How to get separate Invoices for different Submissions

CaptionSync postpaid accounts are typically invoiced at the end of each month, with all requests listed in one single invoice. However, it is possible to issue invoices for different submissions based on items like a Department name, a Project Code, Subject Topic, or any other designation that can be used to sort submissions on to separate invoices. In this article we show how to do this.

Checking that your Account is of the right Type:

Your account needs to be of the Purchase Order type. You can check if your account is of this type by logging into CaptionSync and looking for a Purchase Order field, on the submission page:

If your account is not a Purchase Order account, then please open a ticket and request that your account is changed to the Purchase Order type. Once we confirm that your account type was changed, you'll need to log out and in again, for the change to take effect.

Making a Request and using a Purchase Order Value:

To make a submission, go to Caption/Transcribe -> New Captioning Submission. Next to Purchase Order, instead of a number, you can enter a Department name, a Project Code, Subject Topic, or any other text string (note that CaptionSync will automatically select the default Purchase Order, if you have one set):

If you are making a List of URLs request, the Purchase Order value chosen at submission time will be applied to all the submissions generated.

Using other Purchase Order values for separate Invoicing:

You can use different Purchase Order values, at submission time, for separate invoicing.
At the end of each month, CaptionSync will generate a separate invoice for each Purchase Order value used during the previous month.
If you wish to create a list of values for the Purchase Order field, to appear in a drop-down menu in the submission page, you can configure those values by adding them under Billing -> Add Purchase Order:

More information about managing Purchase Orders is available in our article on this topic.

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:
  You will be prompted to enter a Purchase Order value at submission time, which allows you to choose the value you want to use for your batch/submission. For each batch/submission you want to group under a separate invoice, you just need to enter a different Purchase Order value at submission time.

• AST-Link AppleScript for the Mac, or 3rd-party integrations that do not pass Purchase Orders:
  CaptionSync will use the default Purchase Order value enrolled on your CaptionSync account. So, for each batch/submission you want to group under a separate invoice, you'll need to set a new default Purchase Order, under Billing -> Set Default Purchase Order, and then make the request.

More information about making requests via AST-Link or integrations using Purchase Orders is available.