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User Manual - AV4 and Avon Databases

1. amp Tax Rate 2 If any non zero percent is entered it will be used instead of the tax rates that are defined at the Main Menu Options Tax Exempt If this option is checked then this customer will not be charged any tax Customer Since Since This field defaults to the current computer date on a new customer If the customer since date is unknown then uncheck the box to the left of the date Version 5 10 6 Page 40 AV4 Customer Order Management User Manual Brochures CC Info Brochures Number of Brochures Enter the number of brochures this customer receives Brochure Type This box is both an entry and list box As items are entered they will automatically be added to the list for use on other customers Items will not drop off the list as long as 1 customer still uses the entry Example of Brochure Types English Spanish French Brochure Status This box is both an entry and list box As items are entered they will automatically be added to the list for use on other customers Items will not drop off the list as long as 1 customer still uses the entry Examples of Brochure Status are Summer No Book Christmas Only Every Other Campaign Credit Debit Card Information Credit Debit Card Number Enter the card number and it will be ENCRYPTED before storing The card numbers will not be displayed on any other screen or report Expire Date Enter the card expiration date Full Customer Na
2. Clear and Pay Button This button will perform the same tasks as the Clear Payments button followed by the Paid In Full Button Business Helper Version 5 10 6 Page 133 AV4 Customer Order Management User Manual Selecting a business helper will restrict the functions on this screen to only the selected business helper This is a good way to mark every order that belongs to a business helper as paid in full Payments by Order Overview This screen allows payments to be applied to multiple orders without searching for each customer and using the customer update payment screen This screen will show all orders for the current campaign as shown on the title bar of the screen There are two tabs on this screen The first shows all Existing Payments the second shows order that currently do not have payments The Existing Payments tab can be used to delete a payment or alter payment information Payments are stored a negative amounts in the database A refund can be entered without a negative sign To enter a refund the Auto Enter Payment Negative Sign must NOT be checked Existing Payments Tab Customer Number The customer number can be changed This would normally not be performed Name Shows the customer name based on the customer number column The name cannot be changed except by using the Customer Number selection Order Number This drop down box can be used on the new row to add a payment for a custo
3. Customer Closed Status This option will delete all customers that have been marked as deleted on the customer update screen using the status list box This will also delete customer orders and payments which will affect reporting Make sure all reports have been produced for the period being deleted It is also a good practice to have a annual backup of the database Orders Payments Comments This option will delete all orders payments and order comments for the selected campaign year and number This deletes all the data this is required for reporting Make sure all reports have been produced for the period being deleted It is also a good practice to have a annual backup of the database Products This option will delete all products for the selected campaign year and number Deleting products does not affect any existing orders or customer order history It is a good practice to only keep the last 3 or 4 campaigns in the database The baseline campaign is a composite of every product that has been added or imported The baseline can be deleted and will be rebuilt as new campaigns are processed and or imported Inventorys This option will delete all inventory records Deleting inventory does not affect any existing orders or customer order history Version 5 10 6 Page 129 AV4 Customer Order Management User Manual Exports Overview The exported file will be in comma delimited format This format is commonly r
4. Customer Discounts Campaign 1 Year 2005 Customer Name Description Jane Doe Special Discount 10 Jane Doe Line Item Discounts Figure 22 Discounts Customer Discounts Campaign 1 Year 2005 Campaign Year Campaign Number Type 2005 1 Order 2005 1 Line Figure 23 Discounts Summary Version 5 10 6 Page 101 AV4 Customer Order Management User Manual Report 10 Expenses Overview This report will display all internal and external expenses that have been entered on the expense screen Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically The All option will show all details on the report without matching on the year Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Options Total By Campaign Year Description Payee Category AI Sample Version 5 10 6 Page 102 AV4 Customer Order Management User Manual Expenses Campaign 1 Year 2005 By Year Number Date Description Payee Expense Category Type 03 11 2005 03 11 2005 03 11 2005 03 11 2005 Figure 24 Expenses Bags Brochures Paper Postage Avon Avon Office Depot USPS Supplies Internal Supplie
5. in the BO column of the current row When the order is saved the item will be marked as backordered and moved to the next campaign as defined on the Backorder Tab Mark Current Row as Unavailable Version 5 10 6 Page 65 AV4 Customer Order Management User Manual This option will place a U in the BO column of the current row When the order is saved the item will be marked as unavailable and the price will be set to zero Mark Current Row as Substituted This option will place an S in the BO column of the current row When the order is saved the item will be marked as substituted Update Inventory with Current Row Data Click this icon and the information from the current row selected or cursor is in row will be automatically added to inventory Update Internal Expenses with Current Row Data Click this icon and the information from the current row selected or cursor is in row will be automatically added to internal expenses Internal expense items are supplies ordered directly from your product distributor Item purchased from office supply store should be entered as an external expense item on the expense screen Buttons Options Save Order Saves or Updates the current order All calculations are performed such as taxes and discounts The customer update screen is displayed Set Order As Summarized The check box Set Order as Summarized will mark the current order as summarized This will
6. All option will show all details on the report without matching on the year Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Options Page Break By Helper This will cause each helper to be reported on their own page Summary by Earnings Type This will cause each earnings type to be reported in detail This will match the information printed on the Helpers Order Invoice Calculations Sub Totals Version 5 10 6 Page 116 AV4 Customer Order Management User Manual The sub total column matches the sub total line on the order invoice The first earnings column is based on the helpers earning percent multiplied by the sub total The sub 1 column is the order sub total minus any discounts The earnings listed in the next column is the sub 1 multiplied by the helpers earning percent The sub 2 column is the order sub total minus any discounts plus the processing charge and tax The earnings listed in the next column are the sub 2 column multiplied by the helpers earning percent The total column is the order grand total The earnings listed in the next column is the total column multiplied by the helpers earning percent Version 5 10 6 Page 117 AV4 Customer Order Management User Manual Samples Business Helper Summary Campaign
7. C11 C20 C21 C30 John Smith 2 col C10 C11 C20 C21 C30 Grand Total col C10 Cll C20 C21 C30 Figure 26 Annual Summary Version 5 10 6 Page 106 AV4 Customer Order Management User Manual Report 13 Payment Summary Overview Payments This report lists all payments in payment type order Each payment type is in customer name order Each payment type has a sub total Grand totals are also printed Payment date deposited flag order total are also printed If a customer has more than 1 order for the specified year c then a sub total will print after the customer Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected Options Payment Date Only payments made on the selected date will be reported If a payment date is selected then the report will ignore the selected year and campaign Customer Outstanding Balance Credit Balance Only customers with a credit balance customer is owed money will be reported when this option is selected Debit Balance Only customers with a debit balance customer owes money will be reported when this option is selected Non Zero Balance Version 5 10 6 Page 107 AV4 Customer Orde
8. Statistics Overview There are two reports available within the statistics report The first is Product Sales Activity This will show count of each product sold with control breaks using the EL Earnings Flag The second report is a tax summary that report totals for tax and tax2 by campaign with totals by tax and year Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically The All option will show all details on the report without matching on the year Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Order Entered Date Range This option filters the report based on a from date and a to date Statistics Reports 1 Product Sales Activity 2 Tax Summary Sample Version 5 10 6 Page 112 AV4 Customer Order Management User Manual Statistics Product Sales Activity Year 2005 Campaign 1 Product Shade Fragrance i Total Ordered Layered Tops w Built In Bra Green 2 Tube Tops w Shelf Bra Bold Stripe Cushion Walk Leather Loafer Cushion Walk Leather Loafer Insta Bling Ginger Scents Body Mist Shirred Terry Tube Dress Figure 29 Statistics Product Sales Activity Order Tax Summary Year 2005
9. 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 i 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 70 47 i 0 00 1 50 0 00 5 29 0 00 0 00 50 00 Printed onSaturday March 26 2005 Figure 9 Campaign Totals Page 2 Version 5 10 6 Page 80 AV4 Customer Order Management User Manual Report 3 Order Summary Overview A summary of all products ordered for the current campaign This report can be used to fill out the purchase order or the order web site If an order line item s unit price has a negative amount returned product it will not be included in the Order Summary report If the item was included it would inflate the order summary for this product A returned item negative items summary can be printed by selecting the Returned Summary option The OS column shows what campaign the product is being ordered from C99 can be used for In Stock items The Seq column is a sequence number which helps verify entry on the Avon web site The report also includes sub totals based on the OS column Most options on this screen affect what will be selected for Web Submission if one of the Country Web submission buttons is used Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year w
10. 1 Year 2005 Julia Helper Sub Total i Subl Earnings Sub2 Earnings Total Earnings Jane Doe 36 96 79 11 7 91 85 95 3 60 102 78 10 28 John Smith 42 93 129 94 y 122 09 p 132 69 158 39 Figure 32 Helper Summary Business Helper Summary By Earnings Type Campaign 1l Year 2006 Helper Two TypeCode Percentage Total Earnings F 10 00 20 00 2 00 R 10 00 10 00 1 00 x 10 00 30 00 3 00 60 00 6 00 Student 4 TypeCode Percentage Total Earnings F 10 00 20 00 2 00 R 10 00 10 00 1 00 x 10 00 30 00 3 00 60 00 6 00 Helper Two 120 00 12 00 Grand Total Figure 33 Business Helper Summary Version 5 10 6 Page 118 AV4 Customer Order Management User Manual Report 17 Dates Overview This report will list customers that have events dates The report can be produced for events in the past future or both Criteria Customer Status 1 All 2 Active 3 Closed 4 Deleted Order by 1 Customer Number 2 Status Last Name First Name 3 Last Name First Name 4 Postal Code Street House Number 5 Street House Number 6 Area Street House Number 7 Date Last Name First Name Options Past Show only events that have passed the current calendar date Future Show only events that are in the future based on the current calendar date All Show both past and future events Version 5 10 6 Page 119 AV4 Customer Order Management User Manu
11. 12 Campa en Summary ants 5 go0 sei A neta as deli ad ne tenadae ede 87 Figure 13 Campaign Summary Single Spaced eee eeecesecseecesseeeeseecaeceseesseeesseessaeesseensees 88 Figure 14 CUSTOM oil nated stitches blood 90 Figure 1 ustomers IDO A A Be Be Be aed 90 Figure 1G Broch res a i 92 Figure 17 Brochure Summary A ee Sarees el suet eer seat ccc tata Raie hos cee 93 Figure EE peeies lah Geese a eben ae as ede ul pcan ecu tate acest eae E ASTE aaia 97 Figure 19 Label with Return Address 2th Ge eee Se RG 97 ELLE 2 VEMOS A Bl eee E EE E eB et ase A A Bia ovale inde 99 Figure 21 Inventory Ordered viii ld 99 Fig re 22 ed e iros ere ed de bro en e 101 Figure 23 Discounts Summary A A A A 101 Figure 240 PAPAS dies 103 Figure 2 AI ES ut A A AA A A A A e A AT das 104 Figure 26 Annual Summary ueciipon add da a 106 Fig re 2 set Payment Summary dede toe enc 109 Figure 28 Payment Balances ncaa A A Oat eel 110 Figure 29 Statistics Product Sales Activity sissies ee ae Sie hls deed eee 113 Figure 30 Order Tax Suman tt ds 113 Figure 31 Campaign Call Back inunda tas 115 Pigure 32 Helper SUI a is 118 Figure 33 Business Helper SUMMA A A 118 Figure 34 Dat iii e E eee Needed 120 a A qonsaesateeaeas a a a AEO E E aa Eea eae 122 Figure 3 Ge Mileage A ree en ners 123 A E OE T E EE 124 Figure 38 WWW NOIA OL CO aiii iia ind 151 Figure 39 WWW CLIVOA OM id 155 Figure 40 www Avon CIMA A aos athe A ae A ees 159 Version 5 10 6 Page
12. 160 Yahoo Groups west da idad 160 A TN 160 US Mall sa 160 SAME MES E a dacs ous A UA A bass og wate esas ON eects erates 160 Chapter 16 FAQs Frequently Asked Questions iii sas 161 APDO Acid ns a dai dada nicas pared 164 Grid Navigation a E a a a a a i Ea 164 Navigation Using the MOUSE saaien iana ean a e satu cates TER 164 Howto delete a TOA ABRO e a tae eon Aa E A 164 Navigation Using the Key DO and iiss cter in isse e gus a a a 164 UP ARROW and DOWN ARROW Key ceescecsssceesseeeceseececeececsaeeeseaeeessaeeeenaeeeenaeenea 164 LEFT ARROW and RIGHT ARROW Keys ccccccessesseeeeseeeeeeeseecaeceeeseneeeaeecaeenseeseees 164 TAB Ka cata 164 PGUP and PGDN Keys ii a Ada Areas ESEE EAAS 165 HOME and END Keys iia ds 165 RSH STZ IMS UA COMAS A Ad ce Sea 165 Moving Columns Changing column Order cceeccecesececeseceeeseeceeseececseeeeseeeesaeeeenaeeees 165 Sorting by Grid COI ii 165 Appendix Bid abs 166 Version 5 10 6 Page 9 AV4 Customer Order Management User Manual o 166 Version 5 10 6 Page 10 AV4 Customer Order Management User Manual Welcome to AV4 Customer Order Management System Welcome Welcome to SierraSoft Ltd AV4 Customer Order Management System for Avon Reps the most flexible software for managing an Avon Independent Sales Consultant Business If you are new to the product you will soon understand why thousands of users rely on AV4 each selling campaign If you are upgra
13. ALL Screen Fonts Version 5 10 6 Page 32 AV4 Customer Order Management User Manual This button will remove all previous settings and set all screen fonts to the setting entered using this button Reset ALL Screen Fonts This button will reset all screen fonts to the default values All previous settings will be removed Set ALL Report Fonts This button will remove all previous settings and set all report fonts to the setting entered using this button Reset ALL Report Fonts This button will reset all report fonts to the default values All previous settings will be removed Notes Using larger fonts may cause some data to be truncated on the screens and reports When using color for reports ensure your printer supports color or the color output may be invisible Version 5 10 6 Page 33 AV4 Customer Order Management User Manual Chapter 5 Customer Search Customer Search This screen is used to find existing customers There are many ways to search for customers This screen will find every customer that matches the search criteria When the search completes the Customer Update screen will be displayed If more than one customer was found that matches the criteria the total count will be displayed at the bottom of the screen To navigate between customers found by the search use the LEFT amp RIGHT ARROW icons on the toolbar When more than one item is entered or selected on the search screen only the c
14. Campaign 1 Order Total Tax Total Tax Total Tax Total Year Total Figure 30 Order Tax Summary Version 5 10 6 Page 113 AV4 Customer Order Management User Manual Report 15 Call Back Overview This report can be used to get a list of customers that did NOT have an order during the last specified number of campaigns This could be used as a trigger to call any customers that did not order Selection Options Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected Order by 1 Customer Number 2 Helper Name 3 Last Name First Name 4 Street House Number 5 Area Street House Number Include Referred By Include the Referred By information from the customer update screen on the report No Orders in Past Campaigns Select the number of campaigns to search for past orders If 1 is selected the report will list customer without an order in the selected campaign If a number greater that 1 is selected then only customers that have not had an order in that number of past campaigns will be reported Criteria Brochure Count Greater Than Zero Version 5 10 6 Page 114 AV4 Customer Order Management User Manual Only repor
15. Database Exit Upload File or Database for technical support only 10 Download File for technical support only 11 Import Product Database Main Menu Misc Menu HS Print Screen Reset Screen Size Position Reset the Main Menu Reset All Screens Sizes Positions Resizes all screens to their original size and position Reset All Grids All grids will be reset to their original size and position Main Menu Help Menu 1 2 3 Help About Order This Software Main Menu Register Menu l Enter Registration Code Version 5 10 6 Page 16 AV4 Customer Order Management User Manual Main Menu Customers The Customers button launches the Customer Search screen This screen is used to find an existing customer based on a variety of search criteria If a customer is not found then a customer can also be added from this screen by clicking Add Customer Once a customer is found or added the Customer Update screen is displayed which allows all the demographic information about the customer to be entered The Order Entry screen is launched from the Customer Update screen The Order Entry screen is where all order details are entered for the customer Main Menu Products The Products screen shows all products that are stored in the database The products are entered into the database in three ways As items are entered on the Order Entry screen they are also automatically added to the product fil
16. Entry As products are entered on the order entry screen they are automatically added to the current campaign and the baseline campaign Then the product is available for use on subsequent orders The regular price is also entered and stored for future order entry use Method 4 Product Grid Entry Use the last row of the product grid This row has an asterisk in the row selector column Enter the product number EL Code Page Description Shade Fragrance Size Tax1 Tax2 Unit Price and Regular Price The current campaign as displayed in the title bar will be used for this product The product will also be added to the baseline campaign Version 5 10 6 Page 68 AV4 Customer Order Management User Manual Notes Once a product is added to the system the information is available for use on the order entry screen When a product number is entered in the product number column of the order entry grid the program will look for a match in the current campaign If no match is found in the current campaign then the baseline campaign is searched If the product is found in the current campaign or in the baseline area all information including price will be entered for the product Menu File Exit Exit the product Screen Data Entry Show Current Campaign This menu item will show all the products for the current campaign All other products will not be displayed in the grid Show Baseline Campaign This menu item will show
17. Invoice City State Postal Code Enter the City State and Postal Code Zip Code These values will print on the Order Invoice Phone Enter a phone number or any other information you wish to print on the Order Invoice Misc 1 Misc 2 Misc 3 These fields can be used for any information you wish to print on the Order Invoice A second phone number email address or a short note can be entered in these fields District This field is only used on the Order Summary that is printed in the FAX format Account This field is only used on the Order Summary that is printed in the FAX format Campaign This tab is used to set the current Year and Campaign Number Also the last campaign of the year must be set This is used to control a number of AV4 Features This is the actual last campaign of the year Example In the United States it is usually C26 or C27 In Canada it was C24 in 2007 Version 5 10 6 Page 22 AV4 Customer Order Management User Manual Orders Invoices General This tab has many settings to control the functionality of the Order Invoice Past Campaign Price Lookup Options If this option is checked then AV4 will look in the product file during order entry to check for the same product with a lower price AV4 will look back up to 3 campaigns depending on the number selected If a lower price is found the order entry screen will prompt you to accept the lower price or ignore the lower price All the
18. Price column The Price Qty will be multiplied by 3 99 giving the total price charged the customer This value should not be negative Ifa negative value is entered a warning will be displayed and the value will be accepted If a product is returned the proper method is to set the unit price as negative More examples Product price 3 for 5 00 customer ordered 3 Order Qty 3 Price Qty 1 Unit Price 5 00 Total will be 5 00 Version 5 10 6 Page 58 AV4 Customer Order Management User Manual Product price 2 for 3 99 customer ordered 4 Order Qty 4 Price Qty 2 Unit Price 3 99 Total will be 7 98 The Price Qty will automatically be filled with the Order Qty as a default The quantity fields will print on the order summary as Order Quantity Price Quantity Example 2 1 Order two pay for 1 The Main Menu Options Orders controls what quantity to print Unit Price This is the price of the product If the item is priced as 3 for 99 then enter 99 in the Unit Price and 3 in the Order Qty and 1 in the Price Qty This field can be entered as a negative value for handling returns and or refunds If the product has no price the Unit Price field will be set to a background of YELLOW Note Do not use a negative price quantity to handle a return This will prevent the proper reporting to occur Special Price This can be any special pricing that applies to the product Example The price of the product if a minimum purchase
19. Submission feature will set orders as summarized Short Report Options Print Short Report Version This report is used to reduce the amount of paper needed for the report Only 1 line is used for an order all payment information is suppressed Double Space Between Customers Version 5 10 6 Page 86 AV4 Customer Order Management User Manual This double spaces the short version of the report This is normally used to improve readability of the report Include Address This option will include the address on the report This will cause the report to be somewhat longer Include Reporting Area Landscape Format This option will include the reporting area on the report This will cause the report to be formatted in landscape format Campaign Summary Campaign 1 Year 2008 Order Brochures Del Sum Delivery Pick Up Payment Previous Grand Net Due Balance Total Name Address Phones Payment Comments Cust Area Helper 20 75 N N John Smith 0 00 3453 Elm St Sparks NV 39431 20 75 10 75 Jane Doe 0 00 710 Main St Reno NY 39502 10 75 Total Total Order Count Customer Customer Orders Payments Previous Outstanding Line Item Balance Balance If Show Previous Orders With Outstanding Balances is checked then the report totals will not reflect accurate single campaign totals Figure 12 Campaign Summary Version 5 10 6 Page 87 AV4 Custo
20. This should be the total of your check plus any credit card payments accepted from your customers The amount due from this grid is used on Report 2 Campaign Totals to calculate net profit The campaign year defaults to the current settings found in the Main Menu Options There is a row for every campaign Only the amount due can be modified Expenses Internal Internal expense items are items purchased directly from Avon such as Bags Brochures and Demos Entries made to this grid are OPTIONAL and DO NOT affect the totals on Report 2 Campaign Totals These entries are only shown on Report 10 Expenses The reason these items are not shown on Report 2 is they are already included in the total entered on the Totals Due tab Description Any value can be entered in the description Any previously entered descriptions will be available in the drop down list Descriptions will remain in the list until they are no longer used Payee Any value can be entered in the payee column Any previously entered payee s will be available in the drop down list Payees will remain in the list until they are no longer used Category Any value can be entered in the category Any previously entered categories will be available in the drop down list Categories will remain in the list until they are no longer used Amount Version 5 10 6 Page 125 AV4 Customer Order Management User Manual Enter the actual amo
