Quotes

"

(SP) Start Procedure // Item to CRM

Step 1 – Clean Inbox & Prep for Entry

eBay

Basic Setup
  1. In Messages, do a search for messages from eBay.
  2. Read any important messages from eBay, make any notes, then move them to eBay Comms.
  3. Then go back to All Messages & start moving Orders into the Orders folder.
  4. That will leave you with Quotes in Inbox, and Orders in the @Orders folder.

SMS/Tel/Handwritten

Skip

Website Form or Email

Basic Setup

2018-19 Automation Setup

Bring Mail Into this Space

  • Put up Mail on one side of main windows, and Zoho Mail in Chrome on the other.
  • Work through the inbox clearing all mails from the current calendar month:
    • If it needs a response, make a 30-second response.
    • More importantly if it needs a follow-up, schedule one; 
    • Update/make filters to clear out everything bar top priority & quotes. Top Priority with §-1 and Quotes with §-2, which will forward it to urgent, and move it to @Quotes. 
  • Then, try to create filters that will forward obvious quotes to urgent@, and to a CRM Zap 
  • Update your work to onenote/Website Design/SVS Automations, 

 

REPEAT FOR SVS-PERF AFTER MAIN SVS

OLD

First just copy all details to CRM for contact, and make a note to cover the enquiry. Later, we’ll improve automation and follow-up.\\Doing as Lead right now.

Step 2 – Tidy CRM Items & Prep for Quoting

eBay

New Messages

Go to Leads (this is General).

  1. Pick the top item from eBay Messages.
  2. Open the eBay Leads Current Search.
  3. Eradicate duplicates first off. Do this by selecting the item, then choosing (°°°) – Find & Merge Duplicates.

Then follow this loop.

  1. If its not a Lead, stop here. For example if its Orders. Move to Orders in eBay, and add a Task in CRM if needed a followup.
  2. If it is, review and clean the Previous Correspondence. Pull up the name, vehicle if you can, look for any quotes done (check EBSW) too. Copy the information into FlyCut.
Existing / Recognized

If its existing and recognised, its likely already gone to CRM. Go to Leads & merge the record in, then take any action you need to, ensure a follow-up is created.

Move eBay Message to Await Response or Orders.

SMS/Tel/Handwritten

Enter to CRM

Enter all the details you have to CRM

LEC

Website Form or Email

CRM Process Web/Email

Web/Email-specific things to do to Zoho.

  1. Open the @Quotes folder and start at the beginning of the month, or with the juiciest.
  2. Eradicate duplicates first off. Do this by selecting the item, then choosing (°°°) – Find & Merge Duplicates.

Then follow this loop.

  1. Review and clean the Previous Correspondence. Pull up the name, vehicle if you can, look for any quotes done (check EBSW) too. Copy the information into FlyCut.
  2. Edit in CRM if there is info to update.
  3. Clients you will proceed to quote for need “Zoho Books” ticked.

Step 3 – Work Out How to Handle

Aged Quote

Send "Do You Want It"?

Hi,

I’m really sorry about the delay in getting back to you. I’ve had innumerable problems over Christmas.

Do you still need the ITEM? If so, let me know and I’ll deal with it ASAP.

Thanks,

James

Take Photos

Create Photo Opp
  1. Convert the Lead, add an Opportunity.
  2. Rename it so the name works in a sentence i.e. Thanks for your quote for the <item>.
  3. Set price, and set Stage to Part to Photograph.
  4. This will create an OF task, and a reminder 2 days hence.
LEC

New, S/H or Stock Item

Immediately Quote
  1. Convert to Contact & Opportunity.
  2. Go straight to do the Quote. later on, evaluate this against other items in the same area to see if you should do more.

