Beruflich Dokumente
Kultur Dokumente
Dydacomp
11D Commerce Way
Totowa, New Jersey 07512-1154
(800) 858-3666
www.dydacomp.com
Copyright
The Mail Order Manager software and its documentation are protected by both United
States copyright law and international treaty provisions.
You may not copy the Mail Order Manager software or the Mail Order Manager
documentation for any reason except for archival purposes, and by express written
permission from Dydacomp Development Corporation.
Table of Contents
Introduction 1
About this Guide 2
Starting M.O.M. 7
Getting Information 8
Copying Orders 79
Entering a Quotation 82
Introduction
Welcome to Mail Order Manager (M.O.M.) for Windows, the powerful
software package designed expressly for both business-to-business
and business-to-consumer direct marketing and catalog companies.
M.O.M is designed to take advantage of the most sophisticated
techniques and programming devices available for Windows software.
Because all of the essential business functions for direct marketing are
included in the software, M.O.M. provides a complete and cost-
effective automation solution for anyone selling products or services
by mail, phone, or even the World Wide Web. With M.O.M., each of
the major application areas of your business is expertly managed in
one highly integrated program, including:
If you need information on how to setup the MOM system and its
various components, please refer to your Mail Order Manager Setup
Guide.
Symbols
To enable you to more easily reference important information, the
following symbols are used as identifiers.
æ the
Note: This symbol identifies a note or additional information about
use of a particular field or option in the system.
è M.O.M.
Hint: This symbol identifies a suggestion for the application of a
feature or function.
ç condition
Warning! This symbol identifies a special advisement about a
or situation pertaining to a system function or user
procedure.
Click on: tells you to use your computer mouse for the procedure.
Type: tells you to type a specific word or command using your
computer keyboard.
System Requirements
M.O.M. for Windows requires a standard PC hardware/operating
system, including the following:
•Pentium Processor
•64 MB RAM Minimum, 128 MB RAM Suggested
•Windows 2000, ME, XP or Vista. M.O.M. is a 32-bit application and
takes advantage of 32-bit processing.
•Hard Disk Drive with at least 50 MB of available space. On an
ongoing basis, 1 MB of storage per 1000 orders is recommended.
•Color VGA Display
•CD ROM Drive
•An Internet connection (for SiteLINK and/or ICCAS only)
Networks
For network installations, M.O.M. supports any NetBEIU/NetBIOS
compatible LAN.
Printers
Many types of printers are available in today’s marketplace. Keep in
mind, M.O.M. can support multiple printers connected to your
computer. (On network versions, the number is even higher.) For this
reason, different types of printers may be used. Paper forms are
available for both laser and tractor feed printers.
Modems
PC Compatible modems are suggested.
Prerequisites
1. Be sure the CPU, monitor and printer are cabled properly, receiving
power and are switched on.
2. Be sure that Windows is installed.
Network Version
Prerequisites
1. Be sure the CPU, monitor and printer are cabled properly, receiving
power and are switched on.
2. Be sure that Windows is installed.
3. Install the M.O.M. System (First Station)
4. Make sure the Microsoft Windows Operating System is running.
5. Follow steps 2-7 for the Single Station Version installation on the
previous page. In Step 6, make sure you select a networked drive.
To use this set up option, each workstation must have a CD drive and
the following set up procedure must be run at each workstation.
At each workstation:
Starting M.O.M.
Once M.O.M. is installed, to start the program at any workstation,
Start
Click on:
Programs
Mail Order Manager 5.4
M.O.M. Version 5.4
OR, on your Windows desktop,
Click on:
Getting Information
The user documentation for your M.O.M. system consists of three
major components, each one designed to help you in a specific way.
In addition, technical support is also available.
Setup Guide
The Mail Order Manager Setup Guide is the essential guide for setting
up your M.O.M. System. This guide, delivered in electronic form only,
is designed to guide a new user through the process of setting up
every aspect of M.O.M. and the many optional modules. Proper setup
of the M.O.M. system ensures that every possible aspect of your
business is covered and that you are getting the most out of your new
M.O.M. system.
Online Help
Finally one of the most important and easy to use methods for getting
more information on M.O.M. functions is the Mail Order Manager
Online Help. Available through either the Help Menu in the main
M.O.M. screen or simply by hitting the ¿ key on your keyboard. This
system has individual entries for virtually every screen and function in
M.O.M.
