Processing Your Orders
Before Keying Your Order
Things to consider:
- Is it the end of a 4-week sales period?
- YES – have you checked the amount of sales required to reach a volume related bonus?
… Don’t miss a bonus by a few pounds, simply add something for yourself to top up your order value providing you are not spending more than you will be earning.
- What is the order cut-off time?
… This can affect both achieving a volume related bonus, 23:59 on the last day of the 4-week sales period, and also the day on which you will receive your order (dependent on the courier option you choose when submitting your order).
Keying Your Order
Remember to be your own customer – why expect others to order from you if you aren’t!
With all your orders to hand:
- Log in to your Distributor Account
- Hover over Shop Categories and select the category you want to shop from OR use the search bar in the top right corner to search for an item description or product code
- You can add the item to your shopping cart by pressing the bag icon, every time you press it it will add one to your basket.
– If you want to quickly add more than one, you can either click into the item, change the qty field to the amount you require then select add, or once you have pressed the bag icon, hover over your shopping cart in the top right and amend the product quantity needed in the box and select update - Customers can sometimes look back at the wrong item on the page when writing out their order and can therefore get the details mixed up.
As you key your order, check:- the description
- the quantity
- the price of each item
NB. Always take the item description as being the item the customer wants,
so if the code/price is for a different item find the correct code/price of item described
– do not overwrite the incorrect details, simply cross through them and re-write the correct details elsewhere on the order form.
- When an item shows as sold out or out of stock, use the product search to check to see if it is available on a different code (as maybe substituted stock). You can also check if it is expected back in to stock on the Stock Checker.
- To view further item images and information, just click on the item and the individual item page will appear
- Personalised products will only be added to your basket once all required personalisation details have been added
– Have a special personalisation request? Enter the text ’email sent’ and send an email to pers@vivamknetwork.com with all the details - Remembering every business needs its tools to operate, don’t forget to order your sales aids, e.g. additional/replacement catalogues, order forms, bags etc.
- Once you have added all the items you wish to order, select Go To Checkout, Check your order summary, including spelling on all personalised products
- Before submitting your order, check the number of items on your order match the number of items on your customer order forms. REMEMBER: Once your order has been sent/confirmed there is NO turning back, and no way of altering the order.
- Select the required delivery address, you can add a new address at this stage if needed (this is where you enter your customer’s address if they have paid you to send their order direct to their door, a.k.a drop shipping)
- All delivery options will now show based on the delivery address. Select your delivery option and click next to choose your payment method
- Once Paid, the order will show in My Orders under My Account and you will receive a confirmation email.
– Once this is sent for despatch, the order will change from a pending status to a complete status.
– Your invoice will be available to view as soon as the order is despatched
Once you know what day you will have the goods, write out delivery slips to inform your customers of when they can expect you and post them through their letterbox a day or two before you are due (unless you have already done this at the time you collected your books).
Receiving your order and bagging it up …
Check the correct number of boxes have been delivered BEFORE you sign to acknowledge receipt of them – detailed on the address label (box 1 of ?).
Sort all your order forms into delivery order and write ‘Thank You’ across each form.
Check the customers’ addition to ensure you do not over charge them or under charge them.
Empty out all the boxes and then check the items to the enclosed picking note; be sure to check under all the inner folds of the box for missing items as products do sometimes try to hide!
- If you have been invoiced for any items which were not received ensure you key a claim for this to be credited.
- Bag up one order at a time, using either plain or company branded bags (NEVER use other shops’ carrier bags!), and highlight any items that are out of stock, indicating the item is to follow.
- Write out an order form, or make a photocopy of it if you have printer facilicities, for the out of stock items to ensure they are re-ordered on your next order.
- If the customer has ordered only one item and it is out of stock, either phone them to say there will be a delay or write a note to tell them the item is still on order and will be delivered as soon as it arrives.
- Put the top copy of the order form inside the bag as the customer’s receipt, and keep the under copy for your records.
- if the customer has already kept one copy of the order form, simply write out another copy for your records – returning the copy in the customer’s handwriting with the goods.
- when there is just one item on the order – if the order form fully wraps around the item use a piece of sellotape otherwise use an elastic band.
- when there are multiple items on the order, either:
– band them together with the order form, using an elastic band
– pop them in a snap bag, if the items are small enough
– purchase a supply of paper/plastic bags through the company (if available), amazon or ebay. - Label all consumable goods that will run out, and will therefore need reordering, with your contact details to encourage repeat orders.
Remember, if you need any help with the above just give your sponsor a call