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MEDIA ORDER MAINTENANCE Overview

The Media Order Maintenance Application creates and maintains detailed records pertaining to file- or physical-based media duplication services performed by your company.

Media orders include information about the source media assets required to complete the job, the services and tasks to be performed with/on these assets, and instructions on what to do with any new media assets that will be generated as a result of the order. The media assets used on media orders can either be ones stored in the MetaVault Library or ones that you enter on the fly. Extensive billing and cost information can be tied to each media order at multiple levels.

Media Order records are a type of work order, meaning the system assigns the next sequentially available work order number to a new media order when you initially save it.
Media Order records exist within the context or “umbrella” of an associated job record; an individual job can have an unlimited number of media orders but each media order must have a link to a single, corresponding job or to no job record at all. (Individual media orders can be created that are not associated to a parent job record, but once a media order has been linked to a job, their relationship must be maintained.)
Subsequently, each Media Order you create can have an unlimited number of specific transactions that range from the goods your company sells or rents to the various services it provides. Transactions are the individual items associated with media order records that represent the goods and services for which a company bills its customers.

There are four standard layouts for the Media Order Maintenance Application. Following is a list of tab pages from the standard layout simply named Media Order with descriptions of each tab’s purpose:

MEDIA ORDER INFO TAB PAGE — Establishes general information related to the current order, its associated job, and customer.
SOURCES & SERVICES TAB PAGE — Establishes the media assets that will be used as source elements in the media order process and lists detailed content (title) and asset metadata for each. Additionally, this tab lists all of the services that will be performed on the source assets, the order in which the services should be performed, the status of those services, and what to do with the original elements as well as any assets created during the ordering process.
SPECIFICATION DETAILS TAB PAGE — Establishes the specification data along with any notes needed to complete each service established on the Sources & Services Tab Page. Additionally, the individual tasks that operators must perform to complete each service are also displayed.
BILLING SPLIT TAB PAGE — Allows you to allocate the invoicing of specific percentages or amounts (at the order level) to two or more customers.
LINKED ORDERS TAB PAGE — Establishes line items that designate a link between the current order and other existing orders. The system can generate these line items automatically as part of the work order duplication process and users can generate them manually.

Link Type Field values designate whether the current order shares a link with another order due to common billing, source or shipping information, etc.

NOTES TAB PAGE — Gives you the ability to associate a wide variety of text notes with each media order record you create. (Note Tab Page instructions are at the end of this section.)

Note types designated with an asterisk are available for direct viewing in the Media Order Search List Window via a Note Icon on each media order line item.

W/O Note*

Establishes an internal-use-only note for the corresponding order. Work Order Notes also appear with their corresponding orders in other locations.

W/O Specs Note*

Establishes specifications for the corresponding order. Prints on the accompanying Media Order Form, directly below the list of individual transactions. (These spec notes are for the entire order and are separate from the spec notes you can establish with individual items on the program’s Specification Details Tab Page.) Work Order Spec Notes also appear with their corresponding orders in other locations.

Redo Note*

Establishes an internal-use-only note for the corresponding order. If you activate an order’s Redo Field (on either the Info or Billing Tab Page), the system requires that you establish a Redo Note before you can save your changes.

Once you create a record for a new media order in this program, you can return to the record any time you want to view or update its information.
Reopen any media order record by first locating it with the companion MEDIA ORDERS SEARCH LIST WINDOW.
Starting with Xytech Release 7.5, "waterfall" logic will be enforced by default. This means that in a sequence of events, if Service 2 is already Complete, and Service 1 goes to Complete, Service 2 will be set to Ready. If your site does not require or expect “waterfall” logic as part of the Xytech deployment, see the process in the Tips, Tricks and Additional Reference > DISABLE GOTO LOGIC topic for instructions on how to disable this logic.
The Row Display fields have been modified to support the entry of a maximum of two hundred fifty-five (255) characters.