ordering window

Order Form

The order form window is displayed when creating, viewing or editing orders. If you are taking advantage of the product update subscription the first item on the order form will be the first item on the company order form. If you are loading the order form Alphabetical, it will load with the Advanced Nail Care first

You have the flexibility of moving around the program while creating an order. Once loaded, additional products can not be added to an opened order. If you should need to add product to the order, you must “Cancel” the current order, add the additional product, and create a new order.

Alphabetical/Sequenced Display The order form can display product two ways, sequenced to the company order form or alphabetically by section, category and then description. The setting that determines how the order form will load is called “Order Form Alphabetical” on the “More Settings” tab in “Settings”. The program is shipped with the current company order form sequenced. By taking advantage of the product update service, your order form will be updated electronically and you will not have to change this setting or worry about adding new product. If you choose to update your products manually, it is recommended that you display product in the order form alphabetically rather than taking the time (and it’s no picnic!) to manually sequence all 850 or so products. For more information regarding how products are loaded and displayed in the order form see Products.

The order form displays the products listing description, color, price, inventory level, on order and par fields for each product. The scroll bar on the right side of the window will scroll products, changing your location in the order form. Section and Category banners are displayed above the products indicating the current section and category as well as doubling as Section and Category locate menus. The bottom portion of the order window displays the various section totals and discounts and is automatically updated as you order product.

Adding Products to the Order The Order column is in white. This is the only field other than Par that you can edit products on the order form. You can “fill out” the order by clicking in the order field for a product you wish to order and entering a quantity. You can move from product to product by using your up and down arrow keys on your keyboard or with the enter key. The extension price will be automatically calculated based on the quantity ordered and the suggested retail of the product. i.e.) 6 creamy cleansers would be and Ext. of $60. 6 cleansers x $10 each. No more hours spent with an eraser and adding machine to figure orders!!

As you are ordering product, the totals at the bottom of the screen will be updated as products are ordered. The discount percentage displayed when creating an order is from the previous order. You will need to determine the discount levels for Section One and Limited Edition that your order qualifies for. If you are ordering at a 45% discount, you would enter a 45 into the percentage field. Products in the Limited Edition section are totaled separately with their own discount level. Make any changes to the discount levels before Posting or Receiving an order.

Setting Par Levels To change the Par level of a product displayed in the order form, double click on the product’s par field in the par column and enter the quantity you prefer to have on hand. You can use your up/down arrow keys to move from field to field but you will always have to double click in the par field to enter a quantity. Note: If you have edited the Par level of any products you must save the order to retain the new par settings. When saving the order, you will be asked to confirm your choice to save changes to the par settings. “Cancel” will save the order without saving changes to par and close the order and “OK” will save changes and close the order.

Location Banners and Ordering Options

Section Banner - (upper left corner) This will identify the current section that you are in. To move between sections, click on the current section banner with your right mouse button to open the section pop up menu and then click on the section you wish to move to.(or click and drag your left mouse).

Category - (below section) This description will identify the current category that you are in. As with Section, to move between Categories click on the current category with your right mouse button to open the categories pop up menu and then click on the category you wish to move to. (or click and drag your left mouse).

Order type/Status Box - (center top) This will identify the type of order that is being prepared, or the status of the order once it has been saved. This is a display only field.

To the right top you will find a collection of commands. Consultant orders are limited to Total and Print since they are not related to your product database. You may activate the desired option by clicking on it once with your mouse or using the alt key plus the appropriate underlined letter.

Post - Posting is done at the time you submit the order to the company. A posted order identifies that the order has been submitted. While you can edit and change a posted order, you probably don’t want to do so unless the order received from the company is not complete or has been revised. You would then want to edit a posted order to reflect the appropriate changes before receiving it into inventory.

An order does NOT have to be posted before it can be received. I do however Post my orders. I like to be able to track the status of outstanding orders quickly. When you select the Post option a Process window will appear, asking you to confirm. “No” will return you to the order form, “Yes” will open the Save Order window if the order has not previously been saved. When an order is posted your product database is rebuilt to reflect the changes of “On Order” and you will be returned to the screen you were in prior to selecting orders.

