dydacomp's multichannel order manager 6 learning guide

User Learning Guide

Mail Order Manager®

Version 6.0 for Windows

Dydacomp

US Users(800) 858-3666

www.dydacomp.com

UK Users0800 032 6559

www.dydacomp.co.uk

Copyright

The Mail Order Manager software and its documentation are protected by both United States copyright law and international treaty provisions. You may not copy the Mail Order Manager software or the Mail Order Manager documentation for any reason except for archival purposes, and by express written permission from Dydacomp Development Corporation.

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Version 6.0 for WindowsSeptember 2007

Table of Contents

Table of ContentsPreface Introduction 1

Welcome 1

Guide Overview 1

How to Use This Guide 1

Lesson 1 Getting Acquainted With Your Computer & Windows 3

Helpful Information for Beginners 3

Computer Hardware and Software 3

Operating Systems 4

Your Hard Disk and the Tutorial Edition CD 4

Your Computer Keyboard 4

Your Computer Mouse 5

More About Windows 5

Lesson 2 Getting Started With the Tutorial Edition 9

A Word About This Guide 9

What You Need to Run the Tutorial Edition 9

How to Install the Tutorial Edition 10

Using the Tutorial Edition after Installation 10

M.O.M. User Learning Guide I

Table of Contents

You’re Ready to Go! 11

Lesson 3 Traditional Order Entry and Review 13

Order Entry Example —An E-Mail Order 13

Order Entry Example —An Order Inquiry 27

Order Entry Example —A Gift Order 38

Order Entry Example— A B-to-B Order 48

Order Review Example —Return and Exchange 54

Order Review Example —Order Inquiry 58

Lesson 4 eCommerce Order Import and Review 65

M.O.M. Default Import 65

Order Management Modules 67

Web Auction Management Modules 68

Lesson 5 Using Other Customer Functions 71

New Customer Entry 71

Customer Maintenance 79

Customer Accounts Receivable (A/R) 87

Completing an Outbound Telemarketing Call 91

Lesson 6 Processing Orders 97

The Order Status Report 97

II M.O.M. User Learning Guide

Table of Contents

Step 1—Electronic Payment Processing 100

Step 2—Processing Orders in Batch and Printing Paperwork 103

A Quick Look at Other Order Processing Design Options 106

Manager’s Authorization Settings 108

Lesson 7 Setting Up A Stock Item 111

Setting Up the New Stock Code 111

Setting Up General Information for the Item 115

Setting Up Inventory Information 117

Setting Up Supplier and Purchasing Information 119

Setting Up Selling Prices 123

Setting Up a Product Specific Customer Notice 127

Setting Up Special Order Entry Operator Information 128

Setting up the Auction Tab 129

Setting up the eComM Tab 131

For More Practice on Your Own 133

Lesson 8 Using the Purchasing Functions 135

Low Level Reporting 135

Recording Product Order 137

Generating Purchase Orders 139

M.O.M. User Learning Guide III

Table of Contents

Reviewing Purchase Orders 139

Printing Purchase Orders 142

Receiving Items from the Supplier 143

Paying Suppliers 147

Lesson 9 Daily Accounting Activities 151

The Sales Listing Report 151

The Bank Deposit Report 152

Exploring the Connection to Your Accounting System 154

Lesson 10 Creating a Mailing List 157

The List Query—Asking the Question 157

Working with the List 165

Importing Prospective Customers 171

Other Features to Look at in the List Management Module 174

Lesson 11 Management Tools and Reports 175

Manager’s Dashboard 175

Performance Analysis Reports 176

Profit by Product Report 177

Lost Sales 178

Product Purchasing Forecast 179

IV M.O.M. User Learning Guide

Table of Contents

Lesson 12 Other Features To Try On Your Own 183

Important—The Last Word 185

M.O.M. User Learning Guide V

Table of Contents

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VI M.O.M. User Learning Guide

Preface Introduction

Preface

Introduction

WelcomeHere at Dydacomp, we believe that the only effective way to learn or evaluate a software package as powerful as Mail Order Manager (M.O.M.) is to try it yourself. That’s why we’ve created the M.O.M. Tutorial Edition and the User Learning Guide. We’re confident that after just a short period of use, you’ll agree that M.O.M. is the most sophisticated, easy-to-use order management software package available for your business.

Guide OverviewThis guide represents only a small portion of M.O.M.’s most important and most commonly used functions. It is, by no means, a complete representation of all the functions, features, and power of M.O.M.

How to Use This GuideThis guide is intended for use with the M.O.M. Tutorial Edition. The design of this guide allows you to read only the sections of interest to you, each lesson is “standalone” and does not require the previous lesson to be completed. The guide is divided into twelve chapters.

Lesson 1 is designed to help those who have never used a computer before. It covers some of the basic terms and concepts associated with your computer and Windows. If you feel comfortable with computers, you can skip over Lesson 1 and begin with Lesson 2.

Lesson 2 provides instructions for the installation of the Tutorial Edition.

Lessons 3–11 provide guided exercises for the most important and frequently used functions in M.O.M. Each chapter is self-contained and much like a newspaper, you should feel free to skip around instead of

M.O.M. User Learning Guide 1

How to Use This Guide

reading cover to cover.

Lesson 12 is the concluding chapter and provides some important extra information that will be interesting and helpful.

That’s all you need to know to use the Learning Guide—have fun!

2 M.O.M. User Learning Guide

Lesson 1 Getting Acquainted With Your Computer & Windows

Lesson 1

Getting Acquainted With Your Computer & Windows

Helpful Information for BeginnersIf you are a computer novice, read this chapter carefully before using the M.O.M. Tutorial Edition. Don’t worry, you don’t have to be a computer genius to use this system! It’s easy. You will have fun, and you will learn about your computer. If you have used Windows computer software already, you might want to skip to Lesson 2, Getting Started With the Tutorial Edition.

Since you are intimately acquainted with your business, your needs, and your wish list, you will immediately recognize that M.O.M. is the most powerful, complete, and flexible solution to benefit all aspects of your business. In fact, you’ll probably be so excited that you’ll wish you owned it already. Just remember, don’t be intimidated by your computer. We are always here to help you if you encounter any difficulties or have any questions. Just call us at 1-800-858-3666 or 1-973-237-9415.

Computer Hardware and SoftwareComputer hardware is thought of as printers, the computer itself, the monitor, the keyboard, and the mouse. The most important part of the computer is the Central Processing Unit (CPU) where all of the “thinking” happens. Hardware cannot do very much by itself. It must be given life with computer programs known as software. M.O.M. is a very sophisticated software package that is easy to use or “user friendly” in the jargon of computer users. All editions of M.O.M. use data files in XBASE file format—the most widely used data storage standard for PCs.


Operating Systems

Operating SystemsAt the basic level, your computer must have an operating system. An operating system is also a software program. It keeps things organized inside of your computer’s CPU and on the computer’s hard disk. Most PCs today use one or more of the following types of operating systems: Windows 2000® Windows XP® Windows Vista®

With any of these operating systems, you are able to interact with your computer and Mail Order Manager.

Your Hard Disk and the Tutorial Edition CDYour computer stores programs and information on a delicate piece of magnetic media known as a hard drive. Programs that you buy for your computer usually come on CD-ROM (CD stands for Compact Disc. ROM stands for Read Only Memory) which is a type of disk that can store lots of information. Because M.O.M. is a big program, it cannot be downloaded instead we have sent you your M.O.M. Tutorial Edition on CD-ROM. Follow the easy installation instructions provided in the next chapter, and the files and programs on our CD-ROM will be stored on your hard drive where all of M.O.M.’s power can be unleashed and used at your command!

Your Computer KeyboardThere are many special keys on your computer keyboard, some of which are used in M.O.M. to do special jobs. Here’s a quick overview of some important keys.

The Ñ key is at the right of your keyboard. Some people think of it as the Return Key.

The arrow keys, ¢, £, ¤, and ¥ are located on the right hand side of your keyboard. They help you move the cursor (the blinking thing on your screen that lets you know what field you are in).

The Î key located on the left hand side of your keyboard, moves your cursor from one entry field to the next.

The Ë key is used in conjunction with the underlined letters (also known as “hot-keys”) on buttons and menu options. Hot-keys serve as an alternate method of “pressing” or selecting a button or menu option on a screen.



Finally, you should be familiar with two of the function keys on your keyboard— ¿ and À. ¿ is the Help key and À is the Lookup key in M.O.M.

Don’t worry about memorizing any of these keys now. You’ll find out all about them as you work your way through the rest of this guide.

Your Computer MouseIn addition to your keyboard, M.O.M. also gives you lots of navigation control with your mouse. You can move your cursor around the screens, select menu options, and “click” on buttons to accomplish almost everything that you can do with your keyboard.

Of course, you don’t need to use your mouse in M.O.M. if you don’t want to. In fact, all of the screens are designed to use only your keyboard if you like. But, if you’re “mouse-proficient,” click away!

By the way, “click” in this Learning Guide always refers to a single click with the left-button on your mouse unless otherwise noted!

More About WindowsIf you’ve used Windows before, everything about M.O.M. will already seem very familiar. The menu design and the way that you navigate and perform functions in M.O.M. are all modeled on standard Windows design conventions. Even the Help System is just like every other help system for Windows.

Two Types of MenusThere are two types of menus in M.O.M. for Windows.

Menu Bar - on the top of your screen with the words File, Edit, Customer, Order, etc.

Tool Bar - right below the Menu Bar with the colorful picture buttons.

Main Menu


More About Windows

The Menu Bar contains all of the options and functions in the M.O.M. system. The Tool Bar is a subset of the Menu Bar and contains only those options that you use most often.

Using the Menu Bar and the Pull-Down MenusThe Menu Bar runs horizontally across the very top of your screen and contains the options: File, Edit, Customer, Order, Product, Maintain, Reports, Accounting, Options, and Help. Each option contains a pull-down menu with all of the functions relating to that option.

There are two ways to select a Menu Bar Option:

Using Your MouseUse your mouse and click on the option on the Menu Bar to display the pull-down menu. To select an option on the pull-down menu, click on that option.

Using Your KeyboardThroughout the M.O.M. system, every menu option, push-button, and other graphical selection always has a corresponding keyboard “hot-key” letter. You can easily recognize the hot-key letter because it is underlined in the option name. For instance, in the Menu Bar option Product, the “P” is the hot-key. To use the hot-key, press and hold Ë on your keyboard and press the appropriate hot-key for that option.

Using the Tool BarThe Tool Bar runs horizontally across the top of your screen underneath the Menu Bar and contains picture buttons corresponding to options on the Menu Bar. Not every screen in M.O.M. has a Tool Bar, and in most cases the Tool Bar is provided only as a way to quickly access those options that you use most often. To use a Tool Bar button, just click on the button.

Pull-Down Menu



HelpM.O.M. for Windows includes extensive help that you can access quickly and easily when you need detailed information on a feature.

Help for ButtonsIf you want to know what a button does before you use it, drag your mouse pointer slowly over the button to display the tool-tip help explanation of that button’s use.

Help for ScreensDetailed help is available on any screen when you click on the Help Button (shown to the left) on the Tool Bar, select Help on the Menu Bar or press ¿ on the screen. To help you find related information, the Help screens in M.O.M. contain “hypertext” links (cross references) to other related Help topics. To “jump” to another topic, click on any blue text to see details on that topic.

Main Menu


More About Windows



Lesson 2 Getting Started With the Tutorial Edition

Lesson 2

Getting Started With the Tutorial EditionThe M.O.M. for Windows Tutorial Edition is an actual working copy of the M.O.M. software. In fact, the only difference between this Tutorial and a real M.O.M. for Windows system is that the Tutorial Edition comes with its own set of sample data, including inventory, customers, suppliers, and orders. The sample company in the Tutorial sells sporting goods. This Learning Guide provides example exercises that guide you through some of the major functions of M.O.M.

A Word About This GuideWhen you are using Windows, there’s usually more than one way of doing things on your screen. Sometimes you use your mouse to “click” on a button or select a menu choice, and sometimes you use your keyboard to “key” information into your computer.

To help you quickly identify how you should do something, look for these symbols throughout this guide.

Indicates that you should use your mouse.

Indicates that you should type or key the information with your keyboard.

What You Need to Run the Tutorial EditionThe M.O.M. for Windows Tutorial Edition requires a standard PC hardware/operating system, including the following:

Pentium or equivalent processor with Windows 2000, XP, or Vista. 256 MB RAM Suggested, 512 MB RAM Recommended. Hard Disk Drive with at least 250 MB of available space.

æ Note: Windows Vista users should disable the User Acces Control Feature when installing and using the Mail Order Manager Tutorial Edition.


How to Install the Tutorial Edition

How to Install the Tutorial EditionM.O.M. for Windows Tutorial Edition installs just like any other Windows program. Follow the instructions below carefully.

Installation 1. Insert the M.O.M. Tutorial Edition CD-ROM into your CD-ROM

Drive. 2. If the Mail Order Manager Tutorial Edition Installation screen is

automatically displayed, continue with Step 5 below.3. If the Mail Order Manager Tutorial Edition Installation screen is not

automatically displayed,

Click on: StartRun

4. At the Open prompt, type d:\tutorial\setup, where d is the letter representing your CD-ROM drive and press Ñ.

5. Follow the instructions on the M.O.M. Tutorial Setup screen. The installation program uses a default directory (WMOMDEMO6) and default group (Mail Order Manager Tutorial).

Using the Tutorial Edition after InstallationOnce the software is installed, you can run it whenever you wish by clicking on the icons in your start menu.

Running the TutorialTo start the Tutorial and display the main M.O.M. screen,

Click on: StartProgramsMail Order Manager TutorialStart Tutorial

Resetting the TutorialThe M.O.M. Working Tutorial Edition is designed to be used in conjunction with Chapters 3–11 of this Learning Guide. It requires that you enter information and actually “use” the M.O.M. screens and menus. If more than one person wants to go through the Tutorial with the Learning Guide or you want to go through the Tutorial more than once, simply reset the Tutorial so that you can start from the beginning of the Learning Guide.


Lesson 2 Getting Started With the Tutorial Edition

To clear out all of the information you entered in the Tutorial and start over.

Click on: StartProgramsMail Order Manager TutorialReset Tutorial

Printing a Copy of this GuideIf you want to print a copy of this Learning Guide,

Click on: StartProgramsMail Order Manager TutorialDocumentationUser Learning Guide

æ Note: This option uses Adobe Acrobat and you must have this program installed on your workstation.

Uninstalling the TutorialIf you want to remove the M.O.M. Tutorial from your computer,

Click on: StartProgramsMail Order Manager TutorialUninstall Tutorial

As Many Tutorials as You Need!There’s no limit to the number of tutorials that can be installed from your Tutorial Edition CD-ROM, so feel free to give it to anyone else who may also have an interest in exploring M.O.M.

You’re Ready to Go!Follow the instructions for “Running the Tutorial” on the previous page. Once the Main M.O.M. screen is displayed, you’re ready to get started!


You’re Ready to Go!



Lesson 3 Traditional Order Entry and Review

Lesson 3

Traditional Order Entry and ReviewThere are many different ways to get orders into M.O.M., to get started we will go through entering orders the “traditional” way.

Order Entry Example —An E-Mail OrderWith a click of the mouse, you’ve received an e-mail for an order from a new customer who received your catalog in a recent mailing.

Here’s the order that you need to enter:

First, we need to see if Mr. Raymond is already in our customer database.

On the Menu Bar,

Click on: CustomerLook-up or Add New

Or, on the Tool Bar,


Order Entry Example —An E-Mail Order

Click on:

The customer lookup screen is displayed.

Let’s look him up using his last name.

Type RAYMOND in the Last name field and press Ñ.

æ Note: The M.O.M. Tutorial is set up to start with Last Name in the look-up. The sequence of look-up fields can be changed by you in the Maintain > System Information > Global Parameters option. Try that out later on your own.

Well, it looks like Mr. Raymond is a new customer, because M.O.M. did not find a match and the Add New button is active. Let’s add Mr. Raymond as a new customer. Press Ñ to display the customer information screen.

Looking upCustomer by Last Name



Notice that Mr. Raymond’s last name has been changed to proper upper/lower case format with an initial capital R. That’s M.O.M.’s “Initial Caps” preference at work. In the Tutorial, we have it enabled to show you how it works, but M.O.M. lets you turn it off if you prefer.

To the right of Name, select Mr. Raymond’s salutation (Mr.)

Type his First name, RICHARD, and press Ñ. Since we used his Last Name for lookup, it is already filled in.

To the right of Last, select Mr. Raymond’s honorific (III).

Mr. Raymond has no company or title, so skip over these fields. Continue by entering his street address—45 VALLEY VIEW TERRACE. Next, enter Mr. Raymond’s ZIP code—07043—and press Ñ.

Notice that M.O.M. automatically filled in the City and State fields for you. That’s the built-in ZIP code database at work. When you type in a ZIP code, the database automatically finds the corresponding city and state for you.

