Orders Flowchart 2018

1

Find Out Current Order Position

LOAD BOOKS

 Work down the list to the foot of this, until you reach the last known task. When you finish update the ABx code to the Sales Order.

KNOWN DELIVERED: Accounts & Aftercare
BOOKS: If its got a PO, manage and fulfil the order. (MOx)
IF PO IS MADE YOU CAN PROCESS IT NOW, HOW TO DIFFERENTIATE WITH THE ABOVE
SALES ORDER IS MADE AND NOTHING FURTHER DONE: FIND/SOURCE
CUSTOMER ENTERED IN BOOKS: Go to Check in MailChimp.
WEBSITE ORDER: If its not already in Books, set it to On Hold, then Processing.  Then simply continue from tMailChimp above. COMPLETELY NEW ORDER: Just start.

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Step 2: Enter to Books / Start

If Order Requires Additional Quote

If the order requires an additional quote, part to be added etc move to Quotes Workbook now and do the additional part first, then return once that quote is accepted/declined/paid for.

Deactivate Emails if Need Be

Consider de-activating emails if you are not sure what you are doing. If you do so, use Siri to make a reminder to de-activate this setting, and be sure to re-update this section to re-enable website tweaks, which have been inactive for some time.

STEP 1A: Setup Contact & Check Paid CHECK COLOUR

Website

Basically this should arrive straight in Books.

Set Processing

Web Orders should be set to Processing. This will send the customer a notification.

Check Ported to Books

Orders should be automatically generated in Books, Omnifocus and you will port manually to CRM. Basic checklist (see Andy Lang, he appears in Mailchimp though he declined to be?!) – verify in Mailchimp – update custom fields – send welcome SMS if appropriate (automate this next pass) Books: Search contact and check. If its not come through, you can manually transfer an order by setting it to Processing; ensure emails are switched off if need be. If that doesn’t work, set to On Hold, then back to Processing (make sure you aren’t searching on Sales Orders, this will never result in anything).. This will cause a 6-hr delay in generation of the invoice, but thats fine for now, we will generate a Sales Order and work out how to link the two later via customer support.  

Check Paid

Orders should be automatically generated in Books, Omnifocus and you will port manually to CRM. Books: Search contact and check. If its not come through, you can manually transfer an order by setting it to Processing; ensure emails are switched off if need be. If that doesn’t work, set to On Hold, then back to Processing (make sure you aren’t searching on Sales Orders, this will never result in anything).. This will cause a 6-hr delay in generation of the invoice, but thats fine for now, we will generate a Sales Order and work out how to link the two later via customer support. Check payment by entering the order and: PAYPAL: You’ll see the address it came from and can verify it in the PayPal i.e. I@SBDW – Private in Safari CREDIT CARD: Can check, remembering to set Creation Date filter, SKYBLUE-M1 in WorldPay IF ITS UNPAID: Send a Customer Note through the system. Chuck them into CRM and send an Unpaid Customer Care note first. Keep Packing LIst short as it will be used as a descriptor. BANK TRANSFER: You should have felt this in your back pocket. ONCE KNOWN PAID: Move onto FIND/SOURCE

Exceptions

If this is an exceptional order, and won’t follow the standard process of: ENTER FIND/SOURCE SEND/TRACK FINALISE/EXCEPTIONS …then you can jump to Exceptions now by clicking here (link to be made, use 8px underline section when you do).

Multiple Orders

Combine multiple orders into one using Books. Go straight to Sales Order.

eBay

Setup

(1) You should have eBay > Selling > Print Labels & Post up. Put up Books.

(2) Click Sales Record for each order, and copy all data using FlyPost. Go to Books and New Contact.

(3) Mark in the eBay Sales record the following note: Please check your email carefully for updates on your order. If you don’t receive email from us, please check your Spam folder carefully.

Check/Record Payment

eBay Payments will likely be in PayPal; its also likely you’ll want to draw them down.

If Cashflow is out of date, now is the time to perform Cashflow 1-xx. Repeat Setup for each new order, then move onto this.

Do so and mark payment into Cashflow 2019 top line. Copy the amount received after fees together with the item to order as a Comment in Books.

