creating orders

Creating a New Personal Order

Personal orders are create with the “New Pers Order” command on the Orders window. The order form will load a new order created from the current status of your product database, loading current inventory, par and on order fields for each product. When the order form has loaded you can create an order from “Par” or “Calc” and then make any changes or you can go ahead and create an order, entering quantities of products to be ordered.

Personal orders have 3 different “states” or stages that they can go through. When you create a personal order, you can save it and work on it again later. When you save an order without Posting or Receiving the order your inventory is not affected. New orders appear with a “N” in the Orders window.

When you are ready to submit the order to the company, the order is Posted. If an order has not been previously saved, you will be prompted to save the order before it is posted. When you post an order, the order is added to your On Order field for each product ordered. On Order is displayed as you create invoices or additional orders. Posted orders appear with a “P” in the Orders window.

When you receive the product from the company, the order is received into inventory. If an order has not been previously saved, you will be prompted to save the order before it is posted. When you receive an order, the products ordered are added to your inventory. If the order had been previously posted, the order is removed from On Order. Received orders are displayed with an “R” in the Orders window.

Creating a New Consultant Order

To create an order for another consultant, you must first have a contact entered and selected for the appropriate consultant. You will want to be sure to include her Director, Unit # and Consultant # in the appropriate fields on the Contact window along with all her personal information so that the information can be transferred to the order form. Consultant orders are displayed with a “C” in the Orders window.

Creating Consultant Orders From Templates

You can create a new order for a consultant which starts with another consultant order. You can create a consultant order and save it as a template (Ideal $600) and then use this order as a beginning for new consultant orders. To create a consultant order from a template select the order you wish to use as a template by clicking on the order’s name once. (You must be viewing Consultant orders to create orders from templates) With the template order highlighted, click on “New From Template”. A new order will be created for the current consultant using the selected template file.

Creating An Order Based on Par

With Par levels established, you can create an order based on Par by clicking the Par button. An order created with Par can be edited/changed. When you click on Par an Up to Par window will appear, advising you that by selecting this option any previous order selections will be overwritten. If you select No, you will be returned to the order form, selecting Yes will “create” an order based on your Par figures. i.e.) if you have 5 creamy cleansers in inventory and have a Par level of 15, the order would calculate an order of 10 to bring your inventory to the par level of 15. Extensions will be automatically calculated. You will want to be sure to select the appropriate discount percentage for the applicable sections. You would continue to edit and process this order as any other.

Creating An Order Based on Calc

With at least 6 complete months of sales history, you can create an order which is calculated based from the “Forecasting” tab in “Settings” and on your past sales history. An order created with Calc can be edited/changed. When you click on Calc an Up to Calc window will appear, advising you that by selecting this option any previous order selections will be overwritten. If you select No, you will be returned to the order form, selecting Yes will calculate and display the order. You may have to make some adjustments to the “Forecasting” window to create an order that is right for you. Extensions will be automatically calculated. You will want to be sure to select the appropriate discount percentage for the applicable sections. You would continue to edit and process this order as any other.

Importing Order From Mary Kayâ’s In Touch Order Manager for Directors

You can import orders which where created with The Director’s Version of In Touch and Save, Post and Receive them as normal. Start by creating a new Personal order. With the Order window open, click on “File” and the “Import From In Touch”. The first time that you import an order, the system will ask to verify the directory where it can find your In Touch system. If your In Touch was installed into the default, just click OK and the system will search for the needed files. You will receive a message when the directory has been located. Once the system finds In Touch you will not receive this message again unless you reinstall In Touch into a different directory or drive. After connecting to In Touch, the system will display all orders saved within In Touch. Click on the order you wish to import and then click OK. The system will import all products ordered into the current order form. If there was a product in the In Touch order which was not located within your order form, you will receive a message indicating which product was not located. The system’s order form duplicates the main consultant order sheet. Special orders and bonuses need to entered manually. After the order has been imported, you will receive a message confirming that it is complete.

Reset Order to Zero

This option should only be used in the event of losing an order due to hard disk failure or something happening to the order file In the event that you should have to reset your on order to 0, select “Reset Order to Zero” from the “Inventory” menu. A confirmation window will appear asking you to confirm that you are about to reset the current order back to zero. Selecting Cancel will return you to the prior window, selecting OK will reset the on order field of all products back to zero.

Leaving Product On Backorder

If you edit an order which has been Posted before you Receive it, the difference between the original order and the posted order will be left “On Order”. This product can be manually removed from On Order when you receive the product or you can use the “Reset Order to Zero” command to reset the On Order column.