Orders

Add/Edit an Order

Enter a new order or edit an existing or imported order.

What’s New In 2011?

• Print Invoices by Company
• Serialized Inventory
• Multiple Product Substitution

1. To access the Orders feature click on the Orders icon on the Mailware Explorer.
2. The Order screen will open.
   NOTE: In the demo the Order List defaults to All Orders with no date range restrictions. When you are logged in as a user the list will default to your orders for today’s date (which you can change). This allows you to quickly see your completed and pending orders for the day. See the Order List instructions below for more details.

Take an Order

Enter a new order manually (phone orders, mailed orders, faxes, walk ups etc.)

Instructions

Follow the instructions above to open the Order screen, then:

1. Click the button on the left navigation. The following screen will open so you can search for a customer.
2. Enter as few or as many fields as you wish then press the Enter key or click Search. Results will appear in the lower half of the screen. You can double click a line or single click it and then click the button to proceed.If you do not find a match you can click the button to create the account with the fields you have already entered.
3. The following screen will open.
4. You can enter/edit any fields you wish on the Customer screen, then click to proceed to the Order screen (Note: the left navigation has been minimized in the image below using the vertical bar on the left edge due to size restrictions in the help file)..NOTE: There are multiple methods for entering an order and fields that can be set in Preferences to be required or skipped. The following covers every possible field. You can, of course, modify the process to meet your specific needs. For example, you could immediately start entering or scanning items into the order.
5. The Cust System ID field
6. In the Operator ID field you can select your ID from the pulldown. However, if you have security turned on Mailware will prompt you to log in when you start the program and will then automatically enter your ID when you take an order. You can change the ID to a different Operator if you wish, but your ID will remain associated with the order in log files for security purposes. Note: You can specify in Preferences to require this field.
7. Enter a Source Key from your list of available Advertising Source Keys. The field is designed so you can simply begin typing the key. A dialog opens so you can select from a list of keys or continue typing and press Enter. Note: You can specify in Preferences to require this field.The Source Key field is used to associate an advertisement with the order. Each key is stored with the order. You can run reports to determine if a key is profitable. Also, the first key used is stored at the customer level in the Original Source Key. This key tells you where the customer came from and is useful in Downstream reports (reports that tell you which ads are profitable because they found buying customers – even if they did not buy in their first contact with you).Additionally, Source Keys can be used to apply discounts, free gifts etc. See the Advertising Source Keys topic for details.
8. The Company pulldown field on the Order screen can be selected manually, however it is generally set automatically based on either the Operator ID or the Products added to the order. You can create different companies and associate their own invoices to them in the Operators and Security screen. When you enter an order your ID will determine the Company used and the invoice that is printed. If however you enter products that have a different company assigned to them the last product entered will determine the company and invoice used. This feature is designed to print the most appropriate invoice for businesses that sell under multiple company names.
9. The Order # field is incremented automatically when you add an order. It is not assigned until the first product is added to the order (therefore you can cancel an order prior to adding a product by clicking the button). You can specify in Preferences a starting order number.  Mailware also stores two alternate order numbers for imported orders and/or non numeric order numbers. Both are searchable.
10. The Order Date field is automatically populated with today’s date but can be changed to a different date if you wish. A log is maintained of changes made for security purposes. Changing the date does not affect processing. To hold an order use the Hold feature under Details.
11. The Billing Address is populated automatically from the Customer screen and cannot be changed. To use a different billing address click the button and add a new customer account.
12. The Shipping Address is automatically populated from the Customer screen, but can be changed. Any changes made will be stored with the order and can be used on subsequent orders by clicking the button. In the dialog that opens select the shipping address you wish to use for the order.