SMS/Tel/Email

Setup
  1. Client should already exist in either CRM or Books. From the SMS/Tel Notes or otherwise, update fully and ensure the Zoho Books tickbox links the two.
  2. Convert to Contact if its a Lead. This is the first point you’ll get the tickbox, so re-do if not already done.
  3. Then check they exist in Books.
  4. Enable Portal.
Enter or edit client in Books

Use Flycut to expedite moving across large quantities of data (1) COPY ALL DATA / ENTER TO MAILCHIMP Copy all data using FlyPost. Boot Mailchimp if not done so already. (2) ENTER TO BOOKS / ENABLE PORTAL Bulk enter all client details for orders Awaiting Despatch into Books ensuring email, address, copied to shipping, and all Custom Fields filled out. Books should autofill, transferring to CRM. If you enable Portal access, they will get a mail confirming this. Enter their vehicle details too, to ensure that there is a record in case of order disputes. (3) SEND WELCOME SMS Once made in books an SMS will be automatically send via clicksend.com – you no longer need to do anything except check there is credit. (4) OPTIONAL – COVER DELAYS If running late or otherwise delays, send email to client based on this template: Dear Lewis, After having to close for 3 days last week due to the weather, we are catching up on our order correspondence. You’ll likely receive a few mails today but your order has been processed by the warehouse and shipped, although there are nationwide courier delays. We will update you via your client portal shortly.

Check in MailChimp

Should be easy to check, clients should be automatically added if they sign up; manually check anyway. Then open the Books client and mark In MailChimp.

Website

Adjust Invoice

An auto-generated invoice will have been made. Ensure its correct, correct if necessary.

eBay

SMS/Tel/Email

Check Paid

DEPOSIT TAKEN: Proceed straight onward. CREDIT CARD OVER THE PHONE (1) You will likely have a screenshot from Worldpay; make sure these are syncing. Work out if you forget, how to get data. Link here to Worldpay / Stripe options VIA BOOKS (1) You’ll see via Books the payment method. If new, put into Cashflow. If old, ensure paid before proceeding, update here, but however you can basically. (2) Go into Sales and you’ll see method in Customer Payment. Should be verified already really.

SecondHand – Jump to Make & Send Sales Order

Ensure Sales Rate Works

Double-check the Private Info Page

Put Private Info page for the brand up and check:

  1. It Exists; if not make it (instructions in Tutorials I believe).
  2. As much data as possible is entered, use a currently known good one (Gaz usually) to compare & sort it out.
  3. That no new price database exists. Check, and mark this up into Database Notes. If a new one exists, implement it to the old and update. Mark your updates/checks/queries to both Database Notes and OF (SVS > Online Products); flag or time if you have to stop/follow-up.
  4. That you know how much shipping you are likely to be charged and its marked straight away in the top section “Basic Info”
  5. ANY PROBLEMS NOTE TO OMNIFOCUS. Then continue to deal with order as best you can.
Make *Item* // check purchase vs sales cost

MAKE THE ITEM IF IT DOES NOT EXIST 

Now open the database referenced in Database Notes. Within the database, there should be ideally a tab called Quoter. It should reference the cost to us inclusive and exclusive of VAT, and the RRP.


Otherwise, find the item in the listing, consider whether you want to make a Quoter.

  • If its doing so, paste down values below so you have a permanent record. Set a permanent record name. For now whatever, longtermly link it back.

  • For each Item on the sales order check you are happy with the purchase cost. Also, we need to ensure the items exist. If a Sales Record exists, then you’ve already made them. So actually you should have covered PrivateInfoAbove.
  • Enter this info into the Books Items; ensuring
    • if its discounted you keep the discount in the Books Comment. Cost should be RRP. If its a single, not a big bother. Ideally you should have RRP showing in Quoter. Ref it in SVSPB Database 2.xlsx, thats the best version currently.
    • you look at a previous Item to get the correct SKU if you are self-generating. SKUs should ideally match those from the supplier with a little concatenation.
  • Then make up the Sales order.
Make & Send Sales Order

Now make the Sales Order. You may wish to delay sending this in which case it should be got in Daily Checks.

Make sure it clearly shows the vehicle type and you reference this in the customer emails to be 100% sure.

Ideally, book the courier on straightaway and put the consignment info into Books as you do.

Also add what to do about International Deliveries here…. Make it, update it for VAT if its international, and send to the customer.

SO1: International Delivery

1) Look in Shipping Workbook and either find, or get a quote now, and check its not more than the order value. If it is, you need to revert to the client immediately. 2) Update any new quote to shipping workbook, and to Private Note with the order. NOW TAKE THIS AT MO1-2/1-1

eBay

RELIST

Now, you need to ensure that the order didn’t make a loss or otherwise fail checks. Perform the following actions:

  • locate item on eBay; has it auto-relisted?
  • If yes great, as long as price is OK. If not, either relist or make an OF task to check the price and then list it again.
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(FS) FIND/SOURCE

#findsource // Find the item, source or order the item

Check 100% Sales Order is Made, if not, Open This

If you aren’t 100%, run this checklist to ensure you’ve done everything with the Sales Order.

