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Order Entry Process

This is a TUTORIAL on how to process an Order Entry from the Admin account on behalf of a Member.


This is where an Admin can enter any orders for a user that are not signup orders or autoship orders. Not all companies accept phone orders or fax orders, but if you do, this is the section where you will enter such orders. Click on the Order Entry option in the left hand menu or on the home page.

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Note: DO NOT process autoship orders here; there is an automated function for those. See Signup Configuration for setting up autoships on the fly.


Order Entry


Enter either the Username or Identification Number (ID) of the member you wish to place an order for and then click on the Submit button below.

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This is to verify the existing username and the address of the member. To change the user, click on the New Search Link on the blue bar at the top. If you are sure that this is the right person, start adding what you want in the order. Click on the Add Item link to bring up the list of all the products.

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In the pop-up window, go through the product list and choose your option by checking on the box in the Sel column and setting the quantity in the text-box in the Qty column. Once you have selected the items you want to add, click on the Submit button at the bottom of the page to place them in the cart.

  • ItemCode: The unique identification code of the item or the product in the system.
  • Product Desc: A short description or the name of the item or the product.
  • ItemCode Desc: A short description of the product item to differentiate it from the others.
  • Package: The name or the description of the package the item/product is included in.
  • Qty: This is where you enter the quantity (numbers only) of that item you want to purchase.
  • Sel: For the items you want to add to the cart, you need to tick on the check box to select them.

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In order to view the products for different currency types, open the drop-down list at the top of the product list and select your option. The list will then be refreshed with the items defined to the selected currency type. Here are the common issues, which prevents the products from displaying in the list.

  • You have not selected the appropriate currency type to which the product is defined (the product you are looking for).
  • You may not have enabled the Category to be visible, or you may have forgotten to configure it to display for admin signups.
  • You do not have a retail, wholesale and point value for EVERY item defined accurately for the items (not in display).

Note: If an item is missing any component, it will not accurately display or possibly not display at all. If there are no points for commissions, then set that to 0. If retail and wholesale prices are the same, you still need to enter both the values in order to make the display option available for the items.

Once you are familiar with all your ItemCodes, you can directly add an item to the list without any need for opening the Product List. To do that, fill in the text box that says Item Code and set its quantity; Then click on the Add item button next to that. You can add line after line items this way.

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You also have the ability to edit the Description, Quantity, Price and Volume of the items, To do that, click on the Edit button at the end of the row.

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The fields will now be enabled for editing purposes. Change the values of the required fields as you prefer. This change will not affect the original content. If you change your mind from editing the item values, simply click on the corresponding Cancel button to abort the changes you have made.

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Once you are satisfied with the new values of the items, click on the Save Changes button at the bottom to apply the changes to the order list.

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Once you have completed editing the values of the items and have saved the changes, click on the Re-Calculate button below to refresh the order.

  • You can directly change the quantity of an item by editing the value in the Qty field and then by clicking on the Re-Calculate button.
  • To remove an item from the order list, change the quantity of that item to the value 0 (zero) and then hit the Re-Calculate button.


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After you have completed setting up the signup order for the user, review the Volume and Total and then click on the Finish Order button at the bottom to save the order and proceed to the next step. Note that the Continue Shopping button will take you to the admin Product Maint page.

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Admin Shipping Orders


Select a payment type that the user would prefer to use for this purchase, by clicking on the radio button preceding the payment type name and entering the details (if required in this step). Check on the Make this the default box, to allow the chosen credit card to be remembered for future purchases.

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Next, select the shipping address of the order by clicking on the radio-button preceding the corresponding address. If you need to add a new address, you can do it by clicking on the Go to Address Maintenance link. You can also manage and swap between the existing addresses, click here to learn more.

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Now select the Shipping Method you prefer for this order, by clicking on the corresponding radio-button. You will able to check the final order amount, i.e. along with the shipping, taxes, handling, etc charges in the next step. To finalize the payment and shipping type, click on the Purchase Order button.

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Order Checkout


At the top, you should find the summary of the order, where you can change the Description of the items listed, by simply editing the values in the box and then clicking on the Change Description button to save. Also find that the Shipping, Handling and Service Fee charges are added to the order.

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Next, you can type in a comment in the Add Notes to this invoice text-box regarding the order purchase for future reference. This note will be displayed in the order invoice. In advanced or higher systems, we can default this for you, as well as to something that you always want to say to your customers.

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As an admin, you have the ability to skip the payment process and directly process the order purchase. You can mark the order as paid and/or as shipped. At the bottom of the Payment page, check on the respective box(es) to enable this feature, and then click Purchase to place the order.

  • Mark as Paid is something you need to check if you have the money in your hand and want to show this order as paid. If you mark this here, the order will immediately be set as a printable invoice without you needing to confirm that money is received in the money handling area.

  • Mark as Shipped is a critical function, if you are planning to print the invoice from the invoice page, instead of letting it go to the PDF printing engine to be printed in a batch. It is useful if the customer is right in front of you, handing you the money while you are filling in the order.
    • WARNING, if you print the invoice and give them product, but do not tick this box to make the system know your intentions, you will have this invoice end up in the PDF batch, and you will be in danger of DOUBLE SHIPPING this order. So please BE CAREFUL!!!

  • Disabling the Send Confirmation Email to Distributor: option, will prevent the system from sending out the automated order confirmation emails.

  • Set the Order Date and the Preferred Delivery Date and delivery preference by using the date engine. This will allow you to backdate or forward the date of the order as per your requirements. Please be aware of changing the dates, since this can affect the commissions.


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Note: The Mark as Paid feature may be disabled for Credit Card payment types. In that case, you need to select a different payment type, such as Cash, Personal Account or Wire Transfer. If wire transfer is not activated, then you need to activate it and make it available only for admin users.

  • If you want to enable the option for Credit Card, let us know, so that we can customize the page for it to work as expected.

Click the Purchase button to complete the order process. If you need to print the order invoice right now, click the View invoice link in order to do so. This is a Great feature for will call or pickup orders, where the member is paying you right there and you wish to print the order.

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