Introduction

Sending orders is the process of confirming an order with an order partner for booking (an order confirmation request) and updating order status accordingly. It initiates the transaction between an agency and order partner, in a formal agreement to run the activity. 

The Order workflow differs depending on the Order Partner confirmation configuration in OneStrata—External, In-System, or Auto Confirmation. For more detail on confirmation configurations, refer to [To be archived] Orders. In summary,

• With External Order Partners, the Agency sends a copy of the order to the Order Partner, uploads a document of confirmation, and manually updates order status in OneStrata.
• With In-System Order Partners, the order is sent electronically to a OneStrata Vendor Inbox where the Supplier or Internal Seller can confirm or decline the order.
• With Auto Confirmation, orders are considered confirmed at the time of sending. Biddable suppliers and tech providers typically fall into this category.

Begin the process with these steps then refer to sections for External, In-System, or Auto Confirmation:

1. Navigate to Campaigns > Media Campaigns and locate the campaign. Open the Media Campaign by clicking its ID / Name.
2. Viewing the Media Campaign, click on the Orders tab. Alternatively, Orders are also accessible on the Media Campaign's Overview screen.

Send an Order to an External Order Partner

To send an Order to an Order Partner with External Confirmation, do the following:

1. Open the Media Campaign and navigate to Order Details for the specific order.
   
   

2. From Order Details, click Download Version at the bottom to download a PDF or Excel copy of the Order. Select the desired file format and save the PDF or Excel file. 

   Tip: Download a PDF/Excel file anytime for previous versions of the Order by first changing the Version dropdown menu in upper right of Order Details.

3. Email the downloaded Order file to the vendor from your agency email account.
   
   

4. Back in OneStrata, inform the system the Order is sent externally to the vendor. In Order Details click Send to open the Request Confirmation Externally widget. Optionally, type in Add Comment which is saved to the order's Comment History (visible to agency only for External confirmation). Click Send on the bottom of Request Confirmation Externally widget. The Order status updates to Pending.
   
   

5. While the Order status is Pending, Confirmed, or Declined, the following actions remain active at the bottom of Order Details:
   1. Reassign Vendor.
   2. Reminder Notification
      
      

6. The vendor confirms the Order externally by responding via email with attached file as proof of confirmation. Save the attachment.
   

   Note: Uploading proof of confirmation is required in OneStrata for External Confirmation Order Partners.

7. Open Order Details and click Confirm to open the Order Confirmed Externally widget. Optionally, type in Add Comment and Add Order ID.
   
   

8. Drag and drop or Browse Files to upload the proof of confirmation file. Click Confirm on the bottom of the Order Confirmed Externally widget.
   
   
   
   

9. The Order status updates to Confirmed in green upon successful confirmation.

Send an Order to an In-System Order Partner

To send an Order to an Order Partner with In-System Vendor Confirmation, do the following:

1. Open the Order Details by clicking the order's Name & ID from either the Media Campaign's Overview or Orders tabs.
   
   

2. Optionally, download a PDF or Excel copy of the Order by clicking Download Version at the bottom. Select the desired file format then save the PDF or Excel file.

   Tip: Download a PDF/Excel file anytime for previous versions of the Order by first changing the Version dropdown menu in upper right of Order Details.

3. Click Send to open the Request Order Partner Confirmation screen.
   
   
4. In Vendor Contact Email Address, begin typing and select the Order Partner's email address in the dropdown menu if available. Type the full email address for a new vendor contact email not available in the dropdown. The domain of a new email address is checked against a list of valid email domains already set up in Entity Management for the Order Partner. Type a comment in Add Comment which is sent to the vendor and saved in the order's Comment History. When complete, click Send to make the order available to the Order Partner in Vendor Inbox.
   
   
   
   
5. After sending, two additional buttons are available: Reassign Vendor and Reminder Notification. Reassigning allows sending to a new vendor email address, and the reminder sends another email to the original vendor that has not yet responded.
   
   
   
6. The Order Partner follows the workflow in Vendor Inbox to confirm the Order following instructions available at Vendor Inbox - Sellers.

Send an Order to an Auto Confirmation Order Partner

To send an Order to an Order Partner with Agency Auto Confirmation, do the following:

1. If not completed already, log in to the 3rd Party Biddable platform and enter the corresponding campaign per that external system’s specifications.
   
   
2. Open the Order in OneStrata by clicking the order's Name & ID from either the Media Campaign's Overview or Orders tabs.
   
   
3. Optional: On the Order Details screen, click Download Version at the bottom, selecting the desired file format for the download. Save the PDF or Excel spreadsheet.
   
   
4. Click Send to open the Confirm Order screen.
    
   
5. Type in the Add Comment field which is not sent to Auto Confirmation vendors but saved in the order's Comment History. Since the Order is automatically confirmed the disclaimer makes clear the agency's intent. Click Send in Confirm Order to complete the process.