Dydacomp's Multichannel Order Manager 5.4 Reference Guide

8/7/2019 Dydacomp's Multichannel Order Manager 5.4 Reference Guide

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User Reference Guide

Mail Order Manager

Version 5.4 for Windows

Dydacomp

11D Commerce Way

Totowa, New Jersey 07512-1154

(800) 858-3666

www.dydacomp.com


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Copyright

The Mail Order Manager software and its documentation are protected by both UnitedStates copyright law and international treaty provisions.You may not copy the Mail Order Manager softwareor the Mail Order Managerdocumentation for any reason except for archival purposes, and by express writtenpermission from Dydacomp Development Corporation.

Accumail is a registered trademark of DatatechAuthorize.Net is a registered trademark of Authorize.Net Corp.

Avery is a registered trademark of AveryBlackthorne & Blackthorne Pro is a registered trademark of eBay, Inc.R & R Report Writer is a registered trademark of Concentric Data Systems, Inc.Transcell is a registered trademark of Transcell Technology, Inc.Microsoft is a registered trademark of Microsoft, Inc.FoxPro is a registered trademark of Microsoft, Inc.MS Mail is a registered trademark of Microsoft, Inc.MS Word is a registered trademark of Microsoft, Inc.Microsoft Graph is a registered trademark of Microsoft, Inc.Microsoft Office is a registered trademark of Microsoft, Inc.Windows is a registered trademark of Microsoft, Inc.IBM is a registered trademark of International Business Machines CorporationNovell Netware is a registered trademark of Novell, Inc.

UPS OnLine is a registered trademark of United Parcel ServiceSiteLINK is a trademark of Dydacomp

This document published by Documentation Resources, Inc.

Version 5.4 for WindowsFebruary 2006


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Table of Contents

M.O.M. Windows Reference Guide i

Table of Contents

Introduction 1

About this Guide 2

What You Need to Run M.O.M. 3

Special Paper Supplies 4

Installing the M.O.M. Software 5

Install the M.O.M. System 5

Starting M.O.M. 7

Getting Information 8

Chapter 1 Working with Customer Information 11

Looking up a Customer 12

Entering a New Customer 17

Removing a Customer from Mail and E-Mail Lists 18

Deleting a Customer Name from the Customer File 19

Combining Duplicate Customers 20

Including a Special Comment about a Customer 21

Classifying Customers Using Type Codes 21

Adding or Viewing Alternate Addresses and Contacts 22

Recording Customer Demographics Information 25

Sending a Customer a Catalog 26


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Table of Contents

ii M.O.M. Windows Reference Guide

Sending a Customer a Form Letter 28

Issuing a Promotional Credit 29

Viewing Account Information 30

Viewing Previous Contacts 31

Viewing Previous Purchases 33

Viewing Previous Orders 34

Viewing or Setting up Customer Financial Information 35

Chapter 2 Entering New Orders 39

Entering an Order Starting with the Customer 40

Entering an Order Starting with the Items 41

Entering Orders with Different Address Options 41

Entering Sales Information 52

Entering Stock Codes 54

Entering Special Types of Items 55

Editing Line Item Information 60

Writing Order, Box Label and Warehouse Notes 65

Writing an Order Memo to the Customer 66

Sending a Customer Form Letter During Order Entry 67

Selecting Shipping Methods and Scheduling Shipments 68

Viewing the Default Packaging for Items in an Order 71

Shipping Ahead a Partially Filled Order 74


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Table of Contents

M.O.M. Windows Reference Guide iii

Entering Order Payment Information 74

Copying Orders 79

Putting an Order on Hold 81

Quick Printing an Order 81

Entering a Quotation 82

Using the Show Options on the Order Total Tab 84

Creating Club Membership Plans 85

Creating New Orders Using the Batch Order Making Utility 91

Chapter 3 Processing Orders 94

An Overview of Order Processing 95

Checking on Order Status Using the Order Status Report 95

Approving Credit Cards 96

Approving eCheck Payments 100

Processing Orders in Batch 101

Processing Orders Using the Packers Workstation 104

Using the Warehouse Managers Station to Manage Packers 110

Using the Shipment Confirmation Screen 114

Printing Activity Report for Warehouse Resources 117

Chapter 4 Reviewing and Changing Orders 119

Looking up an Order Using Order Information 120

Looking up an Order Using Customer Information 121


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iv M.O.M. Windows Reference Guide

Processing a Returned Item from a Customer Using an RMA 122

Processing a Returned Item From a Customer Without an RMA 124

Canceling an Order 125

Requesting a UPS Call Tag 126

Turning a Quotation into an Order 127

Changing an Order Before Shipment 128

Changing an Order After Shipment 128

Reviewing or Changing Payment Information for an Order 130

Reviewing Shipping Information for an Order 130

Reviewing Subscription Information for an Order 132

Chapter 5 Purchasing and Inventory Adjustments 133

An Overview of Purchasing 134

Purchasing a Single Product 134

Making Purchasing Decisions Based on Low Stock Levels 136

Making Purchasing Decisions Based on Other Criteria 137

Viewing or Changing Pending Purchases 139

Creating Purchase Orders for Suppliers 141

Viewing or Changing a Purchase Order 141

Printing a Purchase Order 144

Receiving Product from Suppliers 144

Adjusting Inventory Levels, Values and Warehouse Locations 148


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Table of Contents

M.O.M. Windows Reference Guide v

Adjusting Low Levels Based on Demand 150

Using the Auto-Replenish Bins Function 153

Using the Assemble Kits Function 154

Processing Inventory Updates 156

Chapter 6 Daily Accounting Activities 159

An Overview of Accounting 160

Preparing a Bank Deposit 160

Recording Customer Payments 161

Writing Off Bad Debts 164

Transferring Balances 164

Modifying and Undoing Payments 165

Modifying and Undoing Invoices 165

Adjusting Order Balances 166

Resubmitting Declined/Incorrect Credit Cards 166

Processing Refunds 167

Reviewing Open Orders (A/R Aging Report) 172

Applying Finance Charges to Open Orders 174

Generating Customer Statements 175

Generating Customer Points and Rewards Statements 176

Posting A/R 177

Paying Suppliers 179


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Table of Contents

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Creating a Credit Invoice for Items Returned to a Supplier 181

Reviewing and Editing Supplier Invoices 183

Posting A/P 184

Closing the Year 187

Chapter 7 Using the List Management Module 189

Overview of the List Management Module 190

Working with List Queries 190

Working with Lists 197

Processing Gift-to Reorder Notices 212

Using the List Management Module to Import New Customers 214

Chapter 8 Using the Import/Export Module 217

An Overview of the Import/Export Module 218

Importing Orders 218

Exporting Orders 223

Exporting Invoices 224

Order Management Modules 226

Chapter 9 Using the Subscription ManagementModule 227

An Overview of the Subscription Management Module 228

Entering a New Subscription or Renewing a Subscription for a Customer228

Viewing Subscription Information for a Customer 229


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Table of Contents

M.O.M. Windows Reference Guide vii

Filling a Subscription 231

Chapter 10 Using the Telemarketing Module 235

An Overview of the Telemarketing Module 236

Placing Outbound Calls 236

Taking Inbound Calls 241

Using the Telemarketing Productivity Report 244

Using the List Management Module to Create a Call Schedule 246

Chapter 11 Using the Multi-Company Controller

Module 249An Overview of the Multi-Company Controller Module 250

Changing From One Company to Another 250

Processing Credit Cards and e-Checks 251

Processing Orders using the Batch Order Processing Function 252

Chapter 12 Using the Database Purge Module 253

An Overview of the Database Purge Module 254

Purging Orders 255

Purging Customer Names 256

Purging Purchase Orders 257

Purging Quotations 258

Purging A/P Transactions (Supplier Invoices) 259

Purging Telemarketing Entries 260


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Purging Inventory Transactions 261