Email

Step 4 – Update Client & Source

eBay

CRM Finalise EBAY

To finalise:

  1. If you haven’t searched already, search by client Username in eBay/Messages.
  2. Send the client a message with an update.
  3. Mark up in Notes the actions taken today. Do them in order (set to Recent First). In Opp, or Lead if no opp yet.
  4. Mark up any follow-up task in CRM, with a reminder too. Even if there is an OF task, for now.
  5. Update Name, Vehicle, and anything else you can in CRM.
  6. Then move the messages to Current Enquiries, or Await Response, dependent.

SMS/Tel

Check Paid

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.

LEC

Website

Email

*** OLD FOR REFERENCE ***

eBay

Process Messages 2019 Ver
  1. As at Jan 2019; EBSW is dead. You’ll now use Zoho CRM. So ideally we should now be able to treat all Leads the same after a while, which should make life easier. Therefore, am making a new section and these preceding sections should be used only to tidy up the Source, cleaning it, improving sorting for future, and so forth.
    • Copy down some of the columns of asterisks before you start, to keep it neat.
    • Sort by username; if its Complex, move to Complex.
    • Quickly quote the items as fast as you can, entering all the details, quote new/used.
    • If the item requires a photo:
      •  
    • For items that are very recent/valuable:
      • Copy your response, price etc into EBSW, then return to inbox and move it to Await Response.
    • For items that are a bit furhter ago/fiddly:
      • Just ask if they still want them (template below)
    • Move Complex to Complex
  2. As you work down you may want to paste in the following platitudes:
    • Hi XX,

      I’ve got all of these bits. I know it was a few days ago, I’ve been off.

      A pair seems to be about £35-40, so I would offer £30 shipped if you are still interested to say sorry.

      Thanks,

      James

    • Hi,

      We’ve got all of these parts. I know your message was a few days ago; sorry, I’ve been off / its been busy***/

      If you still want the parts let me know, I can organise taking photos and costing them for you within 24 hours.

      Thanks,

      James

  3.  
  4. As you finish, ensure you’ve bulk pasted down the date of response.

OLD

Do this until more detailed work is required (5 > 6)

Look for people you’ve had more than one message from (search each one until one message pp remains), search them to find all, and send a quick response if not already responded; if they are orders and you know in Books, move to Orders.

To close them off or get them ready for follow-up.

update CRM if they exist there; if not, create them if its a valid, worthwhile order. Make an Opp.

if they need followed up, copy details over to CRM too (no need to make an opp for s/h but do for new), or ESM if they don’t exist there

dispose of in bulk to either Orders or Await Response to clear down further.

Jump forward to Do The Quote if its big money

Repeat 5 & 6 until there are only single messages left.

Then move onto single messages, using the QuickLoop.

Process Messages for Current Month
  1. As at Jan 2019; EBSW is dead. You’ll now use Zoho CRM. So ideally we should now be able to treat all Leads the same after a while, which should make life easier. Therefore, am making a new section and these preceding sections should be used only to tidy up the Source, cleaning it, improving sorting for future, and so forth.
    • Copy down some of the columns of asterisks before you start, to keep it neat.
    • Sort by username; if its Complex, move to Complex.
    • Quickly quote the items as fast as you can, entering all the details, quote new/used.
    • If the item requires a photo:
      •  
    • For items that are very recent/valuable:
      • Copy your response, price etc into EBSW, then return to inbox and move it to Await Response.
    • For items that are a bit furhter ago/fiddly:
      • Just ask if they still want them (template below)
    • Move Complex to Complex
  2. As you work down you may want to paste in the following platitudes:
    • Hi XX,

      I’ve got all of these bits. I know it was a few days ago, I’ve been off.

      A pair seems to be about £35-40, so I would offer £30 shipped if you are still interested to say sorry.

      Thanks,

      James

    • Hi,

      We’ve got all of these parts. I know your message was a few days ago; sorry, I’ve been off / its been busy***/

      If you still want the parts let me know, I can organise taking photos and costing them for you within 24 hours.

      Thanks,

      James

  3.  
  4. As you finish, ensure you’ve bulk pasted down the date of response.