Because this is an e-mail order, we don’t have a phone or fax number, and the Country list box defaults to the United States, so the address entry for Mr. Raymond is complete. Before we go on to enter the order however, let’s enter a type code for our new customer. Customer Type

The Customer InformationScreen



Codes are used in M.O.M. to differentiate customers by an attribute that you choose such as customers who are baseball fans. Thus allowing you to market to these customers specifically.

Click on: the box under 1st in the Type Codes section of the General information tab. Press À to display the list of codes. Because Mr. Raymond is a baseball fan and a student (remember his email), select F from the list for fan.

Click on: the 2nd Type Code field, press À to display the 2nd type code list and select ST for student. We might use this information at some point in the future to create a target mailing of fans who like baseball.

Mr. Raymond also gave us his e-mail address. It’s [email protected]. Type that in the E-Mail field on the screen and press Ñ.

Notice how the E-Mail field name changes to blue. It is now a link for your e-mail software and lets you write an e-mail to Mr. Raymond just by double-clicking on the blue field name. The Web field works the same way, and if Mr. Raymond had his own web URL address, we could enter it here and double-click on the field name to visit his web site.

We’ll explore the other “tabs” (Orders, Purchases, Account, Contacts/Addresses, etc.) in the Customer Information Screen a little later in this Tutorial.

Mr. Raymond’sCustomerScreen



For now, let’s move on to enter Mr. Raymond’s actual merchandise order.

Select New Order to display the Order Entry‘ Screen.

Everything you need to do to enter and review a customer’s order is handled on this single screen. Before we enter the items for Mr. Raymond, let’s take a quick tour of the order entry screen.

Menu Bar - at the very top of your screen is the tool bar menu with the Edit, Order Edits, Item Edits and Help options on it.

Tool Bar Menu - under the Menu Bar is the Tool Bar with its picture buttons. Notice that there are two sets of buttons. The left set of buttons are the Order Edits. These affect the entire order. On the right side are the Item Edits. These affect only a specifically chosen line item. Drag your mouse slowly over the buttons to display the tool-tip help for each button. In between the two sets of edit buttons is the Status Indicator. The Indicator tells you what has happened to the order — invoiced, awaiting shipment, shipped, etc.

Line Item Grid - in the center of the screen is the grid (just like a lined piece of paper) where you enter the items. Incidentally, you can expand the order entry screen to view most of the items. Try it now.

Move your mouse to the lower right hand corner of the order entry screen, when your mouse cursor changes to this symbol:

Order EntryScreen



, click and drag the screen to the desired size.

Information “Tabs” - on the bottom of the screen are the seven information tabs - Addresses, Multi-Ship/Gift Info, Sales Information, Instructions/Notes, Line Item Detail, Packaging and Order Total.

Now that you’ve familiarized yourself with the screen, let’s enter the sales information for this order. Press and hold Ë and then press the letter L on your keyboard to display the Sales Information tab.

We’ll start by entering the Source Key and Order Type for the order.

The Source Key is a code that identifies the advertising medium that we used to get Mr. Raymond our catalog. It’s important for us to enter this information because our advertising manager wants to know where most orders are coming from. We rented a list of names from a sports magazine and mailed our Catalog #19 to the list. Mr. Raymond wrote to us with our Source Code in his e-mail. The code is SI-06-10M. Because M.O.M. lets you look up using only part of the code, we’ll enter just the SI.

SalesInformationTab



In the Source Key field, type SI and press Ñ to display a list of matches.

It displays in the list, highlight the Source Key SI-06-10M and press Ñ to select it and return to the Sales Information Tab. Notice that M.O.M. has automatically completed the Catalog Code for you and also filled in the Order Memo with a default message to be printed on Mr. Raymond’s invoice. In M.O.M., you can “tie together” Catalog Code with Source Key as well as a special sales message to be printed in the Order Memo.

We don’t need to enter a Sales ID, but we do want to enter the Order Type. This is an e-mail order, so type E in the order type field and press Ñ to display a list of matches. Select E-Mail Orders.

Now we’re ready to enter the items requested by Mr. Raymond.

Click on Item No. 1 in the Line Item Grid. Notice how the Line Item Detail information tab is automatically displayed. You could also switch tabs by clicking on the tab itself or by using the “hot- key” letter D on your keyboard. (Remember, to use a “hot-key,” you press and hold Ë and press the hot-key letter.)

Enter the stock number F-POS-COM for the signed Yogi Berra poster, and press Ñ to display the description.

Looking Up A Source KeyUsing Part ofthe Code



The complete description of the item is displayed in the Full Description field. Current stock amount is displayed in the Item Status field on the Line Item Detail tab.

Now type 1 in the Qty field and press Ñ to display the status code, the unit price and the extended price. The status code tells you if the item is CM–committed (in-stock) or BO–back ordered (out-of-stock), etc. All of the Status Codes are defined for you in Help. Search for Help on “Line Item Grid - Column Definitions."

Mr. Raymond also wants three of our baseball bats. He forgot to give us the stock code though, so we’re going to have to look it up.

For the 2nd line item on the grid, leave the Item field blank and press À to display the Stock Item Lookup screen.

The Stock Item Lookup screen lets you find stock items using just about any piece of information you have on an item. Since we know that the product is a baseball bat, we’ll look it up by description.

Click on: next to the right of the Lookup On window

Click on: Description Line 1

Entering anItem



And, since we know that the description contains the word “baseball,” let’s set the Condition to Contains.

Click on: next to the right of the Condition window

Click on: Contains

Press Î to move to the Value window, and type the word BASEBALL. Press Ñ to display a list of matches.

Selecting Lookup for Stock Item

List ofMatchingItems forLookup



It looks like the third item in the list is the one Mr. Raymond wants. Scroll down to it using the ¢ key on your keyboard and press Ñ or double-click on the item with your mouse to go back to the Merchandise Screen.

Enter a quantity of 3 for the baseball bat, and press Ñ to add the item to the order.

Okay, now we’re ready for Mr. Raymond’s last item.

We know that all of our warm-up suit stock codes begin C-WUS, and we can use M.O.M.‘s size/color matrix to pick the exact size for Mr. Raymond.

In the 3rd line item on the grid, type C-WUS and press Ñ to display the list of warm-up suits in the various colors and sizes.

Select the Blue, Extra Large suit from the list, then enter a quantity.

In the Qty field for the Blue, Extra Large suit, type 1, press Î then click on Add to Order.

Click on the Warm Up Suit item on the order screen, at the bottom of the screen in red, notice that there is a special 3-or-more sale on the suit.

Selecting aSize and Colorfrom theSize/Color List



To view the discounts for this item, select the item and,

Click on:

Then select the Qualified Special Pricing tab.

Too bad Mr. Raymond sent an e-mail order. If he was on the phone, using the Size/Color Matrix screen we might be able to sell him 2 more suits in different size and color combinations.

Mr. Raymond wanted one suit.

Click on: Close

According to his e-mail, Mr. Raymond also wanted a monogram on his suit. This is easy!

Press £ on your keyboard to highlight Item #3, the warm-up suit, in the line item grid.

Click on the Custom Information window at the bottom right side of the screen.

Viewing Special PricingFor A Stock Item



Type: MONOGRAM WITH RR

That’s Mr. Raymond’s entire order and we have everything in stock! Now we want to total the order, select the shipping, and take care of payment information. Press and hold Ë and press the letter T on your keyboard to switch to the Order Total tab.

And look! Because Mr. Raymond placed an order with us using catalog #19, we’re also shipping him a free baseball cap! This item is included on the order as an optional order promotion based on catalog code.

Adding CustomInformation to an Item



First, we need to select a method of payment for the order, which Mr. Raymond requested as C.O.D. You can select C.O.D. using your mouse or by pressing and holding Ë and pressing the letter O on your keyboard.

We only accept cash for C.O.D. orders, so click on Cash Equivalent Only.

Order TotalTab

EnteringPayment byC.O.D.



Press and hold Ë and press the letter V on your keyboard to move the cursor to the Ship Via field.

At the customer’s request, we will choose UPS Residential as the shipping method.

Type UPR in the Ship Via field.

Because the optional Automatic Shipping Calculations Module is installed, M.O.M. automatically fills in the Shipping field in the Billing and Totals column. Also, M.O.M. includes the C.O.D. charge in the Shipping Total. By the way, notice that M.O.M. also completed the Taxes field for you automatically, based on Mr. Raymond’s Montclair, NJ address. M.O.M. enables you to set up National, State, County and Local City sales taxes for your business based on your own tax requirements.

There’s just one more thing to do for Mr. Raymond. Since he is a first time customer, our company policy is always to send a thank you letter for the order. On the Tool Bar menu at the top of the screen,

Click on:

Sending aThank YouLetter



The Customer Notice Request screen is displayed. Select the Thank You For Your Order letter in the pull-down list. And, since Mr. Raymond provided his e-mail address earlier, we have two options. We can print the letter when we process orders later or we can select to send the letter as an e-mail. We’ll choose to print the letter and enclose it with his order when it is packed. Click on Save at the bottom of the screen to return to the order screen.

And now we’re finished with Mr. Raymond’s order. Click on Save Order at the bottom of your screen (or use the S hot-key) to return to Mr. Raymond’s Customer Information Screen. Then press Ö twice to return to the Main M.O.M Screen. Incidentally, in M.O.M., Ö is designed as a fast way of “closing” a screen.

Order Entry Example —An Order InquiryOur long-standing customer, Mr. Robert Smithson, sent us an email requesting an order status.

This is a new email account which does not appear in the system. We can try to look him up by name but we have a much easier option of looking him up by his call back number. Let’s open the Customer Lookup screen and find the customer using his phone number.


Order Entry Example —An Order Inquiry

On the Menu Bar,

Click on: CustomerLook-up or Add New

Or, on the Tool Bar,

Click on:

The customer lookup screen is displayed.

Select the Phone lookup field by clicking on it with your mouse or by scrolling through the lookup fields with Î.

Key in Mr. Smithson’s phone number—310-555-8290—to display a list of matches. When you use search by phone number, there is typically only one match.

Double-click on Mr. Smithson’s name in the list to display his Customer Information screen.

æ Note: Take a look at the Alternate # field at the top of Mr. Smithson’s customer screen. You can set M.O.M. to create this customized lookup number using any combination of customer information. In the Tutorial, we have it set to create the number using the first three letters of the customer’s last name followed by ZIP code.

Now that we found Mr. Smithson’s customer record we can make a few updates.

Customer Record Screen



Type in: Mr. Smithson’s new email address in the Email field.

Mr. Smithson requested a call back after 3:00 pm, we can enter this in the Best Time to Call fields.

Type in 0300 in the time field

Select PM in the first drop down menu, and since our customer is in Delaware you need to select EST in the Time Zone drop down menu.

Now that we have correctly entered the current information, we need to check the status of Mr. Smithson’s order. Select the Orders tab to the right of the General Tab to display a list of all of Mr. Smithson’s previous orders.

One of Mr. Smithson’s previous orders, #96, has a backorder on it. Position the cursor bar on Order #96 and then press Ñ to select the order and display it on the screen.

Selecting anOrder forReview



On the Line Item Grid the color coded status code letters next to each item provide all of the information we need to help Mr. Smithson.

Let’s start with the first item in the order. The boxing shoes are set up as a drop ship item. This means that we don’t carry the boxing shoes in our own inventory and when someone orders it, our supplier ships the item to them directly. The code SH tells us that the boxing shoes have been shipped. The second item on the order is roller skates. This is an item that we stock ourselves, and the code SH also indicates that the item has shipped. Finally, the code BO next to the barbells indicates that it is an item that we stock, but is currently backordered and has not shipped yet.

We call Mr. Smithson back and explain all of this to him, and since he is a good customer, he says he’ll wait patiently for the shoes but would like to speed up the shipping on the barbells when we receive them.

With your mouse, select the barbell item on the order. At the bottom of the Line Item Detail tab, use the pull-down list for Special Shipping Via (Optional) to select UP2 for UPS 2nd day service for the barbells. We won’t charge him any additional amount for this special service. We also want to make this order a high priority so that it can be expedited by our shipping department. Select the Sales Information

Using theStatus Codes toDetermineWhat Has Shipped



tab and choose High Priority in the Order Priority pull-down menu.

Once Mr. Smithson was assured that his current order will be expedited, he decides to place another order with us.

Select Save Order or press Ö to return to the Customer Information screen for Mr. Smithson. Select New Order.

The order entry screen is displayed.

Mr. Smithson wants to order a blue warm-up suit. But, he wants to be sure that it’s easy to launder. Because you’re a smart order entry clerk, you remember that all the warm-up suits begin with the letters C-WUS. Let’s look up the blue warm-up suit using M.O.M.’s partial key look-up facility.

Type C-WUS and press Ñ to display the size/color matrix for the

Changing anOrder to ‘HighPriority’



warm-up suits.

The blue warm-up suit is the first one in the list. We ask Mr. Smithson what size he wants. “Small will be just fine.” Select the small suit from the list. Let’s check to see if there’s any other information about the warm-up suit so that we can answer Mr. Smithson’s question about laundering.

Type: 1 in the quantity column and press Ñ, then select Add to Order.

Click on: the item then,

Click on:

Looking up a Stock Itemusing thePartial KeySearch



To display the Extended Information screen for the warm-up suit.

There’s the answer Mr. Smithson needed, and as a result, Mr. Smithson wants to order. Press Ö to return to order entry. Because there’s a special “mix and match” price on the warm-up suit if you buy 3 or more, Mr. Smithson wants to order two more suits for his teenage sons.

Enter two additional warm-up suits for Mr. Smithson—a large green one, and a large gray one.

Because warm-up suits are all “mix and match” priced, Mr. Smithson can order any size or color and still get the 3-or-more price of $12 each. M.O.M. will automatically discount the prices on the items when we total the order.

Time Out—Two Pointers Wrong Item: To delete an item, select the item in the grid and then,

Click on:

Wrong Quantity: To change a quantity, position your mouse pointer on the Qty column and press the RIGHT (not the left) button on your mouse. Then, enter the correct quantity.

Okay, Let’s Continue!Mr. Smithson wants to order one box of golf balls (our SKU is E-GOL-BAL) and he wants us to keep sending him golf balls every month.

Viewing ExtraInformation ona Stock Item



We’ll use M.O.M.’s Club Membership feature to take care of this. Enter this item on his order and enter a Qty of 1.

Make sure the item is selected, then select Item Edits from the Main Menu and choose Automatically Repeat Shipment.

For the item to ship every month, all we need to change is the Next Shipment Date to one month from today to set the next date the next item needs to ship, then select Save. By the way, any product can be part of a Club Membership Plan.

Mr. Smithson also has a special request. He would like to order something from us that he saw in another sporting goods catalog. It’s a dark blue golf bag. The other company sells it for $129.50. We’re pretty sure that we can get it for him, and we want to keep his business, so we’ll enter a “one-shot” (or, “on the fly”) item on his order.

Leave the Item field blank and press Ñ. Enter a quantity of 1 and then press Ñ. M.O.M. asks you if you want to enter a non-inventory item, which is another way of saying “one-shot.”

AutomaticallyRepeatShipment



Answer Yes and enter the Unit Price.

Type 129.50 and press Ñ to enter a custom description.

In the Custom Information window, enter the description of the item, Dark Blue Golf Bag. Notice that the Product Type and Tax Status windows are active. M.O.M. wants to know if your one-shot is a service or product item, and if it’s taxable or non-taxable. This item is a product, and it is taxable, so you don’t need to change anything.

That’s it—the one-shot is entered, and as soon as we find the supplier, we’ll be able to order and ship it to Mr. Smithson.

Okay, let’s enter the Source Key for the order. (If we forgot to do this, M.O.M. would not let us Save and Exit the order without completing this information first.)

Click on: the Sales Information tab.Mr. Smithson is ordering from an insert he found in Sporting Unlimited magazine from February 2006. We know which magazine and when the magazine was published, so let’s look up the Source Key using the ad description to find the magazine name.

On the Source Key field, press À to display the Source Key Lookup Screen.



Just like the Stock Item Lookup screen, the Source Key Lookup Screen lets you find source keys using just about any piece of information you have about a catalog mailing or other advertisement. Since we know that the insert was in Sporting Unlimited magazine, we’ll look up the Source Key by Ad Description using the word “Unlimited.”

Click on: next to the right of the Lookup On window

Click on: Ad DescriptionAnd, since we know that the description contains the word, “UNLIMITED,” let’s set the Condition to Contains.

Click on: next to the right of the Condition window

Click on: Contains

Press Î to move to the Value window, and type the word UNLIMITED. Press Ñ to display a list of matches.

Since we already know that magazine is from February of 2006, the Source Key we want is SU-06-02M. Select it and press Ñ.

The Catalog Code is already selected for us because our Advertising Manager has already linked the Catalog Code to the Source key. But, we’ve started a new telemarketing program to check on customer satisfaction and have to assign a salesperson to Mr. Smithson to follow up.

Looking Up aSource Key



On Sales ID, press À for the list of salespeople.