Purging Warehouse Activity 262

Purging Correspondence Requests 263

Chapter 13 Using the Point of Purchase Module 265

An Overview of the Point of Purchase Module 266

Taking a Counter Sale 266

Reconciling the Cash Drawer at the End of the Day 269

Chapter 14 Using the Advanced Inventory Module 271

An Overview of the Advanced Inventory Module 272

Forecasting Product Purchasing 272

Scanning and Receiving Inventory 276

Importing and Exporting Inventory 284

Chapter 15 Using the Web Auction ManagementModule 287

An Overview of the Web Auction Management Module 288

Publishing Items to Blackthorne Pro 288

Downloading Orders 290

Publishing Shipping Information 290

Synchronizing Inventory 290

Chapter 16 Using the Address Correction andValidation Module 293

An Overview of the Address Correction and Validation Module 294


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Table of Contents

M.O.M. Windows Reference Guide ix

Validating an Individual Customer Record 294

Match Response 296

Maintaining Vanity Address 300

Validating Multiple Records 301

Validating Imported Customers 302

Using ACVM and the List Management Module 302

Address Verification Exception Report 304

Chapter 17 Using the eCommerce Management

Modules 305An Overview of eCommerce Management 306

Processing using the eCommerce Management Station 306

Amazon Order Management Feed Manager 307

ShopSite Order Management Feed Manager 309

Miva Order Management Feed Manager 311


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Table of Contents

x M.O.M. Windows Reference Guide


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Introducti

M.O.M. Windows Reference Guide 1

IntroductionWelcome to Mail Order Manager (M.O.M.) for Windows, the powerfusoftware package designed expressly for both business-to-businessand business-to-consumer direct marketing and catalog companies.

M.O.M is designed to take advantage of the most sophisticatedtechniques and programming devices available for Windows softwar

Because all of the essential business functions for direct marketing arincluded in the software, M.O.M. provides a complete and cost-effective automation solution for anyone selling products or servicesby mail, phone, or even the World Wide Web. With M.O.M., each ofthe major application areas of your business is expertly managed inone highly integrated program, including:

mail, phone and web order entry and order processing

inventory management and purchasing

customer and contact management

journal accounting and reporting

shipping control and shipping system interfaces

profit and response analysis

list management and mailing

subscription management

order import and export

sophisticated reporting using a relational database design


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Using Mail Order Manager

2 M.O.M. Windows Reference Guide

About this GuideThis guide is designed to help you find what you are looking forquickly and easily. Each section is organized around the tasks that yoneed to perform for your business. In addition, each page is designeto let you locate and read only the information you need.

If you need information on how to setup the MOM system and itsvarious components, please refer to your Mail Order Manager SetupGuide.

Whats in this GuideThe contents are arranged to serve both as a source of reference andas an instructional tool.

Introductioncontains instructions for software installation and

provides other general information about the system. Using Mail Order Managercontains detailed information about

the use of each function for every application area of your busines

Conventions used in this GuideThe following conventions are used in this Guide.

SymbolsTo enable you to more easily reference important information, the

following symbols are used as identifiers.

Note: This symbol identifies a note or additional information abouthe use of a particular field or option in the system.

Hint: This symbol identifies a suggestion for the application of aM.O.M. feature or function.

Warning! This symbol identifies a special advisement about acondition or situation pertaining to a system function or userprocedure.

Click on: tells you to use your computer mouse for the procedure Type: tells you to type a specific word or command using yourcomputer keyboard.


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Introducti


What You Need to Run M.O.M.

System RequirementsM.O.M. for Windows requires a standard PC hardware/operatingsystem, including the following:

Pentium Processor

64 MB RAM Minimum, 128 MB RAM Suggested

Windows 2000, ME, XP or Vista. M.O.M. is a 32-bit application and

takes advantage of 32-bit processing.

Hard Disk Drive with at least 50 MB of available space. On an

ongoing basis, 1 MB of storage per 1000 orders is recommended.

Color VGA Display

CD ROM Drive

An Internet connection (for SiteLINK and/or ICCAS only)

NetworksFor network installations, M.O.M. supports any NetBEIU/NetBIOScompatible LAN.

PrintersMany types of printers are available in todays marketplace. Keep inmind, M.O.M. can support multiple printers connected to yourcomputer. (On network versions, the number is even higher.) For threason, different types of printers may be used. Paper forms areavailable for both laser and tractor feed printers.

ModemsPC Compatible modems are suggested.


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Special Paper SuppliesDepending on how you use M.O.M., and what forms you want to prinfor your daily order processing, paper forms must be ordered for youM.O.M. system. Special forms include the following.

INVOICES and PACKING SLIPS - imprinted with company logo insingle or multiple part with attached box labels or plain paper invoice

Available in styles for laser printers and pin-feed printers.

PURCHASE ORDERS - imprinted for drop shipments and internally

fulfilled orders. Available in styles for laser printers and pin-feed

printers.

LETTERHEAD - for customer notices and Plain Paper Invoices.

WINDOW ENVELOPE - for letterhead, invoices, purchase orders, an

statements.

CONTINUOUS CHECKS - imprinted for Accounts Payable and

Customer Refund processing. Available in styles for pin-feed and lase

printers.

STATEMENTS - imprinted for Customer Statements. Available in style

for laser printers and pin-feed printers.

GIFT CERTIFICATES - imprinted for laser printers.

LABELS - pressure-sensitive, imprinted with logo for shipping and

or catalog mailing.

All special paper forms and labels used with Mail Order Manager areavailable through Software Forms, Inc. 800-651-FORM (3676).

Other Paper SuppliesOther paper supplies required, including Avery labels, regular andwide report paper, can be obtained from any office supply store.


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Introducti


Installing the M.O.M. SoftwareTo install your M.O.M. software, follow the instructions that apply tothe M.O.M. system you have purchased, either the single station ornetwork version.

Single Station Version

Prerequisites1. Be sure the CPU, monitor and printer are cabled properly, receivin

power and are switched on.

2. Be sure that Windows is installed.

Install the M.O.M. System1. Make sure the Microsoft Windows Operating System is running.2. Insert the CD labeled Main System Installation into your CD-ROM

drive.3. If the Mail Order Manager System Installation menu is automaticall

displayed, skip to Step 6 below.4. In Windows, select the START button and choose Run.5. Type: d:\setup, where dis the letter representing your CD-ROM

drive, and press.6. On the Mail Order Manager System Installation menu, select the

New System Installation option. Follow the instructions on the

screen. You will be able to choose the destination drive anddirectory location for your actual system.

7. Once the installation process is complete, MOM prompts you tocreate your first user in the system. This user must be set up as anauthorization level of Owner/Operator.


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Network Version

Prerequisites1. Be sure the CPU, monitor and printer are cabled properly, receivin

power and are switched on.

2. Be sure that Windows is installed.3. Install the M.O.M. System (First Station)4. Make sure the Microsoft Windows Operating System is running.5. Follow steps 2-7 for the Single Station Version installation on the

previous page. In Step 6, make sure you select a networked drive

Installing and Setting Up the Additional Network WorkstationsThere are two ways to set up additional workstations for access toyour M.O.M. system.

Method 1: CD-ROM Based Workstation Set Up

To use this set up option, each workstation must have a CD drive anthe following set up procedure must be run at each workstation.

1. Make sure the Microsoft Windows Operating System is running.2. Insert the CD labeled Main System Installation into the workstatio

CD-ROM drive.

3. If the Mail Order Manager System Installation menu is automaticalldisplayed, skip to Step 6 below.

4. In Windows, select the START button and choose Run.5. Type: d:\setup, where dis the letter representing your CD-ROM

drive, and press.

6. On the Mail Order Manager System Installation menu, select theWorkstation Installation option.

7. Follow the instructions on the screen.8. Once the installation process is complete, MOM prompts you to

create your first user in the system. This user must be set up as anauthorization level of Owner/Operator.