Technical Support
As a licensed M.O.M. user, you receive the highest level of technical
assistance, Dydacomp Development Corporation provides complete
product support, including the following:
Chapter 1
Looking up a Customer
Entering a New Customer
Removing a Customer from Mail and E-Mail Lists
Deleting a Customer Name from the Customer File
Combining Duplicate Customers
Including a Special Comment about a Customer
Classifying Customers Using Type Codes
Adding or Viewing Alternate Addresses and Contacts
Recording Customer Demographics Information
Sending a Customer a Catalog
Sending a Customer a Form Letter
Issuing a Promotional Credit
Viewing Account Information
Viewing Previous Contacts
Viewing Previous Purchases
Viewing Previous Orders
Viewing or Setting Up Customer Financial Information
Looking up a Customer
Whenever you need to look up a customer in the M.O.M. customer
database, the Customer Lookup Utility helps you find it. The Lookup is
used to find customers for entering orders, entering customer
information, customer maintenance, and telemarketing. The search
process also protects against duplicates being entered in the M.O.M.
customer database. With the Customer Lookup you can quickly find
any name and its related information in the M.O.M. customer database.
æ Setting
Note: There are several preferences for the lookup process. See
Up User Defined Order Entry Preferences and Customizing
the Customer Entry Screens in Chapter 1 of the MOM Setup Guide
for More Information.
1. On the Main Menu Bar,
Click on: Customer
Look-up
2. Or, on the Tool Bar,
Click on:
The Customer Lookup screen is displayed.
Looking up
Customer by
Last Name
If the system does not find a match, the following message is displayed
at the bottom of your screen: “No matches have been found. Use Add
New to add a new name.” To add a new customer, see the Entering a
New Customer section later in this chapter.
Select the CLEAR button to refresh the screen for another search
attempt with other search criteria.
“1 match found. Select this name or use Add New to add a new name.”
“X matches found. Select a name or use Add New to add a new name.”
See Also
Mail Order Manager Help
For information about See
Looking up a Customer Customer and Order Lookup
Customizing the Lookup Global Parameters
Maintenance-Customer Entry
User Defined Order Entry
Preferences
The lookup field(s) you used for the search will already be completed.
è Hint: You can use these options any way that you want to designate
a particular mailing status of a customer. The List Management
Module lets you decide to include or exclude names with any
particular status.
See Also
Mail Order Manager Help
For information about See
Removing a Customer from Customer Information General
the Mailing List
List Management Module List Management Module-
Overview
Customer
Search Results
è toHint:verify
When your search results in multiple matches, you may wish
that you have selected the correct customer before deleting
them. The third column of the customer list defaults to company
name, however, by clicking on the you may select other criteria
such as customer number to verify you are deleting the correct
customer.
3. On the Main Menu Bar,
Click on:Customer
Delete
The system prompts you to confirm that you want to delete the
customer.
See Also
Mail Order Manager Help
For information about See
Deleting a Name from the Deduping and Deleting Names
Customer File
See Also
Mail Order Manager Help
For information about See
Combining Duplicate Deduping and Deleting Names
Customers
See Also
Mail Order Manager Help
For information about See
Including a Special Comment Customer and Order Lookup
or a Customer
Any one or more of the three code positions can be used alone or in
combination.
See Also
Mail Order Manager Help
For information about See
Type Codes Customer Information - General
Customer
Information
Screen -
Contacts/
Addresses
2. To add a new name or address, select the ADD button to display the
contact/address screen. To edit or view an existing name or
address, select it in the list and select the EDIT button to display the
contact/address screen. To delete a name or address from the list,
select it in the list and select the DELETE button.
æ Note: When you delete a contact or address, you only delete the
relationship. You do not delete the actual customer record for that
contact which remains in the M.O.M. customer file.
Contact/
Address
Entry/Edit
è up
Hint: It is recommended that only one address per customer be set
as bill-to address. If multiple bill-to addresses are used, financial
information from orders, including points & rewards, credits, etc.
may be spread over several customer records.
4. If the name is known to be in the customer file already, select the
FIND button to use the customer lookup screen to search for the
customer name. Edit the information as required. Optionally, use
the FULL VIEW button at the bottom of the screen to transfer to the
full customer information screen for the related name.
If the contact or address is not found or you choose not to use the
FIND option, enter the customer information in the fields.
5. Optionally, set the do not mail check boxes in the lower right corner
to the appropriate conditions for mailing and e-mailing with the List
Management Module.
6. Optionally, set the NO LONGER USED button to prevent the name/
address from being included in lookups.
7. Optionally, select the DATE RESTRICTIONS button to display the
Date Restrictions pop-up screen to restrict the use of the name/
address by date.