Susan will be assigned to Mr. Smithson because he lives in the Northeast. Select Susan from the list.

For Order Type, enter Email.

Now, let’s complete the payment and shipping information. Select the Order Total tab.

Notice that M.O.M. advises us of the “Mix and Match” pricing in the upper right-hand corner when the Order Total tab is displayed and the

Assigning aSalesperson

OrderTotalTab


Order Entry Example —A Gift Order

prices for the warm-up suits have changed to $12.00.

Okay, now for the payment information. Mr. Smithson wants to use his MasterCard. Select Credit Card. Mr. Smithson reads you his number—5413 5830 0000 1945 expiring in September 2012. Enter the card number and press Ñ.

Oops—there must be a wrong digit. Select Yes to correct the number. Mr. Smithson reads the number to us again, 5414 5830 0000 1945. Retype the card number, or change the fourth digit from “3" to”4". Press Ñ to enter the expiration date of September 2012. Type 09/12 in the Expiration field. Enter the Cardholder name and CID of 505.

We’ll approve the card in “batch” later in the day, so we won’t use the “Approve Now” option which allows us to pre-authorize and/or fully approve the card from the order entry screen.

Press and hold Ë and press the letter V on your keyboard to move to the Ship Via field.

Type UPR for Ground Residential Service. It’s a $4.25 charge.

Now, let’s Save and Exit the fast way—press Ö twice to return to the Customer Lookup Screen.

Order Entry Example —A Gift OrderMr. George Smith of Titusville, Florida has called and wants to place graduation gift orders for his two grandsons. We’ll look up Mr. Smith using his ZIP code.

On the Customer Lookup Screen, Select if there are any entries on the screen, then select the Zip Code field using Î or your mouse.



Key Mr. Smith’s ZIP code—32796, and press Ñ to display the list of matches.

There’s only one customer for that ZIP code and it is our Mr. Smith. Press Ñ to select him and then select New Order to enter his order.

Click on: the Addresses tab.

The pull-down menu at the top of the Addresses tab is set to “Billing Address is same as Shipping Address.” This is a gift order so we need to change it to “Gift Order - One or More Recipients.”

Looking Up theGift Giver

Setting up theOrder as a Gift



Okay, let’s start entering the gift order. Mr. Smith wants to send each grandson a $100 gift certificate and a baseball bat. Enter the first item, our GIFTCERT100 with a quantity of 1 and press Ñ. M.O.M. displays a special screen that lists all of the names/addresses that are already associated with the order.

Currently, only Mr. Smith himself is listed. So, press New to select a different name/address.

This screen is a list of all the names and addresses that were ever used as gift recipients by George Smith. That’s why his two grandsons, Gerald Beyer and Joe Smith, are already listed.

Looking Up Gift Recipients

Selecting theGift Recipient



We’ll start with Gerald Beyer, so select him in the list by double clicking or using the Select button.

Now we have to finish entering the gift certificate information for Gerald.

The screen is already set up for the purchase of the certificate, so all we have to do is type in the Recipient, Gerald Beyer, and a Notation. George tells us to type “For Graduation” as the notation.

Press the Process button and M.O.M. issues the certificate number. Press OK to continue.

Completing GiftCertificateInformation

Multi-Ship/GiftInfo Tab



Select the Pick Greeting button and choose the pre-written greeting for “Congratulations” from the list by double-clicking on it.

Then, we’ll complete the gift message to include exactly what Mr. Smith wants - “Love, Grandpa Smith”

Finish up Gerald’s order and enter the baseball bat.

Enter E-BB-BAT with a quantity of 1. When the list of names/addresses associated with the order is displayed, Gerald Beyer is now on the list because we already have an item for him on the order. All we need to do is select him. M.O.M. also saves us time by keeping the same Gift Message for the same gift recipient.

Now for the other grandson, Joe Smith. Enter the gift certificate item again as the third line item on the order, and the list of names/addresses is once again displayed. Select New and select Joe from the list.

Complete the gift certificate information as before and enter the Gift Message for Joe. Then enter the E-BB-BAT item for Joe Smith.

We’re ready to finish our gift order. Select the Sales Information tab to enter the Source Key and Order Type for the order.

Entering a GiftMessage for the ShippingLabel



Type NY-06-01 for the Source Key and M.O.M. automatically fills in the Catalog Code and Order Memo for you.

There’s no Sales ID on this order, but the Order Type is “Phone.”

There’s just one more thing to do before we enter the payment and shipping charges. The grandsons are graduating together 30 days from today. George is placing his order early, but doesn’t want it shipped until the graduation date. We need to hold the processing of this order.

Click on:

to display the order hold controls.

SalesInformationTab



Because we want to hold the order from processing, select the third option on the menu—"Do Not Process Order Until..." Click on the small calendar icon, and pick a date 30 days from today. Then,

Select CUSTREQ - Customer’s Request from the Reason For Order Hold drop down menu. Select OK to continue with the order.

Now for the Payment and Shipping Information. Select the Order Total Tab.

Putting anOrder on Hold

Order Total Tab



For shipping, regular ground service UPS is fine. Go ahead and enter UPS for the shipping. When selecting UPS, we like to compare shipping charges with other carriers. It looks as though Parcel Post is cheaper for us, but he requested UPS as the shipping method. So, we’ll go with UPS. Select UPS and M.O.M. automatically fills in the Shipping field in the Billing and Totals column. The charge is $8.34.

George wants to use a credit card and a check for his order. He wants to put $175 on an eCheck and the rest on a Credit Card. We’ll use the Multi-Pay payment method to handle this.

Select the Multi-Pay button in the Payment Information area to display the multi-pay list.

ComparingShippingCosts



We first need to enter his check, press the eCheck button.

Enter his ABA Routing number, 071101310, enter his bank name Finance Bank, then enter his account number,1234567890, and choose the account type from the drop down menu, in this case it’s a checking account. Finally enter his check number, 2174, and enter George Smith as the account holder.

At the bottom of the screen, click on the radio button for Charge

and press Î to enter the amount of $175.

Click on: Add

The check information we just entered is displayed in the Multi-Pay list.

SelectingMulti-PayOption



We need to enter the credit card to cover the rest of the charges on the order, his Visa, which is already on file from his last order with us.

Press the Credit Card payment button to display the list of cards already on file for George. Select his Visa card and we’ll enter the amount to charge.

At the bottom of the screen, click on the radio button for Charge as needed.

Multi-Pay Listwith 1stPayment

EnteringCredit CardInformation


Order Entry Example— A B-to-B Order

Press the Add button to add the payment and complete the payment portion of the order.

We can now save the order.

Order Entry Example— A B-to-B OrderM.O.M. is used by both business-to-consumer and business-to-business companies. In this example, we’ll show the features that are used often by businesses selling to other businesses.

Bishoff Laboratories, Inc. in Lansing, Michigan is one of our accounts. Today, Susan Moore, their purchasing agent, calls to place a big order for the upcoming sports festival.

Use the Customer Lookup screen to create a list of people named “Moore” by entering the last name only.

Because Susan is already in our customer file as a Sold-To (she’s the chief buyer for the company), try changing the Search pull-down menu to limit the search results to “Sold-to Addresses Only.” Once you make this change, Susan Moore becomes the only name in the list since she is the only one of the Moores who is in our customer file as a Sold-to name.

Now change the Search menu back to “Normal - Exclude Shipping Addresses and Contact Names” and all of the Moores are again in the list. In our next chapter, we’ll see how to set up customer relationships

Changing the Search Menu



for sold-to, billing, shipping, contacts, and more! For now, let’s select Susan from the list.

Susan tells us that she would prefer shipping her orders using UPS Commercial (UPC) shipping from now on. We can assign this shipping preference by selecting the Financial tab and choosing the Preferred Method of Shipment as UPC.

Now, we have an order to enter! So let’s select New Order to continue. Because Susan is a Sold-to customer, M.O.M. asks for the Bill-to address for the order. Susan is associated with two Bill-to addresses: her husband, George and her employer, Phillip. They both appear in the list for your selection.

Choosing aPreferredMethod ofShipping



This order is for her company, so choose Phillip Nolan at Bishoff Laboratories, Inc.

Click on: the Addresses tab.

M.O.M. has automatically entered all of the addresses we need for this order - the billing name and address, the shipping name and address, and the sold-to name and address. M.O.M. does this using either the previous order or by searching the customer relationships on file for the customer who was used for the search.

Selecting aBill-To Address

Addresses TabAutomaticallySet Up



And, M.O.M. lets you set up these customer relationships in advance if you prefer. We’ll try setting up customer relationships in the next chapter.

Time Out - Changing Addresses!Sometimes you may have to “flip flop” the addresses on an order after you’ve entered them. For instance, the shipping address is actually the billing address. Nothing could be easier! Just point your mouse to the name and address you want to change and left click and hold to “drag & drop” it to its new spot. On our current order, try moving Phillip Nolan, the billing address to the sold-to position. Susan Moore is automatically moved to the billing address. Now move them back again.

Okay, let’s continue!Enter the first item for the order,

E-BB-BALL with a quantity of 25.

Our product marketing group has set up alternative item suggestions for the baseball. Our baseball and bat “kit” item has been suggested as an up-sell item. (M.O.M. can also suggest alternate items for cross-sell, substitution, and promotion.) As the order entry operator, we read Ms. Moore the script and ask her if she’s interested.

Selling ToolItem List



She likes the idea and accepts the up-sell offer. Check the box under Accept then select Close. Continue to enter the following items.

25 large blue warm-up suits (C-WUS) 50.25 yards of gymnastic rope (E-ROPE) 20 Atlas Home Gym Sets (E-ATLASHG)

Although we stock the Atlas Home Gym, we want to keep our current supply and not ship the 20 units from our in-house inventory. We already have the Gym set up to allow drop shipping from our supplier to the customer. Highlight the Gym item on the item grid, and at the bottom right of the Line Item Detail tab, change the Pick Location from “Aisle 2 - Bin 055" to”Drop Ship from NBD."

We’re ready to move on. On the Sales Information tab, enter

Source Key - HL-FALL06 Sales ID - Mary Richardson (MR) Order Type - Phone

Ms. Moore also requests that we print on the shipping labels for all boxes, “For Sports Festival Storage.”

Selecting aPick Location



Select the Instructions/Notes tab.

In the Instructions to Appear on All Box Labels, type “For Sports Festival Storage.” Let’s also tell our shipping clerk to use a red highlighter to make sure that this message is read by the receiving department at Bishoff Laboratories. In the Fulfillment Instructions area, type “Use red pen to mark special shipping label instructions.”

Select the Order Total tab to complete the order.

Select Invoice for the method of payment. Bishoff Laboratories has an open account with us. Enter their P.O. Number - 56793.

With the shipping, the total exceeds $8000. Susan advises us that she cannot place any order for more than $8000 without first receiving a quotation. That’s easy for us to handle. We’ll simply turn this order into a quotation.

On the tool bar,

Click on:

Creating aShipping LabelNote


Order Review Example —Return and Exchange

to display the Quotations screen.

The radio button for Save Order as Quotation is already selected for us. And Ms. Moore does not need a printed quotation, the verbal quote is fine. After she gets approval, Susan will call us back, and we’ll enter the quotation number (the same as the order number) to turn the quotation into an order.

For now, select OK on the quotations screen to save the quotation and return to Ms. Moore’s Customer Information screen. Press Ö twice to exit out of the Order and the Customer Record, when prompted to Save changes to customer, choose Yes to close the record and return to the Main M.O.M. screen.

Order Review Example —Return and ExchangeWe just received an email from a new client, Pat Anton, requesting an exchange for an item that was damaged during shipping. Mr. Anton is aware that according to our Return Policy he is required to obtain a Return Merchandise Authorization number before continuing. We need to generate the RMA number and do the exchange. With M.O.M., this is going to be easy. There’s nothing new to learn—Order Review is just like order entry.

On the main M.O.M. screen,

Turning anOrder into aQuotation



Click on:

to display the Order Lookup screen.

Notice that the lookup screen for Order Lookup is the same as the screen for Customer Lookup. The only difference is that when you select Order Lookup, the cursor is positioned in the Order # field. When you select Customer Lookup, the cursor is positioned in one of the customer lookup fields.

The Order Number is 100. Key that number in the Order # field and press Ñ to display the order.

Looking up anOrder by OrderNumber

Reviewing anOrder


Order Review Example —Return and Exchange

Creating the RMA

Mr. Anton wants to return the 5 small football jerseys (C-FT-JR BK/S) and exchange them for 6 medium ones (C-FT-JR BK/M). We can generate a RMA # and setup the exchange items all in one screen.

Click On: Order EditsReturn Merchandise Authorization

Select the 5 small football jerseys (C-FT-JR BK/S) and in the Rtn Qty field, enter our return quantity of 5.

In the Reason Drop Down Menu, select WRONG SIZE/COLOR.

Select the Exchange Item field and press À to bring up the product search screen. If necessary, change the Lookup On selection to Stock Number, the Condition to Equals and then type in C-FT and press Ñ.

Select the medium football jerseys (C-FT-JR BK/M), M.O.M. will automatically fill in the exchange quantity in the Qty field.

In the Information field, just make a note of our exchange:

Type: “Exchange as per Mr. Anton’s email request.”

ReturnMerchandiseAuthorization Screen



M.O.M. will automatically keep track of the User ID who created the RMA and the date it was entered. Since this is a voluntary exchange, we will not enter an amount in the Shipping Refund field.

Finally, in the Expiration Date field, enter a date that is 30 days from the RMA request date, in accordance with our RMA policy. Select the Save button and M.O.M. will display the RMA number that you can give to the customer. Make a note of this RMA number.

è Hint: To retrieve your RMA number, use the RMA Report in Reports> Inventory> RMA Report.

On the Order Entry screen, choose Save Order.

Accepting the RMAA few days later our shipping clerk informs us that a package has arrived with an RMA number written on it.


Click on:

to display the Order Lookup screen.

In the RMA # field, enter the RMA number that M.O.M. issued for Mr. Anton’s order.

The Return Merchandise Authorization Screen will be displayed. Once we verify that all of the items we were expecting are in the package, click Process to record the return and generate the exchange segment of the order.

Finally, save the order. The exchange items will be shipped during the next order processing cycle.

Time Out - There’s Also Another Way to Handle a ReturnYou don’t have to create an RMA each time you need to accept a return or exchange. M.O.M. allows you enter returns and exchanges directly on an order.

Simply open an order and select the item you wish to return or


Order Review Example —Order Inquiry

exchange. Then:

Click on:

The Item Return screen will display.

From this screen you can enter the number of items you wish to return and select if you wish to generate exchange items as well. Once you’re finished, the returns and exchanges will be ready for processing.

Order Review Example —Order InquiryWe’ve answered the phone and it’s Kathy Burkhart responding to our FTC (Federal Trade Commission) back order notice. (M.O.M. prints them automatically for you.) She’s been waiting a long time, and she seems pretty upset. In fact, she thinks that she might want to cancel the order. We need to help her quickly, and try to talk her out of cancelling.

Let’s lookup Kathy using an incorrect spelling of her last name just to see how M.O.M.’s sound-alike search feature can help us out.

Click on: the Last Name field (at the top of the screen)

Type: BERKHEART and press Ñ to do the lookup.

Item ReturnScreen



Even though her name is spelled BURKHART, M.O.M. still found her using the incorrect spelling that “sounded” the same. Notice the name below Kathy Burkhart is another Cathy Burkheart. Let’s deliberately select the wrong person, Cathy Burkheart, to demonstrate another time saving feature of M.O.M.

This is the wrong customer. We need to select Kathy Burkhart. Select Close to exit the customer record and the list that you had previously looked up has been retained. This time, choose the correct Kathy Burkhart from the list to display her Customer Information screen.

Looking UpCustomer ByLast Name

CustomerInformation



Select Kathy from the list and display her Customer Information screen. Select the Purchases tab to display the list of items from Kathy Burkhart’s orders.

Select the Only Display dropdown and select “Back Ordered Items.”

The Skates - Roller Blades are backordered. Order #107 is the one we need to review, so let’s double-click on it.

CustomerPurchases Tab

DisplayingBack OrderedItems



Kathy is tired of waiting for the back ordered skates. But look, that World Series replica ring is in-stock (CM-committed). Maybe if we ship that out ahead of the skates, Kathy won’t cancel. We suggest it to her, and she likes the idea. We say goodbye to Dr. Burkhart.

Now, let’s set the order to “ship ahead.”

Click on: the Ship Ahead button. The button is now highlighted which means that “ship ahead” is activated.

Let’s double check to make sure that there is a package ready for shipment.

Select the Packaging tab.

Reviewing an Order



The Status for Box 1358 is Ready to Pack which indicates that it will ship the next time we process orders.

Time Out - More about the Track Package buttonThe Track Package button on this screen is available when theAutomatic Shipping Calculations Module is installed with your system. It enables you to obtain the latest shipment information for any shipped package in the list by connecting to Shipping Carrier’s website right from your M.O.M. screen.