  • Sales Order Created
  • Sales Rate Checked
  • Order generates correctly in Quoter, with any assumptions marked in red.
If You Don't Have Money to Pay for It, Do This Section
  • Firstly do a put-off for the customer. Mark it as delivery date estimated, and send over an estimate of the delivery date.
  • Secondly you’ll want to confirm this via a back-up method to ensure they can’t pretend they’ve never had it. Do so, and copy this into Books in the Comments section.
  • Thirdly, you’ll know roughly the amount to pay. Enter this into Cashflow 2019 so you are ready to PO it the second funds arrive.

New/Boxed

Secondhand from Stock

New Vendor

First you need to locate the vendor you are going to buy it from. If its the first time, follow this checklist: 1) Zoho Books – Make Vendor Make sure initially the Vendor exists.

  • If it does not, make it straight-away. BE 100% YOU SET IT TO VENDOR OTHERWISE IT CAUSES MAJOR PROBLEMS.
  • Vendor details should already be in Basecamp. If not, enter in Basecamp copying format from an existing one such as Forge.
  • Find the basecamp entry, link it from Books (in Comments).
  • Update any specifics from recent correspondence to Basecamp, check OF and update stuff to talk to the Vendor about – ensure there is a Vendor context applied throughout. (maybe check OF later) …
  • Copy all details between Basecamp/Vendors and then copy to Mac/Contacts.
  • NB Check Currency Code; trying this out with StopTech

(2) OLD, LEAVE. Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. 3. MAKE ITEM(S) IF NEEDED SPLIT ME INTO SEPERATE TOGGLE IF NECESSARY – S/H ITEMS, NEW ITEMS, ONE-OFFs etc Think on New Escutcheons.

  • Once Vendor is made, look at the item (s).
  • Go to Items in Books. Does it exist? Search in brand should be sufficient, also should give you a clone option. If not, make it using clone if appropriate, or clone out if you need to change description. Things to check:
    • If its an item we make & sell, is it listed on our site? If it is, you need to provide the pricing for it.
    • SKU should match the manufacturers. Check it by loading the Private Info for the Brand, and checking the latest database info….make sure it all lines up. Items in the database should be listed as:
      • Our database:
      • Supplier database:
      • Supply date of supplier database:
    • Price (move this up a line) will always be in GBP, ex VAT. Any concerns, draft in an email to the supplier as you go.
    • If the Sales Order will contain more than one item, Once you have the item up in the database, verify the Item in Books. Repeat this for each item, adding them to the sales order as you complete them.
Existing Vendor

Nothing to do, just be sure they exist.

SMS/Tel/Email Order

Make reminder in OF Context Pack@Garage or Container, ensure its in your SVS Setup which is located at XX

eBay

Multiple Orders

Combine multiple orders into one using Books. Go straight to Sales Order.

LEC
eBay

***NEW*** I think for new eBay Orders, you just go straight to First Entry; latest info is there. ***OLD*** (1) You should have eBay > Selling > Awaiting Despatch up. Put eBay Sales Workbook > eBay Orders on other side. (2) Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. Send a mail however to client if you need to check colour. ALL SECTIONS BELOW LOSE NOT BULK. (lose – this is not bulk?) –  Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put clients into Mailchimp, excluding them from any big products they just bought.

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Make The Purchase Order
  • You can now confirm a Purchase Order to the Vendor. You do need to be sure you’ve completed the section above on checking prices etc. If not flip back there: 
  • Choose the Sales Order in Books.
  • More….Convert To Purchase Order
  • Select the Vendor
  • Adjust the Shipment Preference (maybe need to adjust these, they all seem client-centric)
  • Adjust the delivery address if its going direct to the client
  • Go to Save & Send, and send out the order, picking either the Drop Ship or Default template. Remove the star for Perfco.
  • Check whether the client has filled in any details, and if colour is an issue.
  • If you make amendments to the template, you’ll want to go here and adjust the template for next time as well. Add a CC if its not got one.
Existing Vendor

On next pass you can fix this up finally. I think its simple as, send PO, then pay for it. 

 

THIS IS ALL OLD BELOW; AFAIK YOU NEED TO DO NOTHING

First you need to locate the vendor you are going to buy it from. If its the first time, follow this checklist: 1) Zoho Books – Make Vendor Make sure initially the Vendor exists.