Address
Date
Restrictions
See Also
Mail Order Manager Help
For information about See
Alternate Addresses/Contacts Address and Contact Edit
See Also
Mail Order Manager Help
For information about See
Recording Customer Information
Demographics Information Demographics
5. If you wish to hold the catalog for mailing at a later date, press Î
and move the cursor to the Do Not Mail Until field. Enter that date
in this field.
6. Move your cursor to the Catalog to Send pull-down list and select
a catalog.
7. Optionally, select the PRINT LABEL button to print the label
immediately, instead of waiting for the next run of the Batch Order
Processing function or using the List Management Module. The
label prints to your local printer.
See Also
Mail Order Manager Help
For information about See
Sending a Customer a Customer Contact
Catalog
M.O.M. Windows Reference Guide 27
Using Mail Order Manager
æ Note: You can also send a form letter in Order Entry. See Sending a
Form Letter During Order Entry in Chapter 2.
1. On the New Contact Entry Mail Contact tab screen, move the
cursor to the Notice to Send field.
2. If one applies or is required, enter or lookup the Contact Source
Key.
3. Use the Contact Name pull-down list to select the name of the
person to send the notice. The name defaults to the primary name
for the customer.- To add a new name, select the ADD button and
refer to Setting Up Alternate Addresses and Contacts earlier in this
section.
4. Move your cursor to the Notice to Send pull-down list and select
one of the form letters.
5. If you wish to customize the letter/notice select the CUSTOMIZE
button. The letter/notice is displayed for editing.
æ Note: If you chose a notice that was created using MS Word, M.O.M.
will open Word for you to edit the notice. If Word does not open on
your screen, press ËÎ to open Word.
6. Once you have finished editing the notice, select the SAVE button
and M.O.M. returns to the New Contact Entry screen.
7. Select one of the following Send Options for the notice (any
combination of options may be selected).
Print to Printer - Includes the notice in the normal run of notices in
the Batch Order Processing function.
Internet E-Mail - Sends the notice via E-Mail using Microsoft’s Mail
client software program.
Fax - Sends the notice to the customer’s fax number.
8. To send the notice via e-mail or fax immediately, instead of during
the next run of notices in the Batch Order Processing function,
select the SEND ON SAVE button.
9. To include a subject header on an e-mail or fax, enter the header in
the Subject Header for E-Mail or Fax field.
æ Note: You must have the customer’s E-Mail address and/or fax
number on the Customer Information screen. Also, you must have
the selected E-Mail client software installed on your workstation.
10. Once you have finished, select the SAVE button and M.O.M. returns
to the Customer Information screen.
See Also
Mail Order Manager Help
For information about See
Sending a Customer Form Customer Contact
Letter
Creating a Form Letter Customer Notice Maintenance
Customize a Form Letter Customize a Letter
See Also
Mail Order Manager Help
For information about See
Issuing a Promotional Credit Customer Contact
1. Position the cursor menu bar on the invoice you want to view/edit
and press Ñ, or double click on your choice using your mouse to
display the Order screen for that invoice.
Order Screen
æ order
Note: There may be more than one invoice part for an order if the
was shipped in multiple parts. This is indicated in the Inv
column. If there is only one invoice, an A is displayed, if there are
two, a B is displayed, etc.
2. To view all the charges and payments for an order, on the Tool Bar,
Click on:
The Journal Entries for Order screen is displayed.
Journal Entries
For Order
Screen
See Also
Mail Order Manager Help
For information about See
Viewing Account Information Customer Information Account
Customer
Information
Screen -
Contact
History Tab
è Hint: For a phone contact, you can expand the Call Log box to see
all phone contacts made by double clicking with your left mouse
button while in the box.
3. When you are finished viewing the contact entry select the SAVE
button and M.O.M. returns to the contact history list.
See Also
Mail Order Manager Help
For information about See
Viewing Previous Contacts Customer Information - Contact
History
Phone Contact Telemarketing Module
5. After viewing/editing the order select the SAVE ORDER button and
M.O.M. returns to the list of items purchased.
See Also
Mail Order Manager Help
For information about See
Viewing Previous Purchases Customer Information
Purchases
Order
Information
Screen
See Also
Mail Order Manager Help
For information about See
Viewing Previous Orders Customer Information - Orders
Customer
Information
Screen -
Financial Tab
2. Select the From and To date range for the Statement and select the
PROCESS button.
3. Select to PRINT or VIEW as required.
æ customers
Note: Points and Rewards Statements can also be printed for all
at once. See Generating Points and Rewards
Statements in Chapter 5.
See Also
Mail Order Manager Help
For information about See
Viewing Previous Orders Customer Information - Orders
Chapter 2
2. Enter the line items in the grid area on the screen. (See Entering
Stock Codes later in this chapter.)