21. criteria on the Order Summary tab will be listed in the submission grid e A basic edit will be performed on the product numbers and any item that fails will not be submitted e The items failing the basic edit will have the submit checkbox as UNCHECKED and an error message will be inserted into the status column e These items will not be sent to the web page e All items passing the basic edits will be assigned a web page number e Any item that should not be entered on the web page should have it s submit checkbox UNCHECKED Version 5 10 6 Page 147 AV4 Customer Order Management User Manual e A menu item under Misc Customer Count will display the customer count for the current campaign e A report of the submission can be produced The web page number is dynamic Subsequent use of this screen may not assign products to the same web page number especially if orders have been added or edited When using this screen all web pages should be submitted before exiting Procedure Start Custom Internet Browser e Make sure that your computer is connected to the Internet e This connection can be any type of internet connection such as Dial Up DSL Cable or Local area network e Any ISP Internet Service Provider can be used such as AOL MSN NetZero Phone Company or Cable Company e The iOpus Software internet browser will be started when clicking this button e Use Alt Tab or the Windows Task bar to switch over to t
22. doeach sect AT saa act 63 COLUMNS A A A AAA RAT a aOR EE 64 MISC ee o loo a ee 64 Version 5 10 6 Page 4 AV4 Customer Order Management User Manual POG bar i222 8 celts aati wit ale eile ela nee hk aa Rae aaa 65 EUA 6 86 ic See eer entree ESP eerse Neate ttt e Serer Mire E erat ett 66 Chapter S Products iia Ai 68 O 68 Product Entidad las 68 Method Product Import re neoe ei AAA 68 Method 2 Quick Inventory Entry ss a 68 Method 3 Order Ey couse cise Secdes ates seadacset sa de doo e leo cd 68 Method 4 Product Grid Educa ies 68 OSE E EE A E EEE E 69 DTC THR chaste ecg A AS a nude IR 69 Piscis 69 Data Entry A A O NR 69 A aes esealuaestias igh atscnaalon E E 70 NA Slee a ues Be os eae Gee te Gs ie A id 71 Quick Inventory Entry New Product Entry 0 0 0 ceec ce ceescecesnceceseececeeeeecseeeeceeeeeneeeeneeeeaees 72 Chapter 9 Reports minicadena idad Aids atea 72 Report Overview ennea a T A O ONS 12 select B smess Help t merai nn iner a A a E ES 72 Print BULA ti 73 View B ttoi nenese ai a E Sebtad acacia Seated E Sasa te amd 73 A A ae 73 REPITE LS as 74 A th sa is de E E es Mees ide te 74 CAMPUS nia 74 E E acces Bagh cos pat detect bade seas 74 CUSTOMISE aten e suai stale uss asaya A ee 75 nO A aptonbeebed adie used Lagecobabed edi shea etepedaes 75 O 71 Report 2 Campaign Totals mini ie ideada 78 OPV ELV LENG cas A a 78 A A ee ane 78 O 79 Report DICES IRMA A tau a A Aia 81 A O latent
23. function on the Main Menu File that will create a copy of the currently open database The built in backup feature is designed to create a copy of the database on a hard drive It will not write directly toa CD Writer or DVD Writer A backup must be created on the hard disk Then CD DVD writer software or commercial backup software must be used to write the backup to the CD or DVD It is possible to create backups on the USB Flash Memory Sticks These devices plug into the computers USB Ports and are automatically assigned a drive letter much like a floppy disk Version 5 10 6 Page 20 AV4 Customer Order Management User Manual Product Databases Product databases are a special class of AV4 database that contain product information This information is imported into a Customer Order database each campaign Information on each product is included in the database Product Number Description and Price are a few of the available pieces of data The Product Databases are generally made available for each campaign from third party suppliers See www SierraSoftLtd com or www AvonDatabases Com Version 5 10 6 Page 21 AV4 Customer Order Management User Manual Chapter 4 Options Your Info This tab is used to enter all the representative demographic information Name Enter your full first and last name This information will be printed on the Order Invoice Address Enter the street address you wish to have printed on the Order
24. is made from the brochure This price does not print on the Order Invoice It only shows on the order entry grid and the products grid It is for reference only and is not used in any calculations Regular Price This is the regular price of the product This is not used in any calculation on the current order The price is entered into the product file for automatic retrieval when this product is referenced in the future Tax 1 If this boxed is checked then the line item will be taxed using the stored value of TAX RATE 1 The check box can be toggled by using the space bar when in the cell Note If the Tax indicator under the Order Options tab is not checked then the entire order will NOT be taxed The color of the tax check box has no meaning It is black when the row is white and is red when the row is blue There is also a customer tax override on the customer update screen This is a tax rate that only applies to this customer Tax 2 Version 5 10 6 Page 59 AV4 Customer Order Management User Manual If this boxed is checked then the line item will be taxed using the stored value of TAX RATE 2 The check box can be toggled by using the space bar when in the cell If you do not need TAX 2 the field can be hidden from the grid by using Menu Columns Note If the Tax indicator under the Order Options tab is not checked then the entire order will NOT be taxed The color of the tax check box has no meaning It is black when the ro
25. on the order for every campaign The Clear Comments button will clear out all these order comments for this customer Version 5 10 6 Page 43 AV4 Customer Order Management User Manual Payments Payment Grid Columns Order Number This is normally 1 unless the customer has more than one order with in the current campaign Amount This is to total due for this order It includes all taxes discounts and any other adjustments Date This is date the payment was made Deposited A Yes No flag that indicates if the payment was deposited into a financial institution Type This is used to indicate the Payment Type Entries such a Visa Mastercard Check Cash are available in the list The payment summary is grouped by this information Check Number This can store any information specific to the payment such a check number Buttons and Options Apply Previous Balance Any previous balance and the current order total will be set as the payment amount This will be applied when the Clear amp Pay In Full button is used Auto Enter Payment Negative Sign Payments are stored in the database as a negative value If this box is checked the AV4 will automatically enter the negative sign in the Amount column of the grid Example If 9 99 is entered and the box is checked then 9 99 will appear in the grid Refunds can all be entered in the payment grid A refund would be an enter with a positive amount The b
26. only the products assigned to campaign year zero and campaign number zero These items are the baseline which is used when the product is not found in the current campaign Data Entry Current Campaign This menu item will display an empty grid ready for entering product data The products will be assigned to the current campaign Data Entry Baseline Campaign This menu item will display an empty grid ready for entering product data The products will be assigned to the baseline campaign year zero and campaign number zero Notes Version 5 10 6 Page 69 AV4 Customer Order Management User Manual The Campaign Year and Campaign Number can not be edited in the grid The product information can be modified by editing the data in the grid or products can be deleted by checking the box in the delete product column Filter Most filter options will find the product that starts with the value entered Entering a single asterisk with remove the filter and display all products Example If BATH is entered using the By Description menu item the following products will be displayed 1 Bath Oil 2 Bath Sponge 3 Bath Carry All These items will not be displayed 1 4 Piece Bath Set Filter Options By Campaign Year Enter the actual year to filter the products By Campaign Number Enter the actual campaign number to filter the products By Product Number See example above By Earnings Lev
27. other reports for a group of customers based on some search criteria Example Labels need to be produced for every customer that lives in Las Vegas Enter Las Vegas in the city box on Tab 1 Perform the search by clicking Find Customer Now go to the Reports screen and select Labels which is report 7 Check the Search Label check box Buttons All Customers This button will select every customer in the database The customer update screen will be displayed with the total customer count at the bottom of the screen Use the LEFT amp RIGHT ARROW buttons on the toolbar to navigate to other customers Add Customer Use this button to add a customer if the search failed to find a customer If name information was entered on the search screen it will be entered on the customer update screen automatically Version 5 10 6 Page 36 AV4 Customer Order Management User Manual The new customer will be assigned the first unused customer number The customer update screen will be displayed Find Customer This button performs the search based on the criteria entered on Tab 1 General Search Criteria and any criteria entered on Tab 5 Misc Search Criteria If no matches are located then a message will be displayed at the bottom of the screen Version 5 10 6 Page 37 AV4 Customer Order Management User Manual Chapter 6 Customer Update Name Address Demographic Information First Name Last Name Phone M
28. product information for the current campaign and the information found in the previous campaign where the lower price was found will be displayed in the Pop Up box This information should be review to ensure that the old product is the same product being sold Since product numbers can be reused in rare cases the old lower price product may not be the same product being sold in the current campaign Misc Order Options The first option in this area controls the taxing of products that are being sold at a discount If the option is checked then AV4 will calculate the discount and then apply the tax to the discounted value If the option is not checked then tax will be applied to the price entered in the unit price cell on the order entry grid The second option controls the updating of the product file prices with the prices entered during order entry If Update Current Campaign Prices with Order Entry Prices is checked then any price entered during order entry will replace the price for that campaign in the product file When that product is entered again on the order entry screen the new updated price will be retrieved The third option controls the updating of the product file regular prices with the prices entered during order entry If Update Baseline Regular Prices with Order Entry Prices is checked then any price entered during order entry will replace the price stored in the baseline area in the product file When that product
29. product is not found in the current campaign then the baseline product information is searched If the product is found in the baseline the description data is use on the order detail The price is set to the Regular Price if the baseline information is used This auto fill only occurs if the Page Description Shade Fragrance Size are blank when the catalog number is entered Any automatically entered fields can be edited A drop down list is available to choose from existing products The drop down list will show all products for the current campaign cycle and any baseline product that does not exist in the current campaign cycle If the catalog number entered has Quantity On Hand greater than zero as entered on the products screen a Message Box will be displayed If the item sold will be filled from Stock on Hand then enter the number to adjust the Quantity On Hand value If the value entered is greater than zero the Quantity On Hand will be decremented by that value The OS column on the order entry grid will be changed to 99 This will cause the item to be listed at the end of the Order Summary Notes If a customer orders 10 items 123 456 and you have 4 on hand Then the Quantity On Hand will be adjusted by down by 4 to zero and the C column will be changed to 99 But you must still order 6 123 456 items What should be done at this time is to enter a second line item for the quantity that needs to be ordered This process s
30. report Suppress Label with lines 2 4 are missing If the customer does not have an address on file then suppress the label from printing Print Label This option will check the Print Label checkbox on the customer update screen The customer will only be included if this checkbox and the customer Print Label checkbox are checked Version 5 10 6 Page 95 AV4 Customer Order Management User Manual Search Label This option will check the Search Label checkbox on the customer update screen The customer will only be included if this checkbox and the customer Search Label checkbox are checked The customer search screen automatically checks the Search Label box on every customer search Any customer that does not match the search has their Search Label box unchecked Order by Select a first second and third Order By option 1 Customer Number 2 Status 3 Last Name 4 First Name 5 Last Name First Name 6 Postal Code 7 Street 8 House 9 Reporting Area 10 Business Helper Last First Format Enter the data element for each of the four lines of the label Use N A to have a blank line on the label If Custom Message is selected a value must be entered in the Custom Message data area Data Elements 1 N A 2 First Last Name 3 Last First Name 4 Street Address 5 City State Postal Code 6 Street Address 2 From Address 2 7 City State Post
31. screen Supply Customer If this box is checked then this customer is defined as a supply customer This customer would be used to order brochures bags and other supplies Since these items are not re sell items they will not be included on the campaign totals report 2 However they will show up on the campaign totals report 2 in the Total Due column which gets it values from the expense screen tab 1 Reporting Area Version 5 10 6 Page 39 AV4 Customer Order Management User Manual This field is used to group customers into logical geographic areas This box is both an entry and list box As items are entered they will automatically be added to the list for use on other customers Items will not drop off the list as long as 1 customer still uses the entry Many reports use the Area for sorting and grouping To remove a customer from all areas just blank out the field Label Options Print Label This check box is used by the label report 7 There is a criteria choice on the report that will only print customers with the Print Label box checked This box is set to CHECKED when a new customer is added Search Label This check box is used by the label report 7 in addition to several other reports The customer search set this checkbox automatically to CHECKED based on the search criteria Any customer not matching the search criteria will have this checkbox UNCHECKED Customer Tax Overrides Tax Rate 1
32. totally separate and even though I don t collect that amount from a person I do have a total listing of personal items purchased during the year Version 5 10 6 Page 163 AV4 Customer Order Management User Manual Appendix A Grid Navigation Navigation Using the Mouse Using the mouse simplifies data browsing by allowing the user to click on the desired cell causing that cell to become the current cell in the grid The scroll bars are used to view cells outside the grid s display area The vertical scroll bar causes the grid to display different rows the horizontal scroll bar causes the grid to display different columns The current cell does not change as new data is displayed using the scroll bars The current cell may not be visible if it is scrolled off the display area of the grid How to delete a row in a GRID Use the mouse to highlight a row by clicking on the square selector at the left of each row Once the row is selected it can be deleted by pressing DELETE on the keyboard Navigation Using the Keyboard Navigation can be done using the arrow keys the TAB key the PGUP and PGDN keys and the HOME and END keys To enable the arrow keys for editing within a cell use F2 UP ARROW and DOWN ARROW Keys The UP ARROW and DOWN ARROW keys move the current cell to adjacent rows LEFT ARROW and RIGHT ARROW Keys The LEFT ARROW and RIGHT ARROW keys move the current cell to adjacent columns If the current cell is in the l
33. will have the submit checkbox as UNCHECKED and an error message will be inserted into the status column e These items will not be sent to the web page e All items passing the basic edits will be assigned a web page number e Any item that should not be entered on the web page should have it s submit checkbox UNCHECKED e A report can be produced to report the submission results The web page number is dynamic Subsequent use of this screen may not assign products to the same web page number especially if orders have been added or edited Version 5 10 6 Page 152 AV4 Customer Order Management User Manual When using this screen all web pages should be submitted before exiting Procedure Start Custom Internet Browser e Make sure that your computer is connected to the Internet e This connection can be any type of internet connection such as Dial Up DSL Cable or Local area network e Any ISP Internet Service Provider can be used such as AOL MSN NetZero Phone Company or Cable Company e The iOpus Software internet browser will be started when clicking this button e Use Alt Tab or the Windows Task bar to switch over to the iOpus Software Browser e The iOpus Software Browser will automatically link to www ca avon com e Sign on to the web site using your Avon supplied userid and password e Navigate to the Quick Entry product entry page e Switch back to AV4 by using the Alt Tab Windows function or cli
34. 0 5 29 0 00 77 26 0 00 50 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 k 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 jl 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 j 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 f 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 i 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 j 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A 0 00 0 00 0 00 t 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Printed onSaturday March 26 2005 Figure 8 Campaign Totals Page 1 Version 5 10 6 Page 79 AV4 Customer Order Management User Manual Campaign Totals 2005 Sub Order Line Item Processing Special Total Discounts Discounts Charge Charge Cry Cry CH C Tax 1 Tax2 Order Total Expenses Total Due 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 5 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00
35. 0 6 Page 146 AV4 Customer Order Management User Manual Chapter 14 How to Submit An Order Via the Internet United States Overview This feature automatically enters the order data on the Avon web site The process is accomplished by using a custom internet browser supplied by iOpus Software included with AV4 AV4 communicates with the iOpus Software internet browser and fills out the order submission page The user must logon to the web site and position the browser to the proper data entry screen Then AV4 is used to submit 1 page of data at a time Then control is returned to the user to add the page of data to the current order on the web site Q Opus http www iopus com Computer System Requirement This feature requires Windows XP Home or Professional or Any version of Vista Other versions of Windows are NOT supported Basic Screen Functionality e This screen is started from the Reports Order Summary Tab 3 e All the normal reporting criteria should be set on Tab 3 before clicking the United States button e All the summarized items will be grouped in batches 49 the last row is not used e A separate batch will be created for each OS Order Summary Campaign e The items will be sorted by OS Campaign then Product e These batch sizes are used due to the requirements of the Web Page e Each group of items will be assigned a WEB Page number starting with one e All the items selected using the
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37. 8 Demographie Information senera e E A E E E A iS 38 Order Information 38 A AEE E E TTE E T EES EA E T E ST E iN 38 Address NOS 00 ASA AA E E de SCNT Rat E Pe i 38 Additional Into ZEEE E T E EA T EEEE E E 39 TDI SCOUMES ON 39 OPOS ossee a A E RE A R E T aN 39 O A EEE EEEE oa bade cove EEEE EEE EEE EEEE E aeaeeanaee 39 A a a T aa eae anes 40 Customer Tax Overt des minis adas N ra cava i 40 CUSLOMER SINCE aiii II A A A A E A E EN 40 Brochures CC Inforum an dd 41 BIS O TEI EEE EREE TE EEE E E 41 Credit Debit Card InformatioN occonooocooncnccnonnnnonanononocnononnnnonononocnononannn ono nononocnononnnnanannnnnnos 41 Customer Comm ada lia salon 42 COMME A Is 42 Order Comments Colt aiii das 43 Order COMMCIIS A A a e o Ea ee 43 Order Comments Alida di id id 43 Order Comments tine iaa iia 43 A O 44 A Malet nae ea sada hs Sea a a ddan cane eal GL ota h i aa n 44 Buttons atid Ops miii e enana 44 Business Helper ds e ic ies tee Saw tans a Hing aed das aai bed ies Ena 45 A A sees E 45 Note ds a o a a a o 46 Summit O E 46 DISCO R L a TA 46 Version 5 10 6 Page 3 AV4 Customer Order Management User Manual Notas BH ROS ede GE RGR HR eas BREE a AO 46 RR Sauteciv ta trees pe emeiec gacacate van eacs Shae aathne ones tae ia cae anaes eats Sia Ad Socket toed erect asec asec 46 DES a AAA od 48 LISO nol 1 ser ere ica 48 POMS EAEN E EE EE EEE E E EEEE TE EE E EE E Recetas 49 Counters A A AE E ee EIR ONS sc Se P
38. 9 Sub Total Processing Charge TAXI 7 Grand Total Thank Y ou Figure 7 Short Order Invoice Version 5 10 6 Page 77 AV4 Customer Order Management User Manual Report 2 Campaign Totals Overview The campaign totals report shows totals by campaign of the summary area of each customer order The Sub Total column on the report corresponds with the sub total on the customer order invoice Then columns summing the discounts processing charge special charges and taxes are shown The order total is a sum of all the previous columns The expenses and total due columns are then subtracted to calculate a campaign profit The expense column amount is retrieved from the expenses screen under the External Expenses The total due column is retrieved from the expenses screen under the totals due The internal expense tab on the expense screen is not used on this report Internal expense items are already included in the total due amount entered on tab 1 Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically Version 5 10 6 Page 78 AV4 Customer Order Management User Manual Campaign Totals 2005 Sub Order Line Item Processing Special Total Discounts Discounts Charge Charge CF C4 1 J Tax 1 Tax2 Order Total Expenses Total Due 70 47 0 00 0 00 1 50 0 0
39. AV4 Customer Order Management User Manual DO NOT interact with the web page until AV4 displays the Current Web Page is Complete BE SURE TO CLICK Next IN THE WEB BROWSER to prepare for the next page of data e When the Next link is clicked in the web browser the page will be sent to the Avon web server and it will be validated e Once the current web page is accepted by the Avon web server be sure have the browser positioned to an empty product entry page e Now use Alt Tab or the task bar to switch back to AV4 Select the next page to submit and repeat the process e When all web pages have been submitted the view can switched back to the browser Alt Tab or Task Bar and perform your normal end of order processes e Switch back to AV4 and exit the submit order screen e When the screen is exited it will ask if these orders should be marked as summarized e If yes is chosen then the next time this screen is used these orders will not be selected unless the All option is selected on the previous screen e The iOpus Software browser will shut down automatically when the AV4 screen is exited Note You can still logon to the Avon web site in your usual manner to view or adjust your order Show Exceptions This button will show only the items with the submit box unchecked Show All This button will show all the products both checked and unchecked submit box Print Results This button will view a report of the submission