OLD

Do this until more detailed work is required (5 > 6)

Look for people you’ve had more than one message from (search each one until one message pp remains), search them to find all, and send a quick response if not already responded; if they are orders and you know in Books, move to Orders.

To close them off or get them ready for follow-up.

update CRM if they exist there; if not, create them if its a valid, worthwhile order. Make an Opp.

if they need followed up, copy details over to CRM too (no need to make an opp for s/h but do for new), or ESM if they don’t exist there

dispose of in bulk to either Orders or Await Response to clear down further.

Jump forward to Do The Quote if its big money

Repeat 5 & 6 until there are only single messages left.

Then move onto single messages, using the QuickLoop.

QuickLoop
  1. First, brainstorm if there are any existing quotes/auctions close to completion or requiring making, and make them.
  2. Copy all the eBay messages and paste them into eBay Sales Workbook.
  3. Get them into row 1 and then copy formats down for all 4 columns.
  4. Sort ESW by Username. Paste stars down.
  5. Then move all the messages to a “Current Enquiries” folder.
  6. Then perform the following quickloop:
    1. Open message. Copy request. If it turned into an Order, move it to Orders folder.
    2. Send quick response. Paste IT, IS, InEnq, InResp against record.
    3. Make sure you mark Awaiting Response (or other), & date the line.
  7. Then make final check; sort by M/Next Action. Search for blanks in the Current Enquiries folder. Update any of those, then move Current Enquiries to await response, except orders if you found any.

SMS/Tel

Check Paid

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.

LEC

Website

Email

Stage I Complete

Stage I is complete when the job is in CRM.

"

(DQ) Do The Quote

 

I WANTED TO WRITE SOMETHING HERE TO COVER BOTH

New Parts

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. As long as you are happy with the existing database, skip past next section.
  4. If there are new prices, follow the next toggle “update database & site.”
Update Database & Website
  1. Immediately save all website edits and back up. Do remember that if you change this, then have to go to an old backup, you’ll lose changes to this. So you’ll want to backup before each import.
  2. If there are multiple databases, find the one with the clients’ product in it. If its a single, proceed.
  3. Make all the updates to the database and save a new CSV.
  4. Deactivate WP Rocket entirely.
  5. Import Settings, bring in the new database (and check Iterations are at 10).
  6. Then Edit Import and make sure you are happy with fields: particularly price & note, sales date if any planned.
  7. Save all open Visual Builders and Backup.
  8. Run the Import.
  9. As soon as its done, check the page for both:
    1. Loaded range matches range of database.
    2. When you select the product options, it narrows selections in the other fields.
    3. Mark this info into the tabs at the foot of Private Info.
    4. Backup the site after saving this and any other Visual pages.
  10. Finally loop back from (2) if there were multiple databases. You may wish to push on and do your quote first, but ideally you’re going to want to be running an upload straightaway first, and a quote while that happens.
  11. Once you are complete, mark any followup tasks to OF.
  12. OLD
    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; flag if you have to stop/follow-up.

  13. ANY PROBLEMS NOTE TO OMNIFOCUS. Then continue to deal with order as best you can.

 

Make & Send Estimate

Now make an Estimate (why is this not already made??)

 IT IS, NEXT SECTION, THIS IS A FALSE FLAG

*OLD*

. 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.

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

S/H Parts

Is it on the site?

Check for the items so you can see if they exist, and if so you can check prices that way.

If they do, great. 

If they don’t, locate the database and make sure its listed in Quoting Home. If its not, make a Page for it, all this needs is the database name to begin with.

Do you need to take a photo?

If so take it immediately if at SVS or put it on the Parts to Photo list at OF – SVS/Sales/@Quotes

Specific Item

Send a Quote via Books to Pay
  • Find or make the client in Books.
  • Ensure Items are made for new parts, checkin them against your current database and/or website.
  • Then create an Estimate, and send it. This gives all payment options.

Choice of Items for Application

Send an Email Quote

General Part

Price/Database

You need to price this and put it in the appropriate database first.