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Introducti


Method 2 - LAN Drive Based Workstation Set Up

This set up option is suggested for more than 3 stations.

Copy the contents of the d:\workstn directory located on the CD-ROMto any LAN drive, into a directory with the same name (such asf:\workstn). Be sure to include all sub-directories. You can useWindows Explorer or use a DOS copy command such as:

XCOPY D:\WORKSTN F:\WORKSTN /S

At each workstation:

9. Make sure the Microsoft Windows Operating System is running.10. In Windows, select the START button and choose Run.11. Type: f:\workstn\disk1\setup, where f is the letter representing you

LAN drive, and press .12. Follow the instructions on the screen.13. Repeat these steps at each workstation where M.O.M. will be used

You may wish to leave this directory in place for future workstatioset ups.

Starting M.O.M.Once M.O.M. is installed, to start the program at any workstation,

Click on: StartProgramsMail Order Manager 5.4M.O.M. Version 5.4

OR, on your Windows desktop,

Click on:


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Getting InformationThe user documentation for your M.O.M. system consists of threemajor components, each one designed to help you in a specific wayIn addition, technical support is also available.

Setup GuideThe Mail Order Manager Setup Guide is the essential guide for settinup your M.O.M. System. This guide, delivered in electronic form onlyis designed to guide a new user through the process of setting upevery aspect of M.O.M. and the many optional modules. Proper setuof the M.O.M. system ensures that every possible aspect of yourbusiness is covered and that you are getting the most out of your newM.O.M. system.

User Learning GuideThe Mail Order Manager User Learning Guide is a companion book tthe User Reference Guide. The Learning Guide is designed to help thnew user how to use M.O.M.s most common functions.

It is designed to be used interactively with the M.O.M. WorkingDemonstration software.

The User Learning Guide addresses the following activities:

Entering and Reviewing Orders Working with Customer Information Processing Orders Setting Up a Stock Item Using the Purchasing Functions Daily Accounting Activities Creating a Mailing List

Online HelpFinally one of the most important and easy to use methods for gettin

more information on M.O.M. functions is the Mail Order ManagerOnline Help. Available through either the Help Menu in the mainM.O.M. screen or simply by hitting the key on your keyboard. Thsystem has individual entries for virtually every screen and function iM.O.M.


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Introducti


Technical SupportAs a licensed M.O.M. user, you receive the highest level of technicalassistance, Dydacomp Development Corporation provides completeproduct support, including the following:

Telephone support during normal business hours, Monday throughThursday, 9 am to 6:00 pm and Friday, 9 am to 5:00 pm EST, 973-237

0300.

FAX support at 973-237-9039

E-mail support at [email protected]

Web based help at www.dydacomp.com/support.

As a new client, you may have been provided with a free period ofsupport. After this period, you may continue your support contract oa yearly renewal basis. Prior to the anniversary date of your purchaseDydacomp automatically notifies you to ensure that your supportservice continues uninterrupted.

In order for us to better assist you, please reference your M.O.M.license number when contacting technical support.


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Chapter 1Working with Customer Informatio


Chapter 1

Working with Customer InformationThis chapter provides detailed instruction on the following:

Looking up a Customer

Entering a New Customer

Removing a Customer from Mail and E-Mail Lists

Deleting a Customer Name from the Customer File

Combining Duplicate Customers Including a Special Comment about a Customer

Classifying Customers Using Type Codes

Adding or Viewing Alternate Addresses and Contacts

Recording Customer Demographics Information

Sending a Customer a Catalog

Sending a Customer a Form Letter

Issuing a Promotional Credit

Viewing Account Information

Viewing Previous Contacts

Viewing Previous Purchases

Viewing Previous Orders

Viewing or Setting Up Customer Financial Information


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Looking up a CustomerWhenever you need to look up a customer in the M.O.M. customerdatabase, the Customer Lookup Utility helps you find it. The Lookup used to find customers for entering orders, entering customerinformation, customer maintenance, and telemarketing. The search

process also protects against duplicates being entered in the M.O.M.customer database. With the Customer Lookup you can quickly findany name and its related information in the M.O.M. customer database

Note: There are several preferences for the lookup process. SeeSetting Up User Defined Order Entry Preferencesand Customizingthe Customer Entry Screensin Chapter 1 of the MOM Setup Guidefor More Information.

1. On the Main Menu Bar,

Click on: CustomerLook-up

2. Or, on the Tool Bar,

Click on:The Customer Lookup screen is displayed.

Looking upCustomer by

Last Name


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3. Enter one or any combination of the seven lookup fields to searchthe database for matches and press .

Customer Number the system identification number for thecustomer.

Alternate Number an identification number for each customercreated for your company either by M.O.M. based on yourdefinition or when customers are imported from another system.This field allows a partial entry.

Last Name the last name of the customer. This field enables apartial entry. In addition, if Sound Search has been initialized in thMaintain Global Parameters settings, you can type a name thatsounds the same; e.g. Smyth or Smith, and the search finds allmatches. Matches that sound alike are always at the bottom of theresults list.

First Name usually just the last name field is used, but the firstname may also be entered with the last name for a more accuratesearch if the preference to allow it for lookup has been set in theCustomer Entry tab of Maintain Global Parameters.

Company Name when applicable, the name of the company.This field enables a partial entry.

Phone the phone number of the customer. This field enables apartial entry.

Zip Code the zip code of the customer. This field enables apartial entry.

E-Mail the e-mail address of the customer. This field enables apartial entry.

Note: The cursor sequence through the lookup fields can beestablished Customer Entry tab of the Global Parameters function4. To further control the scope of the lookup, use the Search pull-

down menu to select the types of addresses that you want toinclude in your search. TheNormal setting excludes ShippingAddresses.


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Search Results No Match is Found

If the system does not find a match, the following message is displayeat the bottom of your screen: No matches have been found. Use AdNew to add a new name. To add a new customer, see the Entering New Customersection later in this chapter.

Select the CLEAR button to refresh the screen for another searchattempt with other search criteria.

CustomerSearch Result

Screen - NoMatch is Found


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Search Results One Single Match is Found

If the system finds a single match, the following message is displayedat the bottom of your screen:

1 match found. Select this name or use Add New to add a new name

Press to select this customer.


Screen - One SingleMatch


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Search Results Multiple Matches Found

If M.O.M. finds multiple matches for a search, the following message displayed at the bottom of your screen:

X matches found. Select a name or use Add New to add a new name

Note: X is the number of matches found.1. Review the list.2. To select a name, scroll through the list using and .

3. Position the cursor menu bar on the customer name and press or select the SELECT button.

4. To exit without selecting a name, press .

See AlsoMail Order Manager HelpFor information about See

Looking up a Customer Customer and Order LookupCustomizing the Lookup Global Parameters

Maintenance-Customer EntryUser Defined Order EntryPreferences


Screen - NoMatch is Found


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Entering a New CustomerIf no matches are found in a customer search, select the ADD NEWbutton to add this customer to your database.

The Customer Information screen is displayed.

The lookup field(s) you used for the search will already be completed

1. Complete the remaining fields with the new customer information.

Note: Depending on how the business rule, Source Key is require

on New Orders and Customers, has been set on the Order Entrytab of Maintain >System Information > Global Parameters, you maor may not be required to complete the Original Source Key fieleven if you are just adding the customer to the mailing list.

2. Once the information is complete, you can continue working withthe new customer to enter a new order, enter a new contact to sena catalog or form letter, set up demographics information, financiainformation (terms, credit limit) or alternate addresses (for mailing

shipping, etc.). See the procedures that follow in this chapter andChapter 2, Entering New Orders.

CustomerInformation

Screen


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Removing a Customer from Mail and E-Mail ListsM.O.M. allows you to flag customers who do not wish to receivefuture mailings or e-mailings in the optional List Management Module

1. To remove a customer from mailing lists, select the General

Informationtabfrom the Customer Information screen.

