Managing and Adding Purchase Orders

CaptionSync allows you to associate a purchase order with each submission if your account is configured to do so. In this article we show how to add and manage purchase orders.

Adding a New Purchase Order:

You can add a new purchase order under Billing -> Add Purchase Order:

Setting up a Default Purchase Order:

CaptionSync remembers the most recently used valid purchase order and pre-populates the Purchase Order field with it at submission time. But a default purchase order can be set via Billing -> Set Default Purchase Order. The default will take precedence over the most recently used (as long as it is not expired or over limit).

Once a purchase order is set as default, it stays as such until it is changed or it expires. If you instead want to employ the most recently used, set the default to N/A:

Limit and Expiration Date:

You can optionally enter an expiration date and total amount. If you enter in a total amount, an expiration date must also be entered. An expiration date by itself can also be entered. CaptionSync will monitor the expiration date and/or total amount to make sure you do not reference an expired or over-limit purchase order at submit time.

The total amount is checked only periodically, so overages may occur depending how quickly content is submitted.

Editing a Purchase Order:

Purchase order text, expiration date and/or total amount can be edited via Billing -> Modify Purchase Order.

Changing the text will affect all items referencing the purchase order, hence once an invoice has been generated against a purchase order, you can no longer change the text.  You can still change the expiration date and/or total amount. A purchase order which is already expired or over limit can be edited for up to 3 weeks after the fact.

AST-Link and 3rd-Party Integrations: 

• AST-Link for Windows, AST-Link G2.x on the Mac, or any integration which passes a specific purchase order:
  If you use an expired or over-limit purchase order, the submission(s) will be rejected. If you don't pass a purchase order, CaptionSync attempts to find a valid one, starting with the default, and then trying the most recent ones. If none is found, the submission(s) will be rejected. The following integrations allow for the user to enter a purchase order number: Ensemble, and MediaAMP / thePlatform.

• AST-Link AppleScript for the Mac, or 3rd-party integrations which do not pass purchase orders:
  As there is no mechanism to enter a purchase order, CaptionSync attempts to find a valid one, starting with the default, and then trying the most recent ones. If none is found, the submission(s) will be rejected. The following integrations do not allow for the user to enter a purchase order number: Box, Brightcove Video Cloud, D2L/Brightspace, Echo360 (legacy), Echo360 ALP, Google Drive, Kaltura, Kaltura MediaSpace, Mediasite 6.x, Mediasite 7.x, NCast, Panopto, ShareStream, Tegrity, VoiceThread, Warpwire, and YuJa.

Changing which Purchase Order a Submission References:

Before an invoice is generated, the purchase order referenced on a particular submission can be changed via Caption/Transcribe -> Status of Submissions. Alternatively, if an invoice has not yet been generated against a purchase order, the purchase order text can be changed (affecting all submissions referencing it).

Multiple Users:

If there are multiple users in your organization, purchase orders can be sorted by users via Billing -> Billable Submissions for All Users.

The different users have access to all the purchase orders available for your organization. But each user can set up their own default purchase order from the ones available for the whole organization.

Purchase Order Segmentation:

If in your organization there are many purchase orders which are typically not shared between users, Purchase Order Segmentation can help.  This enables users to only see their purchase orders in AST-Link 2.x for Windows, and see their purchase orders at the top of above mentioned settings.  Additionally, when only a single user references a purchase order, that user's name can optionally be referenced on the invoice in lieu of the Primary User's name. Please open a ticket to enable Purchase Order Segmentation with or without invoice referencing for your organization.

How can I get separate Invoices for different Submissions?

If you have a postpaid account, and want to have separate invoicing for different submissions, you can use purchase numbers to achieve that. Learn how in our How to get separate Invoices for different Submissions article.