40. AVA CUSTOMER ORDER MANAGEMENT FOR AVON REPRESENTATIVES Sierra Soft s AV4 Customer Order Management User Manual Welcome to AV4 Customer Order Management System ceesceeesceceenceceseeeeceeeeeeseeeeneeeenaees 11 Welcome nad AA Saad vs Tes BEG a aaa SONA AS aS 11 DI re dr E E aed bane E ET 11 Chapter 1 Installation and Quick Sart cscctisceccacted seteceswedssabcsenwnsieesddavcted ironia raise diras 12 Reg ire Ments assign oes eae A 12 Installation E E a SS 12 CDRom Msala O ic A E 12 Download daa ib le ee 13 QUICK Si e e o cane e pct ad 14 Create A Customer Order Database occcocononononnnonoconononnnnanononononnonnnnnnonononconononnnnanonnncnnos 14 Set the Current Year and Campaign mitin doit colinda nececito 14 Addia C stome AE a A 14 Entera Ord Gr reman a os ea Aas ee ahs 14 Printer View the Ordes a oes oe Sak RelA a a a ada teas 15 Print or View the Order SUMMA Viandas 15 Chapter 2 Learning AV4 OVErvidW s sciscccssisccasssccdesecejeccvsrsccessacepiatei sdstcesuuegeadade secttasdetcecvunceceds 15 Main Mentira ra at ia aT Rae 15 Main Men Ele Menus uri ai 16 Main Men Mise Mei aii eee RN T 16 Mat Menu Help Mena 16 Mam MEDIR MA EEE AEE E EEEE EE A RRE 16 NENAS O SAREINA 17 Mam Men y Products cscs cs sacs sates dacs ida il RIA A EEE a on aii 17 Main Menu Options iii acia 17 ME INS Ti RO OT S a oa 17 Maim ME A O do 17 Main Menu EXPenSES ceni ai a ici 18
41. Area Street House Number 8 Helper Last Name First Name Customer Last Name First Name Options Complete Summary Option This option will show orders from previous campaigns that are not paid in full This option only evaluates the order total and payment information for each campaign and reports the order if not paid in full The balance forward information is NOT used for this option Version 5 10 6 Page 85 AV4 Customer Order Management User Manual Print Options Print Delivery Date Time The delivery date and time that is set on the customer update screen will be printed on the left column of the report If this option is not selected then a line will be printed with room for hand written notes Exclude Delivered Customers If this option is selected then any customer with the delivered check box selected on the customer update screen will not be reported Use 2 Address If a second address has been entered on the customer update screen it will be used on the report If no second address is available then the primary address will be used Show Customer Number The internal database customer number will be included on the report New Customers Ordered in this campaign only Only new customers with orders will be included on the report Exclude Summarized Orders Suppress any orders that were marked as summarized on the Order Entry Screen Also responding Yes after submitting order via the Web
42. Home A 1 Caf Shopping Selling Avon Representative position Services Online order J Representative Home Page products Cyber Specials Close Online Help J Exchanges Order Products Refunds Select the Campaign you are ordering from then enter the product number and quantity J view Order Click Save Products to save your current Campaign products Once you have saved your J Log Out products you can close down your computer and come back later to add more products to your order Once you have ordered all your products click Go to next step Type in line number 060 697 if you no longer require a paper Purchase Order Opt out and save trees Important 1 To view the description of your products ordered click on View descriptions Ifa product is no longer available a red dot will appear in the availability column 2 All Regular Orders will be delivered on the scheduled delivery date 3 To avoid delays your payment must be received by Avon two business days prior to submitting your order online Search View descriptions Save Products Clear all Products Go to Next Step ita diia oda inanitia Campaign Prod Qty Product Description Price Total Availability Repeat Macro Curent Max D9 y 09 fo E Start Loop 09 2 D9 y 09 a v oo Minimize to Tray n Exit http www ca a Figure 39 www ca avon com l C L__ C L__ _ Vers
43. Lines With Return Address 29 7mm by 52 5mm 4 Across 10 Down 4 Lines Selection Criteria Ordered Not Ordered in Campaign Year Select the campaign year This option defaults to N A Not Applicable If a year is selected then order option must be selected Campaign Select the campaign number This option defaults to N A Not Applicable Ifa campaign is selected then order option must be selected No Order Selection This is the default setting When this option is selected the program will not check for order existence or order non existence Ordered When this option is selected the program will only produce a label if the customer has an order in the selected campaign Version 5 10 6 Page 94 AV4 Customer Order Management User Manual Not Ordered When this option is selected the program will only produce a label if the customer did not have an order in the selected campaign Brochure Count All This will produce the label with out checking the brochure count Zero This setting will only produce label when the brochure count on the customer update screen is set to zero Not Zero This setting will only produce label when the brochure count on the customer update screen is not zero Customer Status 1 All 2 Active 3 Closed 4 Deleted Brochure Status Select 1 or more brochure statuses to include on the report Brochure Type Select 1 or more brochure types to include on the
44. Mam Men Ut nadaa Aia 18 Main Men Historietas sad diids 18 Main Menu Web Submission ccccccceceesssscecesececeesensnsecesecceseeenssasseceseceeseeeseseaeeeeees 18 Main Mena EXILE EA oa AA E AS A A eee Ls 19 Chapter 3 Database Sussie niinno cai i ta A R iE sa ie E EAE AN 20 Customer Order Databases ia iia 20 A tate E a seat aa a tase oo dena oan daa Alena E tae olen da tbh onseion 20 PrOGUCE Databases ti o a a IP oe Rt o o LO 21 Chaptera COIS nonar a a t da em RS 22 A NN 22 CAPA eS 22 Orders INVOICES vada aii 23 A a NN 23 O aac earsaisietaahaoay tecwengwsad e a e ieee e shag hea yeuss teed shed tage EE T E Ei 24 Pinnt O22 Reamemer te tame Cree E ONE Re See Se AN E o de Oe ee 25 y rce NICS SAGES fens 5 o o Se ua e 26 MAKES TR 27 Global Messages cities iia 28 Version 5 10 6 Page 2 AV4 Customer Order Management User Manual ReportEmal usina ari 28 A a e la e O ee 28 POIS an a het esate a can aa Saath es Tasch ad Sa es de OR TSI o 29 ANOS 30 SAO ii ds dt Ad ds 31 REPOSAN AA 31 BUON cant rd dd a cod Es a endo 32 NOS e EN E iO io atte 33 Chapter 5 Customer Seared unica rn enn lira 34 Eustomer Search a a a o e e a o e dos 34 General earch Criteria a EA E AA Noe bands Bias AE Gav eddie 34 East Nadia a iio 34 Birst Name aiii 35 HP 35 Misc See Oa e e a a a a a A T 35 BUON S at it ees tes 36 Chapter 6 Customer AA siii ias u EE EEE ETENE EE EE EEEa Vassoi 38 Name Address ri TAO T Ge 3
45. R SEM EES E EES 49 Biton S rea n e re EE 49 Delv ry reenn e a a a a a a e dee a e gases Mia c d 50 Date Ba AEE EE er A AE 50 Delivery Pick Up BA e E E EE E E E EEE EN EE EE 50 Delivered BRUT a a a a IAS 50 Delivery Pick Up Comments iii jet 50 MGM saitst sive feat cases caus e ERA Sr Ans a de oak a ls a Mite cos 51 A A A ees 51 ATMA ALO TR cade AsGe ahs Sa le a ade one la east efe Be tee a ade Taek 32 A 52 MSE ia dial A 52 RES A E E E E AA E EAA ES 53 Too A E ET Be Pen ee eT A A A EN A 53 Add CustOMen sesh ccc Nese AE AR da 53 Pind CUM it TE E T ogee Dead astas Rita iia Te 53 Previous CUSTOMERS AA A sets dass AAA aiii 54 IN Xt CustOme dss addon ccd oro EEEE E rtorras riscos 54 Ordet ENY o areire ra a area e aE ia EEE S a T seats E EE ET 54 PREVIOUS CAMPANA inci 54 NE a 54 Save EXI TA TES AS aa es ev E ASB Lota bbs ib 54 Cancelado asas a aa aa Sead heat cata 54 loiak Ti EE ee A 54 BUON a SEE ae A E dd 55 Delete Custom O NE as Mas a ie 55 AOCUSOMEA 0 IAEA EE E eee 55 Find Custom iaa danna id 55 Order Entry List Ox A tacts casek cea causa A E K S E E aan 55 Ed a catenin nde Magu asa ota ew a aa de okt eas eay 55 Cater A o I My ic O 56 OVET VIEW lr ca Sea Stied Eas age dass sous ete sada beans eel Casa ide SoS aea 56 Order En idad 56 A oreacti tessa be corkn E A EE E A TAEA 60 Backorder Options epte a desi eel ate Sal be a a aden Ala oa See 62 IN AS 62 A A NN 62 MIDA TI EIA E EE TRI IE O DD LE BL is Lo III IO ES 63 O O somadns Satta Us
46. This option will reset all saved settings to their default values The hide show and column widths will be reset Check Histories All This item displays the histories screen This can be used to research information about previously sold products Version 5 10 6 Page 64 AV4 Customer Order Management User Manual Check Histories Current Customer This option is the same a the Check Histories All except it only shows product information for the current customer Toolbar aek Aa 1 480 ola Figure 5 Order Entry Toolbar Save Exit Saves or Updates the current order All calculations are performed such as taxes and discounts The customer update screen is displayed Print Save Exit Performs the Save operations and then prints the order invoice Print Preview eMail Save Exit Perform the Save operations and then displays the order invoice in a print preview window The invoice can then be printed emailed or exported The email feature requires a client based email program such as Outlook Outlook Express Thunderbird or Mozilla Cancel Change This item cancels any editing done on the order entry grid The order is returned to its state before the screen was displayed Delete Order This menu item deletes the current order that is displayed in the grid There is no way to retrieve the order once the delete completes Mark Current Row as Backordered This option will place a B
47. aa naas E E E acento oeaceaneaacee auees Calculations ui i REPO DE ona A A Aaa Oe eae take Cote ni aora Order Dy aaa re e A a a Ea E E T E E ads oudeame E neaes Report l Point Sa nn e e A Report 20 NOtES suitable OVET VIEW aoaea hie a E a e E E E E Aen E E EN E Version 5 10 6 Page 7 AV4 Customer Order Management User Manual Chapter 10 Expenses ui idas 125 NR O O dos 125 Totals DUE a Secc 125 EXPO Tas 125 Pxpenses Extema lonas idas 126 Expenses Muisago Travel Lo A AS 127 Chapter Le THIS a ae N e a a A E a E E Ea EA 129 D CLS eases ey E A E A E A ane I TEE 129 EXPO Sas 130 A A as IA attends cau E NE 130 o A NN 130 SE as 130 A O nc eas 131 OPA aci 131 a eed 131 COW EE A A ON 131 ODIOS sirios ii ia di ad anidan eed eee 131 PDS TIVELY RSS 132 NN 132 CA A A E e Ei 132 Payments Tn Bull aos a tii 132 O E A 132 Payments Dy Ord II ada 134 OA ta E E E E A E E speas vga naais oe A aa ucts E E eases 134 Existing Payments Tabiini i 134 Orders Without Payments Taba neei ea e aus a ead e E E NG 135 Set Reset LACS ann A cent O A 137 Print Label Flag ainia ron 137 Order Printed Fladen Eine R E ese ne 137 Order Summarized Flag ici A ia ias 137 Reset Customer Counters To ZERO AA O A g neces eee 137 CU SEMIS TLE Way gas ase O tons 138 CSV Comma Separated Values s scasevecsicasysuscensschsesaaasngsaatvauadcnve sa nsii i Ei 138 DME SAVER DAA AAA gues data geese A E A E oh anaphase 138 Another A V4 Customer Datab
48. address when a special character is included in the House Number field For example If an address is 4 50 Main Street the logic will treat it as 50 Main Street 4 This is generally used outside the United States to designate an apartment number This special sorting is used only when producing reports Version 5 10 6 Page 38 AV4 Customer Order Management User Manual Additional Info Discounts Discount Percent This percent will apply to every order for this customer This discount is only applied when the order is saved It this percent is changed and needs to apply to an existing order the order must be recalled and saved Apply as Line Item Discount This option will enter the Discount Percent on each line item on the order entry screen Any line item can the have it percent changed or zeroed Notes A detail order item can only have 1 discount applied If the customer has a discount entered in Discount Percent and also a discount percent on an order detail item the order detail item overrides the customer discount Options Apply Processing Charge This check box is defaulted to checked which will cause the processing charge to be included on the customer order Uncheck this box if this customer never gets the processing charge applied This box should normally be checked Also if the need arises to not charge the processing fee for 1 order then the fee can be suppressed using options on the order entry
49. ailing is being performed and a discount is given if the mail is grouped by zip code Options Include Column Header Row in Output This option will add a row at the beginning of the exported file with column header information This is useful when the file will be imported into a spreadsheet or database The column names will be assigned to the values in the header row Product Import Overview This feature will import product databases that have been supplied by a third party provider These product databases are normally distributed every campaign and can be purchased directly from the provider It is also possible to import product from one database to another This may need to be performed in a separate database is created for a fund raiser There will be no products in the database unless they are imported from another database Note Product database are not required to use the program The program will store any product data entered on a customer order and then make this data available for subsequent order This allows the product description to be entered only one time Options Use Dashes Version 5 10 6 Page 131 AV4 Customer Order Management User Manual This option will ensure that all product numbers that are imported have a dash in the forth position Example Product 123456 will be imported as 123 456 Dashes will only be applied if the product number is all numbers and exactly 6 digits in length This opti
50. al Name Date i Description Jane Doe 6 15 2005 Anniversary Jane Doe 3 31 2005 Birthday John Smith 6 8 2005 Vacation Figure 34 Dates Version 5 10 6 Page 120 AV4 Customer Order Management User Manual Report 18 Points Overview This report will show how many points a customer has accumulated There are nine point counters that can be maintained using the customer update screen Point counters can be used to track any type of customer activity Such as how many of a certain product has been ordered and how many times that have picked up their order The point counters can be printed with a custom message on the order invoice If a point counter is zero then the value will print as blank This will allow better focus on the counters with non zero values Criteria Include Customers with No Points Show all customers on the report without respect to how many point they have accumulated Customer Status 1 All 2 Active 3 Closed 4 Deleted Order by 1 Customer Number 2 Status Last Name First Name 3 Last Name First Name 4 Postal Code Street House Number 5 Street House Number 6 Area Street House Number Sample Version 5 10 6 Page 121 AV4 Customer Order Management User Manual Name Jane Doe John Smith Figure 35 Points Version 5 10 6 Page 122 AV4 Customer Order Management User Manual Report 19 Mileage Overview This repo
51. al Code 2 From Address 2 8 Phone 1 9 Phone 2 10 Phone 3 11 Email 12 Business Helper First Last Name 13 Business Helper Last First Name Version 5 10 6 Page 96 AV4 Customer Order Management 14 Reporting Area 15 Referred By 16 Order Total 17 Custom Message 18 Current Balance 19 Country 20 Country 2 From Address 2 Return Address User Manual Enter up to four lines of return address information This will only print on the 8 line label type Sample Jane Doe 1234 Main Street Reno NV 89502 Figure 18 Label Mrs Albee 123 Oak Street Allentown PA 12345 Jane Doe Figure 19 Label with Return Address John Smith 3452 Madison Av New York NY 01001 Mrs Albee 123 Oak Street Allentown PA 12345 John Smith 1234 Main Street 3452 Madison Av Reno NV 89502 New York NY 01001 Version 5 10 6 Page 97 AV4 Customer Order Management User Manual Report 8 Inventory Overview This report will list all products that are On Hand Any product that has a value in the On Hand column of the product screen will be included in the report A second option will list products that are On Hand that have been ordered in the selected campaign Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically Campaign Number This list box will sho
52. an be launched from the Customer Update screen Email is only supported with using a client based email program WEB based emails are NOT supported Earnings This tab is used to setup the standard earning levels These values are only used by the earnings report to give an ESTIMATE of you earnings for a given campaign Each row on the earnings grid is used for a certain types of products that have unique earnings values The earnings type code is a 1 character letter that is chosen by the program user Type code R which indicates REGULAR items is the default and can not be deleted from the program Earnings Type Code Version 5 10 6 Page 28 AV4 Customer Order Management User Manual This field is a user controlled value Entries can be added to indicate different product lines that have different earning levels The values entered as Earnings Type Code are used on the order entry screen in the EL column Only the values defined here will be allowed to be entered on the order entry screen Include In Sales Total This option is used to indicate whether this earnings type is to be included in the sales total for calculating the total sales for a campaign Earnings Description This information is only used on the Earnings Report Level 1 High Value and Level 1 Percent These values set the upper limit and the percent of the first earnings level Each level in the hierarchy uses the next level num
53. anual Canada Overview This feature automatically enters the order data on the Avon web site The process is accomplished by using a custom internet browser supplied by iOpus Software included with AV4 AV4 communicates with the iOpus Software internet browser and fills out the order submission page The user must logon to the web site and position the browser to the proper data entry screen Then AV4 is used to submit 1 page of data at a time Then control is returned to the user to add the page of data to the current order on the web site http www iopus com Computer System Requirement This feature requires Windows XP Home or Professional or any version of Vista Other versions of Windows are NOT supported Basic Screen Functionality e This screen is started from the Reports Order Summary Tab 3 e All the normal reporting criteria should be set on Tab 3 before clicking the Submit to Web Page button e All the summarized items will be grouped in batches of twenty four Also when the OS Campaign changes a new batch will be started These batch size used is due to the requirements of the Web Page Each group of items will be assigned a WEB Page number starting with one All the items selected using the criteria on the Order Summary tab will be listed in the submission grid e A basic edit will be performed on the product numbers and any item that fails will not be submitted e The items failing the basic edit
54. ases it tena Seeatens aaah ea ccna ete nen 139 O E E AT 140 ONCE ad 140 Inwvorcs Update a 140 E o a e el de EAT 140 A A ON 142 O aA TA E E E EEE EEE EE daatesageaununyadeasoayedasedeguaenoeneneesbeveevasnenee 142 E EE 142 OA o a e E a De 142 Chapter E A ta a ae a doses temmtaseaatites 144 Product o a lisis 144 Descriptoh a adais 144 Version 5 10 6 Page 8 AV4 Customer Order Management User Manual Shade Color Fragrance nessa ddr cian caiste 144 a e e O OS 144 A ta e latina die te cea tanepiom isa aallat can wet ungen eh daallte Sidtel acs dan adenine thealan ae 144 CA 144 A detel tats SE 144 COVA TITLED SES SAS AA 144 SLOT ARS LOS OA ici 145 NA n a a R A tea sces A cams E a AERE 145 Sold Quantity seernes ria R ss 145 DOLE Camipar A AEN EE E E E E EEA 145 Sold Campaisn MUTT iri a a lois EE E EE EE E E T A EER 145 Delete Paria is 145 Chapter 14 How to Submit An Order Via the Internet ooooconncccnnncccnoncccnnnaccnnnncnononccnnnnccnnnnnos 147 United Mate 147 A e a 147 Procedure sssr iier iae e bosch dao Sele aete Heal Soe soa a aet el tears 148 Sereen Shot serrin ea E E A sendau ns E E E N A AE a eia 151 BET A EPEE RS 152 COCR VIC M E NO 152 PrOCOdUre ii A A ee 153 Sereen Shoten koaia aa a hat aieo Seats eh aout Ea eeeh 155 A a a T NE R E AEE A N 156 A E EE E E TS 156 Proc dure doo arean rse isea tec de E a aE A EE desu e EAS S EAS 157 Seren Shot in is 159 Chapter T5 Customer SUPPO I a sons esos oa 160 A CA
55. ast column the RIGHT ARROW key moves it to the first column of the next row If the current cell is in the first column the LEFT ARROW key moves it to the last column of the previous row To enable the arrow keys for editing within a cell use F2 TAB Key The TAB key moves the current cell to the next column If the current cell is the last column then TAB will move to the first column of the next row The SHIFT TAB moves the current cell to the previous column If the current cell is the first column then SHIFT TAB moves the current cell to last column on the previous row Version 5 10 6 Page 164 AV4 Customer Order Management User Manual PGUP and PGDN Keys These keys scroll the grid up or down an entire page at a time Unlike the vertical scroll bar the PGUP and PGDN keys change the current row by the number of visible rows in the grid s display The current row will appear as the first row in the display area unless paging down when the last row is visible The current column does not change HOME and END Keys The HOME and END keys move the current cell to the first or last column If necessary the grid will scroll horizontally so that the current cell becomes visible The current row does not change If the current cell is being edited HOME and END move the insertion point to the beginning or end of the cell s text Re sizing Grid Columns Each column can be resized to meet any specific requirements To re size a colu
56. at fails will not be submitted e The items failing the basic edit will have the submit checkbox as UNCHECKED and an error message will be inserted into the status column e These items will not be sent to the web page e All items passing the basic edits will be assigned a web page number e Any item that should not be entered on the web page should have it s submit checkbox UNCHECKED The web page number is dynamic Subsequent use of this screen may not assign products to the same web page number especially if orders have been added or edited When using this screen all web pages should be submitted before exiting Version 5 10 6 Page 156 AV4 Customer Order Management User Manual Procedure Start Custom Internet Browser e Make sure that your computer is connected to the Internet e This connection can be any type of internet connection such as Dial Up DSL Cable or Local area network e Any ISP Internet Service Provider can be used such as AOL MSN NetZero Phone Company or Cable Company e The iOpus Software internet browser will be started when clicking this button e Use Alt Tab or the Windows Task bar to switch over to the iOpus Software Browser e The Opus Software Browser will link directly to www avon com au reps page e Sign on to the web site using your Avon supplied userid and password e Navigate to the Avon Online Ordering product entry page e Switch back to AV4 by using the Alt Tab Wi
57. available Substitution Message Version 5 10 6 Page 26 AV4 Customer Order Management User Manual This message is used as part of the order entry detail line item description when the product has been marked substituted An item can be marked as substituted by entering a S in the BO column for a detail item There is also an icon on the toolbar to mark the currently selected row as substituted Back Order Short Message This message is used as part of the order entry detail line item description when the product has been marked as back ordered An item can be marked as back ordered by entering a B in the BO column for a detail item There is also an icon on the toolbar to mark the currently selected row as back ordered Special Charge Credit Description This is the default message that is used on the order entry screen for the special charge credit field Order Title Line 1 and 2 These titles will be displayed at the top center of the Order Invoice End of Order Message This message will display at the end of the Order Invoice Note The font size and color of the Invoice Messages can be modified using the AV4 Main Menu Options Fonts Reports Taxes This tab sets all options for calculating taxes This feature has the ability to have two different tax rates For example in Canada there are two rates which are the PST and GST Tax rates Also some city and county have a surcharge tax whi
58. b page until AV4 displays the Current Web Page is Complete BE SURE TO CLICK Save Products IN THE WEB BROWSER e When the Save Products link is clicked in the web browser the page will be sent to the Avon web server and it will be validated e Any errors returned at this time must be resolved manually before clicking the Save Products link again e Once the current web page is accepted by the Avon web server be sure have the browser positioned to an empty product entry page e Now use Alt Tab or the task bar to switch back to AV4 Select the next page to submit and repeat the process e When all web pages have been submitted the view can switched back to the browser Alt Tab or Task Bar and save the entire order and logoff the web site e Switch back to AV4 and exit the submit order screen e When the screen is exited it will ask if these orders should be marked as summarized e If yes is chosen then the next time this screen is used these orders will not be selected unless the All option is selected on the previous screen e The iOpus Software browser will shut down automatically when the AV4 screen is exited Note You can still logon to the Avon web site in your usual manner to view or adjust your order Show Exceptions This button will show only the items with the submit box unchecked Show All This button will show all the products both checked and unchecked submit box Print Results This button will view a r