2. In the lower middle section of the screen, select one or anycombination of the four options for removing someone frommailing lists created using the List Management Module.

Expired Do Not Mail Do Not E-Mail Do Not Rent

Hint: You can use these options any way that you want to designata particular mailing status of a customer. The List ManagementModule lets you decide to include or exclude names with anyparticular status.


Removing a Customer from Customer Information Generalthe Mailing ListList Management Module List Management Module-

Overview

CustomerInformation

Screen


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Deleting a Customer Name from the Customer File1. Use the Customer and Order Lookup screen to find the customer.2. In the search results list, position the cursor menu bar in the list on

the name of the customer you wish to delete.

Hint: When your search results in multiple matches, you may wishto verify that you have selected the correct customer before deletinthem. The third column of the customer list defaults to companyname, however, by clicking on the you may select other criterisuch as customer number to verify you are deleting the correct

customer.


Click on: CustomerDelete

The system prompts you to confirm that you want to delete thecustomer.

4. Select Yes, and the customer is deleted.

Note: Only customer names with no orders can be deleted. If thename has any orders attached to it, all orders must be canceledbefore you can delete the name from the database.

CustomerSearch Results


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Deleting a Name from the Deduping and Deleting NamesCustomer File

Combining Duplicate Customers1. Occasionally, even with M.O.M.s thorough search, you may have

duplicate customers in your database. Misspelling a name can resuin a duplicate.

2. Use the Customer and Order Lookup screen to find the duplicatecustomers. Use a search criteria that will give you the duplicatecustomer(s) and the customer that is the real customer. For instancif they both have the same last name, use Last Name as the searchcriteria.

3. In the search results list, position the cursor menu bar in the list othe duplicate name(s) and,

Click on: CustomerMark Duplicate

4. Repeat Step 2 for each duplicate in the list5. In the search results list, position the cursor menu bar in the list on

the duplicate name(s) and,

Click on: CustomerMark Master

6. When all duplicates and the master names are marked, Click on: Customer

Combine Names


Combining Duplicate Deduping and Deleting NamesCustomers


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Including a Special Comment about a CustomerM.O.M. provides space for you to enter additional comments aboutyour customers for use by your customer service staff.

1. On the Customer Information screen select the General

Information tab.

2. Use the free-form Comments field to enter any additionalinformation about the customer.

3. Modify as needed.


Including a Special Comment Customer and Order Lookupor a Customer

Classifying Customers Using Type CodesThe Type Code fields on the Customer Information screen can beused to classify customers. Type codes can be set up and maintained

in M.O.M. (See Establishing Customer Type Codesin Chapter 6 of theSetup Guide) and/or may be entered free-form on the fly. To display list of type codes, position your cursor on any one of the three codeand press .

CustomerInformation

Screen -General

Information Tab


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Any one or more of the three code positions can be used alone or incombination.

These fields may also be modified for a customer as needed.


Type Codes Customer Information - General

Adding or Viewing Alternate Addresses and ContactsIn many instances, a customer may have alternate addresses that youwant to keep on file. In the case of a retail company, these may bealternate addresses for shipping, mailing, other family member nameor gift recipients. In the case of business-to-business companies, thesmay be the names of purchasing agents, alternate shipping addressethe billing address for a company, gift recipients, etc. And because aof the alternate names/addresses are in the M.O.M. customer file, eacalternate name/address can become a buying customer at any timein the future.

M.O.M. enables you to set up different types of alternate names andaddresses, and to define the way that the alternate name is related tothe primary customer name as the type of address.

To set up an alternate name or address for a customer,

1. On the Customer Information screen select the Contacts/Addresses tab.


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2. To add a new name or address, select the ADD button to display thcontact/address screen. To edit or view an existing name oraddress, select it in the list and select the EDIT button to display thcontact/address screen. To delete a name or address from the list,select it in the list and select the DELETE button.

Note: When you delete a contact or address, you only delete therelationship. You do not delete the actual customer record for thacontact which remains in the M.O.M. customer file.

CustomerInformation

Screen -Contacts/

Addresses

Contact/Address

Entry/Edit


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3. Use the Type of Name pull-down menu to select the type ofrelationship that the name or address has to the Primary Name anoptionally enter a Description, for example, Billing Address.

If you choose Contact/Address in the pull-down menu, the checkbox, Contacts Address is the same as Primary Name, is activatedIf you check this box, M.O.M. automatically completes all of theaddress fields in the screen for you, and you only need to completethe name related information.

Hint: It is recommended that only one address per customer be seup as bill-to address. If multiple bill-to addresses are used, financiainformation from orders, including points & rewards, credits, etc.may be spread over several customer records.

4. If the name is known to be in the customer file already, select theFIND button to use the customer lookup screen to search for the

customer name. Edit the information as required. Optionally, usethe FULL VIEW button at the bottom of the screen to transfer to thfull customer information screen for the related name.

If the contact or address is not found or you choose not to use theFIND option, enter the customer information in the fields.

5. Optionally, set the do not mail check boxes in the lower right corneto the appropriate conditions for mailing and e-mailing with the LiManagement Module.

6. Optionally, set the NO LONGER USED button to prevent the name

address from being included in lookups.7. Optionally, select the DATE RESTRICTIONS button to display the

Date Restrictions pop-up screen to restrict the use of the name/address by date.


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8. There are four options on this screen governing mailing, shippingand lookup use of the address.

No Date Restrictions - check this button to disable daterestrictions.

Seasonal - check this button and enter a From month and dayand a To month and day.

Begin using this address on - check this button to prevent anaddress from being used before a certain date. Enter the date.

Stop using this address after - check this button to prevent anaddress from being used after a certain date. Enter the date.

9. Select SAVE to return to the Contact/Address Edit screen.10. On the Contact/Address Edit screen, select SAVE to return to the

Customer Information screen.


Alternate Addresses/Contacts Address and Contact Edit

Recording Customer Demographics InformationThis function is only available if the optional List Management Modulis installed on your system. This screen provides a selectable list ofpages of customized customer demographic information. Thenumber of pages and design of each page is entirely dependent on thway the demographic screens are set up in the Maintain Demograph

AddressDate

Restrictions


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Screens option of the List Management Module. See Creating SpecialCustomer Demographics Information Screensin Chapter 6 of theSetup Guide.

1. From the Customer Information screen, select the Demographicstab.

2. To view or enter information a demographics page, double click othe selected page, or position the menu cursor bar on theappropriate page and press .

After viewing or editing the page, M.O.M. returns to the list.


Recording Customer InformationDemographics Information Demographics

Sending a Customer a Catalog

On a daily basis, customers and prospective customers may call, writeor e-mail and request that a catalog be sent to them. To fill theserequests, follow this procedure.

1. From the Customer Information screen select the NEW CONTACT

CustomerInformation

Screen -Demographics

Tab


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button to display the New Contact Entry screen.

2. If one applies, or is required, enter or lookup the Contact SourceKey.

3. Use the Contact Name pull-down list to select the name of theperson to send the catalog to. The name defaults to the primaryname for the customer. To add a new name, select the ADD buttoand refer to Adding or Editing Alternate Addresses and Contactsearlier in this section.

4. To print a mailing label for a catalog,

Click on: Print a Catalog Request Label

5. If you wish to hold the catalog for mailing at a later date, press and move the cursor to the Do Not Mail Untilfield. Enter that datin this field.

6. Move your cursor to the Catalog to Sendpull-down list and seleca catalog.

7. Optionally, select the PRINT LABEL button to print the labelimmediately, instead of waiting for the next run of the Batch OrdeProcessing function or using the List Management Module. The

label prints to your local printer.