  • If it does not, make it straight-away. BE 100% YOU SET IT TO VENDOR OTHERWISE IT CAUSES MAJOR PROBLEMS.
  • Vendor details should already be in Basecamp. If not, enter in Basecamp copying format from an existing one such as Forge.
  • Find the basecamp entry, link it from Books (in Comments).
  • Update any specifics from recent correspondence to Basecamp, check OF and update stuff to talk to the Vendor about – ensure there is a Vendor context applied throughout. (maybe check OF later) …
  • Copy all details between Basecamp/Vendors and then copy to Mac/Contacts.
  • NB Check Currency Code; trying this out with StopTech

(2) OLD, LEAVE. Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. 3. MAKE ITEM(S) IF NEEDED SPLIT ME INTO SEPERATE TOGGLE IF NECESSARY – S/H ITEMS, NEW ITEMS, ONE-OFFs etc Think on New Escutcheons.

  • Once Vendor is made, look at the item (s).
  • Go to Items in Books. Does it exist? Search in brand should be sufficient, also should give you a clone option. If not, make it using clone if appropriate, or clone out if you need to change description. Things to check:
    • If its an item we make & sell, is it listed on our site? If it is, you need to provide the pricing for it.
    • SKU should match the manufacturers. Check it by loading the Private Info for the Brand, and checking the latest database info….make sure it all lines up. Items in the database should be listed as:
      • Our database:
      • Supplier database:
      • Supply date of supplier database:
    • Price (move this up a line) will always be in GBP, ex VAT. Any concerns, draft in an email to the supplier as you go.
    • If the Sales Order will contain more than one item, Once you have the item up in the database, verify the Item in Books. Repeat this for each item, adding them to the sales order as you complete them.
Part Unavailable

If the part is unavailable, you’ll need to see if you can source one. Make Vendors and send quotations out to them, convert the OF task to a Complex order, and so forth.

  • Convert Task to Project with ⌘! Then move it into Complex Orders folder.
  • Copy old name into Notes and ensure its named for the items you need to source.
  • Enter tasks into OF the best you can.
  • Send enquiries to Vendors and set a due date.

Enquiries to Vendors checklist:

  • Vendor should be in Zoho Books, it will then transfer to CRM. However, as its a Vendor, emails aren’t logged against it….and there is no way unless we move to Google or Office.
  • Therefore, create a duplicate Vendor as a Contact.
  • After that (check on next pass vis Sam@Hotline You can just send a mail from Airmail and all correspondence will be logged.
  • Remember to quote as many specs as possible and ask about white label shipping.
Multiple Orders

Combine multiple orders into one using Books. Go straight to Sales Order.

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(MO) Manage Order & PO

At present, always in Books where its more native. Although long-termly web orders will auto-propogate to Books, for now on we basically skip this second for s/h parts to save time, just checking a couple of things TBD.

MO1-1: International Delivery by Supplier

To be written

MO1-2: International Delivery by Me

1) Look in Shipping Workbook and either find, or get a quote now, and check its not more than the order value. If it is, you need to revert to the client immediately. 2) Update any new quote to shipping workbook, and to Private Note with the order.

MO2: Multiple Items

If the order contains multiple items, you will need to create, or will already have already created, multiple Purchase Orders. However, this can complicate if the Vendor then part ships their PO. Here’s draft procedure for SOs – old is POs which might contain useful data. SCENARIO 1: Complex Order, gathering at SVS 1) Make sure the task is set up correctly within OF. Pull up OF if it isn’t already and create tasks for each part of the order, i.e. stuff at SVS, stuff from supplier 1, 2, 3 etc. Named 1-supplier-items, 2-supplier-items, etc. Make one for delivery, and one for any items combined with the delivery. *OLD* (not to do this now, as you don’t have an SO number. So when?) suffixed by /a, /b etc for each order item, and one for the combined delivery suffixed /DEL. */OLD* 2) Make a single Sales Order from the web orders, ensuring you follow the procedure again for any items being combined with the delivery. *OLD* i) Put the Sales order LH, and OF/Complex Orders RH. ii) Review the POs made thus far, and update them as tasks in OF/Complex Orders/     using the format: : , etc. iii) For any you know are/will be part completed, duplicate the task and append with /a, /b etc, and the suffix just to contain the items in that part completion. iv) Return to the Sales Order. If you haven’t already, run Finance Schedule 1-xx. You can, if you wish, mark Part Shipping to clear your conscience, but you can’t really go too much further until you can actually pay for shipping. ***OLD, SO details*** A) Just make an OF task for now. By typing the order number into the CRM with today’s date and a packing list, you can instantly make one straight from the Contact. B) Leave it at Processing until you are sure of everything. If for some reason you want to make a sales order, I did set up auto-transfer. 1) You can combine everything up into one Item, and you don’t need a Vendor as parts are from stock. 2) You should then put into the packing list 200 characters max to reflect. Alternatively, you can hang fire and add pictures and hyperlinks to the item in OF.

