request signals the desire to initiate a media buying transaction between the Agency and Order Partner. When the Order Partner confirms or declines the order, the status of the order within OneStrata is updated accordingly. The exact process of sending an order depends on how the Order Partner has been configured to receive and confirm orders. There are three types of Order Partners: External Order Partners : Orders are sent to, and confirmed by, the Order Partner outside of OneStrata. For example, by email. In-System Order Partners : Orders are sent to, and confirmed by, the Order Partner within OneStrata, through the Vendor Inbox portal. Auto-Confirmation Order Partners : Orders are sent to the Order Partner within OneStrata, on the Order Details page. As soon as the order is sent, it is immediately considered confirmed. Start the Order Request Process All order requests begin in the same way. To start the order request process, do the following: Go to the Order Details page of the desired order. Optional: If desired, perform any of the following actions: Action Step(s) Change the order version By default, the Order Details page displays the most recent version of the order. To select a different order version, click the Version menu. Change the Order Details template of the order By default, the Order Details grid uses the system default Order Details template . To select a different Order Details template, click the Template menu. Once an order request is sent to the vendor, its Order Details template is "locked" to the order. No other Order Details template can be used for the order, even in later versions of the order. Download the order To download the order as a PDF file or Excel spreadsheet, click the Download Version button Click the  Send button. Depending on the type of Order Partner, clicking the Send button has different effects: Order Partner Type Effect External Order Partner Clicking the Send button opens the Request Confirmation Externally widget. For more information, see Send an Order to an External Order Partner . In-System Order Partner Clicking the Send button opens the Request Order Partner Confirmation widget. For more information, see Send an Order to an In-System Order Partner . Auto Confirmation Order Partner Clicking the Send button opens the Request Confirmation Externally widget. For more information, see Send an Order to an Auto Confirmation Order Partner . Send an Order to an External Order Partner Sending an order to an External Order Partner requires taking some actions within OneStrata and taking some actions outside of OneStrata. To send an order to an Order Partner with External Confirmation, do the following: Start the order request process for the desired order , making sure to download a copy of the order to send to the vendor. In the Request Confirmation Externally widget: Field Name Step(s) Template Review the selected Order Details template. Once an order request has been sent, its Order Details template can no longer be changed. If desired, choose another Order Details template by doing the following: Close the Request Confirmation Externally widget. On the Order Details page, use the  Template menu to select a different Order Details template. Click the Send button to reopen the Request Confirmation Externally widget. Optional Add Comment Optional: For Add Comment , enter a comment about the order request. The text that is entered here is internally visible only and is added to the Comment History section of the order's Order Details page. Click the Send button to send the order within OneStrata. On the Order grid, the status of the order changes from New to Pending . Outside of OneStrata, send the downloaded order to the vendor and communicate as normal. Once confirmation of the order has been received, return to OneStrata. On the Order Details page of the order, click  Confirm to open the Order Confirmed Externally widget. In the Order Confirmed Externally widget: Field Name Step(s) Read-only Template Read-only The Order Details template that was used for the order. Optional Add Comment Optional: Enter a comment about the order confirmation request. The text that is entered is internally visible only, and appears within the  Comment History section of the order's Order Details page. Upload A Document Upload a document that provides proof of order confirmation. For example, a file that the vendor has provided. Optional Add Order Partner Order ID Optional: Enter the identifier that the Order Partner uses for the order, if any. Disclaimer Read the following disclaimer: An order with this order partner is configured to be automatically confirmed when proof of confirmation is uploaded by the agency. By confirming, I acknowledge the uploaded document represents agreement with the order partner on the current contents of this order. Click the Confirm button to confirm the order within OneStrata. On the Order grid, the status of the order changes from Pending to Confirmed . Send an Order to an In-System Order Partner To send an order to an Order Partner with In-System Confirmation, do the following: Start the order request process for the desired order . In the Request Order Partner Confirmation widget: Field Name Step(s) Template Review the selected Order Details template. Once an order request has been sent, its Order Details template can no longer be changed. If desired, choose another Order Details template by doing the following: Close the Request Order Partner Confirmation  widget. On the Order Details page, use the  Template menu to select a different Order Details template. Click the Send button to reopen the Request Order Partner Confirmation  widget. Vendor Contact Email Address Orders can only be sent to email addresses that belong to an email domain that has been added to the Order Partner record . Select the email address of the desired vendor contact / Vendor Inbox user. The contact receives an email notification that there is a new order in Vendor Inbox that they should take action on. If the email address of the desired contact is not available in the dropdown list, manually enter the full email address. Optional Add Comment Optional: Enter a comment about the order request. The text that is entered here is included in the notification email to the vendor contact, and is also added to the  Comment History section of the order's Order Details page. Click Send to send the order to Vendor Inbox. On the Orders grid, the status of the order changes from New to Pending . Once the vendor confirms the order within Vendor Inbox, the status of the order changes from  Pending to Confirmed . Send an Order to an Auto Confirmation Order Partner To send an order to an Order Partner with Auto Confirmation, do the following: Start the order request process for the desired order . In the Confirm Order widget: Field Name Step(s) Template Review the selected Order Details template. Once an order request has been sent, its Order Details template can no longer be changed. If desired, choose another Order Details template by doing the following: Close the Confirm Order  widget. On the Order Details page, use the  Template menu to select a different Order Details template. Click the Send button to reopen the Confirm Order widget. Optional Add Comment Optional: Enter a comment about the