3. If you do not know an item number, place your cursor in the Item
field and press À to search for the item.
æ Note: Once you start entering items on the grid, the Line Item
Detail tab is brought forward.
4. When you are finished entering each item and quantity, press Ñ
and M.O.M. completes the remaining fields for the item on the grid.
See Also
Mail Order Manager Help
For information about See
Entering an Order starting Order Entry - Entering Line
with the Customer Items
Click on:
The Order Entry screen is displayed. (See the previous page.)
See Also
Mail Order Manager Help
For information about See
Starting with the Items Order Entry Overview
Addresses Tab
1. On the Addresses tab on the Order Entry screen, select the SELECT
BILL-TO button to bring up the Customer Lookup screen to find or
enter a new customer for the order. If the billing address is already
displayed, select the CHANGE BILL-TO button to lookup a different
customer or enter a new one.
2. If the billing address is the only address, select “Billing Address is
same as Shipping Address” in the pull-down menu at the top of the
screen tab. If there are other addresses, refer to the appropriate
procedure below.
æ Note: There are two instances when a customer may have multiple
sold-to addresses associated with their customer record: 1. If the
customer’s last order had a sold-to address, or 2. if a customer who
does not have any orders on file was set up with one or more
alternate addresses that were designated a sold-to address. If you
want to change the sold-to name, continue with Step 1 below.
1. On the Addresses tab on the Order Entry screen, select the SELECT
SOLD-TO button to display the Select or Lookup Sold-To Name/
Address.
Select or
Lookup
Sold-To
Name/Address
æ Note: You can narrow the search to include only names that have
been used as sold-to addresses previously by changing the Search
pull-down menu to “Sold-To Addresses Only.”
æ address
Note: If the customer’s last order was shipped to a single separate
or if a customer who does not have any orders on file was
set up with one or more alternate addresses that were designated a
ship-to address, the pull-down menu at the top of the Addresses tab
is automatically set to “Separate Shipping Address for Entire Order”
and the ship-to name(s) is already filled in on the screen or
displayed in a selectable list. If you want to change the shipping
address, continue with Step 1 below.
1. On the Addresses tab on the Order Entry screen, select “Separate
Shipping Address for Entire Order” in the pull-down menu at the
top of the screen tab.
2. Select the SELECT SHIP-TO button to display the Select or Lookup
Ship-To Address screen.
Select Or
Lookup
Ship-To
Name/Address
æ besides
Note: You can expand the listing or search to include other names
those that have been used as ship-to’s by changing the
Search pull-down menu to another setting besides “Restricted -
Only Addresses Belonging to This Customer.”
2. Enter the first line item for the order. (See Entering Stock Codes later
in this chapter.) The List of Ship-to/Gift Recipients for this Order
pop-up is displayed.
List of Ship-To
Gift-To Names/
Addresses for
the Order
5. After selecting the name, the line items screen is displayed for the
entry of the next order item.
6. If the customer is not listed, use the Customer Lookup portion of the
screen to search for the customer or add a new customer. After
selecting or adding a customer, the line items screen is displayed for
the entry of the next order item.
æ Note: You can expand the listing or search to include other names
besides those that have been used as ship-to’s by changing the
Search pull-down menu to another setting besides “Restricted -
Only Addresses Belonging to This Customer.”
7. Optionally, select Specific Shipping Via and/or Schedule
Shipment for to control how and when each shipping name/
address is to have their package(s) shipped.
8. Repeat steps 2-6 for each line item in the order.
9. Optionally, check shipping destinations of each item in the entire
order after entering all contents, by selecting to View Items for a
particular shipping address in the order.
æ menu
Note: If the customer’s last order was a gift order, the pull-down
at the top of the screen tab is automatically set to “Gift Order
- One or More Recipients.” Select the address for each line item
using the procedure below.
1. On the Addresses tab on the Order Entry screen, select “Gift Order
- One or More Recipients” in the pull-down menu at the top of the
screen tab. The Multi-Ship/Gift Info tab is activated.
Multi-Ship/Gift
Info Tab
2. Enter the first line item for the order. (See Entering Stock Codes later
in this chapter.) The List of Ship-to/Gift Recipients for this Order is
displayed.
List of Ship-To
Gift-To
Names/
Addresses for
Order
3. This is a list of names already entered as gift recipients for this order.
If the name/address is already in the list, select it and optionally
select or enter a Gift Message. Select PICK GREETING to select
one of the user defined gift messages. Select USE LAST to copy the
last greeting entered. Or, type in a new greeting in the space
provided.
After entering the greeting, the line items screen is displayed for the
entry of the next order item.