Sending a Customer a Customer ContactCatalog

CustomerContactScreen -

Mail

Tab


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Sending a Customer a Form LetterPeriodically, you may need to contact a customer by mail, fax or e-mail. The customer form letters enable you to do this quickly andeasily.

Note:You can also send a form letter in Order Entry. See Sending

Form Letter During Order Entryin Chapter 2.

1. On the New Contact Entry Mail Contact tab screen, move thecursor to the Notice to Send field.

2. If one applies or is required, enter or lookup the Contact SourceKey.

3. Use the Contact Name pull-down list to select the name of theperson to send the notice. The name defaults to the primary namefor the customer.- To add a new name, select the ADD button andrefer to Setting Up Alternate Addresses and Contactsearlier in thissection.

4. Move your cursor to the Notice to Send pull-down list and selectone of the form letters.

5. If you wish to customize the letter/notice select the CUSTOMIZEbutton. The letter/notice is displayed for editing.

Note: If you chose a notice that was created using MS Word, M.O.Mwill open Word for you to edit the notice. If Word does not open oyour screen, press to open Word.

6. Once you have finished editing the notice, select the SAVE button

and M.O.M. returns to the New Contact Entry screen.7. Select one of the following Send Options for the notice (any

combination of options may be selected). Print to Printer - Includes the notice in the normal run of notices i

the Batch Order Processing function. Internet E-Mail - Sends the notice via E-Mail using Microsofts Mail

client software program. Fax - Sends the notice to the customers fax number.8. To send the notice via e-mail or fax immediately, instead of during

the next run of notices in the Batch Order Processing function,

select the SEND ON SAVE button.9. To include a subject header on an e-mail or fax, enter the header i

the Subject Header for E-Mail or Fax field.

Note: You must have the customers E-Mail address and/or faxnumber on the Customer Information screen. Also, you must havethe selected E-Mail client software installed on your workstation.


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10. Once you have finished, select the SAVE button and M.O.M. returnto the Customer Information screen.

See AlsoMail Order Manager Help

For information about SeeSending a Customer Form Customer ContactLetterCreating a Form Letter Customer Notice MaintenanceCustomize a Form Letter Customize a Letter

Issuing a Promotional CreditYou can record the amount of a special offer or rebate program giveto a customer. You can also use this procedure to give someone ahouse credit. This amount is carried forward to their next order.

1. Select the NEW CONTACT button on the Customer Informationscreen to display the New Contact screen. (See the screen earlier ithis section.)

2. Enter the amount (in dollars) of the promotional credit in thePromotional Credit field.

Note: The promotional credit is non-transferable. It will be availablto redeem on the customers next order only.


Issuing a Promotional Credit Customer Contact


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Viewing Account InformationBy selecting the Account tab from the Customer Information screenM.O.M. enables you to choose a customers invoice to edit/view.

1. Position the cursor menu bar on the invoice you want to view/ediand press, or double click on your choice using your mouse tdisplay the Order screen for that invoice.

Note: There may be more than one invoice part for an order if theorder was shipped in multiple parts. This is indicated in the Invcolumn. If there is only one invoice, an A is displayed, if there artwo, a B is displayed, etc.

CustomerContact

Screen -Account

Tab

Order Screen


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2. To view all the charges and payments for an order, on the Tool Ba

Click on:The Journal Entries for Order screen is displayed.

3. After viewing this screen, select the CLOSE button.4. After viewing/editing an order, select the SAVE ORDER button to

return to the invoice list.

See Also

Mail Order Manager HelpFor information about See

Viewing Account Information Customer Information Account

Viewing Previous ContactsM.O.M. keeps a record of each notice sent, catalog sent, and phonecontact or scheduled call (if you are using the optional TelemarketinModule).

To view a list of these contacts,

1. Select the Contact History tab from the Customer Informationscreen.

Journal Entries

For OrderScreen


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2. To view/edit a specific contact entry, position the cursor menu baron the contact you want to select and press, or double click oyour selection using your mouse to display the Review of ContactEntry screen with either Phone Contact or Mail Contact tabdisplayed depending on whether the contact was a mail contact ophone contact.

CustomerInformation

Screen -Contact

History Tab

Review ofContact Entry

Screen -(Phone Contact

Shown)


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Hint: For a phone contact, you can expand the Call Log box to seall phone contacts made by double clicking with your left mousebutton while in the box.

3. When you are finished viewing the contact entry select the SAVEbutton and M.O.M. returns to the contact history list.


Viewing Previous Contacts Customer Information - ContactHistory

Phone Contact Telemarketing Module

Viewing Previous Purchases

M.O.M. allows you to view a list of the individual items purchased by customer.

1. Select the Purchases tab from the Customer Information screen. Aselectable list of previous purchases is displayed.

2. Select the PRINT button to print a listing of all purchases and/orreturns ever made by that particular customer.

3. Optionally, use the Display drop down to filter the list of purchaseby All Ordered Items, Shipped Items Only, Back Ordered ItemsOnly, Quotation Items Only or Returned Items Only.

CustomerInformation

Screen -Purchases Tab


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4. To view/edit the order associated with a particular item, positionyour cursor menu bar on the item and press, or double click othe item using your mouse to display the Order Information screen

5. After viewing/editing the order select the SAVE ORDER button andM.O.M. returns to the list of items purchased.


Viewing Previous Purchases Customer InformationPurchases

Viewing Previous OrdersFrom the Customer Information screen, M.O.M. enables you to view selectable list of the previous orders for a customer.

1. Select the Orders tab.2. Select the PRINT button to print a listing of all orders ever placed b

that particular customer.3. To view/edit an order, position the cursor menu bar on the order

you want to select and press or double click on the order wityour mouse to display the Order Information screen.

OrderInformation

Screen


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4. After viewing/editing the order information, select the SAVE ORDEbutton. M.O.M. returns to the Order list.


Viewing Previous Orders Customer Information - Orders

Viewing or Setting up Customer Financial InformationThe Financial tab on the Customer Information screen contains all ofthe information related to a customer account, including their currenbalance, promotional credit, points and rewards, terms, credit limit, taexempt status, and applicable discount.

1. From the Customer Information screen, select the Financial tab.

OrderInformation

Screen


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2. Optionally, if the customer is allowed to pay on open invoice, entetheir Credit Limit and their Terms. Enter a discount %, the numbeofDays to pay by to receive the discount, and the Net terms (30days, etc.). If no discount applies, just enter the Net terms.

Note: If a customer becomes a bad credit customer at some poincheck the Bad Credit box. A warning is displayed in the CustomeInformation Screen in red letters.

3. Optionally, if the customer is sales tax exempt at a state level, checthe box for Tax Exempt. Optionally, enter the Tax ID # (exempt

number) for the customer.4. Optionally, if the customer is sales tax exempt at a national level

(VAT), check the box for National Tax Exempt. Optionally, enterthe Tax ID # (exempt number) for the customer.

5. Optionally, if the customer is eligible to receive a discount onpurchases, enter the discount percentage in the Discount field.

6. Optionally, if the customer has a preferred payment or shippingmethod, select them from the Preferred Method of Payment orPreferred Method of Shipment dropdown menus.

CustomerInformation

Screen -Financial Tab


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Printing or Viewing Reward Points HistoryIf you have a points and rewards program set up, (see Setting up aPoints and Rewards ProgramChapter 3 of the Setup Guide) you canview and/or print a statement history for a customer on the Financiatab.

1. Select the PRINT/VIEW POINTS HISTORY button to display theCustomer Points & Rewards screen.

2. Select the From and To date range for the Statement and select the

PROCESS button.3. Select to PRINT or VIEW as required.

Note: Points and Rewards Statements can also be printed for allcustomers at once. See Generating Points and RewardsStatementsin Chapter 5.