order request. The text that is entered here is internally visible only and is added to the  Comment History section of the order's Order Details page. Disclaimer Read the following disclaimer: An order with this order partner is configured to be automatically confirmed by the agency. By confirming, I acknowledge my intent to spend the order's current budget with this order partner. Click the Send button to send the order. The order is immediately and automatically confirmed, and the status of the order on the Orders grid changes from  New to Confirmed . Send an Order Reminder If a vendor contact for an In-System Order Partner has been sent an order, but has not confirmed or declined the request yet, it may be helpful to send them a reminder to take action in Vendor Inbox. To send an order reminder, do the following: On the Order Details page of the desired order, click the Reminder Notification button to open the Reminder Notification widget. In the Reminder Notification widget: Field Name Step(s) Read-only Template Review the applied Order Details template. Read-only Vendor Contact Email Address Review the email address of the vendor contact. Optional Add Comment Optional: Enter a comment about the order request. The text that is entered here is included in the email to the new vendor contact, and is also added to the  Comment History section of the order's Order Details page. Click the Send button. The vendor contact receives an email reminding them to confirm or decline the order request. Cancel a Confirmed Order When canceling an order or part of an order that was already committed and confirmed, there are three main steps: Cancel the corresponding lines on the campaign schedule. Re-commit the schedule to create an order cancellation request. Send and confirm the cancellation request with the Order Partner as required. To cancel a confirmed order (an order with the status  Confirmed ), do the following: Navigate to the Schedule tab of the campaign that contains the order to be canceled. On the Schedule tab, do the following: Select the desired Schedule grid line(s). Click the Cancel button. The status of the Schedule grid line(s) changes from Committed to Draft - Cancelled . Click the Save Changes button.  Optional: Depending on Agency or Enterprise settings, changes to a committed schedule may require re-approval. If the Commit button is inactive, re-obtain the necessary approvals before continuing. Select the Schedule grid line(s) to be canceled again. Click the Commit button to re-commit the schedule and create an order cancellation request within OneStrata. On the Order tab, open the Order Details page of the order. Click the Cancel button to send the Order Partner an order cancellation request. Depending on the type of Order Partner, additional steps may be required: Order Partner Type Step(s) External Confirmation Order Partner Notify the Order Partner about the order cancellation request outside of OneStrata. When the Order Partner confirms the order cancellation request, upload a confirmation document on the Order Details page. In-System Confirmation Order Partner The Order Partner must confirm or decline the order cancellation request within Vendor Inbox. Auto-Confirmation Order Partner The order cancellation request is automatically accepted. No further action is required. Revise a Confirmed Order When revising an order that was already committed and confirmed, first make the desired changes on the Schedule grid. Then, re-commit the new or modified Schedule grid lines. Re-send and re-confirm the order with the Order Partner as required. To revise a confirmed order (an order with the status  Confirmed ), do the following: Navigate to the Schedule tab of the campaign that contains the order to be revised. On the Schedule tab, do the following: Make the desired changes in the Schedule grid. Click the Save Changes button. The new or modified Schedule grid lines now have the status Draft - New or Draft - Revised . Optional: Depending on Agency or Enterprise settings, changes to a committed schedule may require re-approval. If the Commit button is inactive, re-obtain the necessary approvals before continuing. Select the new or modified Schedule grid lines. Click the Commit button to re-commit the schedule and create a revised order. Depending on Agency settings, order revisions are either automatically sent to an Order Partner or must be manually re-sent. This setting is managed on the Administration > Application Settings > Order Management  page. Option Step(s) If automatically sending order revisions is enabled: No further user action is required. If automatically sending order revisions is not enabled: Choose the appropriate action: If the Order Partner is configured for External Confirmation, follow the steps for  sending an order to an External Order Partner . If the Order Partner is configured for In-System Confirmation, follow the steps for sending an order to an In-System Order Partner . If the Order Partner is configured for Auto-Confirmation, the revised order is confirmed as soon as the schedule is re-committed. No further action is required. Download an Order To download an order, do the following: Navigate to the Order Details page of the desired order. Optional: By default, the Order Details page displays the most recent version of the order. If desired, click the  Version  menu and select a different order version. Optional: By default, the Order Details page uses the default Order Details template. If there are multiple Order Details templates and the order has not been sent yet, it is possible to select a different template. If desired, click the  Template  menu and select a different Order Details template. Click Download Version . Select the download format, a PDF file or an Excel sheet. Reassign the Vendor Contact If a vendor contact for an In-System Order Partner has been sent an order, it is possible to reassign the responsibility to review the order to another contact. To reassign the vendor contact, do the following: On the Order Details page of the desired order, click the Reassign Vendor  button to open the Reassign Vendor  widget. In the Reassign Vendor widget: Field Name Step(s) Read-only Template Review the applied Order Details template. Read-only Original Vendor Contact Email Address Review the email address of the original vendor contact. New Vendor Contact Email Address Select or enter the email address of the vendor contact who will be reassigned to review the order request. Optional Add Comment Optional: Enter a comment about the order request. The text that is entered here is included in the email to the new vendor contact, and is also added to the  Comment History section of the order's Order Details page. Click the Send button. The new vendor contact receives an email informing them that they have been sent an order in Vendor Inbox. View All Orders To view all orders in a campaign, do the following: Go to the Orders tab of the campaign. The orders in the campaign are displayed in the Order grid. View a Specific Order To access the Order Details page of a specific order, do the following: Go to the Orders tab of the campaign that contains the desired order. In the Order grid, click the Name & ID value of the order. By default, the Order Details page opens on the Overview tab.