Second-Hand Parts Order

You shouldn’t really need to make a sales order for a second-hand item, but if the client is trade, likely to order more stuff in the future, or has multiple orders to be combined, or its a combo order; then you can. Move on and treat as a new part. COMBINING 2 ORDERS 1) Put them up in the website by searching on client. 2) Make an item with no purchase info, vendor as SVS, name Orders 59112 & 58839 (example), col/desc “As Ordered”. 3) Progress to Make the Sales Order ***OLD*** I DON’T THINK YOU NEED TO MAKE A SALES ORDER FOR A SECOND-HAND ORDER. JUST SHIP THE FUCKING THING. MAKE AN OF TASK FOR LOCATION OF PART, AND STOP. A) Just make an OF task for now. By typing the order number into the CRM with today’s date and a packing list, you can instantly make one straight from the Contact. B) Leave it at Processing until you are sure of everything. If for some reason you want to make a sales order, I did set up auto-transfer. 1) You can combine everything up into one Item, and you don’t need a Vendor as parts are from stock. 2) You should then put into the packing list 200 characters max to reflect. Alternatively, you can hang fire and add pictures and hyperlinks to the item in OF.

Verify the Purchase Order

By this time you should have heard back from the Vendor, which means you should be able to update the Sales Order with a piece of info.

  • Do so, anything to give the customer a piece of contact; or send them a text, or whatever you need to do.

Remember as you do this, you’ll want to amend the items within the suppliers’ Price List. This will allow you to use currency conversion at point of payment. Later, we’ll try to engineer payments to work with exchange rates and save further.

MO5-2

You should have had something back from the Vendor to confirm the price. If its all as expected, next tab. Otherwise, follow the actions below to ensure everything is copacetic:

  1. Get the correspondence up from the Vendor. Draft it as a comment in POs first of all. Don’t save yet.
  2. Put it side by side with the PO itself. If there are things to adjust, adjust as follows:
    1. Items edit individually, then Price List if need be, then combine to remake PO. 
    2. Resend to Vendor with any comments.
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SMS/Tel Order

(1) If you are working from a message, stick with it to Left. Otherwise, you should have eBay > Selling > Print Labels up on left. Put eBay Sales Workbook > eBay Orders on right. (2) Copy in all orders or current from A-H, repeating for all new orders, and marking up order point in bulk when done. Ignore correspondence for now, this will be dealt with in CRM. Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put client into Mailchimp.

LEC
Web
eBay - Make Auction

(1) Immediately find message related and tell the client you are making an auction with delivery terms. Make order in eBay Sales Workbook, mark status to MAKEAUCTION and wait 20 minutes usually. (2) If you are making an auction for an item, first decide if you plan to sell it more than once. If so, it goes in a database, update to Database notes in product Private Info. (3) Collect together picture (if you have one) cost price, outward price, and delivery price. (3) Create Listing…Single Listing and input the details quick as poss. Use Parts guide if you don’t have a pic of the item. Once you get to shipping: (4) Open Shipping Workbook. Find closest nickname, or make. Get quotes and enter to workbook and auction. (5) Send auction link to customer and mark status as AUCLINKSENT

eBay

(1) You should have eBay > Selling > Awaiting Despatch up. Put eBay Sales Workbook > eBay Orders on other side. (2) Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. Send a mail however to client if you need to check colour. ALL SECTIONS BELOW LOSE NOT BULK. (lose – this is not bulk?) –  Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put clients into Mailchimp, excluding them from any big products they just bought.

SMS/Tel Order

(1) If you are working from a message, stick with it to Left. Otherwise, you should have eBay > Selling > Print Labels up on left. Put eBay Sales Workbook > eBay Orders on right. (2) Copy in all orders or current from A-H, repeating for all new orders, and marking up order point in bulk when done. Ignore correspondence for now, this will be dealt with in CRM. Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put client into Mailchimp.

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(FO) Fulfil Order 2018

At present, always in Books where its more native. (SO notes to change —>)Although long-termly web orders will auto-propogate to Books, for now on we basically skip this section for s/h parts to save time, just checking (1) and (2).