Viewing Previous Orders Customer Information - Orders

Points andRewards

Screen


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Chapter 2 Entering New Orde


Chapter 2

Entering New OrdersThis chapter provides detailed instruction on the following:

Entering an Order Starting with the Customer

Entering an Order Starting with the Items

Entering Orders with Different Address Options

Entering Sales Information

Entering Stock Codes Entering Special Types of Items

Editing Line Item Information

Writing Order, Box Label and Warehouse Notes

Writing an Order Memo to the Customer

Sending a Customer Form Letter During Order Entry

Selecting Shipping Methods and Scheduling Shipments

Viewing the Default Packaging for Items in an Order

Shipping Ahead a Partially Filled Order

Entering Order Payment Information

Copying Orders

Putting an Order on Hold

Quick Printing an Order

Entering a Quotation

Using the Show Options on the Order Total Tab

Creating Club Membership Plans

Creating New Orders Using the Batch Order Making Utility


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Entering an Order Starting with the CustomerTo enter a new order starting with the customer, see Looking up aCustomeror Entering a New Customerin Chapter 1.

Once the customer has been found or added,

1. Select the NEW ORDER button from the Customer Informationscreen.

The Order Entry screen is displayed.

2. Enter the line items in the grid area on the screen. (See EnteringStock Codeslater in this chapter.)

3. If you do not know an item number, place your cursor in the Itemfield and press to search for the item.

Note:Once you start entering items on the grid, the Line ItemDetailtab is brought forward.

4. When you are finished entering each item and quantity, pressand M.O.M. completes the remaining fields for the item on the grid


Entering an Order starting Order Entry - Entering Linewith the Customer Items

Order EntryScreen


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Entering an Order Starting with the ItemsTo enter a new order starting with the items,


Click on: OrderEnter New Order


Click on:The Order Entry screen is displayed. (See the previous page.)

3. Complete this screen as described in Starting with the Customeranthen select the SELECT BILL-TO button on the Addresses tab tobring up the Customer Lookup screen to find or enter a new

customer for the order. See the procedure below for EnteringOrders with Different Address Options.


Starting with the Items Order Entry Overview

Entering Orders with Different Address Options

For orders with different shipping addresses, different sold-toaddresses and gift orders, M.O.M. provides an easy way to enter orderand make changes as required. And, if a customer has had shippingaddresses, sold-to addresses or gift addresses set up previously orplaced orders with different addresses, the different addressinformation is automatically plugged in for you in new orders forthat customer.

To enter addresses for an order, select the Addresses tab on theOrder Entry screen.


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Entering a Billing AddressThe billing address may be the only address on an order, in whichcase it serves as both the billing and shipping address. In this case thpull-down menu at the top of the Addresses tab should be set toBilling Address is same as Shipping Address. In other cases, thebilling address is used along with a sold-to address and/or one ormore shipping addresses. If you entered the order starting with thebilling name customer, the billing name is entered for you. If you sta

with a sold-to or shipping name, you need to select a billing name fothe order.

To change or enter a billing address,

1. On the Addresses tab on the Order Entry screen, select the SELECBILL-TO button to bring up the Customer Lookup screen to find oenter a new customer for the order. If the billing address is alreaddisplayed, select the CHANGE BILL-TO button to lookup a differencustomer or enter a new one.

2. If the billing address is the only address, select Billing Address issame as Shipping Address in the pull-down menu at the top of thscreen tab. If there are other addresses, refer to the appropriateprocedure below.

Addresses Tab


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Entering a Sold-To AddressA sold-to address is used on an order when the person ordering is nothe person who is paying for the order.

Note: There are two instances when a customer may have multipl

sold-to addresses associated with their customer record: 1. If thecustomers last order had a sold-to address, or 2. if a customer whdoes not have any orders on file was set up with one or morealternate addresses that were designated a sold-to address. If youwant to change the sold-to name, continue with Step 1 below.

1. On the Addresses tab on the Order Entry screen, select the SELECSOLD-TO button to display the Select or Lookup Sold-To Name/Address.

2. If the sold-to name is listed, select the name by positioning thecursor menu bar on the customers name and pressing or bydouble clicking on the name with your mouse.

3. If the customer is not listed, use the Customer Lookup portion of thscreen to search for the customer or add a new customer.

Note: You can narrow the search to include only names that havebeen used as sold-to addresses previously by changing the Searchpull-down menu to Sold-To Addresses Only.

Select orLookup

Sold-ToName/Address


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Entering a Single Shipping AddressUse this procedure if the whole order will be shipped to one singleaddress that is different from the billing address.

Note: If the customers last order was shipped to a single separate

address or if a customer who does not have any orders on file waset up with one or more alternate addresses that were designated ship-to address, the pull-down menu at the top of the Addresses tais automatically set to Separate Shipping Address for Entire Orderand the ship-to name(s) is already filled in on the screen ordisplayed in a selectable list. If you want to change the shippingaddress, continue with Step 1 below.

1. On the Addresses tab on the Order Entry screen, select SeparateShipping Address for Entire Order in the pull-down menu at thetop of the screen tab.

2. Select the SELECT SHIP-TO button to display the Select or LookupShip-To Address screen.

3. If the name/address to whom the order is to be shipped is listed,select the appropriate customer by positioning the cursor menu baon the customers name and pressing or by double clicking o

the name with your mouse.4. If the customer is not listed, use the Customer Lookup portion of th

screen to search for the customer or add a new customer.

Select OrLookupShip-To

Name/Address


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Note: You can expand the listing or search to include other namesbesides those that have been used as ship-tos by changing theSearch pull-down menu to another setting besides Restricted -Only Addresses Belonging to This Customer.

Entering Multiple Ship-To AddressesUse this procedure if each line item or groups of line items are goingto be shipped to different addresses.

Note: If the customers last order was shipped to multiple addressethe pull-down menu at the top of the screen tab is automatically seto Multiple - Separate Shipping Address for each Line Item. Selecthe address for each line item using the procedure below.

1. On the Addresses tab on the Order Entry screen, select MultipleSeparate Shipping Address for each Line Item in the pull-down

menu at the top of the screen tab. The Multi-Ship/Gift Info tab iactivated.

2. Enter the first line item for the order. (See Entering Stock Codeslatein this chapter.) The List of Ship-to/Gift Recipients for this Order

pop-up is displayed.

Multi-Ship/GiftInfo tab


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3. This is a list of names already entered as shipping addresses for thorder. If the name/address is already in the list, select it. If the namis not in the list, select the NEW button to display the Select orLookup Ship-To Name/Address screen.

4. If the name/address to whom the order is to be shipped is listed,select the appropriate customer by positioning the cursor menu baon the customers name and pressing or by double clicking othe name with your mouse.

List of Ship-ToGift-To Names/Addresses for

the Order

Select OrLookupShip-To

Name/Address


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5. After selecting the name, the line items screen is displayed for theentry of the next order item.

6. If the customer is not listed, use the Customer Lookup portion of thscreen to search for the customer or add a new customer. Afterselecting or adding a customer, the line items screen is displayed fothe entry of the next order item.

Note: You can expand the listing or search to include other namesbesides those that have been used as ship-tos by changing theSearch pull-down menu to another setting besides Restricted -Only Addresses Belonging to This Customer.

7. Optionally, select Specific Shipping Via and/or ScheduleShipment for to control how and when each shipping name/address is to have their package(s) shipped.

8. Repeat steps 2-6 for each line item in the order.9. Optionally, check shipping destinations of each item in the entire

order after entering all contents, by selecting to View Items foraparticular shipping address in the order.

Entering Single or Multiple Gift RecipientsUse this procedure to enter a gift order with one or more recipients.

Note: If the customers last order was a gift order, the pull-downmenu at the top of the screen tab is automatically set to Gift Orde- One or More Recipients. Select the address for each line item

using the procedure below.1. On the Addresses tab on the Order Entry screen, select Gift Orde

- One or More Recipients in the pull-down menu at the top of thscreen tab. The Multi-Ship/Gift Info tab is activated.