1) Work out what database it should be in. This should link to a database you upload to the website. Whatever database it is, it should be noted below, and saved into a location which is noted below:

  • Parts by Marque: a new database for parts you have sold by Marque; stored in SVS/Databases/Parts by Marque
  • SVS Brake kits: SVS/Dealerships/SVS-PB Brakes/Databases/SVSPB Database 1.xlsx

2) Enter all the details into the database, including photo locations if you have them. Checklist:

  • Does the part already exist? If so, great (no example found as yet, haha). Quote it.
  • If the part does not already exist, follow this procedure to create and re-use.
Multiple Orders

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

LEC

Lotus Part

Setup
  1. Load ESW to one monitor, eBay should be beside this. In Messages, do a search for messages from eBay.
  2. Read any important messages from eBay, make any notes, then move them to eBay Comms.
  3. Then go back to All Messages. Load Gmail to help in a private window (r69) – but reply via ebay
  4. Look for people you’ve had more than one message from, search them to find all, and send a quick response.
  5. To close them off
    • update CRM if they exist there too
    • if they need followed up, copy details over to CRM too (no need to make an opp for s/h but do for new), or ESM if they don’t exist there
    • dispose of in bulk to either Orders or Await Response to clear down further.
  6. Then move onto single messages, using the QuickLoop.
QuickLoop
  1. First, brainstorm if there are any existing quotes/auctions close to completion or requiring making, and make them.
  2. Copy all the eBay messages and paste them into eBay Sales Workbook.
  3. Get them into row 1 and then copy formats down for all 4 columns.
  4. Sort ESW by Username. Paste stars down.
  5. Then move all the messages to a “Current Enquiries” folder.
  6. Then perform the following quickloop:
    1. Open message. Copy request. If it turned into an Order, move it to Orders folder.
    2. Send quick response. Paste IT, IS, InEnq, InResp against record.
    3. Make sure you mark Awaiting Response (or other), & date the line.
  7. Then make final check; sort by M/Next Action. Search for blanks in the Current Enquiries folder. Update any of those, then move Current Enquiries to await response, except orders if you found any.

Mitsi Part

Via Books
  1. Enable portal status for client if not already done in Books.
  2. Make an item for the item ordered. Verify it does not already exist; its easier to sarch items (unverified) than to sarch them within invoice creation. If it does not its Marque Model Brand Type.
  3. Then, make an Invoice for the Customer. Send out with the template. Should be easy enough,
Via CRM
  1. To do a quote via CRM (longtermly once Braintree is integrated, you only want to use Books for this I think)
  2. Pull up the email to one side (search for client in Inbox or Current folder), and CRM to the other (pull up client).
  3. Make a Quote for the client. Somewhere you have correct notes on how to do this and what it generates but this is freshly written & may need corrected:
    • Make the Opportunity Name and the Subject the same.
    • Copy billing address to shipping address
    • Set payment to bank transfer unless its known another way.
    • Add the products making sure you confirm part numbers / page codes in the description. Screenshot the pictures while you are grabbing parts numbers.
    • Insert 5% discount for bank transfer payment in Adjustment
    • Set Status to , then Save the Quote
  4. Choose Send Mail, and it will generate a preview. Next pass, try to work outhow to fit to one page. Check preview appears OK, then click Next.

Service

SMS/Tel Order

At any of the stages to left, the contact should now be in Books. Check Zaps have worked (new clicksend, not sure what else. 1) Now, enter the item into Books. Revise the Source and find the item code if possible. 2) Creat invoice and if you need to hcarge VAT on shipping, add it as a line item, not in the base. Send, and tell the customer via one other method.

(FSP) Find Starting Point

Is this quote already part processed? If so, you need to ensure you have noted this properly and move to the correct point. Ideally try to find in CRM, it should be a Quote or Opportunity and the correct Stage should be on Opp, not Quote (quote stage is used to tell client where *they* think they are).