PO1: International Delivery

QUOTE THE DELIVERY THESE TASKS SHOULD ALREADY HAVE BEEN COMPLETED. IF THEY HAVE NOT, DO THEM. 1) Look in Shipping Workbook and either find, or get a quote now, and check its not more than the order value. If it is, you need to revert to the client immediately. 2) Update any new quote to shipping workbook, and to Private Note with the order. BOOK THE DELIVERY 1) Now if the order has been paid for you need to book the delivery. Do so, and update to both the SO in the consignment info fields, and the DEL item in OF. 2) If you can’t book immediately, make the enquiry on AnyVan or whatever. Set the Order status to Being Packed and mark up a comment.

Second-Hand Parts Order

I DON’T THINK YOU NEED TO MAKE A SALES ORDER FOR A SECOND-HAND ORDER. JUST SHIP THE FUCKING THING. MAKE AN OF TASK FOR LOCATION OF PART, AND STOP. A) Just make an OF task for now. By typing the order number into the CRM with today’s date and a packing list, you can instantly make one straight from the Contact. B) Leave it at Processing until you are sure of everything. If for some reason you want to make a sales order, I did set up auto-transfer. 1) You can combine everything up into one Item, and you don’t need a Vendor as parts are from stock. 2) You should then put into the packing list 200 characters max to reflect. Alternatively, you can hang fire and add pictures and hyperlinks to the item in OF.

New Parts Order

1. MAKE VENDOR IF NEEDED Look at the product that has been ordered: make sure initially the Vendor exists.

  • If it does not, make it straight-away. BE 100% YOU SET IT TO VENDOR OTHERWISE IT CAUSES MAJOR PROBLEMS.
  • Vendor details should already be in Basecamp. Find the basecamp entry, link it from Books (in Comments).
  • Update any specifics from recent correspondence to Basecamp, check OF and update stuff to talk to the Vendor about – ensure there is a Vendor context applied throughout. (maybe check OF later) …
  • Copy all details between Basecamp/Vendors and then copy to Mac/Contacts.
  • NB Check Currency Code; trying this out with StopTech

(2) OLD, LEAVE. Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. 3. MAKE ITEM(S) IF NEEDED SPLIT ME INTO SEPERATE TOGGLE IF NECESSARY – S/H ITEMS, NEW ITEMS, ONE-OFFs etc Think on New Escutcheons.

  • Once Vendor is made, look at the item (s).
  • Go to Items in Books. Does it exist? Search in brand should be sufficient, also should give you a clone option. If not, make it using clone if appropriate, or clone out if you need to change description. Things to check:
    • If its an item we make & sell, is it listed on our site? If it is, you need to provide the pricing for it.
    • SKU should match the manufacturers. Check it by loading the Private Info for the Brand, and checking the latest database info….make sure it all lines up. Items in the database should be listed as:
      • Our database:
      • Supplier database:
      • Supply date of supplier database:
    • Price (move this up a line) will always be in GBP, ex VAT. Any concerns, draft in an email to the supplier as you go.
    • If the Sales Order will contain more than one item, Once you have the item up in the database, verify the Item in Books. Repeat this for each item, adding them to the sales order as you complete them.
Make The Purchase Order
  • You can now confirm a Sales Order to the client.
  • Choose the client in Books.
  • New Transaction….Sales Order
  • Set the reference to the eBay number or web order number if those exist. Otherwise, you may have invented a ref when making it over the phone. Prefix with E, W, I, or just duplicate the Sales Order No.
  • Set the Order Date to the date the order was made. Set the shipment date to your presumed shipment date (work out how this propogates).
  • Set delivery method to the appropriate (work out how this propogates).
  • If you are going to ship yourself, book on the consignment if appropriate and enter Courier name and Consignment Number.
  • Make Order description something snappy, and set Supplier Ship Type so the correct one goes to the supplier.
  • Enter Vehicle Details to best of knowledge.
  • Not sure what Packing List does as of now.
  • Add the item. If you need to amend the cost, do so in Rate.
  • Go to Save & Send, and send out the order, picking either the Drop Ship or Default template.
Multiple Items (After POs Made)

If the order contains multiple items, you will need to create, or will already have already created, multiple Purchase Orders. However, this can complicate if the Vendor then part ships their PO. Here’s draft procedure. i) Put the Sales order LH, and OF/Complex Orders RH. ii) Review the POs made thus far, and update them as tasks in OF/Complex Orders/ using the format: : , etc. iii) For any you know are/will be part completed, duplicate the task and append with /a, /b etc, and the suffix just to contain the items in that part completion. iv) Return to the Sales Order. If you haven’t already, run Finance Schedule 1-xx. You can, if you wish, mark Part Shipping to clear your conscience, but you can’t really go too much further until you can actually pay for shipping. ***OLD, SO details*** A) Just make an OF task for now. By typing the order number into the CRM with today’s date and a packing list, you can instantly make one straight from the Contact. B) Leave it at Processing until you are sure of everything. If for some reason you want to make a sales order, I did set up auto-transfer. 1) You can combine everything up into one Item, and you don’t need a Vendor as parts are from stock. 2) You should then put into the packing list 200 characters max to reflect. Alternatively, you can hang fire and add pictures and hyperlinks to the item in OF.