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2. Enter the first line item for the order. (See Entering Stock Codeslatein this chapter.) The List of Ship-to/Gift Recipients for this Order idisplayed.

3. This is a list of names already entered as gift recipients for this ordeIf the name/address is already in the list, select it and optionallyselect or enter a Gift Message. Select PICK GREETING to selectone of the user defined gift messages. Select USE LAST to copy thlast greeting entered. Or, type in a new greeting in the spaceprovided.

Multi-Ship/GiftInfo Tab

List of Ship-ToGift-ToNames/

Addresses forOrder


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After entering the greeting, the line items screen is displayed for theentry of the next order item.

Note: Because of the special shipping label required for the UPSOnLine Compatible shipping system interface, you are limited to lines for the gift message. However, if you are using the Legal Gifform, all 6 lines will print on the bottom gift card.

4. If the name is not in the list, select the NEW button to display theSelect or Lookup Ship-To Name/Address screen.

5. If the name/address to whom the order is to be shipped is listed,select the appropriate customer by positioning the menu cursor baon the customers name and pressing or by double clicking othe name with your mouse. After selecting the name, optionallyselect or enter a Gift Message. Select PICK GREETING to selectone of the predefined gift messages. Select USE LAST to copy thelast greeting entered. Or, type in a new greeting.


6. If the customer is not listed, use the Customer Lookup portion of thscreen to search for the customer or add a new customer.

Note: You can expand the listing or search to include other namesbesides those that have been used as gift-tos by changing theSearch pull-down menu to another setting besides Restricted -Only Addresses Belonging to This Customer.

Select orLookupShip-ToGift-To

Name/Address


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7. After selecting or adding the name, optionally select or enter a GifMessage. Select PICK GREETING to select one of thepredefined gift messages. Select USE LAST to copy the last greetinentered. Or, type in a new greeting.


8. Optionally, select Specific Shipping Via and/or ScheduleShipmentfor to control how and when each gift recipient is tohave their package(s) shipped.

9. Repeat steps 2-8 for each gift recipient in the order.10. Optionally, check shipping destinations of each item in the entire

order after entering all contents, by selecting View Itemsforaparticular gift recipient address in the order.

Using Right Click Mouse Options for Order Address EditsSometimes you might accidentally put the right name in the wrongplace. A billing name may actually be the shipping or a sold-to mighactually be the billing name on an order. Or, you may want to delete sold-to, billing or shipping name. M.O.M. enables all of these tasks tobe accomplished using the address edit options.

To use any of the address edit options,

1. On either the Addresses or Multi-Ship/Gift Info screen tab, with

your mouse, right click on the Billing, Shipping, Gift-To or Sold-Tname/address. The address options box is displayed


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2. On the Addresses tab only, to swap the position of a name/address in an order with different billing, shipping and/or sold-toaddresses, use your mouse to drag and drop the address to thenew position. For instance, if the billing address is actually theshipping address, select the billing address and drag and drop it tthe shipping position.

3. On the Addresses or Multi-Ship/Gift Info tab, to delete anaddress, select the Delete option in the edit box.

4. On the Addresses or Multi-Ship/Gift Info tab, to change an

address, select the Change option in the edit box. You can also dthis with the CHANGE button.

5. On the Addresses or Multi-Ship/Gift Info tab, to view an addresselect the View option in the edit box. You can also do this with thVIEW button.

6. On the Addresses tab only, to lookup an address, select the Selecoption in the edit box. You can also do this with the SELECT butto

See AlsoMail Order Manager Help

For information about SeeEntering Addresses Order Entry - Addresses TabOrders with Multiple Shipping Order Entry - Multi-Ship or Gift InfoAddressesGift Orders Order Entry - Multi-Ship or Gift Info

AddressEdit

Options


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Entering Sales InformationM.O.M. keeps track of pertinent sales information including advertisinsource, catalog code, salesperson ID, and order type. This informatiois used primarily for reports. Depending on the settings in MaintainGlobal Parameters, some of these fields may or may not be required

during order entry.

Source KeyThis code indicates the advertising source for an order.

1. From the Order Entry screen, select the Sales Information tab.

2. In the Source Key field either enter a full or partial source key orpress for a list of valid codes. If you enter a partial code, theSelect Source Key lookup screen is displayed.

3. Select the appropriate source key by positioning your menu cursobar on your selection and pressing or by double clicking on iwith your mouse.

Catalog CodeM.O.M. enables you to enter catalog codes to indicate from whichcatalog the customer is ordering.

1. From the Order Entry screen, select the Sales Informationtab.

Order EntryScreen- Sales

InformationTab


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2. Enter the catalog code in the Catalog Code field or press for alist of valid codes.

Note: Depending on how you set up your system, the CatalogCode field may be filled in automatically when the source key isentered.

Sales IDThis field identifies the salesperson to receive a commission on theorder.

1. From the Order Entry screen, select the Sales Information tab.2. Enter the salespersons ID in the Sales ID field or press for a li

of valid IDs.

Order TypeThis field identifies the type of order being taken.

1. From the Order Entry screen, select the Sales Information tab.2. Enter the type of order in the Order Type field or press for a li

of valid codes.

Order PriorityThis field identifies the priority of the order being taken.

1. From the Order Entry screen, select the Sales Information tab.2. Select High or None from the Order Priority field. A High priorit

allows the order to be prioritized for the Backorder Fulfillment,Warehouse Manager' s screen and the Packer' s Workstation.

Order Promotion CodeThis field identifies if an order promotion is being allowed.

1. From the Order Entry screen, select the Sales Information tab.

2. Select Remove Promotion or Allow Promotion to remove orinclude the order promotion on the order. The Order Promotion iin addition to a customer or item promotion or discount.


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Entering Sales Information Order Entry - Sales Information TabOrders Order Promotion Code Order Entry - Sales Information TabAddresses Tab

Order Promotions InformationInfo

Entering Stock CodesM.O.M. provides several helpful tools to enable you to quickly andeasily enter the items on an order.

1. To enter a line item you can click your mouse with the cursorpositioned anywhere on the line item grid (the area at the top of thscreen with the lines and columns), or select the Line Item Detaitab on the Order Entry screen.

2. If you know the M.O.M. stock code completely, type in thecomplete code in the Item column and press.

3. Enter the Qty and press to display the Description, Unit Priceand Extended price.

4. If you know only the part of the code, starting with the first fewletters or numbers in the code, enter part of the code in the Itemcolumn and press to display a list of matches.

5. Select the stock item from the list and enter the Qty and press t

Order EntryScreen-

Line ItemDetail Tab


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display the Description, Unit Price and Extended price.

6. If you do not know the code for the item or want to try to find itbased on price, description, supplier code, etc., press to displathe Stock Item Lookup screen to search based on any otherparameter.

Note: As an alternative to the M.O.M. stock code, you can also entean item using the UPC Code (the entire code must be entered) orISBN/Alternate ID (a partial entry can be used) for an item if thosfields have been set up for the item in the Maintain Stock Itemfunction. See Establishing UPC, ISBN or Alternate IDs for a StockItemin Chapter 2 of the Setup Guide.

Hint: Each time you enter a line item, the display fields in the LineItem Detail tab change to provide additional information aboutavailability, tax status, etc.


Entering Line Items Order Entry - Line Item Detail Tab

Entering Special Types of ItemsSome stock items have additional information or special proceduresrelated to them when they are entered in an order.

Gift Certificates1. Enter the gift certificate item just like any other stock item, howeve

you must enter a quantity of 1. To sell multiple certificates, youmust enter multiple line items.

2. After entering the quantity and pressing , the Gift CertificateControl screen is displayed.


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3. Select the Purchase radio button.4. Optionally, enter the Expiration Date. If left blank, there will not b

an expiration date. For instance, expiration dates are usually a yeafrom the date of purchase, depending on your company policy.