Select View/Edit Box to view the box information. On this screen, we can change weight, shipping method, compare shipping rates and select package options for the box. This time, we do not have to change any of the current box information, so select Save.

ReviewingShipmentStatus



Now, there’s just one more thing to look at before we exit.

Come Back Later OptionThis option lets you put the order “on temporary hold” to enable you to go on to complete a new task in the system. Let’s try it.

On Kathy Burkhart’s order,

Click on: Come Back Later

Then, press Ö to exit back to the Main M.O.M. screen.

M.O.M. displays a list of the orders that have been placed “ontemporary hold.”

Viewing BoxInformation



The list will “disappear” (actually it goes into the background), as soon as you select a new option from the Menu Bar or Tool Bar. As long as there are orders on temporary hold, the list is displayed again as a reminder the next time you return to the main M.O.M. screen.

Okay, now let’s finish up Kathy’s order.

Double click the order on the Orders Placed on Temporary Hold list to re-display the order on your screen. Select Save Order to return to the Main M.O.M. screen.

The List ofOrders onTemporaryHold


Lesson 4 eCommerce Order Import and Review

Lesson 4

eCommerce Order Import and ReviewAs the number of direct marketers that rely on eCommerce as their main source of orders increases exponentially, M.O.M. is with you every step of the way, giving you access to the most popular eCommerce channels to help you become another Internet success story!

M.O.M. Default ImportTo start, M.O.M. provides you with a simple yet adaptable Order Import system that allows you to customize it to meet the requirements of any standard order source. Orders can be imported with details such as billing customer information, shipping customer information, and payment information including credit card authorizations.

Click On:

The Order Importing Process Screen is displayed.


M.O.M. Default Import

From this screen we can choose which file to import, the date to assign to each order, and a predefined import profile from the View/Modify Saved Settings drop down menu.

è Hint: In Lesson 12, we’ll take a look at the Import Export Wizard. This feature allows to create custom import profiles, enabling you to import almost any file type into M.O.M.!

Since our import file is already selected, you can simply click Process to begin the import sequence.

Order ImportingProcess Screen

Order ImportIn ProgressScreen



The Order Import Progress Screen is displayed. On this screen you can click Preview to view the contents of the import file or Process to import the orders in the file.

Order Management ModulesThe Order Management Modules are integration solutions that give you the ability to sell your products on the most popular eCommerce platforms. These modules allow you to publish products, synchronize inventory, download orders, and publish order and shipping confirmation when the orders are processed, all while recording customer information for future marketing purposes.

As an example we are going to use the Amazon Order Management Module to download our orders from our Amazon Pro Merchant account.

Click On:

This will display the eCommerce Manager’s Station.

From this screen we can see a list of our Amazon “Feeds” along with our other Order Management Modules. We can then rearrange our feeds according to your order processing design and also set them up to automatically process.

For now, we’ll just download our new orders.

eCommerce Manager’s Station


Web Auction Management Modules

Click On: Amazon- Download New Orders, then select Process One.

We can then upload the Amazon Order Acknowledgement Feed to have M.O.M. inform the Amazon server that the orders have been received and will be processed.

Click On: Amazon- Upload Order Acknowledgement, then select Process One.

Try On Your OwnWhen we look at Setting Up A Stock Item in Lesson 7, you will see how to publish item descriptions and images through the Direct Feeds. For now, try running through the rest of the feeds individually or use the Process Batch button to run through each.

Web Auction Management ModulesThe Web Auction Management Modules is the M.O.M. interface to eBay Online Auctions and eBay stores. Using eBay’s Blackthorne Pro or Seller’s Assistant Pro as the intermediary, you can publish items and retrieve orders, synchronize inventory, and publish shipping information.

If you have Blackthorne Pro or Seller’s Assistant Pro try publishing to a backup database. You will need to setup M.O.M. to connect to your database.

è Hint: This process will work with an actual copy of Blackthorne Pro or Seller’s Assistant Pro.

Click On: OptionsWeb Auction Management ModuleeBay Management Tools



Then click the Settings button.

Click the and browse to your eBay software database. Select

Save.

The eBay Management Tools screen is displayed.

From this screen you can publish item and order information while synchronizing your inventory.When we look at Setting Up A Stock Item in Lesson 7, you will see how to publish item descriptions and images to your eBay software.

eBay ManagementSettings

eBay ManagementTools


Web Auction Management Modules



Lesson 5 Using Other Customer Functions

Lesson 5

Using Other Customer FunctionsIn an order taking company, order entry is definitely the “main event.” Now that you’ve seen how M.O.M. expertly handles this part of your business, let’s explore some of the other customer functions in the system.

New Customer EntrySometimes a new customer writes or calls for information from you without actually placing an order. Typically, you receive these types of inquiries as responses from an ad inviting the reader to “Send for a Free Catalog” or “Send $15 for a Catalog and take $15 off your first Order.”

Today’s mail is just in and there’s a whole batch of prospective customers that need to be entered into the system. Here’s the first one:

Our prospect is: Sally Underwood4782 Salem Blvd. Hoboken, NJ 07030Phone: 201-555-1212 Fax: 201-555-1213Her e-mail address is: [email protected] indicated that she qualifies for our senior citizen discount and is a high school basketball coach.

She writes asking for our newest catalog. She saw our ad in a back issue of Sports Illustrations magazine, October 2006.

Let’s check to see if she is already in our customer database.

Click on:

to display the Customer/Order Lookup screen.


New Customer Entry

Type: UNDERWOOD in the Last name field and press Ñ.

The Add New button is highlighted indicating that Sally is not in our customer database. Press Ñ to enter the rest of her customer information.

Type in the rest of Sally’s address information in the top portion of the screen.

Select the General tab and we’ll enter a customer Type Code for Sally and assign a salesperson. We’ll also enter her e-mail address since she gave that to us.

Adding a NewCustomer

CompletedCustomerInformation



Click on: the 1st customer Type Code in the General tab.

Type P (Physical Education Instructor) in the first character field of the customer type codes and in the 2nd customer Type Code, type SN (Senior Citizen).

Press Î three times to position the cursor on Sales ID.We want to assign a salesperson to Sally. Press À to display a list of salespersons. Select Susan (she handles all of the Northeast).

Finally, since Sally provided her e-mail address, press Î three times to move to the E-mail field and type in Sally’s e-mail address. She wrote it in the letter that she sent to us. It’s [email protected].

Sally also indicated that she does not want us to give her name to other catalog companies. Check the box for Do Not Rent.

Now we’re ready to enter the contact information. Select New Contact (the button with the phone and envelope on it) to display the Contact Entry screen for Sally.

This screen handles all of the customer contact functions for your business. The Written Contact tab lets you send a catalog, customer notice, e-mail or fax. The Phone Contact tab is part of the optional Contact Management Module for M.O.M., and enables you to record and schedule all the phone conversations with your customer.

EnteringContact Info


New Customer Entry

We need to send Sally a catalog. Let’s start by entering her Source Key for the contact. Remember, she saw our ad for a catalog in Sports Illustrations magazine. We don’t know the Source Key, so we’ll look it up using the description of the ad.

On the Contact Source Key field press À to display the Source Key Lookup screen.

Time Out—Customized Lookup Screens Just For YouOne of the neat features of M.O.M. is that the lookup screens throughout the system stay the same for each user. In other words, if you always want to look up stock items by Supplier ID, your lookup screen for items remains set your way until you change it. But, if somebody else in your company wants to look up items by description, their stock item lookup screen remains set their way until they change it.

If you looked up the source key in an Order Entry Example in the last chapter using the ad description, it may be saved for you. If so, all you would have to do now is change the word in the Value window from UNLIMITED to SPORTS.

Type the word SPORTS in the Value window and press Ñ to display a list of matches.

The Source Key we want is the last one in the list—the October 2006 issue. Select it and press Ñ to return to the Contact Entry screen.

Looking Up a Contact SourceKey



Sally sent us $15.00 for the catalog, so we need to credit her for this amount when she places her first order. Select the Promotional Credit field with your mouse and enter $15.00.

Written ContactIf it is not already displayed, select the Written Contact tab. This tab screen contains all of the information about what we mail the customer. In the Contact Name field, Sally Underwood is already displayed. If Sally had other family members or other addresses or contacts that she wanted us to have on file, we could select or add them here.

Print a Catalog Mailing Label—we need to print a label for the catalog that we are sending her. “Check” the box and move the cursor to the Do Not Mail Until field. If we wanted to “hold” the mailing of the catalog until a certain date, we could enter a date in this field. We want Sally’s catalog to go out with the next run of Order Processing, so we’re not going to enter a date. Press Î to move the cursor to the Catalog to Send pull-down list menu.

Click on: to the right of the pull-down menu (or press the space bar) to display the catalog codes.

Select Catalog 14—Fall Sporting Items Preseason.

Sending aCatalog


New Customer Entry

We also want to send Sally a letter with her catalog thanking her for her interest. Press Î to move the cursor to the Notice to Send pull-down list menu.

Click on: to the right of the pull-down menu (or press the space bar) to display the notice codes.

Scroll down in the list and select letter P—New Prospect. If we wanted to add or change something in the letter, we could press the Customize button to open the letter on the screen. We don’t need to customize this time, so now we need to decide how we want to send the notice to Sally.

The Send Options give you three choices. You can print the notices in the Order Processing function (we’ll use that in our next chapter), or you can send notices via e-mail and/or fax too, provided that you have a Microsoft e-mail program installed or access to an SMTP (Simple Mail Transfer Protocol) Server; a computer that sends and receives emails for all users on your network.

In Sally’s case, we’re going to select the Print to Printer option (it’s already defaulted) because we want to mail the notice along with Sally’s catalog.

æ Note: Ordinarily when someone requests a catalog or when we send them a notice, we would be finished with contact entry and we would select Save to exit. To demonstrate how the optional

Sending a Notice



Contact Management Module is used however, the following “extra” tasks have been added to this contact entry exercise.

Phone ContactAs a part of our “Welcome Plan” for potential new customers, we call new prospects to make sure they received our catalog and to find out if there’s anything we can do for them. So, we need to schedule a call for Sally Underwood.

Select the Phone Contact tab.

Click on: Scheduled for

Key a date two weeks from today or use the to display a

calendar.

We need to assign the call to one of our telemarketers. Susan Jones is Sally’s assigned salesperson and her name is already displayed in the By window, so Susan will be assigned the call.

The next thing we’ll do is assign the Script Code for Susan to use when she calls Sally. Press Î to move the cursor to the Code pull-down list menu.

Click on: to the right of the pull-down menu (or press the space bar) to display the script codes.

Assigning aTelemarketingScript for aFuture Call


New Customer Entry

Select the NP—New Prospect script.

The last thing we need to do is to write a brief summary of the call that Susan Jones, our telemarketer, is going to make.

Click on: the blank Call Log field.

Type: Welcome Call for New Prospect

Okay, we’ve completed our New Contact entry assignment. Select Save to return to the Customer Information Screen.

Before we go on to our next exercise, let’s just check to see that our contacts with Sally have been recorded.

Click on: the Contact Hist. tab to change tabs.

This tab shows all of Sally’s contact history, both future and previous calls and requests. This list can be filtered for the type of contact and the completed or scheduled date, notice the call scheduled for Susan Jones that you entered. The request for Catalog 14 and the customer notice that you entered are also on the list. Each entry on the list can be selected and reviewed too. So, when Susan, our telemarketer, makes her calls on the scheduled date, she’ll use this list to select and place the call to Sally.

To return to the Main M.O.M. Screen, press Ö twice.

ViewingContactHistory



Customer MaintenancePeriodically, you may have to change some customer information. You can do this anytime that the Customer Information Screen is displayed.

In this example, we’re going to look up a customer and update some information, including:

mailing address demographic information terms for open billing viewing previous purchases adding an alternate shipping address

Carl Smith formerly at 3426 Broadway in New Orleans, LA, has moved to a new address. He was nice enough to send us an e-mail.

Let’s use the Customer Lookup screen to search for Carl using his Zip Code—70128.

Click on: Zip Code

Type: 70128 and press Ñ to search for matches.

There are 2 matches, but only 1 Carl Smith displayed, we’re pretty sure that it’s the Carl that we want, but let’s check to see whether he’s placed an order or is just a prospective customer. Carl told us in his e-mail that he has ordered before. We’ll change the “Third Column” view on the list to Customer Status. (It currently shows Company Name.)

Click on: next to the right of the window over the third column to display the pull-down menu.


Customer Maintenance

Click on: Customer Status

Now the third column shows Carl Smith’s status of O for Ordering Customer. Yes, he has ordered before. This is the right Mr. Smith.

Click on: Select (at the top right of the screen) to display the Customer Information screen for Carl.

Changing the“Third Column”View in a List

DisplayingSelectedCustomer



Changing an AddressLet’s change his street address. Move to the first address line and enter Carl’s new address: 1429 St. Charles Ave. He’s still in the same city, so that’s all we have to do.

Validating an AddressSince this is a new address that we will be shipping to, we should use the Address Correction and Validation Module to verify that the address Carl gave us is correct.

The Address Correction and Validation Module utilizes the United States Postal Service address database to verify that a given address exists and rewrites the address to conform to postal standards. With ACVM in your M.O.M. system you can prevent:

Shipping carrier surcharges for Address Validation Unnecessary delays in shipments Lost or undeliverable shipments Frustrated customers awaiting order delivery

To verify Carl’s address,

Click On:

An Exact Match message would display, verifying that the address exists in the specified city and state. In the actual Mail Order Manager System, all customers within the US can be validated, M.O.M. will also display the range of suite or apartment numbers within a given location.

æ Note: The Address Validation functionality is being emulated for this scenario only, contact Dydacomp Sales at (800) 858-3666 for a live demonstration.

Updating DemographicsCarl also indicated in his e-mail that his clothing size has changed. “Thanks to all of the sports equipment I’ve purchased from you, I now have a smaller waist size.” Select the Demographic tab to display the list of “pages” of our customized demographics screens.



æ Note: By the way, the demographics screens are created using the Maintain Demographics function in the optional List Management Module. You can explore this function on your own after you’ve completed the Tutorial.

Double click on Page 1—Personal Information from the list to display that page on your screen.

Click on: Waist SizeChange the size from 40 to 38 and select Close to return to the Customer Information Screen.

Demographic Tab

SampleDemographic Screen



Viewing Sales StatisticsLet’s take a look at how valuable Carl’s business has been over time. On his Customer Information Screen, select the Sales Statistics tab.

Click on the From radio button.

Type in: 01/01/2006 to 12/31/2006

Click on Generate Graph.

Extending Terms to a CustomerCarl has been a good customer, and we’re going to open an account for him with 15 day terms for open billing. On his Customer Information Screen, select the Financial tab to display his financial information.

ViewingCustomer SalesStatistics



We need to extend to Carl a starting credit limit of $500.

In the Credit Limit field, type 500 and press Ñ.

Our standard terms are Net 30, but Carl is going to get 15.

In the Terms Net field, type 15.

Viewing Previous PurchasesBefore we leave Carl, we’re curious about what equipment he’s purchased from us, since he told us about his success losing weight. Maybe we can use his note as a testimonial. Select the Purchases tab to view the list of items that he has previously purchased.

FinancialInformation



We know that home gym set helped Carl bring his waist size down. We’ll remember to tell our catalog production team about Carl and his endorsement of our products.

Applying a Special Price for a CustomerIn order to give Carl an incentive for an endorsement, let’s give him a special discount for an item that he will most likely be interested in. Since he has ordered a few Warm Up Suits in the past, we can give him a discount for a Blue Medium Suit.

è Hint: M.O.M. gives Managerial Staff the option to restrict abilities such as the ability to give discounts as shown in this example. Users can either be restricted from giving discounts or require a Manager’s Approval before proceeding.

Click on the Special Pricing tab.

Click on New, then click on the Stock # field and press À. In the value field, type in C-WUS, then press Ñ.

Select BL/M.

In the Unit Price field enter 14.95 with a discount of 15.

In the Min. Qty. field, enter 1, then click Save.

ViewingPreviousPurchases



Adding an Alternate AddressCarl wants to add his work address as a shipping address for all future orders. Select the Contacts/Addresses tab.

Carl doesn’t have any alternate addresses or contact names associated with him, so the list on the right of the screen is empty. Select the Add button to display the contact screen to add his business address.

Use the Type of Name pull-down menu to select “Ship-To Address." As you scroll through the choices, notice all of the different types of address and name relationships that can be set up for a customer.

Adding a NewAddress

Entering theNew Name andRelationship



If you’re a business-to-business company, you can use this screen to set up shipping addresses, sold-to addresses, contact names, etc. For business-to-consumer companies, use it to set up vacation addresses with date restrictions, mailing addresses, gift recipients, and additional family members.

In the Description field, type in “Bus. Address.”

Type in Carl’s business address. Carl SmithManager of SalesThe Sparkle Company742 Evergreen TerraceSpringfield, NJ 07081Phone: 800-858-3666

Select Save to add the new address for Carl and to return to Carl’s customer information screen. Notice how his business address is now displayed in the list as a Ship-To. On his next order, M.O.M. will automatically use this address as the Shipping Address.