59. ber Example 0 00 to 24 99 earns zero percent Enter 24 99 in Level 1 High value and 0 000 in Level 1 Percent 25 00 to 144 99 earns twenty percent Enter 144 99 in Level 2 High value and 20 000 in Level 2 Percent 145 00 to 284 99 earns thirty percent Enter 284 99 in Level 3 High value and 30 000 in Level 3 Percent 285 00 to 424 99 earns thirty five percent Enter 424 99 in Level 4 High value and 35 000 in Level 4 Percent 425 00 to 899 99 earns forty percent Enter 899 99 in Level 5 High value and 40 000 in Level 5 Percent 900 00 to 1549 99 earns forty five percent Enter 1549 99 in Level 6 High value and 45 000 in Level 6 Percent 1550 00 to 999 999 99 earns fifty percent Enter 999 999 99 in Level 7 High value and 50 000 in Level 7 Percent Any earnings levels not used should be set to zero Points This tab is used to setup the messages that display customer earned points These messages are custom and can include the actual points accumulated by each customer Points 1 Message Version 5 10 6 Page 29 AV4 Customer Order Management User Manual Enter a message to print on the Order Invoice for the Point 1 value If the message is blank then it will not print on the Order Invoice The actual customer point value can be inserted into the message by using the special replacement token This token is 5 percent signs This token can be entered in any locatio
60. ch can utilize the tax 2 Rate This entry sets the actual percentage to use to calculate the tax for each order Example If the tax rate for your city state is 7 34 then 7 75 would be entered for the rate Description Version 5 10 6 Page 27 AV4 Customer Order Management User Manual This field will be shown on the Order Invoice along with the total for that tax rate Tax Processing Charge This option controls the taxation of the fixed processing charge If the option is checked then the processing charge is included in the total tax Tax Processing Charge When Taxable Order Total is Zero This option indicates how the tax on the processing charge should be handled when an entire order is NOT taxable If checked then the processing charge will be taxed Include Tax 1 results in Tax 2 Calculation This option will add the total tax calculated for Rate 1 into the total before calculating tax 2 This option is not normally used Note If a tax rate is set to ZERO it will not be included on the Order Invoice Be sure to not enter the actual symbol when entering the tax rate Global Messages This tab sets up to five message lines that will print on every Order Invoice The font size and color can be modified by using Main Menu Options Fonts Report Email This tab sets the default subject line and body of the report email These emails can be launched from any report in view mode Also email c
61. ck on AV4 on the task Notes Do not use any of the controls on the left side of the iOpus Software Browser Play Stop tind Web Page to Submit Start Submission e Select the Web page number to submit by highlighting the number in the list box e When a Web page is selected the Start Submission button will be enabled e When the Start Submission button is clicked AV4 will start entering the products on the product entry web page e The view can switched to the iOpus Software Browser and the progress viewed while the products are being entered e It takes about 1 second per product e It may pause randomly for about 5 seconds between products e Please be patient and do not interact with the iOpus Software browser during this process e Ifa product is entered that fails the primary Avon web page edit a message will be displayed indicating the error e These errors are generated by the Avon web page and not by AV4 e The entry that caused the error will be left blank e The status on the AV4 grid will change to reflect the error e Any edit failures will need to be handled manually once the order submission process is complete e Click OK on the error dialog box to resume the automatic data entry Version 5 10 6 Page 153 AV4 Customer Order Management User Manual e AV4 will continue to enter the products until the last product or the end of a batch has been entered for this page DO NOT interact with the we
62. debe alte kee 81 CLA osc eae hese ie ices rete A A ER 81 A r a aeai 83 OOO ei a ereua E S E AE E REEERE ARE E SETAE AREE RE E 83 BUS sais e a e E 83 Samples sage Soe Shes a ig tea hs eet sete a dada tues Mae a Jaden tle ne 84 Report 4 Campaign Summary A 85 As Gi theta iatis obec enei Adel ae uae aso o estes i ieies roia e Enisi 85 GC os oF ener E te Out E E EEE a E E TE EAA Oe eee 85 TSH lo h AE EE E EN EE OTEO E EE 85 Options enes a i dana e dosent a a a A a e Anant A e Aa s 85 Print Opel OWS ienesa trenar i r E a E a iaai 86 Version 5 10 6 Page 5 AV4 Customer Order Management User Manual Short Report Opu ons ins ennn ini nn E a N aid dean sete sientas 86 e la aioe dh Se 87 Report 3 CustOMets ii toa ayo ed at ee A aa nee eaten ats 89 OV CENA CW cee cn so Risse Mis area eaten aide aE erat ieee accel tebe aged ciated Daren uate 89 COEN iio diia dada 89 Orden E O e 89 A O OO 89 Sample eenia cates wean cates aia tings tte tees uate aise asa La dne aaa SG A aan A 89 Report 6 Brochures asin a RE e a eant 91 COMETS Wrasse E RS 91 COTA AA sre A a a a 91 Order usina 91 A O O anaes aenes 92 A 92 Rd 94 MOM CLIC W nooo Antes et Soest hgr cha Saath nee MT a Ose Riera e etti 94 Label TP di an iii 94 Selecon CA ri oca 94 COST oA APEE a Galas aa lace area study ote tee E Muruga ba ntnetU nel ttre sen Aaa eras Sate 96 Pod eee Rie ah RM eae ei NG oa Ri eNO eee 96 REI Add o trio 97 Sampler en E E aera 97 R port S Inventory A then c
63. der Comments All Global Order Comments Points Messages Thank You Message Order Title Line 1 Order Title Line 2 Order Details When Quantity Greater Than One Negative Balances Back Order Unavailable Substitution Items Negative Line Item Prices Product Number Delivery Information Customer Name Address and Phones Order Invoice Short Order Comments Current Order Comments All Global Order Comments Points Messages Thank You Message Order Title Line 1 Order Title Line 2 Order Details When Quantity Greater Than One Negative Balances Back Order Unavailable Substitution Items Negative Line Item Prices Version 5 10 6 Page 31 AV4 Customer Order Management User Manual Product Number Delivery Information Customer Name Address and Phones Campaign Totals Order Summary Order Details When Quantity Greater Than On Campaign Summary Short Campaign Summary Long Customers Customers Short Brochures Brochure Summary Labels Size A 1x2 5 8 Labels Size B 1x4 Labels Size C 1x4 1 3 Labels Size D 2x4 Labels Size E 29 7mm x 52 5mm Inventory In Stock Inventory Sold Discounts Discount Summary Expenses Earnings Annual Summary Payment Summary Statistics Product Sales Activity Statistics Tax Summary Call Back Helper Summary Dates Points Mileage Customer Notes Customer Campaign Summary Customer Order Summary Customer Payment Summary Customer Profile Order Comments History Buttons Set
64. ding thanks for your vote of confidence Every effort has been made to make this release the best ever offering improvements over earlier versions Overview AV4 is a complete customer and order management software program It provides the ability to store the most common demographic data about a customer This includes Name and Address Phone Numbers Email Address and much more Orders are created for a customer at the campaign level The program stores all orders entered for a customer for every year and campaign All order details can be viewed using the different history views The reporting module includes over 20 reports Most reports have numerous options that enable the report to meet your special business requirements The reporting module includes the full featured order invoice There is a standard 8 5 by 11 full page invoice and a short order invoice that will print more than one order invoice per page AV4 also includes a Products module that stores product information to enhance the order entry task The Utilities module allows many database maintenance functions to be performed These include Product Importing Updating Invoices based on a product number Deleting unneeded customer and order data Utilities also include the ability to apply payments at a campaign level Version 5 10 6 Page 11 AV4 Customer Order Management User Manual Chapter 1 Installation and Quick Start Requirements Windows 98 98 Seco
65. duct Page and then in product number order Quantity Print Option The Order Quantity Only will print the Order Quantity data that was entered on the order entry screen for each product This is the same value that is used on the Order Summary Report The second option Price Quantity Only will print the Price Quantity data that was entered on the order entry screen for each product The last option combines both the Order and Price quantity on the Order Invoice Date Print Option Print Date Select this option to have a date printed on the order invoice Use Order Entered Date If the Print Date option is selected then this option will print the actual date the order was entered into AV4 Use Current Date or Selected Date If this option is selected the current date will print on the invoice unless a different date is selected on the report screen Paper Type All Reports Version 5 10 6 Page 24 AV4 Customer Order Management User Manual United States Standard 8 5 by 11 inches If this option is selected then set the default paper size to match on the printer properties Windows Control Panel to ensure good alignment International Standard A4 210mm by 297 mm If this option is selected then set the default paper size to match on the printer properties Windows Control Panel to ensure good alignment Orders Invoices Margins The top and bottom margin can be set for the Order Invoice All other r
66. e Items can be added on the products screen either by entering the data on the last row of the grid or by using the Quick Inventory Entry Third party product databases are available for purchase These product databases are imported directly into the customer order database using the Utilities Screen The third party product databases include the prices for the current campaign Main Menu Options The Options Screen is used to set all of the program options Some of these options include representative name and address sales tax rates processing charge order messages The options enable the user to customize the program to meet their business needs Main Menu Reports The Reports screen allows the viewing and printing of the large selection of reports including the Order Invoice Each report has its own set of options that can be used to customize the report to meet your business reporting requirements Main Menu Inventory Version 5 10 6 Page 17 AV4 Customer Order Management User Manual The Inventory screen allows the entry and editing of products that are on hand Shows products that are available to be sold and also items that have been sold Main Menu Expenses The Expenses screen is used to track the business expenses There are three types of expenses that can be entered Also a grid is available to enter mileage The total amount paid for the campaign order Internal expenses are used to track items p
67. e a Next Campaign amp Previous Campaign button near the top right of the screen Also the Customer Update screen has menu items and toolbar buttons to change the current campaign The campaign year can only be changed at Main Menu Options Campaign or the Customer Update Screen Menu Add a Customer From the Main Menu choose Customers The Customer Search window will be displayed Click Add Customer to add a new customer to the database Do NOT enter any information on the Customer Search screen when adding a new customer The Customer Update screen is now displayed Enter the customer information such as name and address Enter an Order Click the Order Entry button on the bottom right area of the customer update screen This will display an order entry grid which is used to enter the customer order details Click Exit on each screen until the Main Menu is displayed Version 5 10 6 Page 14 AV4 Customer Order Management User Manual Print or View the Order Click Reports to display the Reports screen Choose 1 Orders and then select View or Print This will output the orders that have been entered for the selected campaign Print or View the Order Summary A summary of all products ordered for the current campaign This report can be used to fill out the purchase order Chapter 2 Learning AV4 Overview Main Menu The Main Menu is the starting point for all functions and features of the AV4 program Each of
68. ee Unprinted option above Summarized Options Both This will print both summarized and Non Summarized orders This summarized flag can be set during order entry or after Web Submission Summarized Orders Only Summarized orders will be selected to print Non Summarized Orders Only Non Summarized orders will be selected to print Version 5 10 6 Page 76 AV4 Customer Order Management User Manual Customer Order Jane Doe My N ame 1234 Main Street Campaign 1 1600 Main St Reno NV 89502 Sunday February 27 2005 Any Town NV 38333 800 555 1212 555 555 5555 Email Myhandle N etw ork C om Home 555 555 5555 Cellular 555 555 5555 Product Shitred Terry Tube Dress 3 19 99 19 99 004 757 2 Tube Tops w Shelf Bra Bold Stripe L 16 99 16 99 000 622 Cushion Walk Leather Loafer 10 24 99 24 99 001 117 Cushion Walk Leather Loafer Insta Bling 11 24 99 24 99 Sub Total 36 96 Processing Charge 0 75 TAX 7 6 09 Grand Total 93 30 Thank Y ou Figure 6 Standard Order Invoice Jane Doe Customer Order My N ame 1234 Main Street 555 555 5555 Reno NY 89502 Sunday February 27 2005 Email Myhandle ON etwork C om 800 555 1212 Home 555 555 5555 Page Product 010 001 409 Shirred Terry Tube Dress 5 19 99 013 004 757 2 Tube Tops w Shelf Bra Bold Stripe L 1 16 99 101 000 622 Cushion Walk Leather Loafer 10 24 99 101 001 117 Cushion Walk Leather Loafer Insta Bling 11 24 9
69. eeds ence n sad AR a SRE E a heared Uivbecdigcceae 98 O 98 A sae o e E a E shes saan Iason A S T A sons saa se pata deena a a ea 98 A AEE EEE E Sap Gos ncaa E EEE E 98 RENE D e oes 100 A A 100 A TAG ILA sats peso notes Coa ace tes seca Seay ise gama a eh Paes Sais E HA saa aaa Bees we a aaa 100 Print Opti OS ii shes ee aE r R EE EE AEE E TaS 100 AO 101 Report TO RP e E 102 OVETVIE EAS 102 A CeCe Rr re Deen OR DARE tre BRN RRR rer Nee SEY Tre re ey eae eee 102 DIA ici tte anita 102 Sainai o ee T E AE teas uc igh nse ce sis turd E A Gace Sus nn aa aaa dlv a elev bac cms eects sameness 102 Report T Bar mie 50s A e nana lo detes eta uasaazanshegard hes dete e a a ea a 104 MS oire E E R ea uanieussh caus REE supeaa suas RER E a a n e 104 Sa a E EE AEA TE E T N E EEA 104 Options ie tier ai Prat a a a a a a a a NO 104 Samplet A ass 104 Report 12 Ann dl SUMMA simio di 105 OVET VIEW oe icin ss Goce A A IASG eae ae 105 E 105 y A O vetted taeda ti cda tity E dudan ted saad A R cate 105 o dud ives sides tau nevus node aaa ic bea edesonys Woy S S TE ER E E Ein 106 Version 5 10 6 Page 6 AV4 Customer Order Management User Manual Overview Payment A E A NOS Report 1A A o O anaes OVERVIEW nin in Cali ethan yids ed eRe Us ede aS A ase E speed ai edacsscaamees ates E ETS TE A O eects Report 16 Helper Summary sa tii OVETVIE WW ogo casa ata ence a re cde wc ipa E easy cas ao R a ess E A fuss E pees ees wap dares at Seas acai peas n
70. eferred to as CSV comma separated values All embedded commas and double quotes will be replaced with blanks before exporting CSV files can be imported into most spreadsheet database and word processing programs Also it is possible to import data in a commercial label program Some PDA s also support importing CSV files Data Selection Name Address Phones This option will only export the data necessary to produce mailing labels or a mail merge function All Customer Data This option will export all data related to a customer This includes name address phones emails and flags All Order Data This option will export all data related to customer orders This includes the detail items totals and flags Email Addresses This option exports a file that contains all email address with semicolons between each address The contents of this file can be pasted into a To Copy or Bcc field of an email Selection All Customers All customers without respect to their customer status will be exported Closed Customers All customers with a status of closed will be exported Active Customers Version 5 10 6 Page 130 AV4 Customer Order Management User Manual All customers with a status of active will be exported Order By By Last Name First Name The exported file will be sorted by last name then first name By Zip Code The exported file will be sorted by zip code This can be useful if a bulk m
71. el See example above By Page See example above Version 5 10 6 Page 70 AV4 Customer Order Management User Manual By Description See example above By Shade Fragrance See example above By Size See example above By Notes See example above By Tax 1 Enter Y to show taxable items Enter N to show non taxable items By Tax 2 Enter Y to show taxable items Enter N to show non taxable items By Unit Price Enter a minimum unit price and all items with a unit price greater will be displayed By Regular Price Enter a minimum regular price and all items with a regular price greater will be displayed By Campaign Year and Number Enter an actual year and number to restrict the displayed values to 1 year and 1 campaign combination Misc Copy Products to Next Campaign This menu item will copy an entire campaign to another campaign This is generally used by third party product database providers Version 5 10 6 Page 71 AV4 Customer Order Management User Manual Save Grid Layout Save any column resizing changes and column reordering Reset Grid Layout Sets grid to default layout and size Reset Screen Size Position The entire screen will be reset to its original size and screen position Quick Inventory Entry New Product Entry Product Number Enter the product number you wish to Add or Update in the database For an update the
72. elected then all of the criteria must match for the order detail to be shown in the results grid Criteria Select Product Number This list of product numbers shows only products that exist on orders in the database If only a product number is selected results will always be returned Select Product This list of product descriptions shows only products that exist on orders in the database If only a product description is selected results will always be returned Select Shade Fragrance This list of product shades and fragrances show only products that exist on orders in the database If only a product shade or fragrance is selected results will always be returned Select Size This list of product sizes shows only products that exist on orders in the database If only a product size is selected results will always be returned Search Current Campaign Only Check this box and the history search will restrict the results to only the current campaign as shown on the title bar of this screen Options Search Clicking this button will perform the search and show the results on the main history screen The results can be printed using the misc menu item on the menu bar Version 5 10 6 Page 142 AV4 Customer Order Management User Manual Reset This button resets any items that are selected in the product number description shade fragrance or size list boxes Quick Search Enter any values in the Quick Search bo
73. ement User Manual Clear All Changes This is an Undo option This will restore the tab to its state when it was first displayed If the Apply Payments button is used then it will only undo any changes since the last Apply Payments button was used Apply Payments Button This will apply the payments to the customer orders They will disappear from the grid at this time Set Reset Flags Print Label Flag This feature will either set or reset the print label flag on every customer This is the Print Label check box found on the customer update screen There is no criteria settings available for this feature every customer is affected Order Printed Flag This option will either set or reset the order printed flag for every order for the current campaign as shown on the title bar of the screen This could be used to set or reset all orders as printed if the question after printing was answered incorrectly Order Summarized Flag This feature will either set or reset the order summarized flag for every order for the current campaign as shown on the title bar of the screen This could be used to set or reset all orders summarized if the question after printing was answered incorrectly Reset Customer Counters To Zero This feature will reset a point counter for every customer in the database Select the point counter and then click reset This update can not be reversed so be careful when using this feature The points repo
74. eport of the submission results It can be printed from the report viewer How to mark submitted orders processed If the orders were not marked as summarized because the exit question was answered incorrectly the following steps will correct their status Set the same criteria on the Order Summary report tab that was used for the submission Then click View to view the report of selected orders When the report is closed AV4 will ask Do you wish to mark Version 5 10 6 Page 154 AV4 Customer Order Management User Manual summarized orders as printed Answer YES so then these orders will not be listed again on the Submit Order Screen This can always be overridden by selecting Summary Type All Orders Basic Product Number Editing e First the product number is modified by removing all non numbers letters dashes etc Must be all numbers e Must be exactly 6 digits Must not be 000000 111111 222222 333333 444444 555555 666666 777777 888888 999999 Quantity ordered must be greater than zero The campaign number must match the current campaign or the two previous campaigns based on the current campaign as shown on the title bar of the screen e Must not be blank Screen Shot iOpus Internet Macros Browser Scripting Edition File View Tools Help Replay Status Waiting http www ca avon com REPSuite order ctl isp page items Please use the mouse to select the next recording R E P R E Ss E N BAM l V E
75. eports default to the 34 inch margins or 20mm margins The margin can be increase to allow the preprinting of a custom graphic or header footer for use by the Order Invoice Printing 2 This tab has many settings to control the appearance of the Order Invoice Print Previous Campaign Balance This option will add an entry in the total area of the Order Invoice This feature requires that payments be applied to each customer order for a campaign Payments can be applied in 4 different program areas These are Customer Update Screen Payments Order Entry Screen Payments Utilities Payments In Full and Utilities Payments by Order Print Tax Calculations On Every Product This option will show the tax that is calculated for each product The results will be appended to the end of the description on each Order Invoice detail line Print Customer Number This option will include the program assigned customer number on the Order Invoice The customer number is program controlled and cannot be modified Print Reporting Area This option will include the Reporting Area that has been assigned to each customer The Reporting Area can be any value such as Work School or Downtown Print Helper Name Version 5 10 6 Page 25 AV4 Customer Order Management User Manual This option will include the Helper Name on the Order Invoice if the customer is assigned to a helper Print Brochure Count This option will include t
76. ered into the Grid This auto fill only occurs if the Page Description Shade Fragrance Size are blank when the product description is entered Any automatically entered fields can be edited A drop down list is available to choose from existing products If the product number is not blank the auto fill suppressed The drop down list will show all products for the current campaign cycle and any baseline product that does not exist in the current campaign cycle Shade Fragrance The shade fragrance can contain any value The maximum number of characters is thirty Size The size can contain any value The maximum number of characters is thirty Notes The column can store any details about this product This information does not print on the order invoice It is only shown on the order entry grid and the product grid This can be used to make note of special pricing Order Qty The quantity ordered This quantity is used on report 3 Order Summary and report 8 Inventory Also prints on the Order depending on the option selected in the Main Menu Options This value should not be negative If a negative value is entered a warning will be displayed and the value will be accepted Price Ot This is the quantity to use for pricing This value is multiplied by the Unit Price to obtain the Total Price If you have an item that is priced as 2 for 3 99 then enter 2 in the Order Qty column 1 in the Price Qty column and 3 99 in the Unit