THIS SECTION NEEDS CHANGED: (Most likely you sent a message with pricing via eBay and didn’t take a note, so you’ll need to find that. Client might be in CRM. So usually its either First Entry either for client or Opportunity, or straight to Do The Quote.) Really, to properly find the starting point in CRM you need to look at the tick-boxes, which I believe occur on Opportunities. Therefore I think this option should move below CRM?? Skipped for now

"

Enter to Zoho so you can track via there. Send first CRM email to the client.

"

(FSP) Find Starting Point 2018

Find starting point of quote.

 

Is this quote already part processed? If so, you need to ensure you have noted this properly and move to the correct point. Ideally try to find in CRM, it should be a Quote or Opportunity and the correct Stage should be on Opp, not Quote (quote stage is used to tell client where *they* think they are).

 

THIS SECTION NEEDS CHANGED: (Most likely you sent a message with pricing via eBay and didn’t take a note, so you’ll need to find that. Client might be in CRM. So usually its either First Entry either for client or Opportunity, or straight to Do The Quote.) Really, to properly find the starting point in CRM you need to look at the tick-boxes, which I believe occur on Opportunities. Therefore I think this option should move below CRM?? Skipped for now

Ready to Sell

The ideal position for a quote, no? If you are ready to sell, move to the Orders Flowchart, assume its done, and sell the cunt.

Client Exists in CRM

If client exists in CRM, but not in books, edit in CRM and add the Books toggle to him. Make sure he is there if you are in a rush, using Instant Sync in integrations. Enable Portal Access. Then work out what type of order it is, and go to Start Procedure for that type.

Client Exists in Books

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.

Sales Order Made

Go straight to FO; fulfil orders (make hash-jump here).

Old Info

The only place this should be happening is on the SVS website (i.e. notes should be against the orders there). But of course you want a backup for if you later delete; that can also come from a later export. And now, there is Books to consider. Its most likely, that all orders will go through books. So I am revising as at Feb 2018 FSP to go to Books; you should be able to see the order status as per:   BOOKS: Either find the Sales Order, and then you will know (not done this example yet) ; if no Sales Order exists then its Create Sales Order first! NEW: Thus, if you can find the order and a starting point, you can jump to that section of the site;   *OLD NOTES* Find the starting point according to type: WEB: In the website, find the notes and head to that point. EBAY: In eBay Orders find and if not make, set status FSP Eventually, you will make it in the web to keep the customer happy, then later on process/delete/amend as necessary for accounts/VAT.

Website

Check Paid

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.

Multiple Orders

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

LEC

Email

QuickQuotes
  1. Pull up email folder Quotes SVS2016
  2. Immediately make quick responses; move to Quotes in Progress. If they signed up for mailing list, add to Mailchimp, noting the email into their customer field.
  3. (This should really be done on Quotes in Progress) Finalise by offering chance to sign up to mailing list; then move to Old Quotes AR.
  4. Do this until end current month. Repeat for svsperformance.
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.

(FSP) Find Starting Point 2018

Is this order already part processed? If so, you need to ensure you have noted this properly and move to the correct point. WEBSITE ON HOLD, YOU’LL NEED TO CHECK PAYMENT. BEFORE DOING SO, CHECK THE ITEM CAN STILL BE GOT, SO YOU DON’T WASTE TIME (move to a website toggle) If its outstanding, complex or has blockers, you can find it in OF and deal with it from there, but you must still ensure this system works and dual-run it. So answer the following questions. If its known brand new, you can leap to First Entry if you are doing it as a single; I think SP is for bulk processing. If Sales Order exists in Zoho Books, jump to ED and find stage from Sales Order itself. If Sales Order exists in CRM, jump to Enter to Database (ED) If Opportunity exists in CRM, update dates for customer care, jump to XX

Client Exists in CRM

If client exists in CRM, but not in books, edit in CRM and add the Books toggle to him. Make sure he is there if you are in a rush, using Instant Sync in integrations. Enable Portal Access. Then work out what type of order it is, and go to Start Procedure for that type.

Client Exists in Books

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.