æ OnLine
Note: Because of the special shipping label required for the UPS
Compatible shipping system interface, you are limited to 2
lines for the gift message. However, if you are using the Legal Gift
form, all 6 lines will print on the bottom gift card.
4. If the name is not in the list, select the NEW button to display the
Select or Lookup Ship-To Name/Address screen.
Select or
Lookup
Ship-To
Gift-To
Name/Address
6. If the customer is not listed, use the Customer Lookup portion of the
screen to search for the customer or add a new customer.
æ Note: You can expand the listing or search to include other names
besides those that have been used as gift-to’s by changing the
Search pull-down menu to another setting besides “Restricted -
Only Addresses Belonging to This Customer.”
Address
Edit
Options
See Also
Mail Order Manager Help
For information about See
Entering Addresses Order Entry - Addresses Tab
Orders with Multiple Shipping Order Entry - Multi-Ship or Gift Info
Addresses
Gift Orders Order Entry - Multi-Ship or Gift Info
Source Key
This code indicates the advertising source for an order.
1. From the Order Entry screen, select the Sales Information tab.
Order Entry
Screen- Sales
Information
Tab
2. In the Source Key field either enter a full or partial source key or
press À for a list of valid codes. If you enter a partial code, the
Select Source Key lookup screen is displayed.
3. Select the appropriate source key by positioning your menu cursor
bar on your selection and pressing Ñ or by double clicking on it
with your mouse.
Catalog Code
M.O.M. enables you to enter catalog codes to indicate from which
catalog the customer is ordering.
1. From the Order Entry screen, select the Sales Information tab.
2. Enter the catalog code in the Catalog Code field or press À for a
list of valid codes.
Sales ID
This field identifies the salesperson to receive a commission on the
order.
1. From the Order Entry screen, select the Sales Information tab.
2. Enter the salesperson’s ID in the Sales ID field or press À for a list
of valid IDs.
Order Type
This field identifies the type of order being taken.
1. From the Order Entry screen, select the Sales Information tab.
2. Enter the type of order in the Order Type field or press À for a list
of valid codes.
Order Priority
This field identifies the priority of the order being taken.
1. From the Order Entry screen, select the Sales Information tab.
2. Select High or None from the Order Priority field. A “High” priority
allows the order to be prioritized for the Backorder Fulfillment,
Warehouse Manager' s screen and the Packer' s Workstation.
1. From the Order Entry screen, select the Sales Information tab.
2. Select Remove Promotion or Allow Promotion to remove or
include the order promotion on the order. The Order Promotion is
in addition to a customer or item promotion or discount.
See Also
Mail Order Manager Help
For information about See
Entering Sales Information Order Entry - Sales Information Tab
Orders Order Promotion Code Order Entry - Sales Information Tab
Addresses Tab
Order Promotions Information
Info
1. To enter a line item you can click your mouse with the cursor
positioned anywhere on the line item grid (the area at the top of the
screen with the lines and columns), or select the Line Item Detail
tab on the Order Entry screen.
Order Entry
Screen-
Line Item
Detail Tab
æ Note: As an alternative to the M.O.M. stock code, you can also enter
an item using the UPC Code (the entire code must be entered) or
ISBN/Alternate ID (a partial entry can be used) for an item if those
fields have been set up for the item in the Maintain Stock Item
function. See Establishing UPC, ISBN or Alternate IDs for a Stock
Item in Chapter 2 of the Setup Guide.
è Item
Hint: Each time you enter a line item, the display fields in the Line
Detail tab change to provide additional information about
availability, tax status, etc.
See Also
Mail Order Manager Help
For information about See
Entering Line Items Order Entry - Line Item Detail Tab
Gift Certificates
1. Enter the gift certificate item just like any other stock item, however
you must enter a quantity of 1. To sell multiple certificates, you
must enter multiple line items.
2. After entering the quantity and pressing Ñ, the Gift Certificate
Control screen is displayed.
Gift Certificate
Control System
Click on:
A pop-up screen is displayed.
When stock items have these “associated” items set up with them, a
special display is added to the normal line item entry procedure.
3. Look at the title bar of the screen to determine if the selling tool
displayed is a cross-sell, up-sell, substitute or promotion.
4. Note the Reason. This is either “Suggestion Only” or “Required
Substitution.”
5. Optionally, if the order is a telephone order, read the Operators
Script to the customer if a script is provided.
6. If the Reason is “Suggestion Only,” select the ACCEPT or DECLINE
button based on the customer’s decision. If the Reason is “Required
Substitution,” only the ACCEPT button is available.