OLD - SMS/Tel Order

(1) If you are working from a message, stick with it to Left. Otherwise, you should have eBay > Selling > Print Labels up on left. Put eBay Sales Workbook > eBay Orders on right. (2) Copy in all orders or current from A-H, repeating for all new orders, and marking up order point in bulk when done. Ignore correspondence for now, this will be dealt with in CRM. Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put client into Mailchimp.

PRECURSOR: You should work out how to enclose the items shipped thus far. You should work out how to generate an OF task. 1) Make sure you’ve booked the consignment and entered details to the Sales Order. 2) Make sure the label is printed out. 3) Update the OF task to ensure there is a follow-up action generated. For now, do this manually and put something in Things to remind you until this is part of procedure. 4) Chase remaining parts with Vendor using following procedure:

  • You should have already (find instructions for this) split the items up and given them a, b, c designations. Clone the PO and redesignate them, saving as Drafts.
  • For the items thus far received, send an email template with the revised PO using template; Ask for Invoice – PO has Split.
  • Do same with the next using: Part Delivery – Request Update
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LEC
Web
eBay - Make Auction

(1) Immediately find message related and tell the client you are making an auction with delivery terms. Make order in eBay Sales Workbook, mark status to MAKEAUCTION and wait 20 minutes usually. (2) If you are making an auction for an item, first decide if you plan to sell it more than once. If so, it goes in a database, update to Database notes in product Private Info. (3) Collect together picture (if you have one) cost price, outward price, and delivery price. (3) Create Listing…Single Listing and input the details quick as poss. Use Parts guide if you don’t have a pic of the item. Once you get to shipping: (4) Open Shipping Workbook. Find closest nickname, or make. Get quotes and enter to workbook and auction. (5) Send auction link to customer and mark status as AUCLINKSENT

eBay

(1) You should have eBay > Selling > Awaiting Despatch up. Put eBay Sales Workbook > eBay Orders on other side. (2) Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. Send a mail however to client if you need to check colour. ALL SECTIONS BELOW LOSE NOT BULK. (lose – this is not bulk?) –  Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put clients into Mailchimp, excluding them from any big products they just bought.

SMS/Tel Order

(1) If you are working from a message, stick with it to Left. Otherwise, you should have eBay > Selling > Print Labels up on left. Put eBay Sales Workbook > eBay Orders on right. (2) Copy in all orders or current from A-H, repeating for all new orders, and marking up order point in bulk when done. Ignore correspondence for now, this will be dealt with in CRM. Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put client into Mailchimp.

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Aftercare & Accounts

Progress Sales Order - Create Your Tasks & Clients

1) Sales order should appear as DRAFT in the list. YOu need to check its paid I guess. If you are chasing details you can mark Awaiting Details – return to this. 2) Once you know its paid, mark it Open. Nothing should happen in the customer view at this point. And you can’t do anything to them once they are CLOSED – and they Auto-Close when you make an invoice. 3) You can then choose a status for it, and this should do all the rest of your work for you. Tested so far: – set it to Goods to Locate. This should notify the client of nothing. It will create an item in OF to which you can paste the order details in full to Notes – they are too large to transfer across. If you want to notify him, you can press the email button and do so. Either way, you should immediately grab the OF task and context it.

eBay - Draft

(1) You should have eBay > Selling > Awaiting Despatch up. Put eBay Sales Workbook > eBay Orders on other side. (2) Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. Send a mail however to client if you need to check colour. ALL SECTIONS BELOW LOSE NOT BULK. (lose – this is not bulk?) –  Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put clients into Mailchimp, excluding them from any big products they just bought.

SMS/Tel Order

(1) If you are working from a message, stick with it to Left. Otherwise, you should have eBay > Selling > Print Labels up on left. Put eBay Sales Workbook > eBay Orders on right. (2) Copy in all orders or current from A-H, repeating for all new orders, and marking up order point in bulk when done. Ignore correspondence for now, this will be dealt with in CRM. Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put client into Mailchimp.