77. erraSoft Ltd Customer Support 710 Avondale Lane Aurora IL 60504 Instant Messengers Monitored most days from 7 10 PM CST Daily AOL AIM Screen Name SierraSoftLtd Yahoo User Name SierraSoftLtd MSN User Name Excalibur av4 com Version 5 10 6 Page 160 AV4 Customer Order Management User Manual Chapter 16 FAQs Frequently Asked Questions Q Why does the download state The publisher could not be verified Are you sure you want to run this software A This message is shown when you download an application from the Internet and the publisher of the software has not digitally signed the application This does not necessarily mean the file is a fake or virus but files which come from large companies such as Microsoft should be signed so you can be certain of their origin Q How do I setup use AV4 to track SALES profit A 1 Required Always enter the amount owed Avon on Main Menu Expenses Tab 1 Totals Due 2 Required Enter any expenses incurred from external sources Not From Avon on Main Menu Expenses Tab 3 External Example Office supply store Postage 3 Required Use Report 3 Campaign Totals to see Sales Profit 4 Optional Enter your Avon supply and demo items as an order Be sure to mark that customer as a supply customer This will cause the supply items to appear on the order summary report But will not affect any reporting totals 5 Optional Enter your Avon supply and de
78. ers Clicking on an entry will display the customer on the customer update Version 5 10 6 Page 34 AV4 Customer Order Management User Manual screen There are three buttons on the bottom of this screen that control the tree display The first is Expand All which displays all customers for each letter of the alphabet The second button is Collapse All which displays just the alphabet letters with no names The last button is Refresh Tree which can be used to add any recent new customers added during this session First Name This tab will display a Tree list of all customers sorted by first name The list can be expanded by each letter of the alphabet There are entries at the end of the list that include the non active customers Clicking on an entry will display the customer on the customer update screen There are three buttons on the bottom of this screen that control the tree display The first is Expand All which displays all customers for each letter of the alphabet The second button is Collapse All which displays just the alphabet letters with no names The last button is Refresh Tree which can be used to add any recent new customers added during this session Helper This tab will display a Tree list of all customers sorted by helper The list can be expanded by each letter of the alphabet There are entries at the end of the list that include the non active customers Clicking on an entry will d
79. f each brochure type is required The brochure type is assigned to each customer on the customer update screen Include Telephone Number This option will include the customer telephone number on the report Include Email Address This option will include the customer email address on the report Use 2 Address Show the 2 address when present If there is no 2 address the primary address will be displayed Sample Brochures Cust Customer Name 1 Jane Doe 2 John Smith Figure 16 Brochures Customer Address 1234 Main Street Reno NV 89502 800 555 1212 3452 Madison Av New York NY 01001 866 123 4567 Reporting Brochure Brochure Brochure Area Type Status Count English Regular Spanish Regular Grand Total Version 5 10 6 Page 92 AV4 Customer Order Management User Manual Brochure Summary Brochure Type Brochure Count Customer Count English Spanish Figure 17 Brochure Summary Version 5 10 6 Page 93 AV4 Customer Order Management User Manual Report 7 Labels Overview Four basic label sizes are supported The content of the label is customizable with 17 predefined data elements Any of the data elements can be assigned to each of the four label lines Label Type Basic Label Sizes 1 by 2 5 8 3 across 10 down 4 Lines 1 by 4 2 across 10 down 4 Lines 1 by 4 1 3 2 across 7 down 4 Lines 2 by 4 2 across 5 down 8
80. g is correct Norton Internet Security Firewall Configure Programs Ensure imacros exe Internet Macros Browser is set to PERMIT A3 A similar setting may need to be applied to other Internet Firewall programs This includes new firewall built into Windows XP Service Pack 2 To configure Windows XP Service Pack 2 Firewall use Control Panel Windows Firewall The Web Submission feature uses a product from Iopus Software http www iopus com called Internet Macros Browser This software does not use MS Internet Explorer directly But requires MS IE 6 which is included with Windows XP Q Should I setup a customer up to use for demos samples and supplies A All of your supplies should be entered under a customer called Demos or something of that nature That means all your brochures samples demos supplies everything Then if you want personal stuff order that under your name Supplies that purchase from stores would be your pens paper ink etc would be under your external expenses as these items will not list on the Order Summary to order for Avon Anything Version 5 10 6 Page 162 AV4 Customer Order Management User Manual that you need to order from Avon needs to be under a customer name to be included in the Order Summary I use my name for demos supplies samples amp brochures and then use my hubby s name for anything that we need to order personally like soap shampoo roll on etc This way they are kept
81. ge in length The short orders will require cutting at the dotted line If a customer has multiple orders within a campaign each order will print on its own Customer Print order for single customer Select the Yes radio button to display a list of customers that have orders in the selected campaign year and number Then select the customer that needs to be printed Selection Undelivered Version 5 10 6 Page 75 AV4 Customer Order Management User Manual This option is based on the delivered flag that appears on the customer update screen Select this option to only print order invoices that have not been delivered to the customer Order Print Option Unprinted When this option is selected only order invoices that have not been marked as printed will be will be reported When order invoices are printed or viewed the program will ask if this batch of order invoices should be marked as printed The main purpose of this option is to control printing of newly entered orders Example A group of orders are entered using the order entry screen Then the order invoices are printed and marked as such Now a second group of orders are entered and only these new orders need be printed the Unprinted option should be selected If the All option is chosen then both groups of order invoices will be printed All The printed status of each order is ignored so that all order invoices will be printed For more details s
82. he Brochure Count assigned to each customer The Brochure Count is assigned on the Customer Update screen Print Item Count This option will include the total of the Order Quantity assigned to each order detail line item This value is shown near the bottom of the Order Invoice Print Second Address When Available This option will indicate that the second address will be used on the Order Invoice instead of the primary address If the Second Address is missing then the primary address will be used Print Delivery Information This option will print the Delivery Pick Up Type and Delivery Pick Up Type Comments at the top of the Order Invoice These values are set on the Delivery Tab on the customer update screen Print Product Savings Based On Regular Price This option will include a product savings on each item if the regular price is greater than the current price The totals saved based on discounts will also be included in the total The total savings will also print in the summary area of the Order Invoice Invoice Messages This tab sets the descriptions that will show on the Order Invoice Unavailable Message This message is used as part of the order entry detail line item description when the product has been marked unavailable An item can be marked as unavailable by entering a U in the BO column for a detail item There is also an icon on the toolbar to mark the currently selected row as un
83. he current campaign as shown on the title bar of the screen e Must not be blank e The standard Avon product check digit is performed Version 5 10 6 Page 150 AV4 Customer Order Management User Manual Screen Shot item entry order Microsoft Internet Explorer DER File Edit View Favorites Tools Help ay Que O HAO Axe fro 8 28 UE vas Address a http www youravon com REPSuite item_entry_order page pageaction itemenrty amp quickstart x i Links Q SierraSoftltd 4 Misc 5 Money Home Profile Site Map Help Log Out DU A V O N a product search 50 Mary Lewis my orders my account training career news amp events eCommunity Order Cart AMPS my orders 6 days left aS SSS w Start New Order Item Entry Form Order Brochures Estimated Description Total Price Shop Brochure Shop Demos Shop Sales Aids Campaign Literature View Order Cart Product Availability Track Submitted Orders Today s tip To order brochures Click the Order Brochures link above Clear Form x Delete Order E Update Order Discussions EJ BY 3 23 22 Discussions not available on http www youravon com El http www youravon com REPSuite tab_newsandevents page Internet Figure 38 www youravon com Version 5 10 6 Page 151 AV4 Customer Order Management User M
84. he iOpus Software Browser e The iOpus Software Browser will automatically link to www youravon com e Sign on to the web site using your Avon supplied userid and password e Navigate to the my orders Item Entry Form product entry page e Switch back to AV4 by using the Alt Tab Windows function or click on AV4 on the task bar Notes Do not use any of the controls on the left side of the iOpus Software Browser Play Stop ties Ji Web Page to Submit Start Submission e Select the Web page number to submit by highlighting the number in the list box e When a Web page is selected the Start Submission button will be enabled e When the Start Submission button is clicked AV4 will start entering the products on the product entry web page e The view can switched to the iOpus Software Browser and the progress viewed while the products are being entered e It takes about 1 second per product e It may pause randomly for about 5 seconds between products e Please be patient and do not interact with the iOpus Software browser during this process e Ifa product is entered that fails the primary Avon web page edit a message will be displayed indicating the error e These errors are generated by the Avon web page and not by AV4 Version 5 10 6 Page 148 AV4 Customer Order Management User Manual e The entry that caused the error will be left blank e The status on the AV4 grid will change to reflect the error e An
85. hould only need to occur when the Quantity On Hand is less than the number the current customer ordered ae Version 5 10 6 Page 56 AV4 Customer Order Management User Manual If an order is recalled to the Order Entry screen and then SAVED the Tax Discount and the Processing charge will be recalculated based on the current settings in options or at the customer level If any of these values need to be included when saving the order they must be checked on Tab 2 If the apply processing charge is NOT checked then the processing charge will not be applied OS Order Summary Flag This is only used by the Order Summary Report Report 3 The primary sort key on the Order Summary report is OS order This column can contain any numeric value from 00 99 It defaults to the current campaign number If a product is being ordered from a previous campaign cycle then you can enter the previous campaign cycle When a product is being sold form current stock on hand the program will insert a 99 in this column which will cause the in stock items to appear at then end of the Order summary report See order entry for more details BO Back Order Unavailable Substitution Code This column should only be used on an existing order that has already been saved This column is used to mark an item as a Back Ordered shorted in your shipment Unavailable or Substituted This field should NOT be use to identify an item a customer is o
86. ill be selected automatically Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Summary Criteria Regular Order Summary Positive Amounts This will list a summary of all items ordered during the selected campaign year and number The unit price must be positive to be included in the regular order summary If the order quantity is negative the items will still be included in this summary If a negative quantity is entered but a positive price then the total will reflect a negative balance and show in the summary It will not show up in the Returns Summary Returns Summary Negative Amounts This will list a summary of all items ordered during the selected campaign year and number The unit price must be negative to be included in the returns summary If the order quantity is negative the items will still be included in regular order summary instead of the returns summary Version 5 10 6 Page 81 AV4 Customer Order Management User Manual Back Order Items This will report any items that have a P in the BO column of the order entry screen Summary Type All Orders The order summarized status of each order is ignored so that all orders will be included on the report Non Summarized Orders When this option is selected only orde
87. in The current version of AV4 will always prompt with a yes or no before marking the orders as summarized Version 5 10 6 Page 67 AV4 Customer Order Management User Manual Chapter 8 Products Overview All products are stored and maintained using the products screen Products are stored by campaign year and number There is also a baseline campaign that stores all product information without respect to a campaign The baseline is assigned campaign year zero and campaign number zero The baseline is where quantity on hand and the regular prices are stored There are 4 methods to add products to the database Product Entry Method 1 Product Import A product database can be purchased from third party suppliers See www SierraSoftLtd com or www avondatabases com in the product database area for details on purchasing a campaign product database A purchased product database is usually emailed to the representative based on the campaign schedule Once the product database is received via email the database must be saved to the computers local My Documents These databases are in ZIP file format AV4 will automatically UNZIP the file before processing The import process is performed from the Main Menu Utilities Import screen Databases can also be download from some vendors Method 2 Quick Inventory Entry Products can also be entered using the Quick Inventory Entry area on the product screen Method 3 Order
88. ion 5 10 6 Page 155 AV4 Customer Order Management User Manual Australia Overview This feature automatically enters the order data on the Avon web site The process is accomplished by using a custom internet browser supplied by iOpus Software included with AV4 AV4 communicates with the iOpus Software internet browser and fills out the Avon Online Ordering page The user must logon to the web site and position the browser to the proper data entry screen Then AV4 is used to submit page of data at a time Then control is returned to the user to click NEXT to position a blank page ready the next group of items http www iopus com Computer System Requirement This feature requires Windows XP Home or Professional or any version of Vista Other versions of Windows are NOT supported Basic Screen Functionality e This screen is started from the Reports Order Summary Tab 3 e All the normal reporting criteria should be set on Tab 3 before clicking the Australia button e All the summarized items will be grouped in batches of 10 entries The batches will also be grouped by OS Order Summary Campaign This batch size is based on the requirements of the Web Page Each group of items will be assigned a WEB Page number starting with one All the items selected using the criteria on the Order Summary tab will be listed in the submission grid e A basic edit will be performed on the product numbers and any item th
89. is entered again on the order entry screen the new updated regular price will be retrieved is a current campaign prices is not found The Baseline products are stored under Campaign Year Zero and Campaign Number Zero in the product file The last option in this section is the Processing Charge for each order This field is in dollars and cents Example a seventy five cent charge should be entered as 0 75 Extra Charges There are two types of extra charges The first is a flat dollar amount that will be added to every order This amount will not be taxed Version 5 10 6 Page 23 AV4 Customer Order Management User Manual The second field is a percentage that will be applied to the order subtotal The calculated amount will not be taxed Each field has a custom description that will print on the Order Invoice Order Entry Product Dash Option This option will enable the order entry screen to automatically add a dash to the product number If the product number is all numbers and exactly 6 digits in length the dash will be inserted Printing 1 This tab has many settings to control the appearance of the Order Invoice Product Sequence for Invoice Printing This option has two settings The first Entered Sequence will print the products on the order invoice is the same order and entered on the order entry screen The Page Number Product Number Sequence will sort the entered order entry items by Pro
90. isc 1 Phone Misc 2 Phone Misc 3 Email address Referred By and street address information are maintained on this screen Two addresses can be entered for each customer Address 1 is the primary address and will be used on the order invoice unless the Use Second Address option is selected at Main Menu Options If no second address is available then the primary address will always be used Each customer has a status that is used by reporting and utilities The standard status is Active and is the default setting for a new customer Status Closed and Deleted can be used for a customer that is no longer ordering but needs to stay in the database for some period of time Customers that are marked either Closed or Deleted can be deleted from the database using Utilities Normally customers should not be deleted until the end of the campaign year Deleting customers can affect the annual reporting Order Information Current campaign order summary information is displayed on this screen This information is read only and cannot be changed It shows the Order Total Previous Balance Payments and Net Due There is a Previous Balance button that will display details about the Previous Balance total shown Calculator A calculator is available for quick math operations The results are displayed in the calculator box This data is not saved in the database Address Notes Special sorting logic is used on the
91. isplay the customer on the customer update screen There are three buttons on the bottom of this screen that control the tree display The first is Expand All which displays all customers for each letter of the alphabet The second button is Collapse All which displays just the alphabet letters with no names The last button is Refresh Tree which can be used to add any recent new customers added during this session Misc Search Criteria Has Order in Campaign Select a campaign and one of the three options The first option Ordered in Selected Campaign will find all customers that have an order in the selected Campaign The second option No Order in Selected Campaign will find all customers that did NOT order in the selected campaign The last option will find customers that have an outstanding balance prior to the selected campaign The Reset Above Options button will reset all three options Has Ordered Product in Campaign Select a campaign and enter a product number This will find all customers that ordered that product in the selected Campaign The Reset Above Options button will reset the 3 options Has Points Version 5 10 6 Page 35 AV4 Customer Order Management User Manual To find customers that have a minimum number of points in the select point counter will be selected by the search Example Select a point counter number 5 and enter 100 in the Points Greater Than box A
92. ivered or collected select the next campaign Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected Options Customer Outstanding Balance Credit Balance Version 5 10 6 Page 109 AV4 Customer Order Management User Manual Only customers with a credit balance customer is owed money will be reported when this option is selected Debit Balance Only customers with a debit balance customer owes money will be reported when this option is selected Non Zero Balance Only customers that do not have a zero balance will be reported Zero Balance Only customers that have a zero balance paid if full will be reported All All customers will be reported when using this option Order By The Order By options allows the reports to be sorted by Customer Number First Name amp Last Name or Last Name amp First Name Payment Summary Campaign 2 Year 2008 Previous Order Payment Type NoPayment Type 1 Jane Doe 2 2 JohnSmith 2 Payment Type NoPayment Type Grand Total Figure 28 Payment Balances Version 5 10 6 Page 110 AV4 Customer Order Management User Manual Version 5 10 6 Page 111 AV4 Customer Order Management User Manual Report 14
93. ll customers that have more than 100 points in counter 5 will be selected by the search No Orders in Past Campaigns This option will find customers that have no orders in the past entered number of campaigns This can be used to find and remove customers that have stopped ordering There are two ways to remove acustomer The first is to use the status field to mark the customer as closed or deleted Then after the end of the campaign year utilities can be used to delete all customers that are marked as such The second method is to use the Delete Customer button on the customer update screen This should NOT be used if the customer has orders in the current campaign year as it will affect the reporting Has Events Dates Approaching Select the Event Approaching box to enable the search to find all customers that have a date event approaching based on the Notify Days entered on the customer update screen Example The customer has a birthday on July 25 and the notify days is set to 21 days 3 weeks This customer will be selected by the search when your computers date is between July 4 and July 25 Search Label Flag There is no visible check box for this setting The customer search will automatically set this flag to CHECKED on every customer that matches all the other search criteria All customers not matching the search criteria will have the Search Label Flag set to UNCHECKED This is a method to print labels and several
94. lper Once this customer data is saved i e the customer update screen is exited or another customer is retrieved the customer will appear in the list of available helpers Now this customer can be assigned to any customer as the helper A Business Helper can be assigned to them self so they will be included in reporting Assign Customer Name to Helper To assign the current customer to a helper select the helper name from the list Un Assign Helper Use this button to remove the current customer from being assigned to any helper Version 5 10 6 Page 45 AV4 Customer Order Management User Manual Notes It is best to perform the Find Customer after making Business helper changes to ensure all fields are updated Summary Earnings Percent Enter the percent that this helper is given on all the orders assigned to them This percentage is only used on the Helper Summary report The dollar calculation is NOT applied to the helpers order Use the Earnings Percent by Type see below to enable earnings discount calculation for a helper and show it on the Order Invoice Discounts Earnings Percent Enter the percent that this helper will earn for each Earnings Type This will be used to calculate an earnings discount on the helpers Order Invoice 1 line item will print on the Helpers Order Invoice for each earnings type that has activity this campaign The Helpers order must be SAVED after any custo
95. mber s Select the order that needs to be copied or moved Copy Order Click this button to perform the actual copy The order will be copied and then a prompt will be displayed to ask if the original order should be deleted Existing Orders This is a read only list of existing orders for the currently selected customer Any of these orders can be copied into the current campaign order Points See Customer Points Version 5 10 6 Page 62 AV4 Customer Order Management User Manual Menu File Save Order Exit Saves or Updates the current order All calculations are performed such as taxes and discounts The customer update screen is displayed Print Save Order Performs the Save operations and then prints the order invoice Print Preview eMail Save Order Perform the Save operations and then displays the order invoice in a print preview window The invoice can then be printed emailed or exported The email feature requires a client based email program such as Outlook Outlook Express Thunderbird or Mozilla Cancel Change This item cancels any editing done on the order entry grid The order is returned to its state before the screen was displayed Delete Order This menu item deletes the current order that is displayed in the grid There is no way to retrieve the order once the delete completes Mark Current Row Backordered This option will place a B in the BO column of the cu
