Y.E.S.!™ enables you to accurately and completely process orders received via E-Commerce through your web site. Because the items ordered online are not removed from your inventory until the order is processed, it is CRUCIAL that you process the online orders as soon as possible, to assure that the information is reflected in your current inventory.
NOTE: Because it is proper procedure to invoice at the same time or after the product is shipped, it is HIGHLY recommended that you follow the steps in the order provided below. These steps are also implemented to automatically maintain complete control of your inventory and sales records.
1st: Retrieve Internet Sales
From the Internet Sales screen, clicking on the "Check for Email Sales" button will search your designated email orders account for new sales. Any new (pending) orders will be listed in the area on the left of the screen.
2nd: Print Pick List
Now that you have online orders, it is your responsibility to provide your customers with the items they requested in a timely manner. In order to assist you in processing these sales in a orderly fashion, you can print a "Pick List" or listing of the pending orders and the items to be shipped with each. This report enables you to have a physical listing or document to use for packaging orders. This report can be given to your order fulfillment department for use as a check sheet. Once the products have been packaged to be shipped, you can now process the order.
3rd: Start Processing the Order
Now that the orders are packaged and ready to be processed, select the individual sales from the listing of pending sales, and click on the "Process Sale" button. The Process Sale screen will appear.
4th: Determine Billing or Payment Procedure
If you have established an account with a secure transaction provider, and you are able to accept credit cards online, the online customer has the choice to either pay with their credit card number, or to request an invoice to be paid later.
If the customer paid for this order via credit card, the sentence at the top of the screen will read:
"This Order was Received Via Secure Methods." This means that the customer's payment for this order has already been received. This sale can only be processed as a "Cash Sale." Because the customer's funds are already in your account, you will not be able to alter items ordered, prices, or charges for this order.
If the customer has chosen to be invoiced for the order, the sentence at the top of the screen will read:
"This Order was Received Via Regular Email." Depending on how you are going to receive payment, this sale can be processed as a "Cash Sale" or as an "Invoice."
At this point, you have the option to call the customer in order to acquire a credit card number, and process the sale as a "Cash Sale," or to simply process the order as an "Invoice." Orders received via "Regular Email" that are marked as cash sale assume an alternate means of communication are in place through which you have received payment for these items. As a result, you have the ability to alter the items ordered, prices, and charges for this sale.
From the "Process Sale" screen, all information for this specific order is displayed, categorized into tab headings for your convenience.
From the "Order Information" screen, you are able to view the general and contact information for the customer.
From the "Ordered Items" tab screen, you have the ability to change items ordered, prices, and charges for this sale (provided the order was received via "Regular Email").
From the "Fulfillment Options" tab screen, you have the ability to alter the taxes, shipping charges, terms, and shipping method (provided the order was received via "Regular Email"). If the order was received via "Secure Method," these fields will be viewable only. Also form this tab screen, you are able to enter a purchase order number to apply for this sale. In addition, there are three (3) check boxes at the bottom of this tab screen: Print Invoice, Print Packing Slip, and Print Receipt. Placing a check in the corresponding box prints these forms when you have completed processing this order.
From the "Customer Comments" tab screen, you are able to view any comments the customer has included with this order.
5th: Print Labels for Shipping
From the "Addresses" tab screen, you are able to view and change the billing and shipping addresses for the customer. Also from this tab screen, you have the ability to print labels for each to be applied to the shipping package by clicking on the corresponding "Print Label" buttons.
6th: Type a Memo for this Transaction (Optional)
From the "Memo" tab screen, you are able to enter an internal memo pertaining to this transaction. The memo will be viewable from the Customers - Transactions tab screen by selecting this transaction from the listing and clicking on the "View Notes" button.
7th: Process the Sale
NOTE: You will not be able to view or re-process this order once you click the "Process" button. Make sure you have reviewed and completed any information on the "Process Sales" tab screen BEFORE proceeding!
Once you have reviewed the order information and made any applicable changes to the order information, click the "Process" button to complete this transaction and process the sale. Clicking this button will print the invoice, packing slip, and receipt (if checked), and automatically update your inventory, customers, sales, and tax records to reflect this transaction.
NOTE: Because Y.E.S.!™ keeps track of all in-store and online sales for each of your customers, the system searches the online order for the customer's name and email address to establish if the order is from an existing customer. Because Y.E.S.!™ will not allow duplicate names of customers, if a new internet customer with the same name as an existing customer (but a different email address) places an order online, Y.E.S.!™ will automatically append a number to the end of the customer's name and create a new customer.