Par - Par is the preferred level of inventory you wish to maintain on your shelf. The Par command on the order form will allow you to create an order based on your established par levels. An order created using Par, can be edited and revised. Before creating an order using Par, your par levels have to be set for each product which can be done from either the order form (Setting Par Levels) or the Product window. (see Products)

Totals - This will display the Totals window of an order. It is set up with similar to the company order form.

The tax rate, displayed is taken from the tax rate you have established in your settings window.

In some instances, a new consultant will qualify for a product bonus with her initial order. While she is receiving this product free, she is responsible for the taxes. Currently director’s and consultant’s have handled this tax by entering that amount in the under limit fee, and writing send free product bonus on the front of the order form. When you have confirmed that all is well with this window, select close at the bottom lower left of the window.

Receive - The receive option will process the current order into inventory. Once an order has been received it cannot be received again, or un-received. You can receive an order after it has been posted, you can receive a saved order, or you can receive a new order you just created.

To Receive an order, click on the “Receive” button. A Process window will appear confirming that the current order is to be processed into inventory. Selecting “No” will return you to the order, selecting “Yes” will open the Save Order window. Selecting cancel from here will return you to the order form, selecting OK will bring up a Please Wait window with the message, Rebuilding Products. You will be returned to the window you were in prior to the order form. If you go to the Orders Window you will notice that this order has an R to the left of it for received.

Calc - The Calc feature will calculate an order based from previous sales history and the forecast settings in the “Settings” window. You will need to experiment with the settings to create an order that is right for you. This feature requires about 6 months worth of your sales history to be in the system before it can make intelligent decisions about your inventory.

Print - At any time you may choose to print an order that is saved, posted, received. New orders will automatically open the save window to save the order before printing.

The order will be printed on multiple pages, the first page being the “totals” page. The following pages will print out the order, listing, part #, description, quantity, and extension. If you are taking advantage of the product update subscription, they will be printed and totaled by subtotals. If you have chosen not to take advantage of the Product Update subscription, the order form will be printed in alphabetical order and there will be one grand total displayed.

You can then use the hard copy to call your order into the company, or to transfer it to the company order form.

Saving Orders

If an order has not been saved, selecting Save, Print, Post or Receive will bring up the, yep you got it, Save Order Window! Orders can be saved and reopened and edited again and again before being posted or received. Once an order has been saved, the Save Order window will no longer appear when the order is saved. If the order has been saved and you wish to edit this window, select “Order Edit Info” from the Orders window.

Name - This field is used to identify the order in the Orders window. Personal Orders will default to “Personal”. This is not the name that is printed on the order. For personal orders, the system will select your personal information from User Info in settings and fill in your Name, Address, Phone #’s, Director, and Unit #. Consultant Orders will print the consultant’s contact information from their contact record.

Date - Date of the order. This date will default to the last order date, you can change the date by clicking once in the field and typing the date, or double clicking in the field and selecting the date from the calendar.

Alternate Shipping Address - If you wish to have the order shipped to an address other than the address you have established in your settings window, enter that address here.

Inside City Limits - If the address is within the City Limits check this box.

Ship/Pick Up at Branch - Click on the appropriate option. This will be displayed on the order.

Don’t Let Order Fall Below - This is a check box, if you check this box, you can then enter the appropriate amount in the Wholesale box right below.

For Orders Postmarked - If you are taking advantage of the product update subscription, this field will be updated quarterly with each new disk you receive. If you are not, then you can change this field manually to reflect the proper period this order was for. Please remember, alphabetical orders cannot be mailed to the distribution centers.

Payment Type - Select appropriate payment method. If it is by credit card, you can enter your card number in the computer to be printed on the order form. A signature line will also be printed for your signature.

Click “OK” to save the order and close the order form.