96. me on Card Enter the customer name as it appears on the card Notes It is against the credit card companies rules and regulations to store the CV V2 code found on many credit cards This code which is on the back of most credit cards must not be stored in the database or in any hard copy form Version 5 10 6 Page 41 AV4 Customer Order Management User Manual Customer Comments Comments Up to five lines of customer comment can be entered on this screen These comments can be searched using the Customer Search screen Example If a customer likes SSS Oil then add that as a comment Then when the product is on sale it will be possible to find all customers that have that comment These comments do not print on the order invoice The Clear Comments button will clear out all comments for this customer Version 5 10 6 Page 42 AV4 Customer Order Management User Manual Order Comments Current Order Comments Up to five lines of order comments can be entered on this screen These comments will only print on the order for the current campaign the comments were entered under Copy Order Comments From Comments can be copied from another campaign by selecting the campaign year and campaign number The Clear Comments button will clear out all these order comments for this customer Order Comments All Order Comments Up to five lines of order comments can be entered on this screen These comments will print
97. mer Order Management User Manual Campaign Summary Campaign 1 Year 2005 Cust Phone Misc 1 Total Bal Books Del Name 800 555 1212 102 78 102 78 1 N Doe Jane 55 61 55 61 1 N Smith John 866 123 4567 Delivery Date Time Total Customer Orders Order Count 153 39 2 Figure 13 Campaign Summary Single Spaced Page 88 Version 5 10 6 AV4 Customer Order Management User Manual Report 5 Customers Overview The customers report lists the major demographic information for each customer Criteria Status Select a customer status to restrict the report details 1 All 2 Active 3 Closed 4 Deleted Order by 1 Customer Number 2 Status Last Name First Name 3 Last Name First Name 4 Postal Code Street House Number 5 Street House Number 6 Area Street House Number Options Short Report Will display customer name address and phone numbers only Print Only Customers with Search Label Flag Set The Customer search screen sets the Search Label Flag for every search Checking this option will filter this report to only customers that matched the last customer search Sample Version 5 10 6 Page 89 AV4 Customer Order Management User Manual Customers Number and Status General Information 1 Active Jane Doe 1234 Main Street Reno NV 89502 800 555 1212 Brochures 1 2 Active John Smith 3452 Madison Av New York NY 01001 866 123 4567 Br
98. mer including all associated data such as orders and payments Customers should not be deleted until yearly reporting is complete Add Customer Updates current customer and creates a new customer ready for information to be entered Find Customer Launch Customer Search screen Order Entry List Box This box defaults to New Order which creates a new order for this customer in the current campaign If more than 1 order exists for this campaign they will be listed in the box Select the order to be edited Exit Updates the current customer information and exits to the main menu Version 5 10 6 Page 55 AV4 Customer Order Management User Manual Chapter 7 Order Entry Overview All orders are entered using this screen It is very important that the correct year and campaign number are displayed on the title bar The order will be saved in that year and campaign number Order Entry Product Number The product number can by typed or selected from a list of available products that are currently stored in the database Once a product number is entered and the TAB Or RIGHT Atrow key is pressed AV4 will search for a matching product If the product number is in the product file then the EL Earnings Level Page Product Description Shade Fragrance Size Price Regular Price and Taxable Indicators will be automatically entered into the Grid This data is retrieved from the current campaign information If the
99. mer order It will show existing orders along with a selection called Extra This extra entry will create a payment for zero Then any of the payment information can be modified Amount The amount column is used to enter the actual payment made by the customer These entries must be negative Example 9 99 A refund would be entered as a positive amount Example 8 88 A refund cannot be entered if the Auto Enter Payment Negative Sign is checked Date Select the date the payment was received DEP Deposited Version 5 10 6 Page 134 AV4 Customer Order Management User Manual This is a Yes No choice to indicate if the payment has been deposited into a financial institution A check mark indicates the item has been deposited DEL Delivered This is a Yes No choice to indicate if the payment has been deposited into a financial institution A check mark indicates the order has been delivered Type The payment type is selected from this list Entries such a Cash Check Visa Mastercard are available Check Number Any information about the payment can be entered in this area Delete Check to delete multiple payment when clicking the Apply Updates Auto Enter Payment Negative Sign Check this box to have the payment negative sign automatically entered All payments are stored in the database as a negative amount Refunds are stored as a positive amount Orders Without Payments Tab Paid Check thi
100. merOrderDB AV4DB The AV4 program has the ability to create more than one database A database could be created for your core customer base Then other databases can be created for a fund raiser or other events where the data needs to be kept separate AV4 Databases are based on the Microsoft Access Jet Database Engine Many commercial products can be used to access the data in the AV4 database Two such programs are MS Access and MS Excel SierraSoft Ltd does not provide support on extracting data with third party tools If an AV4 Database is double clicked with a mouse Windows will start AV4 automatically AV4 will then close the last used database and open the database that was double clicked To switch back to another database use the AV4 Main Menu File Close Database then use File Open Existing Database Another option to open another AV4 database is to exit AV4 and then double click another AV4 Database A warning will be issued whenever an AV4 Database is double clicked to ensure that the user is aware that the last used database is being closed and the double clicked database is being opened Most screens have a tooltip enabled that will display the currently open database Hover the mouse pointer over the screen title that appears below the Menu Bar The current database will be displayed in a TOOLTIP POPUP Backups Creating a backup of the database s is a simple as copying each database file to a backup media There is a backup
101. mers tied to the helper to ensure all activity is captured in the calculations Show as Discount on Helper Invoice Check this box to calculate the discount for each earnings type and include the discount on the helpers invoice This feature requires that all customer orders that are tied to this helper have their order entered before the helper s final order Apply After Customer Order Line Discounts If this box is checked then the discount the helper receives is based on the product price after any order level or line item discount is applied Notes Log Version 5 10 6 Page 46 AV4 Customer Order Management User Manual Any free form notes and information can be entered on this screen These notes are only printed on the Notes Report Also the notes are not searchable by the customer search screen Version 5 10 6 Page 47 AV4 Customer Order Management User Manual Dates List of Events This lists all events entered for the current customer This list has the event date Description Notify Days Prior and Auto Update Year The Notify Days is used by the customer search to find customers that have event approaching Notify Days is also used by the Dates report to identify what customer events to list based on the report options The Auto Update Year flag is used to have the event automatically change years when the event passes Use normal grid editing to add delete or change entries in the grid Ver
102. mmary Overview This report will list every campaign total for each customer The campaign totals are in dollars only with no cents An annual total is also included for each customer The report can be ordered by the annual total with can show the best or worst customers Criteria Begin Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically Begin Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected End Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically This selection must be equal or later than the Begin Campaign Year End Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected This selection must be later than the Begin Campaign Number The campaign range cannot exceed 30 campaigns Order b 1 Last Name First Name 2 Annual Total Ascending lowest annual total first 3 Annual Total Descending highest annual total first 4 Customer Number Version 5 10 6 Page 105 AV4 Customer Order Management User Manual Options Status All Active Closed Deleted Pe oe Sample Annual Customer Summary All Campaigns Year 2005 Jane Doe 1 Annual Total Col C10
103. mn use the mouse and position the pointer over the grid column headers between the columns until a double headed arrow appears When the double headed arrow appears click and drag to resize the column Moving Columns Changing column order Click the column header and Release The column should be highlighted in black Click and drag the column to the new location Red pointers will show where the column is being moved Use menu item Misc Save Grid Layout to save the layout currently displayed Use menu item Misc Reset Grid Layout to set the grid to its default layout Sorting by Grid Columns Many of the Grids allow the information to be sort by clicking the Sort button at the bottom of each column Version 5 10 6 Page 165 AV4 Customer Order Management User Manual Appendix B Figures Fis re Install Run Dial g acs ie a at le cel ial cored te de na ed ds 12 Figure 2 Install File Downloads ita 13 Figure 3 Install Security Warning a 13 Figure A Toolbar A A A E EAE ee Ae eae a 53 Figure 5 Order Entry Toolbar nui etait dd decree i ainsi 65 Figure 6 Standard Order Invoice es asset ii et uot ee ay ne Monat ean T11 Figure 7 Short Order INVOICE id id 77 Figure Campaten Totals Page saben eee ee Ariens oad 79 Fig re 9s Camparen Cotals Pare Li o lila dsp 80 Figure 10 Regular Order Summary iiuisci ni dia andas 84 Figure Wh Fax Order SUM sia dated ac aces EE cated di de eens ewe a gee 84 Figure
104. mo items on Main Menu Expenses Tab 2 Internal This will not affect any report totals but will give the ability to get a detailed expense report 6 Recommended Enter your personal order under your name This should NOT be a supply customer 7 Note The Earnings Level reporting should not be used to calculate profit or for any official government reporting This reporting is only an estimate and generally only applies to the current campaign Q Why are my order totals off by a penny 01 Cent A The first possible solution is to adjust the tax option on the processing charge See Main Menu Options Taxes The processing charge can be taxed or NOT taxed Version 5 10 6 Page 161 AV4 Customer Order Management User Manual A2 AV4 used FINANCIAL ROUNDING for monetary amounts Example 25 015 rounds to 25 02 Rounds up because 01 is odd 25 025 rounds to 25 02 Rounds down because 02 is even Q How do I move my Database to a new computer A See Move A V4 to New Computer at www SierraSoftLtd com Q Why Can t I connect to http www youravon com or http rp ca avon com using the Web Submission feature at Main Menu Reports Order Summary amp 1 Make sure the MS Internet Explorer option at Tools Internet Options Advanced Security have these settings Use SSL 2 0 is checked Use SSL 3 0 is checked Use TLS 1 0 is NOT checked amp 2 Make sure if using Norton Internet Security that the following settin
105. n This button will print preview the current report based on all the criteria selected The view button applies to the current report tab that is displayed Once the report is displayed in the report viewer window it can be printed exported or emailed Also the report can be searched to find any data on the report Font Notes The font can be changed on all reports The Order Invoice has several custom font features See Chapter 4 for more details on font control Version 5 10 6 Page 73 AV4 Customer Order Management User Manual Report 1 Orders Overview The order invoice will be produced for each order that exists in the selected campaign year and number There are two types of orders The standard format has 1 order per full letter size page The short format prints 1 or more order invoices per page Two types of paper are supported The U S Standard 8 5 by 11 Inch and the International Standard A4 210 mm by 297 mm Campaign Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected Options Short Order Comments Normally comments are not printed on the short order invoices This is the default to keep the length of the order invoice as short as possible Select this option to include the
106. n and exits to the main menu Previous Customer If the customer search found more than one customer this item will move to the previous customer Next Customer If the customer search found more than one customer this item will move to the next customer Previous Campaign Change the campaign number to the previous campaign If the campaign is 1 the change is ignored It will not change the campaign year This must be done on the Main Menu Options Next Campaign Change the campaign number to the next campaign If the campaign is 30 the change is ignored It will not change the campaign year This must be done on the Main Menu Options Version 5 10 6 Page 51 AV4 Customer Order Management User Manual Campaign Campaign Number Change This menu item will change the campaign number to any campaign Change to Previous Campaign Year This menu item will change the campaign year to the previous year Change to Next Campaign Year This menu item will change the campaign year to the next year History Customer Campaign Summary This menu item will launch the customer campaign summary screen This shows every campaign with activity The results can be printed Customer Order Summary This menu item will launch the customer order summary screen This shows every item ordered by the customer The results can be printed Customer Order Summary Current Campaign This menu item will launch the cu
107. n be changed to reflect the actual date the customer placed the order This date can be printed on the Order Invoice depending on the Main Menu Options Tab 3 Printing Date Print Option Delivered Use this check box to mark this order as delivered This function can also be performed on the customer update screen Delivery Tab Calculator A calculator is available for quick math operations The results are displayed in the calculator box This data is not saved in the database Version 5 10 6 Page 61 AV4 Customer Order Management User Manual Backorder Options Campaign Year Campaign This will be the campaign year and number that any item marked with a B in the BO column will be moved The year and number default to the next campaign If the current campaign matches the Last Campaign of Year as defined in Main Menu Options then the year will be incremented and the campaign will be set to 1 Copy Order This tab provides the ability to copy any order to the current order This feature is useful if an order was entered in the wrong campaign or under the wrong customer The OS column will be updated to the current campaign Year Campaign From Customer Select the year campaign and customer from the order that needs to be copied or moved Retrieve Order Number Click this button when the year campaign and customer have been selected Then a list of matching order numbers will be listed Order Nu
108. n in the message The 5 percent signs will be replaced with the actual point value for that customer If the customer has not earned any points then the message will not print on the Order Invoice Examples Example 1 Customer has 134 points Message You have earned Anew Points Prints You have earned 134 Anew Points Example 2 Customer has 134 points Message You have Points Be sure to redeem your points before Christmas Prints You have 134 Points Be sure to redeem your 134 points before Christmas Point messages 2 through 9 are treated the same as point message 1 The customer update screen is used to maintain the point values A utility feature is available to reset a point counter for every customer Fonts The Fonts tab has settings for both screens and reports Changes to Font Size or Color will apply to every object on the screen Reports changes will apply to most every object on the report Some reports have additional items that can have their Font Size or Color modified To hide a custom item set the Font Color to WHITE Version 5 10 6 Page 30 AV4 Customer Order Management User Manual Screens 1 About 2 Reports 3 Campaign Summary 4 Customer 5 History Search 6 History 7 Main Menu 8 Options 9 Order 10 Order Summary 11 Products 12 Customer Search 13 Expenses 14 Utilities Reports Order Invoice Standard Order Comments Current Or
109. n other customers Items will not drop off the list as long as 1 customer still uses the entry This information can be included on the Order Invoice See Main Menu Options 3 Orders Invoices Printing 2 Print Delivery Information To remove the Delivery Pick Up Type from a customer just blank out the field Example of Delivery Pick Up Types Drop Off Mail Only After 5PM Leave On Porch Delivered By Order This group of check boxes is used to mark a customer as having their order s delivered This option will show a maximum of 10 orders within the current campaign All delivery flags can be set or reset using Utilities Delivery feature Delivery Pick Up Comments The information entered in this field will print on the campaign summary Also this information will also print on the Order Invoice if the Print Delivery Information option is selected See Main Menu Options 3 Orders Invoices Printing 2 Print Delivery Information Version 5 10 6 Page 50 AV4 Customer Order Management User Manual Menu File Add Customer Updates current customer and creates a new customer ready for information to be entered Find Customer Launch Customer Search screen Order Launch Order Entry screen This uses the New Order list box near the exit button on the screen Cancel Changes This item cancels any editing done on the Name and Address Screen Save Exit Updates the current customer informatio
110. nd Edition ME XP Home XP Pro and Windows 2000 Windows Media Center Windows Vista All Editions Installation CDRom Installation Insert the media in the CD or DVD drive The install should start automatically If the install does not start use the Windows Start button and select Run Enter D Setup exe and click OK D is the drive letter for the CD or DVD drive Type the name of a program folder document or Internet resource and Windows will open it For you Open D Setup exe v Figure 1 Install Run Dialog For a standard install click Next Install Finish The computer may be restarted when the install completes Version 5 10 6 Page 12 AV4 Customer Order Management User Manual Download The AV4 program download can be found at www SierraSoftLtd com Go to the Downloads Demo or Downloads Upgrade page Click the DOWNLOAD button a File Download Security Warning Do you want to run or save this file Name av4win9x exe Type Application 11 6 MB From www sierrasoftltd com While files from the Internet can be useful this file type can potentially harm your computer If you do not trust the source do not run or save this software What s the risk Figure 2 Install File Download Click RUN on the File Download dialog box AV4WIN9X EXE or AV4WINUP EXE will start downloading Internet Explorer Security Warning The publisher could not be verified A
111. ndows function or click on AV4 on the task Notes Do not use any of the controls on the left side of the Opus Software Browser Play Stop etc The web page must be in HTML mode and not JAVA mode Web Page to Submit Start Submission e Select the Web page number to submit by highlighting the number in the list box e When a Web page is selected the Start Submission button will be enabled e When the Start Submission button is clicked AV4 will start entering the products on the product entry web page e The view can switched to the iOpus Software Browser and the progress viewed while the products are being entered e It takes about 1 second per product e It may pause randomly for about 5 seconds between products e Please be patient and do not interact with the iOpus Software browser during this process e Ifa product is entered that fails the primary Avon web page edit a message will be displayed indicating the error e These errors are generated by the Avon web page and not by AV4 e The entry that caused the error will be left blank e The status on the AV4 grid will change to reflect the error e Any edit failures will need to be handled manually once the order submission process is complete e Click OK on the error dialog box to resume the automatic data entry e AV4 will continue to enter the products until the last product or the end of a batch has been entered for this page Version 5 10 6 Page 157
112. o the expected campaign A grid of customers that have ordered the selected products is shown The update check box must be checked for that customer to be updated The Select All Customers button can be used to mark every customer in the grid as selected Click the Update Button to perform the updates Invoice Updates Overview This feature will automatically update existing orders The Campaign Year Campaign Number and product are selected The screen will then display the customer orders impacted The Page Description Shade Size Order Qty Price Qty and Price can be updated during the process When the update button is clicked each impacted order will be updated The process will perform the exact same process as when the Save button is clicked on the order entry screen A grid of customers that have ordered the selected products is shown The update check box must be checked for that customer to be updated The Select All Customers button can be used to mark every customer in the grid as selected Click the Update Button to perform the updates Version 5 10 6 Page 140 AV4 Customer Order Management User Manual Version 5 10 6 Page 141 AV4 Customer Order Management User Manual Chapter 12 Histories Overview This feature will show every order detail that matches the search criteria The search can be performed on product number description shade fragrance or size If more than one item is s
113. ochures 1 Figure 14 Customers Customers Customer Number 1 Doe Jane 1234 Main St Reno NY 89502 2 Smith Mary 3452 Madison Av New York City NY 01010 Customer Name Customer Address Figure 15 Customers Short Version 5 10 6 Page 90 AV4 Customer Order Management User Manual Report 6 Brochures Overview This report shows customers that have a brochure count greater than zero The brochure count is maintained on the customer update screen Criteria Customer Status 1 All 2 Active 3 Closed 4 Deleted Brochure Status Select 1 or more brochure statuses to include on the report Brochure Type Select 1 or more brochure types to include on the report Has Has No Order in Campaign Campaign Select the campaign to check for the existence or non existence of an order Ordered In Selected Campaign Select this option to only report customers that had an order in the selected campaign NO Order In Selected Campaign Select this option to only report customers that did NOT have an order in the selected campaign Order by Version 5 10 6 Page 91 AV4 Customer Order Management User Manual 1 Customer Number 2 Status Last Name First Name 3 Last Name First Name 4 Postal Code Street House Number 5 Street House Number 6 Area Street House Number Options Summary Report by Brochure Type This will show a total of how many o
114. omer ready for information to be entered Find Customer Launch Customer Search screen Version 5 10 6 Page 53 AV4 Customer Order Management User Manual Previous Customer If the customer search found more than one customer this item will move to the previous customer Next Customer If the customer search found more than one customer this item will move to the next customer Order Entry Launch Order Entry screen This uses the New Order list box near the exit button on the screen Previous Campaign Change the campaign number to the previous campaign If the campaign is 1 the change is ignored It will not change the campaign year This must be done on the Main Menu Options Next Campaign Change the campaign number to the next campaign If the campaign is 30 the change is ignored It will not change the campaign year This must be done on the Main Menu Options Save Exit Updates the current customer information and exits to the main menu Cancel This item cancels any editing done on the Name and Address Screen Email Version 5 10 6 Page 54 AV4 Customer Order Management User Manual Launches a client based email client with the TO address filled in with the customers email address The subject and body are defaulted to the values at Main Menu Options The email feature only works with client based emails WEB mail is not supported Buttons Delete Customer This deletes the current custo