We’re done with Carl and this example of customer maintenance. Select Close and answer yes to the prompt reminding you that you have made changes to Carl’s information. Press Ö to return to the main M.O.M. screen.

Customer Accounts Receivable (A/R) All of a customer’s financial information is handled in M.O.M. This information includes recording payments from the customer (or from CODs), issuing refunds, changing balances, etc. Here’s an example of how you would record a payment from a customer.

Tanks A Lot Fish and Pet Supply has sent us a check for their two most recent orders with us. We need to enter the payment for the invoices.


Click on:


Customer Accounts Receivable (A/R)

to display the Apply Customer Payments screen.

To create a list of the invoices due for Tanks A Lot, let’s look up Tanks A Lot Fish and Pet Supply using the Customer Lookup Screen.

Click on the Customer # field and press À to display the Customer Lookup screen. Since M.O.M. can work with just a part of a name for lookup, type the first two letters of Tanks A Lot Fish and Pet Supply, TA, in the Company field and press Ñ.

RecordingPayments

Looking Up aCustomer ByCompany Name



Select them from the list to display their list of unpaid invoices.

Tanks A Lot sent us check #45678 in the amount of $164.54.

Click on: Check Payment in the Transaction Type window.

Press Î to move the cursor to the Check Number field. Type in the check number and press Î to move to the Amount field. Type in the amount of the check.

Now we have to apply the payment to the invoices for Order #72 and #92. Before we do that, let’s take a moment to explore the “sort” option that is found on all of the lists in your M.O.M. system.

Time Out—Using the “Blue” Column Headings to Sort a ListIn the List of Open Invoices that are now sorted sequentially by invoice number:

Click on: the column heading Invoice Amount. The list is now sorted by invoice amount.

Click on: the column heading Date. The list is now sorted by date with the most recent date first.

Whenever a column heading is displayed in blue, it means that you can sort the list by that heading.

List of OpenInvoices for aCustomer


Customer Accounts Receivable (A/R)

Applying the Payments Click on: Order #72 in the List of Open Invoices and then,

Click on: Applyto apply full payment to this order. (By the way, if the customer was paying less than the full amount, you would use the Apply Amount button.) Notice that the Paid Amount column is now equal to the Invoice Amount. Repeat the procedure for Order #92A and #92B in the list. Order #92 has 2 entries in the list because there were two different invoices sent for the order.

That’s it! We’re ready to create the transaction and exit.

Click on: Create Transaction.

æ Note: M.O.M. also allows you to choose credit card as a payment method for applying customer payments.

Creating a Check RefundOne of our customers, Thomas Mackenzie, overpaid on his order by $1.05. Mr. Mackenzie called in and gave his customer number, 124, he does not want a credit for a future order, instead he would like the difference refunded to him.

While in the Apply Customer Payment’s Screen,

Click on: the Customer # field and enter 124.

Click on: Refund Check in the Transaction Type window.

Click on: Order 116 in the List of Open Invoices.

Click on: Apply then Create Transaction.

You will be prompted to either Create a Manual Refund Check or Print a Refund Check Now. With preprinted checks from Software Forms, you can print the refund checks directly through M.O.M., for now however we’ll just choose to create a manual refund check and assume that the check will be written outside of M.O.M.

Click on: Create a Manual Refund Check.



In the Check Number field,

Type: 1057.

Then click on the Today button to assign the check with today’s

date. Click Save to complete the transaction. Press Ö to return to the main M.O.M. screen.

Completing an Outbound Telemarketing CallEarlier in this chapter we entered a new prospect and scheduled a telemarketing call for our salesperson, Susan Jones. As our last exercise in this chapter, we’re going to “become” Susan and make an outbound call using the optional Contact Management Module for M.O.M.


Click on:

to display the Outbound Call schedule for All Users.

Manual CheckEntry


Completing an Outbound Telemarketing Call

We need to change the list to include only calls for Susan Jones.

Click on: next to the right of the List Of Calls For window

Select Susan Jones from the List.

Double-click on Werner Conrad in the list to display his Customer Information Screen with the Contact History tab automatically selected.

ViewingOutboundCalls forTelemarketing

ViewingCustomerContactHistory



The contact call we need to make is already highlighted in the list. Notice that Mr. Conrad has no other contact history.

Press Ñ to select the contact and display the Contact Entry Review screen.

You probably recognize this Phone Contact screen tab as the same one that we used when we scheduled a “Welcome Call” for Sally Underwood earlier in this chapter. You’re right—it is the same screen, and it has many purposes. Right now, we’re going to use it to read a telemarketing script, record an interest level for Mr. Conrad, make notes about this call, and then schedule a future call!

Okay, let’s pretend that we’ve got Mr. Conrad on the phone and we’re ready to begin.

Reading a ScriptWhen our telemarketing campaign was created, the Contact Source Key (LL-FUND) and the Script Code (LL) were assigned by the advertising manager. To display the script on your screen,

Click on: the Read Script button.

Reviewing aCustomerContact



We follow the script with Mr. Conrad. He did receive the kit, and he thinks that he’ll be ready to order with us in about two months. We say goodbye and hang-up. Select Close to return to the Contact Review screen.

We need to tell M.O.M. that this call has been completed.

Click on: Completed on

The date is automatically defaulted to today’s date, so we don’t need to enter it. Now, we’re ready to assign an interest level, record our conversation, and schedule a follow-up call.

Click on: Interest Leveland increase the level to 9 (he’s very interested.)

Click on: Call Logand type in a brief summary of our call with Mr. Conrad. Just type it in under the message already displayed in the Call Log.

Type: Received kit and will be ready to order in about two months.

ScriptDisplay



Click on: Schedule (the button on the bottom right of the screen) to display the Schedule a Follow-up Call screen.

Let’s schedule the date for the Followup Call. We can schedule by date or by number of days.

Click on: Or Inand enter 60 days (Mr. Conrad said he’d be ready in two months.)

Entering an InterestLevel and Updating theCall Log

Scheduling aFollowup Call



Now let’s assign the follow-up call to our senior salesperson, Joseph Baird. He’s the “deal maker” in our company.

Click on: next to the right of the By window

Click on: Joseph BairdFinally, let’s enter the topic for Joseph to discuss with Mr. Conrad.

Click on: the Topic to Discuss box

Type: Ordering fund raiser bottles with team logo.

Okay, we’ve scheduled the follow-up call. Let’s save and exit back to the main M.O.M. screen.

Select Save to return to Mr. Conrad’s Customer Information screen and then press Ö twice to return to the main M.O.M. Screen.

Followup CallScheduled


Lesson 6 Processing Orders

Lesson 6

Processing OrdersIn this lesson we’ll review the most essential part of M.O.M.; Order Processing —approving credit cards and printing all of thepacking, billing and shipping paperwork.

First, let’s take a look at the Order Status Report to see how much processing and what type of processing needs to be done.

The Order Status ReportOn the main M.O.M. screen,

Click on:

to display the Status Report selection screen.

The Order Status Report selection screen is one of the most useful tools in M.O.M. With it, you can “investigate” orders in all stages of processing.

Order StatusReportSelectionScreen


The Order Status Report

For example, let’s see how many back orders we have.

In the Available Status window (on the left),

Click on: Back Ordered, No Shipment Set

We want to “include” this status in the Selected Status window (on the right),

Click on: Include (the top button between the columns)Now, Back Ordered, No Shipment Set appears in the Selected Status window. (You can also “drag and drop” items between the two windows by clicking and holding with your left mouse button.)

Now, let’s “find” all of the orders with this status.

Click on: Find (the button with red letters between the columns)

The list of back orders is displayed.

Let’s look at the report a different way—by back ordered line items.

Click on: Line Items (under Display at the left of the screen)The selections in the Available Status window now refer to line items in orders.

Order StatusReportSelectionScreen



In the Available Status window,

Click and hold on: Back Ordered and “drag and drop” it into the Selected Status window.

Click on: Find to display the list of back ordered items by order number.

Notice the results differ. The Order list shows undelivered drop shipments, the Line Item list doesn’t. Let’s “zoom in” on order #96.

Double click on the second order, #96, Smithson.

Creating a Listof Items thatare BackOrdered


Step 1—Electronic Payment Processing

By selecting orders from the list, you can take a closer look at any situation—back orders, credit card problems, etc. In this case, with Robert Smithson’s order, we can see that the Barbells are backordered.

When you’re done viewing the order, press Ö twice to return to the main M.O.M. screen.

Okay, now that we’ve explored the Order Status Report, we’re ready to complete the two steps of order processing.

Step 1—Electronic Payment ProcessingIn this exercise, we’re going to approve a card with M.O.M.’s optional Interactive Credit Card Authorization System (ICCAS). The ICCAS software uses the internet to connect to the card and eCheck approval network and process all pending charges.

Credit Card ProcessingNow we’re ready to process cards. On the main M.O.M. screen,

Click on:

to display the list of cards for processing.

Selecting andViewing anOrder from theList



In the Display dropdown select “Ready to Charge Transactions” to only show the credit cards that need to be approved.

We have cards in the list that need approval.

Click on: Process One to approve the first credit card in the list.

Credit CardProcessingSelectionScreen

Approving aCredit Card


Step 1—Electronic Payment Processing

In our exercise, we only pretend to get an Authorization Code and AVS Response. We don’t actually process any cards through the credit card processing networks for this demonstration (they don’t like pretend situations).

Process the rest of the cards by pressing Process Batch. Select Close and M.O.M. will ask to print the Credit Card Merchant Deposit Report. The Report Output Options pop-up screen is used throughout M.O.M., and enables you to change default printers, do printer setups, or even view before actually printing.

The Tutorial is set to use your default printer. If you want to change it, select a different printer in the pull-down list. You can also tell M.O.M. to “remember” you printer settings by selecting the Setup button. Select Print to print the report and then select Exit.

eCheck ProcessingUsing the same ICCAS software, we can process Electronic Checks through M.O.M. Similar to the Credit Card Batch, each eCheck can be processed individually or through batches.

Click on:

We have a few eChecks are ready to process. With eChecks we simply send a pre-authorization, then wait a few days for the checks to clear.

eCheckProcessingSelectionScreen



Let’s just choose to process all of our pending eChecks by pressing Process Batch.

At the status check prompt, choose Yes. When returned to the eCheck Batch screen, choose Close.

Select Print to print the report and then select Exit.

Now we’re ready for Step 2.

Step 2—Processing Orders in Batch and Printing PaperworkOne of the most flexible and powerful features of M.O.M. is the ability to customize order processing for your particular company’s needs. In fact, there are really two distinct ways to process orders in M.O.M. The first is the way we’re going to do it in the Tutorial - using the Batch Order Processing function. The second is using the Packer’s Workstation for individual attention to each order. At the end of this chapter, we’ll take a look at how you can change the order processing design to try the Packer’s Workstation on your own.

For now, let’s process our orders as a group using the Batch Order Processing function.

On the main M.O.M. screen

Click on:

to display the Order Processing Stage Selection screen.

æ Note: The number of orders you have to process in your Tutorial System may differ from the number of orders displayed in the following screen images.


Step 2—Processing Orders in Batch and Printing Paperwork

This screen enables you to select the stages that you want to run in Order Processing. In the Tutorial, we’ve disabled Pick Tickets, so that stage is dimmed. In most cases, you’d probably run the entire cycle. That’s what we’re going to do in this exercise. But, before we start printing anything, let’s look at the counts for the Packing Slip stage. Select View List to the right of the screen across from Stage 2, Packing Slips, to display the list of orders to be processed. You may select View List next to each stage to display the list of orders to be processed for that particular stage.

SelectingStages forProcessing

Finding OutHow MuchProcessingNeeds to be Completed



Press Ö to return to the Stage Selection screen, and then select Process at the bottom of the screen to print our packing slips.

The Report Output Options pop-up screen enables you to change default printers, do printer setups, or view before actually printing.

When you’re ready, press Print to begin printing. After printing is completed, press Exit. Because M.O.M. wants to make sure that everything printed properly, the following message is displayed:

Select Yes, unless something went wrong during printing. If you select No, you can reprint all of the packing slips or you can begin at the specific order number in the batch you just ran. Each stage in Order Processing works exactly the same way. You can’t make a mistake—M.O.M. double checks everything.

Continue processing the remaining stages. When all of the stages have been completed, select Close to return to the main M.O.M. screen.

Time Out — Shipping System InterfacesM.O.M.’s optional Automatic Shipping Calculations Module has interfaces to several shipping systems, allowing you to pass all of the information about packages directly to the shipping software. And for UPS, M.O.M. is an approved UPS OnLine Compatible system.

Double-CheckingPrinting Options


A Quick Look at Other Order Processing Design Options

A Quick Look at Other Order Processing Design OptionsBefore we go on to our next chapter, let’s take a quick look at the Order Processing Design screen. On your own, you can make changes on this screen and try out the Packer’s Workstation and Warehouse Manager’s Station for Order Processing, however you will need to create new orders before you can use these features.

On the main M.O.M. screen menu bar,

Click on: MaintainSystem InformationGlobal Parameters

The Maintain Global Parameters screen is displayed. Select the Order Processing Design tab.

To try out the Packer’s Workstation and Warehouse Manager’s Station for order processing, change the Packing Slips, Gift Certificates and Box Labels / COD Tags pull-down menus to “Packer’s Workstation manually processes this stage” and/or Shipping pull-down menu to “Warehouse Manager’s Station processes this stage.”

Also, check the box for A box must be confirmed for shipment.

OrderProcessingDesign Tab



Save your changes on this screen, and then enter some more orders on your own for processing.

To Try the Packer’s WorkstationThe Packer’s Workstation displays orders that are ready for processing. Each order is handled one at a time, and the contents are packed on the screen to allow for special packaging considerations. Packing paperwork is also printed order-by-order.

On the main M.O.M. tool bar menu,

Click on:

Since we already processed all of the orders in the system, try entering a new order to test this feature.

To Try the Warehouse Manager’s StationThe Warehouse Manager’s Station is only available when the optional Advanced Warehouse Module is installed with your system. It is used in large companies to assign orders for processing to multiple packers, each using the Packer’s Workstation. These packers may all be working in one warehouse or in multiple warehouses.


Click on: OrderProcess OrdersWarehouse Manager’s Station

For More InformationFor extra help on both the Packer’s Workstation and Warehouse Manager’s Station, consult your M.O.M. User Reference Guide, and the On-Line Help. You can also contact your Dydacomp Sales Representative for a guided tour.


Manager’s Authorization Settings

Manager’s Authorization SettingsWith the Manager’s Authorization, you can have as much control over your order taking process as you need. Special stop points can be setup to require review and authorization before specific orders can be processed.

In the Global Parameters Order Processing Design tab,

Click on: An order must be reviewed for manager’s authorization using established checkpoints

The Manager’s Authorization Tab is now enabled.

Any order that hits one of the above stop points will be put “On Review.” When you use the Order Status screen as explained in the beginning of this lesson, you can view all these orders using the Order on Review status selection. On Review orders can also be viewed through the Manager’s Dashboard, review Lesson 11 Management Tools and Reports for more information.

To try out this feature, select specific stop points and enter an order that triggers that stop point. You will need to then authorize an order for processing, simply open the order then,

Manager’s AuthorizationSettings



Click on:

Click on: Authorize.

Then save the order. This order will now be available for processing.

OrderRequiringApproval


Manager’s Authorization Settings



Lesson 7 Setting Up A Stock Item

Lesson 7

Setting Up A Stock ItemOne of the most important parts of your mail order business is inventory. You need to set up products, prices, and suppliers. It’s no wonder that the inventory functions of M.O.M. include some of the most powerful features of the system. To better demonstrate these features, let’s add a new product to our inventory.

Setting Up the New Stock CodeOne of our suppliers, Victory Athletics, has just convinced us to add their Nutritional Energy Bars to our product line. They’ve given us special prices for order quantities of 25–49, 50–99, 100-199, and 200+ of the bars, and we think that we can sell it in our new catalog as a special insert.


Click on:

and we’ll set up the information for the bar.

M.O.M. displays the Stock Item Lookup screen.


Setting Up the New Stock Code

We use a naming convention for most of our codes in M.O.M., for instance all of our clothing item SKUs start with the letter C, all of our exercise equipment start with the letter E. Since this is our first food item, we’ll create a new SKU and follow the same convention. We’ll run a search to see if any other SKU’s start with the letter F.

Because M.O.M. automatically retains our settings in the lookup screen, the lookup screen may appear different than the one pictured above. All we have to do is change the Lookup On selection to Stock Number, the Condition to Equals and then enter the letter F in the Value field.

Click on: to the right of the Lookup On field.

Scroll up and select: Stock Number

Click on: to the right of the Condition field.

Scroll up and select: Equals

In the Value window, type F and press Ñ to display a list of matches.