Note: If a gift certificate expires, it will no longer be able to beredeemed.

5. Enter the Recipient name.6. Select the PROCESS button. M.O.M. displays a screen with the Gift

Certificate #.7. Select OK and the gift certificate item is entered. All of the associate

information, including the Recipient, Notation and Certificate # arekept in the Custom Information field.

Note: To change the amount of a Gift Certificate (if your companypolicy allows this), follow the procedure for Changing a Unit Pricin Editing Line Item Informationlater in this chapter.

Serialized Inventory Items

A serialized inventory item is entered just like any other stock item.Unless you need to view or edit the serial number, no special action required. Follow the procedure below only if you need to view or edthe serial number information after entering the item in the order.

1. From the Order Menu Bar,

Gift CertificateControl System


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Click on: Order EditsSerial Number Information


Click on:

A pop-up screen is displayed.

3. Select the item and select the EDIT button.4. Modify the serial number and select the CLOSE button.

Entering a Non-Inventory ItemIn some cases, a customer may want to order an item that you do nostock. M.O.M. enables you to enter these types of items using thefollowing procedure.

1. On the line item grid on the Order Entry screen,2. Leave theItem field blank, and press or.3. Enter the quantity and press again. M.O.M. asks you if you wan

to enter a non-inventory item.4. Select YES.5. Enter the unit price of the item.6. In the Line Item Detailtab, enter the description in the

Custom Informationfield. Then, use the pull-down menus toselect the Product Type (default value is product item) and Tax

Status (default value is taxable) for the item as required.

Note: Users having the Advanced Warehouse Module will beprompted to select a warehouse for the non-inventory line item toensure that the item is properly shipped.

Items with Cross-Sells, Up-Sells, Substitutes orPromotionsFor some items, there may be other items that are either required(substitute) or suggested (up-sell) replacements for another item.

Other items may have accessories that are suggested as complementto the item ordered (cross-sell) or linked to a free or discounted item(promotion).

When stock items have these associated items set up with them, aspecial display is added to the normal line item entry procedure.


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1. Enter the item just like any other item.2. After entering the quantity and pressing , the Cross-Sell, Up-Sel

Substitute Item, or Promotional Product screen is displayed.

3. Look at the title bar of the screen to determine if the selling tooldisplayed is a cross-sell, up-sell, substitute or promotion.

4. Note the Reason. This is either Suggestion Only or RequiredSubstitution.

5. Optionally, if the order is a telephone order, read the OperatorsScript to the customer if a script is provided.

6. If the Reason is Suggestion Only, select the ACCEPT or DECLINEbutton based on the customers decision. If the Reason is RequireSubstitution, only the ACCEPT button is available.

7. If you select ACCEPT, the alternative item is automatically entered ithe order either in place (substitute or up-sell) or in addition (crossell or promotion) to the original item.

Note: In those cases where more than one selling tool is set up foan item, M.O.M. prioritizes Up-Sells ahead of Promotion, followedby Substitutes and Cross-Sells. Cross-Sells are only displayed if theproceeding Up-Sell and/or Substitute is declined.

An Item with a Customer Notice AssociationAs a means of providing an accompanying set of instructions orpromotional announcement about a product, any one of the CustomeForm letters created in M.O.M. can be associated with a stock item inProduct > Maintain Stock Item > Miscellaneous tab. When that item i

Corss_Sell,Up_Sell,

SubstituteItem, orPromotional

Product Screen


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entered in an order, some decisions about the notice need to be madby the order entry operator.

1. Enter the item just like any other item.2. After entering the quantity and pressing , the Customer Notice

Request screen is displayed.

3. Move your cursor to the Notice to Send field and use the pull-down menu to select the notice.

4. Select the CUSTOMIZE button to tailor the notice for a specific

customer.

Note: If you chose a notice that was created using MS Word, M.O.Mwill open Word for you to edit the notice. If Word does not open oyour screen, press to view Word.

5. Once you have finished editing the notice, select the SAVE buttonand M.O.M. returns to the Customer Notice Request screen.

6. Select the Recipient for the notice.7. Select one of the following send options for the notice (any

combination of options may be selected).

Print to Printer - Includes the notice in the normal run of notices ithe Batch Order Processing function.

Internet E-Mail - Sends the notice via E-Mail using Microsofts Mailprogram.

Fax - Sends the notice to the customers fax number.

8. To send the notice via e-mail or fax immediately, instead of during

CustomerNotice

Request


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the next run of notices in the Batch Order Processing function,select the SEND ON SAVE button.

9. To include a subject header on an e-mail or fax, enter the header ithe Subject Header for E-Mail or Fax field.

Note: You must have the customers E-Mail address and/or fax

number on the Customer Information screen. Also, you must havethe selected E-Mail client software installed on your workstation.

10. Once you have finished, select the SAVE button and M.O.M. returnto the Order Entry screen.


Gift Certificates in Order Entry Gift Certificate Control System

Substitutes, Cross-Sells, Upsells Cross_Sell, Up-Sell, Substitute,and Promotions in Order Entry Promotional Items -

Prompt DisplayCustomizing a Notice Customize a Letter

Editing Line Item InformationAfter items are entered in an order, M.O.M. provides the flexibility tochange and customize items for particular situations.

Customizing a Line Item DescriptionM.O.M. allows you to enter an extended or special description for anitem.

On the Order Entry screen, select the Line Item Detailtab.


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1. In the line item grid, select the item.2. Enter the special description in the Custom Information field. Th

description is printed in its entirety on the customers invoice andor packing slip. It is also printed in its entirety on the drop shippurchase order if the item is a drop shipment.

Applying or Changing a Discount for an ItemM.O.M. enables you to apply or change a discount for an item.

1. On the line item grid, select the item.2. On the Order Menu Bar on the Order Entry screen,

Click on: Item EditsChange Discount

3. Or, position the mouse on the Dsct field and press the RIGHTMOUSE button to open the field.

4. Enter the discount percentage.

Changing the Item

You may change an item in the Order Entry screen.

1. On the line item grid, select the item.2. Position the mouse on the Item field and press the RIGHT MOUSE

button to open the field.3. Enter a new item by typing the stock number or partial stock

number for item and press .

Order EntryScreen -

Line ItemDetail Tab


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Changing the Unit Price of an ItemYou may change the unit price of an item in the Order Entry screen.

1. On the line item grid, select the item.2. From the Order Menu Bar on the Order Entry screen,

Click on: Item EditsChange Unit Price3. Or, position the mouse on the Unit Pricefield and press theRIGH

MOUSE button to open the field.

4. Change the unit price and press .

Changing the Quantity of an ItemYou may change the quantity of an item in the Order Entry screen.

1.On the line item grid, select the item.2. From the Order Menu Bar on the Order Entry screen,

Click on: Item EditsChange Quantity

3. Or, position the mouse on the Qty field and press the RIGHTMOUSE button to open the field.

4. Change the quantity and press .

Force Filling or Force Back Ordering an ItemM.O.M. enables you to change the status of a line item to force fill back ordered item or force back order a filled item. This is typicalldone to give and take from inventory from one order to another; i.e.an order that may be on hold has an item filled that another order noon hold has backordered. The item on the order on hold is forcebackordered and the item on the order not on hold is force filled.

1. On the Order Entry screen, select the line item.2. On the Order Menu Bar,

Click on: Item Edits

Change Status3. Or, on the Tool Bar,

Click on:The Change Line Item Status screen is displayed.


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4. Change the quantity if necessary and select the Filled button orBack Ordered.

5. When force filling, if you want to add additional inventory for thitem and not take from your existing inventory, make sure that thcheck box Take from Inventory is not selected. If you areallocating existing inventory for the item (perhaps by force backordering the item in another order), make sure that the check box selected.

Deleting a Line ItemTo del

Documents

Dydacomp's Multichannel Order Manager 5.4 Reference Guide