7. If you select ACCEPT, the alternative item is automatically entered in
the order either in place (substitute or up-sell) or in addition (cross-
sell or promotion) to the original item.
æ Note: In those cases where more than one selling tool is set up for
an item, M.O.M. prioritizes Up-Sells ahead of Promotion, followed
by Substitutes and Cross-Sells. Cross-Sells are only displayed if the
proceeding Up-Sell and/or Substitute is declined.
3. Move your cursor to the Notice to Send field and use the pull-
down menu to select the notice.
4. Select the CUSTOMIZE button to tailor the notice for a specific
customer.
æ Note: If you chose a notice that was created using MS Word, M.O.M.
will open Word for you to edit the notice. If Word does not open on
your screen, press ËÎ to view Word.
5. Once you have finished editing the notice, select the SAVE button
and M.O.M. returns to the Customer Notice Request screen.
6. Select the Recipient for the notice.
7. Select one of the following send options for the notice (any
combination of options may be selected).
æ Note: You must have the customer’s E-Mail address and/or fax
number on the Customer Information screen. Also, you must have
the selected E-Mail client software installed on your workstation.
10. Once you have finished, select the SAVE button and M.O.M. returns
to the Order Entry screen.
See Also
Mail Order Manager Help
For information about See
Gift Certificates in Order Entry Gift Certificate Control System
On the Order Entry screen, select the Line Item Detail tab.
Order Entry
Screen -
Line Item
Detail Tab
Click on:
The Change Line Item Status screen is displayed.
Change Line
Item Status
Screen
Click on:
The selected line item is deleted.
1. On the Order Entry screen, select the Line Item Detail tab.
Order Entry
Screen -
Line Item
Detail Tab
See Also
Mail Order Manager Help
For information about See
Editing Line Items Order Entry - Item Details Tab
Line Item Edits
2. Optionally, type in any special Order Notes. These notes are not
printed on any form and are simply kept in this field for future
reference for the order.
3. Optionally, type any special instructions for the shipping label in the
Instructions to Appear on All Box Labels field. This set of
instructions will be printed on all shipping labels for that order
unless instructions are written for a specific box; e.g. “Leave on
back porch.” See Viewing the Default Packaging for Items in an
Order later in this chapter.
4. Optionally, type in any special instructions for the warehouse staff in
the Fulfillment Instructions field. These instructions are printed
on the pick ticket for the order; e.g. “Use bubble wrap, not
peanuts.”
See Also
Mail Order Manager Help
For information about See
Editing Line Items Order Entry - Item Details Tab
Line Item Edits
1. Select the Sales Information tab from the Order Entry screen.
2. Select the CUSTOM MEMO button and type the memo in the three
lines provided in the Order Memo field.
Order Entry
Screen -
Sales
Information
Tab
See Also
Mail Order Manager Help
For information about See
Editing Line Items Order Entry - Item Details Tab
Line Item Edits
Click on:
The Customer Notice Request screen is displayed.
Customer
Notice
Request
3. Move your cursor to the Notice to Send field and use the pull-
down menu to select the notice.
4. Select the CUSTOMIZE button to tailor the notice for a specific
customer.
æ Note: If you chose a notice that was created using MS Word, M.O.M.
will open Word for you to edit the notice. If Word does not open on
your screen, press ËÎ to view Word.
5. Once you have finished editing the notice, select the SAVE button
and M.O.M. returns to the Customer Notice Request screen.
6. Select the Recipient for the notice.
7. Select the one of the following send options for the notice (any
combination of options may be selected).
Print to Printer - Includes the notice in the normal run of notices in
M.O.M. Windows Reference Guide 67
Using Mail Order Manager
æ Note: You must have the customer’s E-Mail address and/or fax
number on the Customer Information screen. Also, you must have
the selected E-Mail client software installed on your workstation.
10. Once you have finished, select the SAVE button and M.O.M. returns
to the Order Entry screen.
See Also
Mail Order Manager Help
For information about See
Sending a Standard Notice Order Edits
During Order entry
Customizing a Letter Customize a Letter
Order Entry
Screen -
Order Total
Tab
2. Enter the shipping method in the Ship Via field. Press À to display
a list of valid shipping methods.
3. If the optional Automatic Shipping Calculations Module is installed
and Comparative Shipping Methods have been associated with a
shipping method, M.O.M. displays the Comparative Shipping Costs
screen.
4. Select a shipping method from the list.
5. Optionally, to bill the shipping charges to the customer, select the
3RD PARTY BILLING button to display the Shipping Charges Billing
Options pop-up screen. The button is only available for UPS
shipping methods, and you cannot bill shipping to a gift recipient
or when the order is shipped to the billing address.