115. on will also scan all existing orders and verify that dashes are inserted when missing No Dashes This option will ensure that all product numbers that are imported have any dashes removed Example Product 123 456 will be imported as 123456 Dashes will only be removed if the product number is all numbers and exactly 7 characters in length including the dash This option will also scan all existing orders and verify that dashes are removed when necessary Delivery Overview This feature will mark every customer either delivered or not delivered There is only one delivery setting at the customer level Criteria Set as Delivered This option will set every customer in the database as delivered This option can be used when all orders have been delivered and you wish to mark all customers at once Set as NOT Delivered This option will set every customer in the database as NOT delivered This option can be used when your order arrives and you prepare to deliver the orders Then as orders are delivered and payments posted set the delivered check box on the Delivery tab on the customer update screen There are several reports that can use the delivery flag as reporting criteria Payments In Full Overview This feature enables the application of payments to every order for a selected campaign The Paid In Full button will automatically pay the order in full If a payment was already applied to the order then no additional
116. order comments on the short order invoice Order By Last Name First Name Customer Number Helper Reporting Area aries tel aes Invoice Order Date Version 5 10 6 Page 74 AV4 Customer Order Management User Manual If the Main Menu Options Orders Printing Use Current or Selected Date is checked then the current date will show in the calendar Select the calendar to change the date that will appear on the order invoice Options for order invoice date printing 1 Order entry date 2 Current date 3 Selected date 4 No Date Order Type Standard Produces an 8 5 X 11 letter size order invoice for every customer with order activity for the current campaign Any comments entered in the Main Menu Options will be printed at the bottom of the invoice before the customizable Thank You message These will print on every order Any customer level order comments for the selected campaign that exist will be printed after the order details and totals If a customer has multiple orders within a campaign each order will print on its own page Short Produces an order invoice 1 or more per page for every customer with order activity for the current campaign Only the customer name address and first phone number are printed Only the representative name phone number misc 1 misc 2 campaign number customer number and date are printed An order may be split between pages if it is more than one full pa
117. ox must be uncheck before entering a refund Clear amp Pay In Full Version 5 10 6 Page 44 AV4 Customer Order Management User Manual This button will automatically create a payment row for each customer order in the current campaign The Type will be set to Paid In Full If the Apply Previous Balance option is selected any previous balance will be included in the payment applied Delete Payments This button will delete all payments currently showing in the grid for the current campaign Pay Another Campaign In Full This button will prompt for a campaign number Then a payment in full will be applied to that campaign Only the current year is supported using this feature Order Payment Balance Details This button will display a dialog box showing an Order total Previous Balance Payments and Net Due Notes Extra payments can be entered for an order by using the Order Number drop down list in the Payment Grid There is an entry for each order number with a zero amount Once the row has been added the amount and other details can be modified Payments CANNOT be entered if there is no order in the campaign Payments are always stored in the database as a negative value Refunds are the opposite of a payment and therefore are stored as a positive value in the database Business Helper Assignment Check to make Customer Name a Business Helper Check this box to make this customer a Business He
118. payment will be applied Version 5 10 6 Page 132 AV4 Customer Order Management User Manual Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically The All option will apply to all years currently in the database Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will apply to every campaign for the selected year Payment Type Select a payment type that applies to every payment Since this feature is applying payments for an entire campaign a more generic payment type should be used such as none other or the special PAID IN FULL type Payment Date Select the date that should apply to every payment applied by this feature The checkbox next to the date must be checked for the date to be used Deposited Check this box to mark each order as deposited to the bank This is the same option that appears on the payment tab on the customer update and order entry screens Clear Payments Button This button will clear all payments for the selected year and campaign All payments will be set to zero Pay In Full Button This button will apply a payment matching the order total for every order in the selected campaign year and campaign number This will not apply a payment to any order that already has a payment applied
119. product must match an existing product in the database If the product is being added then the following information will be prompted to be entered Page Description Shade Size and Price Update Button Performs the actual add or update function This button depends on the add subtract and replace option settings Chapter 9 Reports Report Overview Each report has a unique collection of reporting criteria sorting ordering and custom settings that control the report content Select Business Helper Many reports can be filtered based on the business helper that is assigned to the customer being reported The business helper list box contains every helper plus 3 special entries The helper names are sorted by first name last name All Customers This option will ignore the business helper assigned to each customer Version 5 10 6 Page 72 AV4 Customer Order Management User Manual Customers Without A Helper Assigned This will report any customer that is not assigned to a specific business helper Customers With A Helper Assigned This will report any customer that is assigned to a helper It does not select on any specific helper Business Helper Name This will report only the business helper that has been selected Print Button This button will print the current report based on all the criteria selected The print button applies to the current report tab that is displayed View Butto
120. r Management User Manual Only customers that do not have a zero balance will be reported Zero Balance Only customers that have a zero balance paid if full will be reported All All customers will be reported when using this option Deposit Option Deposited Only report customers that have their payment marked as deposited into the bank Not Deposited Show customers that have not had their payments deposited into the bank Both All payments are shown with out respect to their deposit status Print Option Group By Customer This option will group all payments by customer Include Phone Numbers This option will include all 3 phone numbers if present They will print below the name Include Address This option will include any addresses available Include Helper This option will include the Helper Name is present Version 5 10 6 Page 108 AV4 Customer Order Management User Manual Payment Summary Campaign 2 Year 2008 Previous Order Payment Type NoPayment Type 1 Jane Doe 2 25 75 0 00 25 75 2 JohnSmith 2 15 75 0 00 15 75 Payment Type NoPayment Type E 41 50 0 00 41 50 Grand Total 41 50 0 00 41 50 Figure 27 Payment Summary Overview Balances This report shows every customer and their balance information The balance that reports will be calculated up to but not including the selected campaign To show current balances including the current campaign which may not be del
121. r Order Form and the quantity you require Orders will only be accepted from the Campaign shown E My Details amp Preferences E Ordering gt Order products gt Backorder products gt Bargain Bin products Product Number Quantity Product Description gt Recommendations E E a 3 Rot amp Credits 1 64157 Bi E C15 SETS BROCHURES 1 set 5 catalogues Brochure Prices gt Campaign Update gt Change Details gt Review amp Submit gt Save Order E Enquiry E Tally Form Campaign Highlight Email Product Number Quantity Product Description E Payments a a a a From time to time promotional goods or rewards will be supplied pursuantto a composite sale provided the Representative achieves agreed sales targets as stipulated by Avon 2 64143 packs C14 SETS BROCHURES E Brochure Prices of5 3 63155 packs WELL BEING C15 05 016 05 1 set 5 catalogues of 5 Brochure Prices Send Recommendation Help Contact Avon Logout Repeat Macro Curent Max mp Switch to 09 08 i 0 oc O inbox Excalibu Ty Av4 User Man E vB6_Dev Mic T AV4 Campaig E O Ag 9 41 Pm Figure 40 www avon com au Version 5 10 6 Page 159 AV4 Customer Order Management User Manual Chapter 15 Customer Support Internet www SierraSoftLtd com Yahoo Groups Consultant Representative Message Board Loop http groups yahoo com group A V4Software Email Email excalibur av4 com U S Mail Si
122. r entry screen then for each OS value the list will be in page and product number order OS Product The only sorting with this option will be by product number This can be used to cross check the information entered on the order submission web site Options Suppress Page Numbers This will cause the order summary to be sorted by campaign catalog number only The page numbers will not print Buttons United States This button displays the screen that controls the automatic web page submission of the order summary information for United States Representatives Canada This button displays the screen that controls the automatic web page submission of the order summary information for Canadian Representatives Australia This button displays the screen that controls the automatic web page submission of the order summary information for Australian Representatives Ignore Product Edits This option will not perform any edits on the product data This will allow all products to be sent via the Web Submission process Version 5 10 6 Page 83 AV4 Customer Order Management User Manual Order Summary Campaign 1 Year 2005 Product Product Shade Fragrance Size 001 409 Shitred Terry Tube Dress 3 004 7 57 2 Tube Tops w Shelf Bra Bold Stripe L 000 622 Cushion Walk Leather Loafer 10 001 117 Cushion Walk Leather Loafer Insta Bling 11 Totals Total Orders 1 Figure 10 Regular Order Summar
123. rdering from a previous campaign cycle The OS Column is used to identify the campaign that the product is being ordered from Enter a B to mark an item as backordered Enter a U to mark an item as unavailable Enter a S to mark an item as substituted For both B and U the price and discount percent columns will automatically be changed to zero If B is entered then the item will be copied to the campaign cycle year and campaign cycle number specified on Backordered Options tab This column will be changed to P after the order is saved so that the back order processing will not occur again if this order is recalled Items marked with a B U P will NOT be included in the printed order summary EL Earnings Level Each item can have a Earnings Level assigned Any value that has been added using the Main Menu Options Earnings Tab can be entered An Earnings Level summary report can be printed The Options Earnings Tab has descriptions and percentages for each earning level The default earnings level is R Page Number The page can be any value If all numbers are entered then the leading zeroes will be inserted Version 5 10 6 Page 57 AV4 Customer Order Management User Manual Product Description If the product description is found in the database then the Product Number Page Product Description Shade Fragrance Size Price and Taxable Indicators will be automatically ent
124. re you sure you want to run this software Name av4win9x exe Publisher Unknown Publisher should only run software From publishers you trust How can I decide what Y This file does not have a valid digital signature that verifies its publisher You software to run Figure 3 Install Security Warning If the Internet Explorer Security Warning dialog box appears click RUN The install will start after RUN is clicked For a standard install click Next Install Finish The computer may be restarted when the install completes Version 5 10 6 Page 13 AV4 Customer Order Management User Manual Quick Start Create A Customer Order Database From the Main Menu choose File New Database Click the SAVE button to use the default database name of CustomerOrderDB av4db and location of My Documents The Options window will be displayed Enter your information and click EXIT when complete AV4 will save the data to the database created in the previous step Set the Current Year and Campaign The most important setting in the AV4 program is the current year and current campaign Settings One of the locations to set these is the Main Menu Options Campaign screen The year and campaign number are displayed in the title bar of most screens Example AV4 Campaign 1 for 2008 Any order that is entered is stored in the database using the current campaign year and number Most screens hav
125. results It can be printed from the report viewer How to mark submitted orders processed If the orders were not marked as summarized because the exit question was answered incorrectly the following steps will correct their status Set the same criteria on the Order Summary report tab that was used for the submission Then click View to view the report of selected orders When the report is closed AV4 will ask Do you wish to mark summarized orders as printed Answer YES so then these orders will not be listed again on the Submit Order Screen This can always be overridden by selecting Summary Type All Orders Basic Product Number Editing Version 5 10 6 Page 158 AV4 Customer Order Management User Manual e First the product number is modified by removing all non numbers letters dashes etc Must be all numbers Must be exactly 5 digits Must not be 00000 11111 22222 33333 44444 55555 66666 77777 88888 99999 Quantity ordered must be greater than zero The campaign number must match the current campaign or the two previous campaigns based on the current campaign as shown on the title bar of the screen e Must not be blank Screen Shot iOpus Internet Macros Browser Scripting Edition MEE File View Tools Help Replay Status Waiting https www avon com au reps ordering order jsp Current You are now ordering from Campaign 13 To order any item Enter the Product Number from the Brochure o
126. rrent row When the order is saved the item will be marked as backordered and moved to the next campaign as defined on the Backorder Tab Mark Current Row Unavailable This option will place a U in the BO column of the current row When the order is saved the item will be marked as unavailable and the price will be set to zero Mark Current Row Substituted This option will place an S in the BO column of the current row When the order is saved the item will be marked as substituted Version 5 10 6 Page 63 AV4 Customer Order Management User Manual Columns 1 Hide Show Tax 1 2 Hide Show Tax 2 3 Hide Show Order Qty 4 Hide Show Price Qty 5 Hide Show Discount 6 Hide Show Total 7 Hide Show Backorder 8 Hide Show Earnings 9 Hide Show Campaign Number 10 Hide Show Regular Price 11 Hide Show Notes 12 Hide Show Special Price These options will hide or show the column on the order entry grid If a column is hidden any automatic or default values will still be entered in the column Misc Single Lines This option keeps each grid line on a single row A left right scroll bar will be displayed when required Multiple Lines This option is the opposite of the single lines option When set the grid will use multiple rows to display all data for 1 line item Save Grid Layout This item will save any changes made to the column widths hide show options Reset Grid Layout
127. rs that have not been marked as summarized will be reported When orders are printed or viewed the program will ask if this group of orders should be marked as summarized The main purpose of this option is to control printing of newly entered orders Example A group of orders are entered using the order entry screen Then the order summary report is printed and marked as summarized Now a second group of orders are entered and only these new orders need be printed the Non Summarized Orders option should be selected If the All option is chosen then both groups of orders will be printed Report Type Regular The order summary report will show OS Page Product Qty Total and Product Shade Fragrance and Size Verification This contains the same basic information as the regular format but is formatted to keep the information close together to enable easy verification of items entered on the order web page Fax This contains the same basic information as the regular format but is formatted to emulate the corporate order Fax form Data File Product Qty This option will create a file of just the product numbers along with the quantity This can be imported into most other applications such as a spreadsheet Version 5 10 6 Page 82 AV4 Customer Order Management User Manual Order by OS Page Product This selection will perform the order summary by OS Order Summary Campaign Number from the orde
128. rt can be used to get a listing of customers with their currently earned points Version 5 10 6 Page 137 AV4 Customer Order Management User Manual Customer Import CSV Comma Separated Values This feature will import customer data that is in CSV format CSV is a file that has each customer data value listed with a comma between values The following fields are supported for this import method The file must contain all 10 fields for each customer If a field is not available then be sure to include a comma Delimiter with no value 1 First Name 2 Last Name 3 Address 4 City 5 State 6 Zip Code 7 Phone 1 8 Phone 2 9 Phone 3 10 Email Address Example 1 Mary Smith 123 Main St Apt 10 Reno NV 89502 800 123 5555 775 555 1212 214 999 4444 myemail 0nowhere com Example 2 Mary Smith 123 Main St Reno NV 89502 800 123 5555 775 555 1212 214 999 4444 myemail nowhere com The comma can be changed on the import screen to another value such as a tilde Also the double quotes can be changed to another value such as a single quote Most programs that export their data into a CSV file will use the comma and double quotes Note If the delimiter normally a comma is included in the actual data such as 123 Main St Apt 10 then the actual data must be enclosed in the text qualifier normally a double quote This will appear as 123 Main St Apt 10 See example 1 above The defaul
129. rt will show all mileage log entries from the Mileage Travel Log Criteria Campaign Year The report will list all mileage log records based on the campaign year Order by 1 Start Reading 2 End Reading 3 Date Time Sample Mileage Date Time Reason Desc From To Start End 11 18 2005 09 20 PM Delivery C1 Home Joans 25000 25100 11 18 2005 09 20 PM District Meeting C2 Home Hotel 25200 25225 Mileage Total Figure 36 Mileage Version 5 10 6 Page 123 AV4 Customer Order Management User Manual Report 20 Notes Overview This shows all customer Notes Criteria Customer Status 1 All 2 Active 3 Closed 4 Deleted Order by 1 Customer Number 2 Status Last Name First Name 3 Last Name First Name 4 Postal Code Street House Number 5 Street House Number 6 Area Street House Number Sample Customer Notes Customer Notes Updated Jane Doe Do not call before noon 3 26 2006 Bring Spanish Book 12 29 22PM Figure 37 Notes Version 5 10 6 Page 124 AV4 Customer Order Management User Manual Chapter 10 Expenses Note Each grid on the Expenses screen has a sorting feature Click on a grid column header and the information will be sorted by that column Click the same column header a second time and the information will be sorted in the opposite order Totals Due The total due grid is used to enter the amount due Avon from your invoice
130. ry data to report Usage Example An inventory item has 10 in stock Four these items are sold to a customer Mary while entering an order A new inventory row will be created showing the 4 items were sold to Mary The original inventory row is adjusted to reflect that 6 items remain Now the remaining 6 items are sold to Jane Since there is one inventory row with exactly 6 items it is adjusted to zero The same row is the marked as being sold to Jane If this item is again added to the inventory a new row will be created to track the item Notes An inventory row cannot have a value in both Quantity In Stock and Sold Quantity A error message will be displayed if there is an attempt to break this rule Automatic Inventory Adjustment Inventory is automatically adjusted during order entry When an item is sold that is in the inventory a prompt will ask how many are needed for this customer Manual Inventory Adjustment If there is a need to manually mark an inventory item as sold and the entire In Stock is being adjusted to zero then update Sold Quantity with the same value The rest of the Sold columns are optional If there is a need to sell part of the inventory manually then adjust the existing row by setting the Quantity In Stock to zero and adjust the Sold Quantity to the partial number of items Then add a new inventory item using the remaining quantity in stock Version 5 1
131. s Internal Office Supplies External Shipping External Sub Total Annual Total Grand Total Version 5 10 6 Page 103 AV4 Customer Order Management User Manual Report 11 Earnings Overview This report will display ESTIMATED earnings for a given campaign The report is based on the values entered on the Main Menu Options Earnings tab The report is only accurate when the values in the earnings grid match your earnings levels for the given campaign Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically The All option will show all details on the report without matching on the year Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Options Include Return Items This option will include any items that have been entered on an order with a negative unit price Sample Earnings Campaign 1 Year 2005 Description Percentage Fixed 20 00 Regular Items 20 00 The Unit Total of all orders is 129 94 This amount was used to retrieve the correct percentage for each Earnings Type Figure 25 Earnings Version 5 10 6 Page 104 AV4 Customer Order Management User Manual Report 12 Annual Su
132. s box if the customer has made their payment Name Shows the customer name The name cannot be changed from this grid Amount The amount column is used to enter the actual payment made by the customer These entries must be negative Example 9 99 A refund would be entered as a positive amount Version 5 10 6 Page 135 AV4 Customer Order Management User Manual Example 8 88 A refund cannot be entered if the Auto Enter Payment Negative Sign is checked Date Select the date the payment was received Deposited Check this box if the payment has been deposited into a financial institution Delivered Check this box if the order has been delivered to the customer Type The payment type is selected from this list Entries such a Cash Check Visa Mastercard are available Check Number Any information about the payment can be entered in this area Auto Enter Payment Negative Sign Check this box to have the payment negative sign automatically entered All payments are stored in the database as a negative amount Refunds are stored as a positive amount Mark All Paid Button This button will automatically check the Paid box in every row of the grid Deposited Button This button will automatically check the Deposited box in every row of the grid Delivered Button This button will automatically check the Delivered box in every row of the grid Version 5 10 6 Page 136 AV4 Customer Order Manag
133. sion 5 10 6 Page 48 AV4 Customer Order Management User Manual Points Counters There are nine point counters These counters can be used to track any type of customer incentive Examples Every dollar may accumulate 1 point Then when a certain point level is reached the customer could redeem their point for products Every time a customer buys a certain product a point counter could increment by 1 Then when a certain level is reached they get that product free Every time a customer picks up their order a point counter could increment by 1 Again a free gift could be given when a certain level is reached Buttons Reset All To Zero This button resets all counters to zero for the current customer There is a Main Menu Utility feature that will reset 1 counter for every customer This could be used when a certain promotion has ended Version 5 10 6 Page 49 AV4 Customer Order Management User Manual Delivery Date Time This screen is used to set the date and time for the delivery of the current order If the date check box is not checked the there is no delivery date This also applies to the delivery time These setting are used on reports such as the campaign summary Delivery Pick Up Type This field is used identify a type of delivery to the customer or a type of pick up from a customer This box is both an entry and list box As items are entered they will automatically be added to the list for use o