Sales Order Made

Go straight to FO; fulfil orders (make hash-jump here).

Old Info

The only place this should be happening is on the SVS website (i.e. notes should be against the orders there). But of course you want a backup for if you later delete; that can also come from a later export. And now, there is Books to consider. Its most likely, that all orders will go through books. So I am revising as at Feb 2018 FSP to go to Books; you should be able to see the order status as per:   BOOKS: Either find the Sales Order, and then you will know (not done this example yet) ; if no Sales Order exists then its Create Sales Order first! NEW: Thus, if you can find the order and a starting point, you can jump to that section of the site;   *OLD NOTES* Find the starting point according to type: WEB: In the website, find the notes and head to that point. EBAY: In eBay Orders find and if not make, set status FSP Eventually, you will make it in the web to keep the customer happy, then later on process/delete/amend as necessary for accounts/VAT.

LEC
Web
Email

Here will be the procedure for bulk processing emails. Its going to involve updating of the rules, and a CRM contact so that mails can be stacked against such. For now, just processing a singular email.

SMS
"

(CRM) CRM Entry

Absolutely the first thing that needs done with any quote is to get it into CRM. Here’s how, including making an Opportunity to track it if necessary.

"

(EE) Enter to Excel

Check funds received, cost to pay, spec for next time. Enter to Excel.

"

(CCC) Complete Customer Care

Happy with everything? Tell the customer.

Basic Routine

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

  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. 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 “.
  4. Enter the code or a description as the short description for your reference in SVS/H/Code and copy this to description.
  5. Enter the actual cost you should pay in I/Ind Retail – ex VAT.
  6. Enter the cost you anticipate paying in SVS/J/IndCost – referring to any special deals.
  7. 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 (2) 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

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.

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

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(EW) Enter to SVS Website

Now the basic customer care has been done, you will want to take the order onto the website.

Basic Routine
  1. Copy Username, then send and move to website. (need to work out what this referred to!)
  2. Add User as Customer with their name, email and send it!
  3. Update their info into Woo (again, want to reduce this step)
  4. Visit the site, and find the product.
    1. If found, great. Make any web alts to ensure its nice & easy to find. Consider promoting it.
    2. If not found, either update the database it comes from, or quickly enter it.
  5. Get a cart working at the correct price, then Shop as Customer Add it to cart, checkout using their payment method, pay later, no email.
  6. Switch back & view order. Amend the coupon if you had to give it more permissions than it deserved.
  7. Update status and customer will get their mail! Add a private note that you have reached stage R if you don’t intend to order it now with the supplier. STOP.
Inform Customer

Generate website care mails next; the previous stage should have already generated one. If its urgent, late or in any other way viable, you should consign it now on a drop-off. Go to MPD/P2G and get the prices together, entering the best and chosen option into the Excel sheet. Book & print label, entering to the website.

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(ORDER) Enter to Cashflow & Order

Finally, you’ll place the order with the supplier and into cashflow for payment now or on credit. If past a certain point, you will order, otherwise you will stack. So, if there are multiple orders for this supplier, you can stop here.

Quick Order

Take a look at the PO you’ve batched it up with (credit orders). Is there more than a few? If so, it might be time to put an order through.

  • Tidy up the database, getting all the orders nice & neat and into POs. Reference against the emails to see if ordered yet. You may find it helpful if in a credit suppliers’ database, to group everything from Overview to Ordered with Supplier, and Condense. Then reference against the emails anyway until this is more settled.
  • Ordered With Supplier should be maximised as this is the important bit.
  • Work through those ones and dependent on month-end, ed up with a 3-4 column summary running E, AG, and optionally AH, to show you where you are

Then, if its time, place the order with the supplier and change all the Ns to Ys in AG/Ordered with Supplier. Especially if thats a credit account. Thats good work.

Inform Customer

Either straight away, or better, a day or so later, you will want to inform the customer his order is being shipped. For Beta, if the order is now placed,

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Enter to CRM

Enter to Zoho so you can track via there.

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