Stock ItemLookupScreen



There are 3 other stock items using F as the start of their SKUs, F-POS-COM, FNR-BOT and FR-PRO-CAP. We’ll have to use a different code for our Bar. Let’s name it FD-BAR.

Select New (at the bottom of the screen) and we’ll set up the new item.

First, let’s enter the code for the new item.

DisplayingMatches Found

Setting upGeneralInformationabout a NewStock Item


Setting Up the New Stock Code

Type FD-BAR in the Stock Number field and press Î to move the cursor to Description. Type in NUTRITIONAL ENERGY BAR.

This will be the description that is displayed on the order entry screens as well as the description that is printed on the customer invoice.

The Stock Information Screen contains twelve tabs of information:

General—the general information about the item. Inventory—the inventory information for the item. Break-out—for items that are kits and for payment plans. Composite—also for items that are kits. Suppliers—all of the supplier and buying information on the item. Pricing—all of the prices that you sell the item to your customers. More Info—This Tab contains two sub-tabs- Extended Info- extra

information (and a picture if you want) that is helpful to the order entry operator. Customized Info- this tab contains a list of pages that can be customized to record any item related information you may need. These pages are also available to the order entry operator when placing this item on an order.

Misc—sales commissions, royalties and subscription information. SiteLINK—special information related to selling the product on your

SiteLINK™ e-commerce Web site. Auction—special information for an item that can be posted for

eBay Auctions and eBay Stores. Sales—item sales information that can be limited to a specific date

range and displayed in a graph. eComM— contains tabs for customized item information that can be

posted to the most popular eCommerce Channels.

Let’s start with General information.



Setting Up General Information for the Item

Product AttributesSince our item is a food item and also inexpensive, we wouldn’t want to accept returns or allow any discounts to be applied to it. We can check two attributes to make sure that our order entry operators adhere to these rules.

Click on: Product Exempt From All Discounts

Click on: Product is Non-returnable

Cross-Sell, Up-Sell, Substitute, Promote ItemsSince this product usually attracts athletic or health conscious people, we can promote another health product. We have a CD that details our Workout CD collection, we can add this as a promotional product in the hopes that it will encourage repeat business.

Select Add to display the Add Cross-Sell, Up-Sell, Substitute Item or Promotional Product screen.

In the Type of Selling Tool menu, choose “Promotional Product.”

Each time the Nutritional Bar is ordered, M.O.M. will suggest the Promotional Product. The stock code for the promotional item is CD-Workout. In the Promotional Product field,

Setting up aPromotionalItem


Setting Up General Information for the Item

Type in: CD-WORKOUT.

In the Product qty of filed type 1,

and

in the Promotion qty of type 1.

The Description is only for our Selling Tools Activity Report which shows how many cross-sells, up-sells, substitutes and promotional products were accepted by customers. We won’t bother entering a description in this exercise.

The only other entry we need to make is the Operator’s Script. The script is what will be displayed to the order entry operator to read to the customer for a phone order.

Type: We are also including a copy of our Workout CD, which contains samples of our assortment of Exercise Videos.

Select Save to return to the General tab of the Stock Information screen.

Weights/ShippingWeight of Item—Enter 1.00.

Product Shipping Preference—Enter UPS.

Tax StatusM.O.M. supports sales tax at four different levels. At each level, special tax classes for certain types of products can be established. In this case however, no special tax situation applies, so no change is required to any of these menus.

Product Classification Code—this is a new item, so we’ll create a new code for food items, simply type FD.

UPC Code and ISBN/Alternate ID— our supplier, Victory Athletics, provided us with the UPC code for this item. We can then scan this code when receiving inventory for this item and also during order entry.



Type in: 6011401528

Notes to Operator—we want our order entry operator to inform the customer that the bars are all natural.

Type: Our Nutritional Energy Bars are all natural!

Setting Up Inventory InformationNow we’re ready to make our entries on the Inventory tab. Select that tab.

Current Stock InformationThe Units in Stock field can be used to establish a starting inventory for a new item. We’ll assume that we have a starting inventory of 25 units.

Type in: 25

G/L DepartmentIf we wanted to post revenue (sales), returns, and/or cost of goods for the item to specific accounts, we could select them here. We’ll leave them set to “Default.”

Setting upInventoryInformation


Setting Up Inventory Information

Warehouse PreferenceBecause we have only one warehouse established, the defaulted selections are fine. On your own, at the conclusion of these exercises, you can try setting up more warehouses using the optional Advanced Warehouse Module.

Bin PreferenceThe bin is the location or locations in a warehouse where we keep the item stored. We need to set up a bin for the item. Select Add to display the Add New Bin Location screen for the first bin.

Expiration Date— Using the expiration date feature, we can restrict the sale of items once they reach a specified date. Our Nutritional Energy Bars are perishable items that expire around 90 days from the date of delivery. Since we already entered units in inventory, we can create our first bin with an expiration date of 90 days from today’s date.

Warehouse—this is where we select the warehouse where the bin is located, so select “W1 - USA Sporting Goods, Inc.”

Bin Number—in our warehouse, this is where we will store the bars. The bars are going to be in row S on shelf 12.

Type: Row S, Shelf 12.

Setting up aBin



Status—this is the bin that we sell from. The default status is “Available for Sale.”

None of the other fields in this screen need to be completed, since we only have one bin for this item. If multiple bins are established, you can specify special bins for returns, receiving, kit assembly, and point of sale use. You can also create “bulk” bins that are used only to replenish other bins.

Select Save to return to the Stock Item Information screen.

Setting Up Supplier and Purchasing InformationNow, we’re ready to enter the supplier and purchasing information. Select the Suppliers tab.

This screen contains the information associated with the purchasing of the item from our supplier, Victory Athletics. Let’s enter the supplier information.

Re-Order When Stock is Below—depending on how fast we sell these bars, we might not want to keep that much stock on hand. Besides, Victory Athletics ships quickly and rarely back orders. We’ll let our inventory drop to 5 before we reorder.

Type 5 and press Î.

Setting upSupplier andPurchasingInformation


Setting Up Supplier and Purchasing Information

The three fields under the re-order number are display fields. They are dimmed now indicating that we do not have any of the item on order yet.

Minimum Re-Order Quantity—we like to order them in quantities of 25.

Type 25 and press Î.

Current Unit Cost Basis—this field is automatically updated each time we make a purchase from our supplier. For a new stock item however, you can enter a starting cost figure. We’ll start it off with the price that we pay based on a quantity of 25. The price is $26.50 for 25 bars, so the Unit Cost is 1.06

Type 1.06.

Purchasing Level and Supplier ListOkay, now we need to enter the various price breaks that we get when we buy the bars. We have four (4) new levels to enter.

Click on: Newto display the Purchasing Level Information screen.

The supplier is Victory Athletics. We don’t know the supplier code for them, so let’s look them up. On the Supplier field, press À to display

Enter a NewPurchasingLevel



the supplier list.

Select Victory Athletics and press Ñ. Now let’s enter the rest of the information for this buying level.

Supplier ID—the supplier’s code for the item is EN123-10 and they call it the Enertrition Nutri-bar.

Type EN123-10.

Equivalent Units—one of the supplier’s units = one of ours. So you can leave 1 in this field.

Buy Quantity—remember, we need to buy at least 25 to get our wholesale price.

Type 25.

Unit Price—at 25 units, we pay $1.06 for each unit.

Type 1.06.

Drop Ship Item—is dimmed because we did not set this up with the option to drop ship the item.

Looking up aSupplier


Setting Up Supplier and Purchasing Information

Supplier Purchase Group ID—if the supplier offered us a purchasing discount on a group of different bicycles, we could associate the group of items together with a Mix & Match code in this field. In this case, we do not need to enter a code.

Lead Time—is the time it takes for the supplier to deliver the item to us. Since Victory Athletics is near our location, the lead time is only 2 days.

Type: 2

Click on: Saveto return to the Purchasing Level and Supplier List. Notice that the level we just added is now in the list.

Just for practice, you can set up three (3) more buying levels for the bars. Here’s the information you need.

Level 2—at 50 units, we pay $1.00 for each unit. Level 3—at 100 units, we pay $.89 for each unit. Level 4—at 200 units, we pay $.70 for each unit.

After you set up these other levels, you’re finished with this tab.

PurchasingLevels



Setting Up Selling PricesNext we have to set up the two prices that we are going to use when we sell this new item to our customers. Select the Pricing tab.

This screen contains all of the information associated with the prices that we will be using when we sell the bars to our customers.

At the top of the screen is the Normal Retail Selling Price. This is the price that we normally sell the item for. The price will be $2.65.

Type 2.65 and press Ñ.

The Mix & Match Code field is designed to enable you to “link together” different items in your catalog under one pricing structure. For instance, if you wanted to offer your customer “any five items in a list of twenty at a 10% discount,” the mix and match code would let you accomplish this. For the Nutritional Energy Bars, we don’t offer any mix and match pricing, so leave the field blank.

Special Situation Price ListWe’re going to have two special prices for the bars. One based on a sale price in our Catalog #14 and the other will be a discounted price for Sports Officials or Coaches.

Click on: Newto display the Special Price Information pop-up screen.

PricingLevels


Setting Up Selling Prices

This screen contains all of the possible special price qualifiers. Let’s set up the Catalog #14 price.

Seq. # - this number is the position that the special price has in the Special Situation Price list. Since this is our first special price, the number is already set to 1.

Method of Pricing

Unit Price—The price we’ll be offering in Catalog #14’s supplement will be $2.00.

Type 2.00.

With Discount—we’re not applying a discount to the Unit Price, so skip over this field.

Cost Plus—if you are a business-to-business company, you might want to sell the item at a percentage increase over your cost.

Qualifiers For This PriceFor this special price we’re not going to use any of the Customer qualifiers, so skip over these fields. We’re going to use Order qualifiers.

Special PriceQualifiers



Min. Quantity—to receive the catalog price, the customer only needs to buy 1.

Type 1.

We are not pricing by Source Key, so skip over this field.

Cat. Code—this price is published in our Catalog #14.

Type 14.

We’ll also enter in the Information for Catalog Analysis Report — the bars will have 35 square inches of allotted page space and be on page #32. This information is used when you run M.O.M.’s Catalog Square Inch Analysis report to determine how much profit each product makes in proportion to its allotted page space.

We won’t have a Start Date or End Date on this price (like a limited time offer), and the price won’t be based on either Order Type or Order Total. So, we don’t need to enter any other information. Select Save to return to the Special Situation Price List.

There’s our first special price in the list. Now, let’s set up our special Sports Official/Coach Price.

SpecialSituationPrice List


Setting Up Selling Prices

Click on: New

to display the Special Price Qualifiers pop-up screen again.

Our Sports Official/Coach price will be based on a discount of our normal selling price of $2.65. We’ll give them a 5% discount. So, we won’t enter a Unit Price, but instead just enter a discount.

Select the Discount field

Type 5 for a 5% discount on our Normal Selling Price of $2.65.

Now we need to establish the discount for our Sports Official/Coach only. We code our Sports Officials and Coaches with an “O” in Type Code 1.

In Type Code 1 of the Customer qualifiers,

Enter O. Whenever customers with type code O order the energy bars, they will automatically receive a 5% discount.

æ Note: The Customer Type Code is split into three parts—Type Code 1, Type Code 2, and Type Code 3. Typically, each part of the code is used for a different purpose.

In the Order qualifiers section, for Min. Quantity,

Type 1.

They only need to buy one to get the special price.

That’s our last entry, and here’s how the screen should look.



We don’t need to enter any other information on the screen, so select Save to return to the Special Situation Price List.

Setting Up a Product Specific Customer NoticeEarlier in the guide, we saw how we could select and send a form letter to a customer during order entry and contact entry. The Customer Notice Maintenance function also enables you to create special form letters related to a specific product that are automatically “sent” to a customer whenever that product is entered in a customer order. These notices are typically used to provide special instructions for the item.

For our new Nutritional Energy Bar, our product manager has already prepared the nutritional facts as a customer notice. We need to “connect” this notice to the bars.

Select the Miscellaneous tab.

Sports Official/Coach Price


Setting Up Special Order Entry Operator Information

Near the left center of the screen is the information associated with the product’s Customer Notice. Use the pull-down menu to select the notice, “NT- Nutritional Facts.” Then, use the When to Generate Notice menu to select “When Item is Entered.” That way it will be printed when the item is being packed, and our packer can include the information right in the box with the bars.

In the Advanced Search Criteria section, enter “Nutrition” for Primary Use and “Enertrition” for Brand. The Advanced Search Criteria is set up in the Global Parameters to assist in providing additional searching criteria for an item when using the Stock Item Lookup.

Setting Up Special Order Entry Operator InformationWe have just one more thing to do for our new stock item and that’s to write up a little extra information about the bars for our order entry operators.

Select the More Info tab then the Extended Info tab.

This screen is used only to add additional information about an item. You can even insert an image of the product on this screen if you like.

For our bars, enter the following information.

MiscellaneousTab



Type: The Nutritional Energy Bars have 230 calories, 31 grams of carbohydrates, and 13 grams of protein.

Click on the Select... button to find the nutribar.gif file.

That’s it! You’ve successfully set up a new stock item in M.O.M.

Select Save to exit to the Stock Item Lookup screen. Press Ö to return to the main M.O.M. screen.

Setting up the Auction TabWe going to try to sell this item on as many different channels as we can. Since we have a store on eBay, we’ll setup the tab and publish the bars up to Blackthorne so that we can post it up to our eBay store.

Select our new SKU: FD-BAR

Select the Auction tab, then check the option Product Available for Auction.

Extended Informationabout theStock Item


Setting up the Auction Tab

Click on the Warehouse menu and choose W1- USA Sporting Goods.

For Units on Reserve, we’ll just try selling 5 on eBay for now.

Type in: 5.

In the Fixed Price for Ebay Stores field we’ll enter our Normal Retail Selling Price.

We can use our existing Product Title and Full Description. We will however attach an image in the Picture section,

Click on: Browse then select nutribar.gif.

Select Publish to send the product info to Blackthorne.

æ Note: This requires a Blackthorne Pro or Seller’s Assistant Pro database selected, See Lesson 4 eCommerce Order Import and Review for more information.

AuctionTab



Setting up the eComM TabEarlier in this guide in lesson 4, we covered the Order Management Modules, which allow you to interface M.O.M. to the most popular eCommerce Channels. Through the eCommerce Management screens you can manage the product information for each channel all in one main tab.

Each eCommerce Channel tab conforms with the product requirements of each individual channel, so each tab may require different information. For this lesson we’ll use the Miva interface as an example.

Select the eComM tab, then select the Miva sub tab.

Check Product Available for Miva.

In the General Tab, the Miva SKU field is already populated with our M.O.M. SKU, we can change it to create a custom Stock Item Number for Miva orders but we’ll keep it the same for now.

For the Product Name field, click the radio button next to the open field then,

Type: Enertrition Nutritional Energy Bars

eComM-MivaTab


Setting up the eComM Tab

In the Quantity field, we can either specify an inventory quantity to send over, or use the Inventory Feed in the Feed Manager screen (See Lesson 4) to send the inventory information up to Miva. Since we need a starting inventory, we’ll enter 20 units.

Type: 20.

In the Price field, our retail price should already be entered.

In this example we do not need to fill in a Current Unit Cost, and our Weight field should also be populated.

Click on: the Extended Information Tab,

Click the radio button next to the blank field, then:

Type: The Enertrition Nutritional Energy Bar has been scientifically formulated to support your body’s requirements for quality nutrients.

Since Miva requires that the images be hosted on the web, we’ll just leave the image fields blank. We can also skip the Product Category Code field because we don’t have a Miva store with categories setup.

The Attributes tab is used to setup items in M.O.M. with Size/Color variations as attributes in Miva, since our Nutritional Bar item isn’t setup with variations, we don’t have access to this tab.

eComM- MivaTabExtended Informa-tion



With all required fields filled out, you can select Publish to publish to Miva.

Continue with the suggestions “For More Practice” below or review another section of the guide.

For More Practice on Your Own Try setting up a “kit.” As an example, E-BB-SET is a kit of baseballs

and a bat and is set up as a composite item. On a kit item, notice that you can select to have M.O.M. assemble them as you need them, or you can control the assembly process using the Assemble Kits function.

There are numerous ways M.O.M. can handle scheduled shipments such as “video of the month.” As an example, SP-VCLUB is a series of videos with prescheduled ship dates as a break-out item. Also, check out the Club Membership option as another way to handle scheduled shipments.

Just like Customer Demographics, you can create your own custom “Demographic” pages for Stock Items and Suppliers. Use the Maintain Additional Stock Information or Maintain Additional Supplier Information options in the Product menu to create Demographic pages that you can then use to enter more information from the stock or supplier maintenance screens.

Take a look at the information on the SiteLINK tab in the Maintain Stock Item function. It enables you to control all of the information associated with the item on your web commerce site, created entirely for you with SiteLINK, the integrated eCommerce Solution designed to work specifically with Mail Order Manager. And, don’t forget that you can actually create a SiteLINK demo store using this Tutorial. Contact your Sales Representative for details.