5
LEC
Web
eBay - Make Auction

(1) Immediately find message related and tell the client you are making an auction with delivery terms. Make order in eBay Sales Workbook, mark status to MAKEAUCTION and wait 20 minutes usually. (2) If you are making an auction for an item, first decide if you plan to sell it more than once. If so, it goes in a database, update to Database notes in product Private Info. (3) Collect together picture (if you have one) cost price, outward price, and delivery price. (3) Create Listing…Single Listing and input the details quick as poss. Use Parts guide if you don’t have a pic of the item. Once you get to shipping: (4) Open Shipping Workbook. Find closest nickname, or make. Get quotes and enter to workbook and auction. (5) Send auction link to customer and mark status as AUCLINKSENT

eBay

(1) You should have eBay > Selling > Awaiting Despatch up. Put eBay Sales Workbook > eBay Orders on other side. (2) Bulk enter all orders into ESW in cols A-H, repeating for all new orders, and marking up order point in bulk to SP when done. Ignore correspondence for now, this will be dealt with in CRM. Send a mail however to client if you need to check colour. ALL SECTIONS BELOW LOSE NOT BULK. (lose – this is not bulk?) –  Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put clients into Mailchimp, excluding them from any big products they just bought.

SMS/Tel Order

(1) If you are working from a message, stick with it to Left. Otherwise, you should have eBay > Selling > Print Labels up on left. Put eBay Sales Workbook > eBay Orders on right. (2) Copy in all orders or current from A-H, repeating for all new orders, and marking up order point in bulk when done. Ignore correspondence for now, this will be dealt with in CRM. Once done, go to the order in Selling/Print Labels. Choose View Record. (3) Bring in Mailchimp to the same workspace too, or update on other machine. Put client into Mailchimp.

(CCC) Complete Customer Care

Happy with everything? Tell the customer. QUICKCHECK (CHANGE COLOUR OF THIS): If CRM emails exist to customer (improve this entry) then CCC has likely been done at least Basic Level.

Basic Routine (all revolves around making opps and sending confs from CRM; now these come from books, can skip?)

Here’s how to deal with an order via CRM; some of this stuff is already in Excel no?

Its duplicated several times including: https://specialistvehiclesolutions.com/first-entry and maybe we need to sync these up? Made a new page this time around Customer Care, CCC, and these will collate to there.

  1. Customer should already be in CRM from First Entry. Check whether they have a website username, if not, make one up and enter to their record.
  2. Check whether they have an Opportunity already and if not make one – the following needs set before you set it to Closed Won.
  3. If its from Stock, skip to Stage 8 here.
  4. In field G of Excel., enter the product name EXACTLY as you would want it to reproduce in an email i.e. “thank you for your order for the “.
  5. Enter the code or a description as the short description for your reference in SVS/H/Code and copy this to description.
  6. Enter the actual cost you should pay in I/Ind Retail – ex VAT.
  7. Enter the cost you anticipate paying in SVS/J/IndCost – referring to any special deals.
  8. Now create an Opportunity for the item, which will generate the bulk of your auto-data. Hop in for Postage Label date expected delivery.
    • Make sure you get exactly correct:
    • Amount as sales amount, less known costs
    • Opp name as your long name, exactly required as per (4) above.
    • Close date as sale date
    • Stage as Closed Won
    • Org as initials
    • Description as your short name, to be delivered so courier here i.e. C24S5G Other 48 Hour Courier – 26 Jan, 2017
    • Save it, and this will create a customer care item in Inbox/OF.
Inform Customer (CRM Mail and SMS - again can almost skip now with Books - its all dealt with already except the SMS!)

Generate customer care mails next: CRM MAIL Click on the opportunity and roll to the bottom to Send Mail, choose  V2Opp

  • Make sure you ask for a mobile number and any other info not got (later, we will tie this into residential surcharges)
  • Ask them about joining the mailing list (delete section if already joined) – if its out of business hours, add an event to remind you to do this (NB this is a check, Zapier is another possibility; need to work it out somehow.
  • Send that. If no mobile number, this section is finished. If revisiting, send mobile number reminder.

Customer Care Text – Skip for Internationals Next, do the Customer Care Text. Click onto ClickSend. (www.clicksend.com – Jeemy, r guess). Template as follows: Dear (and later, can we get this automated)? Thanks for your order with SVS. We are here almost 24/7 to help. If you prefer to use SMS, then please get back to us on this number Your current order status is: HANDTYPE Finally update the Opportunity with dates in the format DD/MM/YYYY for the care items performed. If its now to be entered to the website, go to the next section, otherwise jump to Cashflow for the item. UPDATE STAGE FOR THE ITEM TO CCC IN EXCEL AND OPPORTUNITY