Shipping
Charges
Billing
Options
Select the Line Item Detail tab on the Order Entry screen.
Order Entry
Screen -
Line Item
Detail Tab
1. Select the line item in the line item grid for which you want to select
a shipping method and/or schedule a shipping date.
2. To schedule a shipment for the item, select the date in the
Schedule Shipment field in the Line Item Detail tab.
3. To select a shipping method for the item, use the Special Shipping
Via (Optional) pull-down menu in the Line Item Detail tab to select
the shipping method.
See Also
Mail Order Manager Help
For information about See
Select A Shipping Method Order Entry - Order Total Tab
1. On the Order Menu Bar on the Order Entry Screen, select the
Packaging tab.
æ Note: The tab is not available if the order level shipping method has
not yet been selected.
Order Entry
Screen -
Packaging
Tab
2. To display all boxes in the list, select the SHOW ALL BOXES button.
3. To display only boxes for a certain item, select the item in the line
item grid and then select the SHOW BOXES FOR ITEM button.
4. To view the box information in detail for a box in the list, select the
box and press the VIEW/EDIT BOX button to display the Edit Box
Information screen.
Edit Box
Information
See Also
Mail Order Manager Help
For information about See
View Packaging Information Order Entry - Packaging Tab
1. From the Order Entry screen, select the Order Total tab.
Order Entry
Screen - Order
Total Tab
2. To ship the in-stock items ahead and split the invoice charges
accordingly, select the SHIP AHEAD button.
See Also
Mail Order Manager Help
For information about See
Shipping Ahead on a Partially Order Entry - Order Total Tab
Filled Order
1. Select the Order Total tab from the Order Entry screen.
Order Entry
Screen - Order
Total Tab
4. Select the button for the first payment - Check, COD, Invoice or
Credit Card.
5. Complete the information required for the payment method selected
and press ADD to add the payment to the payment list
Check and Credit Card can be used in any combination and multiple
1. From the Order Entry screen, select the Order Total tab. (See the
screen earlier in this section.)
2. For a single payment, select the CREDIT CARD button in the
Payment Information box. For a multi-payment order, select the
MULTI-PAY button first, and then select the CREDIT CARD button.
3. If the credit card has been used previously and has not expired, it
will be available in the listed. To select one, position your cursor
menu bar on the appropriate card and select the SELECT button, or
double click on it using your mouse.
4. To enter a new card, select the NEW button and type the
appropriate information.
5. Select the APPROVE NOW button. The Process a Credit Card screen
is displayed.
Process a
Credit Card
Screen
6. If you are using ICCAS, you are connected to your card processor
using the internet connection at the workstation you are using. The
entire process is automatic and you do not have to do anything.
7. If you do not have ICCAS, you must contact the card processor
manually using a desk-top card processor or phone and type your
approval code in the field provided in the M.O.M. screen.
1. From the Order Entry screen, select the Order Total tab.
Order Entry
Screen - Order
Total Tab
1. Enter or lookup the stock number of the gift certificate as a line item
on the order and enter a quantity of 1. The Gift Certificate Control
System screen is displayed.
2. Select the button for Redemption.
Gift Certificate
Control System
See Also
Mail Order Manager Help
For information about See
Selecting a Payment Method Order Entry - Order Total Tab
Approving a Credit Card or Interactive Credit Card Authorization
E-Check Payment During System
Order Entry
Approving a Credit Card Credit Card Processing - Single Card
Payment During Order Entry
Redeeming a Gift Certificate Gift Certificates
Copying Orders
M.O.M. gives you time saving options at order entry by copying an
existing order or using an order as a template.
1. Enter the order starting with the items. (See Entering an Order
Starting with the Items earlier in this chapter.)
2. Optionally, enter the Source Key, Catalog Code, Sales ID, Order
Type, Shipping Method, and Payment Method for the order.
See Also
Mail Order Manager Help
For information about See
Copying a Previous Order Order Edits
as a New Order
Creating a Template Order Order Edits
Click on:
The Order Hold Controls screen is displayed.
See Also
Mail Order Manager Help
For information about See
Putting an Order On Hold Order Edits
æ before
Note: For credit card orders, the credit card must be approved
you quick print the order. See Approving Credit Card
Payment During Order Entry earlier in this chapter.
From the Order Entry screen,
Click on:
The Order Processing - Quick Print screen is displayed.
Order
Processing -
Quick Print
Screen
3. Use the check boxes to select what paperwork you want to quick
print for the order. Paperwork must be printed according to
sequential order processing stage rules. If an option is dimmed,
there is either no paperwork or the paperwork proceeding it must
be run first.