Try changing the prices of stock items by using the Price Change for Retail & Special Prices or Vendor Prices. Navigate to the Product menu Change Product Prices. Select the stock items that you want to change prices for and choose to change the prices by percentage over the original prices, a dollar amount over the original prices or to a specific dollar amount.


For More Practice on Your Own

And for Drop Ship items, there isn’t a need for warehouse maintenance, inventory and personnel. When you have a limited quantity of an item in stock, you can drop ship large orders that would otherwise entirely deplete your inventory. Also, drop shipping can be used if you have large items and limited warehouse space. To maximize profit, M.O.M. enables drop shipped items to be selected based on the best price negotiated with your suppliers and the shipping charges can be calculated by the zip code of the supplier.


Lesson 8 Using the Purchasing Functions

Lesson 8

Using the Purchasing FunctionsKeeping track of inventory levels and purchasing from suppliers is a big part of the daily operation of your business. M.O.M. combines inventory tracking with purchasing in one single function.

æ Note: If you have been going through the Learning Guide page by page, you will need to reset the Tutorial.

Click on: Your Computer’s Windows Start MenuProgramsMail Order Manager TutorialReset Tutorial

Once the Reset is complete, open M.O.M. On the main M.O.M. screen,

Click on:

to display the Order Product screen.

Low Level ReportingTo know what and how many products need to be purchased, we need a report on those items that are currently at or below their low-level quantities. Although there is a separate Low Level report in M.O.M., those products at or below their low level are listed for you right in the purchasing function on the Items to Purchase (Low Level) tab.


Low Level Reporting

It looks like we need to order some products. Use your mouse to scroll through the list and take a look at what we need to buy.

We’re low on some boxing trunks, football jerseys, warm-up suits, gymnastic rope that we sell by the yard and some other items. We’re back ordered on the barbell set.

Time Out — Product ForecastBefore we start purchasing, let’s take a look at the forecasting feature that the optional Advanced Inventory Module provides us. Scroll down the list and select E-SKATES. Now, select Purchase Detail at the bottom of the screen to display the purchase detail and forecast information. The Purchase Detail screen displays an inventory projection based on prior sales history to assist you in making purchasing decisions. For more information on Product Forecasting, see Lesson 11 Management Tools and Reports.

MakingPurchasingDecisionsBased onLow Levels



Select Close to return to the Items to Purchase (Low Level) tab.

æ Note: Depending on the installation date of the M.O.M. Tutorial, the current month may not appear in the Purchase Detail screen.

Recording Product OrderOkay, let’s do some purchasing.

Scroll down and choose E-BARBELLS. The Item Purchase Information section at the bottom of the screen tells us how many we need to buy. Look at the Qty to Buy field. It’s telling us that we need to purchase 5 in order to have the minimum quantity on hand.

We feel that we’re going to sell a lot of this item, so let’s order 20.

In the Available Purchasing Levels list,

Click on the buy level in the list.

Then,

Click on: the Qty. to Buy field

Type: 20.

ViewingPurchasing Detail for a Product


Recording Product Order

Then, press Î to move to the Expected Date field. The supplier ships in two weeks. Enter a date two weeks from today.

Click on: the Purchase Item button.

Notice that the Barbells are no longer in the Items to Purchase (Low Level) list at the top of the screen. Now that we have purchased it, the barbells have been moved to the Pending Purchase list. Let’s take a look.

Click on: the Pending Purchase tab.

There’s the barbells, and it’s the only item in the list because we haven’t purchased anything else yet. Notice, beneath the barbells are AES requirements. These requirements can be set up for each supplier. They represent a minimum number of items and/or dollar amount of the order, excluding drop shipped items, before a purchase order can be accepted by the supplier and generated by M.O.M. We have met the minimum requirements.

On your own, go back to the Items to Purchase (Low Level) list and finish purchasing everything else in the list at the buy quantities that M.O.M. advises.

The PendingPurchase List



è Hint: Just keep clicking on the Purchase button to quickly purchase everything in the Items to Purchase (Low Level) list.

When you’ve completed your purchasing, check the Pending Purchase tab one final time and then Save to exit to the main M.O.M. screen.

Generating Purchase OrdersNow we’re ready to generate our purchase orders. On the main M.O.M. screen menu bar,

Click on: ProductPurchasingCreate Purchase Orders

and M.O.M. asks to confirm that you want to create the purchase orders.

Choose Yes, and M.O.M. asks to “Create purchase orders for all users?” (This is used in large companies where more than one person is using the purchasing function) Choose Yes, and M.O.M. creates the purchase orders. When M.O.M. finishes creating the purchase orders successfully, an advisement screen is displayed. Select OK to confirm that the purchase orders have been created.

Reviewing Purchase OrdersNow that the Purchase Orders have been created, let’s review one before we print them.


Click on:


Reviewing Purchase Orders

to display the Purchase Order List (for Review).

M.O.M. lets you select Purchase Orders to Display by several different criteria. We want to look at those that have not yet been printed.

In the box titled Purchase Orders to Display,

Click the Unprinted radio button,and the list now shows those purchase orders that have not yet been printed.

Let’s take a look at Purchase Order number #217 for the American Exercise Supply Company (AES).

Double click on Purchase Order #217 in the list to display the Purchase Order.

Purchase OrderList



There are just a few things to do on this purchase order before we print it.

Purchase Order Reference—this is just a brief description of the purchase order. In this case, the purchase order is for exercise equipment items and some warm-up suits.

Type: EQUIPMENT & WARM-UP SUITS

Special Instructions—these are the default instructions set up for the supplier. We don’t need to make any changes here.

Expected Date—this is the date that we expect the entire purchase order to arrive. Although each item can also have its own expected date, we know that AES, the supplier, usually ships everything together. The entire order should arrive in about two weeks.

Type a date two weeks from today.

Ship Via—we want them shipped UPS.

Type UPS.

One more thing. We want to tell AES to ship a specific color dye lot of the green suits to match the ones that we have in stock already.

Viewing andEditing aPurchaseOrder


Printing Purchase Orders

Double click on the green suits in the list (C-WUS GR/M) to display the Add/Edit Purchase Order Line Item screen for this item in the purchase order.

Click on: the Custom Information window.

Type: Ship Color Dye Lot #52

Click on: Saveto return to Purchase Order #217, and then press Ö twice to return to the main M.O.M. screen.

Printing Purchase OrdersThis is really easy! On the main M.O.M. screen menu bar,

Click on: ProductPurchasingPrint Purchase Orders

and M.O.M. displays the standard Windows Report Output screen.

æ Note: M.O.M. also lets you set up an e-mail address and/or fax number for each supplier so that each time you run the Print Purchase Orders function, the purchase orders are automatically e-mailed or faxed directly to your suppliers. Take a look at the Maintain Suppliers function on the Product pull-down menu when you’re done with these exercises to see how the e-mail and fax options can be used.

PurchaseOrderItem EditScreen



You may remember this screen from our Order Processing exercise in Lesson 6. Your default printer is already selected for you. Press View to view the purchase orders on the screen instead of printing them. If you choose to view the purchase orders, press Ö to exit the view. Press Print to print the purchase orders. Select Exit when you are done and answer Yes to the print confirmation question.

Now you are ready for the next step in the purchasing process, Recording Delivery.

Receiving Items from the SupplierLet’s “jump ahead” two weeks. The American Exercise Supply Company has delivered your order. That’s the good news. The bad news is that the order is incomplete. They ran out of stock on the small red warm-up suits and only shipped part of your order. They’ve delivered on our PO #217, but not completely. We need to record delivery on what we received.


Click on: ProductReceiving & InventoryReceive Product

Report OutputOptions


Receiving Items from the Supplier

and M.O.M. displays the Purchase Order List (for Receiving Product).

Scroll down and double-click on Purchase Order #217 to display the purchase order.

The AES Invoice Number is A5500 and it is marked with today’s date.

Type A5500 in the Supplier Invoice # field, and press Î to type in the Invoice Date.

Now, let’s receive the product.

Purchase OrderList forReceiving

Receiving Partof a PurchaseOrder



The shipment we received from the supplier contained everything except the required number of the medium red warm-up suits. We ordered 75, but AES only shipped 50. We need to adjust the amount.

Because everything was sent as ordered except for the red warm-up suits, we’ll use the Receive All option first to quickly receive all of the quantities for each line item. Then, we’ll change the amount on the medium red warm-up suits.

Click on: Receive All

to receive all of the items in the amount ordered. Now, let’s correct the amount on the medium red warm-up suit.

Click on: the medium red warm-up suit item (C-WUS RE/M) in the list and,

Click on: Receive Partial

A pop-up screen is displayed that lets you change the expected amount to a partial amount.

Type 50 in the pop-up screen and press Ñ twice to return to Purchase Order #217. Select Save on the Purchase Order to return to the Purchase Order List.

Changing the ReceivedAmount for an Item


Receiving Items from the Supplier

Now we’re ready to Process Inventory Updates. Before we process, we could run the Receive Report and print barcoded stock labels for our new stock, but we’ll skip those options this time. So, press Ö to return to the main M.O.M. screen. M.O.M. reminds you to process inventory updates as you exit back to the main screen.

Press Ñ to accept the OK and return to the main M.O.M. screen.

Then, on the main M.O.M. screen menu bar,

Click on: ProductReceiving & InventoryProcess Updates to Inventory

and M.O.M. updates the inventory with the newly received items. If there were any backorders for any of these items, M.O.M. lists the orders and allows you to allocate the new inventory to the orders that you need to fill first.

Select Process Updates to complete the update.

BackorderAllocation



Paying SuppliersPaying Suppliers is easy with M.O.M.’s full complement of integrated Accounts Payable options.

Let’s pay AES for the shipment that we just received from them. On the main M.O.M. screen menu bar,

Click on: AccountingAccounts PayablePay Suppliers

and M.O.M. displays the Pay Suppliers screen.

Let’s list all of the invoices for American Exercise Supply. Select the Supplier ID field.

Type AES and press Ñ to list all of the invoices for this supplier.

Pay SuppliersScreen


Paying Suppliers

Now we need to select the type of payment or transaction. This will be a Computer Check Payment. In the Transaction Type window,

Click on: Computer Check PaymentNow we’re ready to select the invoice for payment. In the list of invoices,

Click on: Invoice #A5500 (the one we recorded delivery for.)

We’ll pay the whole amount of the invoice.

Click on: Pay

ListingInvoices bySupplier



Notice how the Outstanding Amount of has changed to $0 and that M.O.M. has automatically applied the allowable supplier discount of 2% of the total because we’re paying it within 10 days of the Invoice Date. With the discount, the Amount To Pay column shows a new total.

Okay, that’s it. Let’s create the transaction and exit.

Click on: Create TransactionThen, on the Pay Suppliers screen, press Ö to return to the main M.O.M. screen.

We won’t actually run checks for suppliers, but that would be the final step in the complete purchasing process.

ApplyingPayment


Paying Suppliers



Lesson 9 Daily Accounting Activities

Lesson 9

Daily Accounting ActivitiesIn this lesson, we’re going to take a look at two of the most commonly used Accounting Reports. We’re also going to look at M.O.M.’s built-in interface to your own accounting system.

The Sales Listing ReportOn a daily basis, you’ll probably want to print off a list of the invoices generated in Order Processing. Use the Sales Listing Report to do this.


Click on: ReportsAccounts ReceivableSales Listing Report

The Invoice Selection Screen is displayed to let you select the invoices that you want to list in the report.

SelectingInvoices forthe Report


The Bank Deposit Report

Click on: Allthen,

Click on: Processand the Report Output Options screen is displayed.

We’ve already seen this screen in Lesson 6, Processing Orders. Remember, the Tutorial is set to use your default printer, but you can select another printer from the pull-down list. Select either Print or View. If you select to View, press Ö to close the view on your screen when you are finished.

è Hint: You may need to change the page orientation to landscape by choosing your printer, then selecting Setup. Under the Orientation options, choose Landscape.

Select Exit when you are done to return to the Invoice Selection screen. Select Close on the Invoice Selection screen to return to the main M.O.M. screen and continue with the next report.

The Bank Deposit ReportWhen you go to the bank with your mail order checks (that’s the best part of being in business), you’ll need a bank deposit report that lists all of the checks that you’re depositing. M.O.M. gives you the very report that you need in the Journal Activity Report.





Click on: ReportsAccounts ReceivableJournal Activity Report

The A/R Journal Selection Criteria Screen is displayed to let you select the information to be included in the report.

Ordinarily, you’d probably only run the report for that specific day, but because you may be working through this Tutorial over the course of several days, we’ll report on all of the invoices in the system.

Click on: All

Now, we need to select the Other Criteria for the report. We only want to include Cash and Check Receipts—remember, this is a “deposit report” accompanying our deposit to the bank. Cash/Check/Receipts is already checked for us, so we’re ready to run the report.

Click on: Process

SelectingInformation forthe JournalReport


Exploring the Connection to Your Accounting System

and the Report Output Options screen is displayed.

Remember, the Tutorial is set to use your default printer, but you can select another printer if you like in the pull-down list. Select either Print or View. If you select to View, press Ö to close the view on your screen when you are finished.


Select Exit when you are done to return to the A/R Journal Selection Criteria screen. Select Close on the A/R Journal Selection Criteria screen to return to the main M.O.M. screen.

Exploring the Connection to Your Accounting SystemMany companies already have a general ledger system when they start using M.O.M. M.O.M. does not replace your general ledger, but instead lets you take all of the important accounting information out of M.O.M. and report it (called “posting”) to your general ledger. This is done using the General Ledger Interface option.

To take a look at the G/L Interface screen,





Click on: MaintainAccounting InformationG/L Interface

The Maintain General Ledger screen is displayed.

On the left, in the Title column, is a list of all the accounts kept by M.O.M. on a day-to-day basis. The Account Number column is the number of the corresponding account in your G/L system. When you use the Post A/R or Post A/P function on the Accounting menu of M.O.M.’s main screen, you automatically report the information directly from M.O.M. to your accounting system.

And, M.O.M. supports the most popular PC accounting systems available today! So, you don’t need to change accounting systems when your start using M.O.M.

Setting Up YourGeneral LedgerInterface


Exploring the Connection to Your Accounting System



Lesson 10 Creating a Mailing List

Lesson 10

Creating a Mailing ListIn this lesson we’re going to explore the optional List Management Module (LMM). Although it’s a separate module with its own menu and screens, LMM is an integral part of your complete M.O.M. system. With it, you can ask M.O.M. questions about your customers—who bought a specific item, who likes to play baseball, who lives in Connecticut and is over the age of 50—and create lists of these people for mailing, e-mailing, telemarketing, or for rent by other companies.

The List Query—Asking the QuestionWe’ve decided to give our ordering customers a special offer - 10% off of their next order, as a customer appreciation advertising promotion. We’re going to do a special mailing to all of our customers who purchased from us and send them a letter informing them of the special offer.

When you ask LMM a question and receive a list of customer names and addresses in response, you have made a list query. A query can be very complex or very simple. In this chapter, we’re going to create a simple query to find out who ordered from us in the past.

The Query — the question — is “Who ordered from us?” The List — the answer — is the names and addresses of the

purchasers, that we’ll use for printing the mailing labels.

Let’s get started!


Click on:

The main LMM screen is displayed.


The List Query—Asking the Question

Notice how LMM has its own menu bar (File, Edit, Output, etc.) and tool bar with picture buttons.

This screen is actually two separate windows. The upper window shows the include and exclude statements in the current list query, and the lower window shows information about the current list.

Since we have not created a query or opened a previously saved one, the query window title indicates that this is a NEW QUERY-UNTITLED.

Likewise, since we have not opened a previously saved list or created and saved a new one, in the List Details window, the Current List is an Untitled List.

Okay, let’s create our query!We need to “include” all of our customers who ordered from us. To find these customers, M.O.M. needs to look in each customer’s order history.

On the LMM menu bar,

Click on: IncludeNames from OrdersBased on Order Information

The Select Orders by Query Screen is displayed.

The LMMMain Screen



The Select Orders by Query Screen will let us create a list of all of our ordering customers. We’ll look up all of our ordering customers by selecting all of the orders in M.O.M.

Click on: All Orders

And, we want to include Sold-To addresses as well.

Click on: Also Include Sold-To Addresses (in the upper right of the screen.)

then,

Click on: Processto return to the main LMM screen.

SelectingOrders byQuery



Okay, we’ve added our first selection criteria statement—Include Orders By Query - All Orders.

The Status is Need To Compile, indicating that we have not yet used the statement to compile a list of customers. We’ll do that after we’ve added an “exclude” statement to our query.

Excluding Customers from the ListWhen we do our mailing, we don’t want any of our “wholesale” customers to receive it. Our wholesale customers buy our products at a special discount already, and this offer will not apply to them. So, we want to exclude them from our list. We know that their Customer Type Code 1 is W, so this is going to be easy.

On the LMM menu bar,

Click on: ExcludeNamesCustomer TypeType Code 1

The Customer Type Selection Screen is displayed.