134. stomer order summary screen This shows every item ordered by the customer for the current campaign The results can be printed Customer Payment Summary This menu item will launch the customer payment summary screen This shows every payment posted for this customer The results can be printed Misc Save Payment Grid Layout If columns are resized or reordered the layout can be saved using this menu item This applied to the Payment Grid on Tab 7 Payments Reset Payment Grid Layout Version 5 10 6 Page 52 AV4 Customer Order Management User Manual This menu item resets the Payment Grid to its default settings Save Dates Grid Layout Applies to the grid on Tab 10 Dates Reset Dates Grid Layout This menu item reset the Date Grid to its default settings Reset Screen Size Position Resets the Customer Update screen to its default size and position Reports Customer Profile This produces a report that lists most customer demographic data The report can be viewed or printed Order Comments Current Year This produces a report that lists all the order comments for the current year The report can be viewed or printed Order Comments All Years This produces a report that lists all the order comments for the all years The report can be viewed or printed Toolbar Dal lt gt i4 Bio Figure 4 Toolbar Add Customer Updates current customer and creates a new cust
135. stores the customer name that the inventory item was sold This column has a drop down list that shows all customers If an item is sold from inventory while doing order entry this value will be automatically assigned Sold Quantity How many sold to this customer Sold Campaign Year The campaign number that this item was sold Sold Campaign Number See Sold Campaign Year Delete Flag Check this box to remove the item from inventory Rows can also be deleted manually by selecting the row selector and pressing delete on the keyboard Items will stay on the inventory for reporting purposes until deleted Version 5 10 6 Page 145 AV4 Customer Order Management User Manual Quick Update Area This area of the screen allow a product inventory item to be Added Updated or Deleted Enter the product number in the text area and click Find If the product is found the information is displayed in the text boxes Any of this displayed information can be changed and then updated by clicking the update button When an item is found the grid will display all the rows that match This may show multiple rows as the grid will show all history for this inventory item The sold to history is maintained until manually deleted Inventory items are kept even after being sold When an item is sold the quantity values moves from the Quantity In Stock to the Sold Quantity This is done so that the Inventory reports have the necessa
136. suppress these order items from appearing on the Order Summary Report Report 3 The Non summarized option on report 3 must be selected for this option to apply If the All Orders option is selected on the Order Summary Report Report 3 then all orders will be listed including the orders saved with the Set Order as Summarized checkbox checked How is Set Order as Summarized used If an order is entered and then the order summary is printed the order is marked as summarized and will NOT print again on the order summary report If the All Orders is selected on report 3 then all order details will print If that same order is recalled from the customer update screen and then saved the order will be un marked as summarized and will then again be included on the order summary To prevent the order from appearing again on the order summary just click the Set Order as Summarized check box Version 5 10 6 Page 66 AV4 Customer Order Management User Manual If an order was entered and then printed on the order summary then the entire order will be marked as summarized Now an addition item needs to be added to the order The entire order will either be marked as summarized or NOT summarized based on the setting of this check box If the order is marked as summarized then the new item entered will not appear on the order summary If the order is marked as NOT summarized then the entire order will appear on the order summary aga
137. t delimiter is set to a comma The default text qualifier is set to a double quote TimeSaver Database Version 5 10 6 Page 138 AV4 Customer Order Management User Manual This option will import the customer data from a TimeSaver database Only the customer data that is common to both the TimeSaver database and the AV4 database will be imported The TimeSaver database is normally called ams mdb and can be found in c program files ATD Software SierraSoft Ltd is not affiliated in any way to ATD Software the maker of the TimeSaver software product Another AV4 Customer Database This feature will import ALL customer data from another AV4 Database Every AV4 customer field is imported Version 5 10 6 Page 139 AV4 Customer Order Management User Manual Shorted Updates Overview This feature will automatically update existing orders when a product is shorted in the shipment The Campaign Year Campaign Number and product are selected The screen will then display the customer orders impacted The expected arrival Campaign Year and Campaign Number must be selected The Page Description Shade Size and Price can also be updated during the process When the update button is clicked each impacted order will be updated The process will perform the exact same process as when the Save button is clicked on the order entry screen The item that was shorted backordered will be zeroed out in the selected campaign and then copied t
138. tax rate then this rate will be used Processing Charge This option when checked will include the processing charge as defined in the Main Menu Options Discount Version 5 10 6 Page 60 AV4 Customer Order Management User Manual When this option is checked the customer level discount will be applied to this order Flat Amount Charge When this option is check then the Flat amount charge will be applied as defined in the Main Menu Options This amount will be added in the order summary area and NOT taxed or discounted Flat Percent Charge When this option is checked then a flat percentage charge will be applied as defined in the Main Menu Options This amount will be added in the order summary area and NOT taxed or discounted Discount for this order only Enter a percent discount that applies to only this order This can be used for giving a discount for a first order or a promotional offer This will be applied the same as if the value was entered on the customer update screen Special Charge or Credit An amount can be entered in this area if a customer needs to be charged or credited an amount This amount is not included in any Tax or Discount calculations The description can be changed if desired The default description comes from the Main Menu Options screen The value can be either negative or positive 9 99 or 9 99 Order Date This data is automatically entered with the current computer date This ca
139. te of the expense item It must be entered in the mm dd yyyy format Version 5 10 6 Page 126 AV4 Customer Order Management User Manual Dropdown List Year Filer On or Off This option will show all Descriptions Payee s Categories for either all Years or the current campaign year The button is an On Off button Each time it is click the option perform the filter opposite of the current setting This button affects both the Internal and External expense screens Expenses Mileage Travel Log The Mileage Travel Log can be used to track each business related travel such as customer visits and district meetings The trip total is calculated from the start and end odometer readings The mileage data will be reported by Report 19 Mileage Reason Any value can be entered in the reason column Description Any value can be entered in the description column Date Enter a date in mm dd yy or mm dd yyyy format If the date is left blank the current date will be entered automatically The Mileage report can be printed by year Any mileage entries that have a date in the selected year will be reported Time Enter a time in hh mm AM or hh mm PM format If the time is left blank the current time will be entered automatically From Location This is the starting location of the business trip Any value can be entered in the from location column To Location This is the ending location of the business
140. the major functional areas is launched from the eight main menu buttons These areas will be discussed in depth in the later chapters 1 Customers 2 Products 3 Options 4 Reports 5 Inventory 6 Expenses 7 Utilities 8 Histories 9 Web Submission 10 Exit Backup Options Auto This option will create a backup in the same directory as the current database The filename of the backup will be created based on the database name and the current date and time For example of the current database is called CustomerOrderDb then the automatic backup will be called CustomerOrderDb_Y YY YMMDDHHMMSS AV4BK The YYYYMMDD is the date and the HHMMSS is the time the backup was created Manual The manual backup will display a standard Save As file dialog box The file name will default to DatabaseName_Backup AV4DB And the default folder will be the last used backup folder or the My Documents folder None Version 5 10 6 Page 15 AV4 Customer Order Management User Manual This option will not perform a backup when AV4 is closed This is not advised as a normal procedure Main Menu File Menu The File Menu has all the database file management functions These allow the creation of multiple customer order databases Also backup copies of the customer order databases are created using this area CHNADAAKRWNS New Database Open Existing Database Close Database Backup Database Restore Backup Repair Database Compact
141. trip Any value can be entered in the to location column Version 5 10 6 Page 127 AV4 Customer Order Management User Manual Start Reading Enter the actual reading from the vehicles odometer at the start of the trip This must be numbers only and a decimal point if needed End Reading Enter the actual reading from the vehicles odometer at the end of the trip This must be numbers only and a decimal point if needed Trip Total This column is the difference between the Start Reading and End Reading The Start Reading should be less than the End Reading Show All Year This option will show all years when selected otherwise on the current campaign year will be displayed Version 5 10 6 Page 128 AV4 Customer Order Management User Manual Chapter 11 Utilities Delete This utility function is used to delete data from the current database Customer order and product data can be deleted using this feature Before any delete function is performed the program will create a backup of the database as a precaution Customer Deleted Status This option will delete all customers that have been marked as deleted on the customer update screen using the status list box This will also delete customer orders and payments which will affect reporting Make sure all reports have been produced for the period being deleted It is also a good practice to have a annual backup of the database
142. ts customers that have a brochure count greater than zero Brochure Status Select 1 or more brochure statuses to include on the report Brochure Type Select 1 or more brochure types to include on the report Search Label Checked Only report customers that have their Search Label checkbox selected on the customer update screen The checkbox on the customer update screen is automatically set based on the criteria of the last customer search Sample Campaign Call Back Campaign 2 Year 2005 Phones Email Customer Comments 800 555 1212 Referred Mary Smith John 866 123 4567 Referred Mary Figure 31 Campaign Call Back Version 5 10 6 Page 115 AV4 Customer Order Management User Manual Report 16 Helper Summary Overview This report will show all the orders assigned to each helper The summary will give earnings based on the percentage entered on the business helper tab on the customer update screen The earnings calculation is done at different subtotals The first earnings calculation is based on the order subtotal the second is the subtotal less discounts The third earnings calculation is based on the subtotal less discounts plus tax and processing charges The last earnings calculation is based on the order total Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically The
143. unt of the expense item Date mm dd yyyy Enter the actual date of the expense item It must be entered in the mm dd yyyy format Dropdown List Year Filer On or Off This option will show all Descriptions Payee s Categories for either all Years or the current campaign year The button is an On Off button Each time it is click the option perform the filter opposite of the current setting This button affects both the Internal and External expense screens Expenses External External expense items are items purchased from any source besides Avon Items such as postage paper and printer ink are examples of external expense items These amounts are used on the Report 2 Campaign Totals These entries also will be shown on Report 10 Expenses Description Any value can be entered in the description Any previously entered descriptions will be available in the drop down list Descriptions will remain in the list until they are no longer used Payee Any value can be entered in the payee column Any previously entered payee s will be available in the drop down list Payees will remain in the list until they are no longer used Category Any value can be entered in the category Any previously entered categories will be available in the drop down list Categories will remain in the list until they are no longer used Amount Enter the actual amount of the expense item Date mm dd yyyy Enter the actual da
144. unt report can also be produced which shows a total of discounts by summary type The summary type is either a discount given on a detail item or for an entire order There is also an option to produce a list of special charge and credits Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically The All option will show all details on the report without matching on the year Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Print Options Order Discounts Only discounts applied to an entire order will be reported with this setting Line Item Discounts Only discounts applied on a detail item will be reported with this setting All Discounts This option will show both Order Discounts and Line Item Discounts Summary The summary report will show a total for line item discount and also a total for order discounts If more than one campaign is selected the totals will be grouped by campaign Version 5 10 6 Page 100 AV4 Customer Order Management User Manual Special Charges Credits Any special charge or credit applied to an order using the Special Charge Credit area on the order entry screen will be shown on this report Sample
145. urchased from your distributor such as brochures bags and demonstration products External expenses are used to track items purchased from retail stores such as paper ink stamps Mileage is entered in either miles or kilometers If the starting and ending odometer reading is entered then the difference is calculated automatically Main Menu Utilities The Utilities screen has many features that affect the entire database 1 Delete Customers Orders and Products 2 Export database information 3 Product Import 4 Delivery 5 Payments in Full 6 Payments by Order 7 Set Reset Flags 8 Customer Import 9 Shorted Updates 10 Invoice Updates Main Menu Histories The History screens allows searching for products and show who order the product and the campaign Main Menu Web Submission This is a shortcut to the Reports Order Summary screen Version 5 10 6 Page 18 AV4 Customer Order Management User Manual Main Menu Exit The Exit button closes the program and optionally backs up and compresses the database Version 5 10 6 Page 19 AV4 Customer Order Management User Manual Chapter 3 Databases Customer Order Databases Customer Order databases are the core of the entire AV4 program The customer order database contains the program options customers products and order information The database is a single file stored on the computers disk drive The default file name for the database is Custo
146. ustomers that match all the criteria will be found Note Criteria can be selected from any combination of the five tabs General Search Criteria Last Name First Name Helper and Misc Search Criteria General Search Criteria First Name Last Name Customer Number House Street City State Postal Code Zip Code Phone 1 Phone 2 Phone 3 Email and Customer Comments all require information to be entered if the search should consider this data The information entered can be only a portion of the data If you entered Main in the street box then the search would find the following entries Main Street Main Ave Main Blvd If Smith was entered in the last name and Maple was entered in the street the search would find all customers named Smith that live on street that starts with Maple Referred By Business Helper Customer Status and Reporting Area are all list boxes and enable 1 entry to be selected Discount Percent and Brochure Count require numbers and must be an exact match before the customer will be selected by the search Search Results will be ordered either by Last Name First name or by customer number Select the radio button that meets your requirements Last Name This tab will display a Tree list of all customers sorted by last name The list can be expanded by each letter of the alphabet There are entries at the end of the list that include the non active custom
147. w campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Print Option In Stock This selection will report all products that have a non zero value in the In Stock column on the Inventory screen Sold This selection will report all products that have a non zero value in the Sold Quantity column and are included on an order in the selected campaign Sample Version 5 10 6 Page 98 AV4 Customer Order Management User Manual Inventory In Stock All Description Qty _ Total Price Notes Category Storage Location ProductNumber 000001 Samples Foundation Shades 1 1 1 10 00 1 00 Category BIN 5 Product Total 1 10 00 Product Number 000100 Candle GlitterB all Size 149 90 Notes Category Candle GlitterB all Size 70 00 Notes Category Product Total 219 90 Figure 20 Inventory Inventory Sold Campaign 3 Year 2003 Description Qty _ Total Price Sold To Category Storage Location Product Number 000100 Candle GlitterBall Size 10 149 90 Church Category Bin 2 ProductTotal 10 149 90 Product Number 111 100 00 Category ProductTotal 100 00 Grand Total 249 90 Figure 21 Inventory Ordered Version 5 10 6 Page 99 AV4 Customer Order Management User Manual Report 9 Discounts Overview This report shows discounts by customer A summary disco
148. w is white and is red when the row is blue There is also a customer tax override on the customer update screen This is a tax rate that only applies to this customer Discount Enter any discount that may apply to this product Ten percent is entered as 10 00 Ten and 1 2 percent is entered as 10 50 If the customer has a discount percent on the Misc Tab in the Customer Update screen and the Discount option button is marked under the Order Options tab then the product with the line item discount will be excluded from the order level discount All other items will be given the order level discount If the Apply Discount as a line item discount is selected then the customer discount will automatically be entered on each line item as entered The value can be changed after it is automatically entered A double discount will never be applied to a line item It the customer has a customer level discount and a line item discount is applied to an item the line item discount will override the customer level discount Total Price This field can NOT be edited It will show the calculated total priced based on Price Quantity Unit Price and Line Item Discount Options Include Options Tax This option will apply both tax1 and tax2 if their corresponding check box is checked in the grid Also the tax rate must not be zero The tax rate is retrieved from the Main Menu Options Order Invoices Taxes If the customer has an override
149. x and then click the Quick Search button The search will look at product number description shade and size and list any order detail with matching the search criteria The criterion does not need to be an exact match For example if brush is searched then Eyeliner brush and also Blending brush will be considered a match Version 5 10 6 Page 143 AV4 Customer Order Management User Manual Chapter 13 Inventory Product Number This can be any product number in any format If a product number is reused this feature can store both the old number with a description and a new description as a separate line item Description This is the original product description It can be changed as needed Shade Color Fragrance See Description Size See Description Notes See Description Category This column can contain any value As values are entered they will be available using the drop down list Price This column will contain the price Quantity In Stock Version 5 10 6 Page 144 AV4 Customer Order Management User Manual This column can contains quantity currently in stock This value will be decremented as items are sold during order entry Storage Location This is a value that indicates where this product is stored It can be a Bin Number Shelf Number or a Room number As values are entered they will be available using the drop down list Sold To Customer This column
150. xited Note You can still logon to the Avon web site in your usual manner to view or adjust your order Show Exceptions This button will show only the items with the submit box unchecked Show All This button will show all the products both checked and unchecked submit box Print Results This button will view a report of the submission results It can be printed from the report viewer Version 5 10 6 Page 149 AV4 Customer Order Management User Manual How to mark submitted orders processed If the orders were not marked as summarized because the exit question was answered incorrectly the following steps will correct their status Set the same criteria on the Order Summary report tab that was used for the submission Then click View to view the report of selected orders When the report is closed AV4 will ask Do you wish to mark summarized orders as printed Answer YES so then these orders will not be listed again on the Submit Order Screen This can always be overridden by selecting Summary Type All Orders Basic Product Number Editing e First the product number is modified by removing all non numbers letters dashes etc e Must be all numbers e Must be exactly 6 digits e Must not be 000000 111111 222222 333333 444444 555555 666666 777777 888888 999999 e Quantity ordered must be greater than zero e The campaign number must match the current campaign or the two previous campaigns based on t
151. y Me A VO MXN Last Name Ma PLEASE USE 4 BLUE OR BLACK PEN Product Number ProductN ame Product Number 00140 Shirred Terry 0047577 o00s22 Cushion Walk 0011177 Figure 11 Fax Order Summary ProductN ame 2 Tube Tops ws cushion Walk Version 5 10 6 Page 84 AV4 Customer Order Management User Manual Report 4 Campaign Summary Overview This report lists every customer with orders for the selected campaign and year This can be used as a phone call list and to keep track of deliveries The Date Time can be suppressed from the report which leaves space for hand written notes There is also an option to print a short version of the report which will only print 1 line per customer Payment and delivery fields are also listed on the standard version of the report Criteria Campaign Year This list box will show all the years in the database that have customer orders The current campaign year will be selected automatically The All option will show all details on the report without matching on the year Campaign Number This list box will show campaign numbers 1 through 30 The current campaign will be automatically selected The All option will show all details on the report without matching on the campaign number Order by 1 Customer Number 2 Order Amount 3 Delivery Date Time 4 Customer Last Name First Name 5 Customer First Name Last Name 6 Street House Number 7
152. y edit failures will need to be handled manually once the order submission process is complete e Click OK on the error dialog box to resume the automatic data entry e AV4 will continue to enter the products until the last product or the end of a batch has been entered for this page DO NOT interact with the web page until AV4 displays the Current Web Page is Complete BE SURE TO CLICK Update Order IN THE WEB BROWSER e When the Update Order link is clicked in the web browser the page will be sent to the Avon web server and it will be validated e Any errors returned at this time must be resolved manually before clicking the Update Order link again e Once the current web page is accepted by the Avon web server be sure have the browser positioned to an empty product entry page e Now use Alt Tab or the task bar to switch back to AV4 Select the next page to submit and repeat the process e When all web pages have been submitted the view can switched back to the browser Alt Tab or Task Bar and save the entire order if required and logoff the web site e Switch back to AV4 and exit the submit order screen e When the screen is exited it will ask if these orders should be marked as summarized e If yes is chosen then the next time this screen is used these orders will not be selected unless the All option is selected on the previous screen e The iOpus Software browser will shut down automatically when the AV4 screen is e

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