The First“Include”Statement in the Query



We only want to exclude the W (Wholesale Account) customers. Since “drag and drop” is a feature on this screen, let’s try using it to move the W from the Available Items window to the Selected Items window.

Click and hold on: the W in the Available Items window and then,drag the cursor marker over to the Selected Items window and release your mouse button. The W should be in the Selected Items window.

Now,

Click on: Processto return to the main LMM screen.

SelectingCustomers byCustomer TypeCode



Now we have one Include statement and one Exclude statement in our Query.

Let’s compile a list of customers meeting the criteria that we have defined in our two statements.

Click on: the Compile buttonThe compile options pop-up screen is displayed.

The compile options let you substitute mailing addresses when a customer has a specific mailing address on file, as well as “adding-in”

The First“Exclude”Statement in the Query

CompileOptions



alternate addresses (like vacation addresses) or contacts on file for the primary customer common to many business-to-business situations. We won’t select any of these options for our list, so press the Compile button on the pop-up screen.

As each statement in the query is compiled, it is highlighted in the Selection Criteria list. When M.O.M. is finished compiling the list, a confirmation message is displayed.

Press Ñ to return to the main LMM screen.

Our Include and Exclude statements will display the number of names that were affected. Our Total Count will show the result customers. Below the total count are individual counts of each “Opt Out” option that can be set from within a customer’s record. Check the box next to an option to include those customers on your list.

Now, let’s save the query.

CompiledList Counts



On the main LMM screen,

Click on: FileSave

OR,

Click on:

to display the Save Query As screen.

The best way to name a query is by describing what it does.

Type: All Ordering Customers without Wholesale Customers

and then,

Click on: Saveto return to the main LMM screen.

Saving theQuery



Notice that the title of the query window is now the name that we used to save the query. Now, let’s save and name our list.

Working with the ListIn the List Details window (the bottom of the screen),

Click on: Save As

to display the Save List As screen. The best way to name a list is by describing what is being mailed.

Type: Customer Appreciation Discount Mailing

æ Note: It is beneficial to include a date as part of the title of the saved list. This additional information makes searching for specific saved lists easier.

Saved Query


Working with the List

and then,

Click on: Saveto return to the main LMM screen.

Select the saved list from the Current List dropdown.

Now, let’s add some additional advertising information about the list.

Our Advertising Manager has set up a special Source Key for this mailing to identify and track response.

Saving theList

Saved Queryand Saved List



Click on: the Source Key for List field (at the bottom of your screen)

and,

Type: HM-CA-06 (a house list mailing for the customer appreciation discount)

æ Note: As an option to adding the Source Key for the whole list, you can use the Add/Edit Source Key button to add source keys for tracking to each individual statement in the query as you build the list.

We’ll also need to enter the date that the mailing is going out.

Click on: the Mail Date field,

and,

Type: the date for next Monday.

Viewing and Printing the ListBefore we print the labels from the list, let’s take a look at the customers on it.

Click on: the Show Names button (bottom right)

and the Report Output Options pop-up screen is displayed. Select View and the names are displayed on your screen in a report for browsing.




Change the zoom percentage and window dimensions to view as much of the report as you need. When you are finished browsing, press Ö twice to return to your Saved Query and List.

Now, as the next step in this lesson, let’s print the list.

Click on:

to display the Label Generation screen.

Viewing a Listwith the ShowNames Option



There are lots of options on this screen associated with the type of mailing that you are doing and type of mailing piece that you are using. We’ve preset all of the information on the screen for you to make things a little easier in this Tutorial. Of course, you can come back later on your own and explore these options in greater detail if you like.

æ Note: Most of the information in this screen is associated with the regulations and requirements of the United States Postal Service (USPS).

Now, to print our mailing labels.

At the bottom of the screen, in the Paper/Style window, the default setting is Avery 5095 - Bar Code. This is a large label format, and for the purposes of our exercise, we want to fit our list on a single sheet. Change the Paper/Style choice to Avery 5162 - Bar Codes. Incidentally, M.O.M. supports most Avery label styles.

After making your label type selection,

Click on: Print Labels at the bottom left of the screen.

M.O.M. processes the mailing (all of the USPS data is gathered and the list sorted) and then the Report Output Options screen is displayed.

Label GenerationScreen



You’ve seen this screen many times during this Tutorial, and by this time you’re probably an expert at using it. Remember, the Tutorial is set to use your default printer, but you can select another printer from the pull-down list. Select Print to print your labels.

Select Exit when you’re done to return to the Label Generation screen.

Select Close on the Label Generation screen to return to your Saved Query and List.

Updating the Individual Customer Files with Mailing InformationJust one more thing to do! For the customers on our mailing list, we want to record this mailing in their Customer Contact History screen.

On the main LMM screen,

Click on: OutputCreate Catalog Contact Entries for Defined List

The Catalog Contact Entries for Defined List pop-up screen is displayed.

Report OutputOptions Screen



For the Catalog Sent, enter or look up our 06SS - Summer Spectacular Mailer as the code and select Process, then press OK to confirm. The next time we look up one of the customers on our mailing list, and view their Contact History information, we’ll see the contact entry that we just created. This way we can keep a careful record of everything we send to our customers.

Importing Prospective CustomersIn Direct Marketing, there are different ways to obtain new Customer Information other than orders, one way is through purchasing lists. With The List Management Module, you can import Customer Lists into M.O.M. with ease. The same great tools available in List Management can also be applied to an imported list, such as introduction marketing calls, mass emails and catalog labels. M.O.M. enables you to import lists in multiple file formats and field arrangements.

On the main LMM screen:

Click on: FileImport Customer List

The customer file import screen is displayed.

CatalogContact Entriesfor Defined ListScreen


Importing Prospective Customers

In the list of file formats choose Excel Worksheet, then Select File Name. In your Tutorial folder, select the file DEMOLIST.xls and click Open.

With the file selected, we should then customize our import to match the field order of the file. Our file consists of the following fields:

•Last Name

•First Name

•Company Name

•Address 1

•Address 2

•City

•State

•ZIP

•Phone

•Email

Choose Select Fields and a list of the fields will be displayed.

Customer ImportScreen



In the Selected Items List, click on the grey square next to the Last Name field and drag it to the top of the list. Then click on the Country Name field and select Remove, do the same for the following fields.

•Customer Number

•Last Used Source Key

•Last Activity Date

•Customer Type 1

•Order Frequency

•Gross Order Amount

Finally in the Available Items list, click on Customer Email Address, then click Include. Choose Save when finished.

Back in the Customer Import Screen, choose the radio button for the option Match Names Against Customer File Before Importing. This will match up the list we’re importing to our current M.O.M. customer file, avoiding duplicate customer entry. Select Process to begin the import.

Click on OK on the warning message. When the import preview screen is displayed you can view the information in the file one last time before you add it into M.O.M. Close the window when finished.

Customer Import Field Selection


Other Features to Look at in the List Management Module

Then click Yes to append the file. Select No to when prompted to save the import file layout.

Other Features to Look at in the List Management ModuleOn your own, you might want to explore some of the other include and exclude options. If your company is internet savvy, take a look at the e-mail and fax options available for the Print Notices for Defined List function on the Output pull-down menu. With them you can do a “broadcast” e-mail or fax to everybody on your list.

Also, take some time to explore the two options on the Maintain menu.

Customer Demographics lets you create your own Customer Information Demographics screens to capture special information for your company.

RFM Analysis Settings lets you create a formula to automatically rate your best customers based on the recency, frequency and monetary values of their buying history.

Customer Deduplication lets you select various customer fields to use as the deduplication criteria. You can choose to match across the entire field or a defined number of characters per criteria.

Saved Query Screen Search lets you enter a search criteria to show the available saved queries that match your criteria.

MS Word Merge lets you include customer keywords from M.O.M. into an RTF document in Word. Selecting MS Word Merge and choosing an RTF notice to edit places a keyword dropdown list into Word. The keywords can be selected to be included within the RTF notice.

That’s it, you’re done with this Lesson!To return to the main M.O.M. screen from the LMM screen,

Click on: FileExit & Return to M.O.M.


Lesson 11 Management Tools and Reports

Lesson 11

Management Tools and ReportsAs M.O.M. helps you automate your day to day operations, you will still need to be well informed of all your company’s activities. With M.O.M.’s extensive reporting capabilities, you can obtain a clear understanding of how every facet of your business is currently operating with just a few clicks of your mouse.

Manager’s DashboardIf you need a quick look at your company’s current activities, from number of orders to the list of user’s logged in, from most popular products to least productive sales persons, M.O.M. provides this for you all from one screen. The Manager’s Dashboard gives you a fully customizable and up to the minute look at various aspects of your operation, and all of these reports can be sent via email or even as a text message to your mobile device!

æ Note: Since the Tutorial Edition data is not continually updated, only the “Orders on Review” screen will contain recent information.

On the menu bar:

Click On:The Manager’s Dashboard is displayed.

Manager’s Dashboard


Performance Analysis Reports

In the drop down menu choose one of the following:

Orders on Review- View a list of orders that have hit a preset stop point and require a manager’s approval before being processed. Review Lesson 6 A Quick Look at Other Order Processing Design Options to view how these stop points may be modified.

User Activity- View a list of M.O.M. User ID’s and the time that each user logged in and out along with the duration of their session.

Telemarketing Activity- With the optional Contact Management Module, compare the number of Scheduled Calls for each User ID to the number of completed and pending calls.

Packer’s Activity- View the amount of time each of your warehouse personnel spend in the Packer’s Workstation.

Daily Order Activity- View a list of orders according to their current status in the system, listed by customer name.

Staff Activity- View a list of your most productive or least productive sales people by number of orders or total revenue and view a list of users who have made the most or least price changes.

Product Performance- View a list of products grouped by popularity, number of returns, inventory levels, and back orders.

Financial Activity- View the total amount of payments grouped by Payment Method. Also view the total amount of revenue from Orders, Current Receivables, Past Due Receivables, Quotes, Returns, and Gift Certificates pending redemption.

Customer Information- View a list of customers grouped by order activity, gross sales, order frequency and value. Also see the number of Ordering Customers and Prospective Customers.

Performance Analysis ReportsIf you’re looking for the same type of information that is displayed in the Manager’s Dashboard but in greater detail, the Performance Analysis Reports are exactly what you need. To generate a Performance Analysis Report:

Click on: ReportsPerformance Analysis Reports



Then select one of the reports available:

Product Performance and Analysis Low Activity Product Report Catalog Performance Report Customer Performance Report Source Key Performance Report

These reports give you much more options for viewing your data, you can specify a date range, and other criteria such as stock items, and order information.

Profit by Product ReportOne of the most popular M.O.M. reports, the Profit by Product report gives you a detailed look at the profitability of each product in your M.O.M. system. View units sold, discounts, gross sales, gross profit, commissions owed to sales people, and your profit margin all in one report.

To generate a Profit by Product Report:

Click on: ReportsProfit and ResponseProfit by Product

Selecting Criteriafor theProduct PerformanceAnalysis Report


Lost Sales

The Profit by Product Report Screen is displayed.

From this screen you can customize the report to generate for a specific date range and limit the information to specific stock items, order types, sales persons, etc.

To view our total profits for each product, in the Select Orders By list:

Click On: Allthen,

Click On: Process


Lost SalesM.O.M. gives you the tools to track virtually every aspect of the order taking and fulfilment process, even during the occasions where customers need to cancel an order.

When canceling an order, your Order Takers will be prompted to choose a pre-established “Lost Sales” code that is associated with a reason why the customer is cancelling the order. Using the Lost Sales

Selecting Criteriafor Profit by Product Report



report, you can determine the most common reasons why customers are canceling orders and take the necessary preventative steps.

To generate this report:

Click on: ReportsProfit and ResponseLost Sales

To view all of our lost sales, in the Select Orders By list:

Click On: Allthen,

Click On: Process

Product Purchasing ForecastUsing the optional Advanced Inventory Module, you can forecast a projected quantity of products to be ordered based on previous sales history. When ordering inventory, M.O.M. will recommend a level of inventory based on the forecast units while also taking into account Purchase Orders that are pending delivery, Units in Stock, Units Backordered, and the item’s preset inventory Low Level.

Selecting Criteriafor Lost Sales Report


Product Purchasing Forecast

To view a forecast,

Click on: ProductPurchasingProducts Purchasing Forecast (AIM)

The Product’s Purchasing Forecast screen is displayed.

From this screen you can view a forecast that has already been generated or click the Auto Forecast button to generate a new forecast.

To view the forecasted information for an individual item,

Click on: an item from the list then

Product’s PurchasingForecast



The View/Edit Product Forecast screen is displayed.

You can browse the sales history and projected units from this screen, broken down by either weeks or months.

With a forecast generated, M.O.M. makes your purchasing decisions easier, using your sales history to make sure you stock only as much inventory as you will need to fulfil orders while preventing costly overstock. Review Lesson 8 Using the Purchasing Functions to see how to generate purchase orders and receive inventory.

View/EditProduct Forecast


Lesson 12 Other Features To Try On Your Own

Lesson 12

Other Features To Try On Your OwnAs you’ve seen, M.O.M. has many very powerful tools to help you run your business, and this is only a small portion of M.O.M.! In the previous chapters of this Learning Guide, you walked through some examples that helped you become familiar with the way that M.O.M. works. But, M.O.M. provides many other functions not described in this Learning Guide. Here’s a suggested list of special things to look at in more detail on your own.

SiteLINK Web Commerce DemoDid you know that you can create a working web commerce site using your M.O.M. Tutorial Edition? The SiteLINK option for M.O.M. makes it possible. It even lets you automatically import orders from any file layout by selecting the fields to import. Just contact your Dydacomp Sales Representative, and they’ll set you up with a special web address for your demo store. You will not believe how easy web commerce can be with SiteLINK and Mail Order Manager working for your business.

The SiteLINK User Reference Guide can be found in the Utils folder of your Mail Order Manager Tutorial Edition CD.

Import Export WizardA feature of the Order Import/Export Module, the Import Export Wizard gives you the ability to create customized import and export files in the most popular file formats. The user friendly interface guides you through analyzing outside import files and making the necessary adjustments to read the file and bringing the information into M.O.M. To try out the Import Export Wizard,

Click on: OptionsOrder Import/Export ModuleImport Export Wizard



Advanced Warehouse ModuleIf you have more than one warehouse or need to manage order processing at more than one location or by more than one person, take some time to explore this optional module. Try setting up more than one warehouse or assigning service regions to warehouses. On the main M.O.M. screen, select Options and then Advanced Warehouse Module. Also, try managing multiple packers using the Warehouse Manager’s Station. On the main M.O.M. screen, select

Click on: OrderProcess OrdersWarehouse Manager’s Station.

Advanced Inventory ModuleM.O.M. enables you to take more control of your inventory with this optional module. You can scan the products that you receive, import or export inventory, reconcile received merchandise with supplier invoices, and report on a supplier’s turnaround performance. On the main M.O.M. screen, select Product and the features of this module are designated with (AIM).

Point of Purchase (POP)M.O.M. also accepts counter sales by providing an interface with cash drawers, receipt printers, pole displays, as well as setting up individual user settings. Like most M.O.M. features, POP can be tested in this trial version. Refer to the reference Guide or Help screens. On the main M.O.M. screen, select Options and then Point of Purchase Module.

User Security ControlsM.O.M. enables you to control exactly what functions and options each person in your company can access. With M.O.M. you can create predefined roles that have access to specific functions or you can setup each user individually. On the main M.O.M. screen, select Maintain, then System Information, and then User Security Profiles.

Customizing Order Entry and Customer EntryM.O.M. enables each company to tailor these functions to their own specifications. Take a look at the options for yourself. On the main M.O.M. screen, select Maintain, then System Information, and then Global Parameters.


Lesson 12 Other Features To Try On Your Own

Select tabs for Customer Entry and Order Entry.

Individual User PreferencesTo take the customization features one step further, M.O.M. also provides individual user control over order entry, customer entry, point of purchase settings, contact entry and general lookups. In other words, everybody in your company can make their own settings to make M.O.M. behave the way they want when entering an order or looking up a customer. To explore this option, on the main M.O.M. screen, select File and then My Preferences.

Customer NoticesAutomate separate customer notices for order, delivery and shipped notices by selecting Maintain, then System Information, and then Global Parameters. When creating notices, you can select the type of notice to send (customer/shipping/ordering, etc.), designate who will receive the notice (multiple bill/ship addresses are available), and choose keywords from a dropdown list which are automatically customized by the type of notice selected. To create customer notices, select Maintain, then Advertising Information and then Customer Notices.

Important—The Last WordRemember, you can install multiple copies of this Tutorial Edition. When you give the Tutorial to other people to try, please start from the beginning. To “reset” the Tutorial, please follow the instructions provided in Chapter 2 of this Guide.

Everyone here at Dydacomp is very proud of M.O.M., and we hope that you have enjoyed working through this Tutorial Edition. Thank you for taking the time to explore the M.O.M. system with us!


Important—The Last Word



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