4. Optionally, change Run for all warehouses and shipping
methods (the default) to Run for particular segment and use
your mouse to select the particular segment of the order to quick
print in the list at the bottom of the screen.
5. Select the PROCESS button to quick print the paperwork.
See Also
Mail Order Manager Help
For information about See
Quick Printing an Order Order Edits
Entering a Quotation
Entering a quotation in M.O.M. is just like entering an order. Quotes
are kept in the M.O.M. order file, and if the customer wants to make
an order from the quotation, you can turn the quote into a regular
Starting as a Quotation
To enter a quotation when you know it will be a quotation before you
enter it,
2. Enter the line items in the grid area on the screen. (See Entering
Stock Codes earlier in this chapter.)
3. Select the Billing Address and optionally, the Shipping Address and
Sold-To Address for the quotation on the Addresses tab.
4. Select the SAVE button to display the Quotations screen.
Quotation
Screen
Starting as an Order
If you are in the process of taking a regular order and you
decide to save it as a quotation,
Click on:
The Quotations screen is displayed. (See Previous Page.)
See Also
Mail Order Manager Help
For information about See
Saving an Order as a Quotation Quotations
æ “trigger”
Note: There must be a recipient on the order prior to entering a
item on the order. If the recipient of the trigger item is
changed, this will be tracked in the Club Membership history.
Club
Membership
Plan Screen
Process Club
Membership
Plan Screen
Process Club
Membership
Plan Screen
Note: In the preview, this field will be blank. Printing the report after
processing, the field will be populated.
88 M.O.M. Windows Reference Guide
Chapter 2 Entering New Orders
See Also
Mail Order Manager Help
For information about See
Creating a Club Membership Club Membership Plan
Plan
Processing Club Membership Club Membership Plans
Plan in Batch to be Processed
Reviewing a Club Membership Club Membership Plan
Plan Information
1. For an existing definition, use the lookup screen to find and select
the definition.For a new definition, select the NEW button to display
the Batch Order Making Definition screen:
2. For a new definition, enter the code and description.
3. Use the ORDERS TO INCLUDE button to display the selection screen
to select previous orders on which to base the new order.
æ Note: Most of the information for the new order will be the same as
the previous order. The primary variants are the stock items. For
example, in a wine of the month club, you might select all orders
with the JULY WINE item in order to create new orders for an
AUGUST WINE.
4. Optionally, use the ORDERS TO EXCLUDE button to deselect certain
orders selected in Step 3.
5. In the New Orders section of the screen, enter the products to be
sold on the new orders that will be created when the plan is
processed. Use the ADD button to add the items to the list.
6. Select the quantity for the products in the new order by using either
the same quantity as a product on the order selected, or in a fixed
quantity.
7. Select and change the appropriate options in the New Order
Options section of the screen.
8. Select the SAVE button to exit and save the definition for future
processing.
See Also
Mail Order Manager Help
For information about See
Creating and Maintaining Batch Order Making Utility
Batch Order Definitions
Chapter 3
Processing Orders
This chapter provides detailed instruction on the following:
Depending upon system set up, each stage of Order Processing is run
either using the Batch Order Processing function or the Packer’s
Workstation.
See Also
Mail Order Manager Help
For information about See
Order Processing Order Processing Methodology
Order Processing Set Up Global Parameters Maintenance
Order Processing Design
Click on:
3. Use the INCLUDE or INCLUDE ALL buttons (or drag and drop) status
choices from the Available Status window to the Selected Status
window.
4. Select the FIND button to process the selected status choices and
display the resulting list.
5. Use the SELECT ORDER button to limit the search to specific orders.
See Also
Mail Order Manager Help
For information about See
Using the Order Status Report Order Status Screen
Click on:
The Process Credit Cards screen is displayed.
Process Credit
Cards Screen
Process By - The user ID for the person who processed the batch.
Charge Amount - The dollar amount that was charged to the card.
Request Amount - If a card has not been charged, the amount that is
to be charged appears in this field.
1. In Mail Order Manager, run the following Accounting reports for the
date that you are doing the reconciliation.
Credit Card Merchant Deposit Report - run tallies for
authorizations, charges, captures, and voided transactions for each
batch and/or individual card transaction.
A/R Journal Activity Report - run tallies on credit card refunds as
well as credit card receipts.
2. Compare the information in these reports with the e-mailed
settlement amount provided by Authorize.net the next business day.
See Also
Mail Order Manager Help
For information about See
Approving Credit Cards Credit Card Processing - Batch
in Batch
Using the M.O.M. Gateway ICCAS and the M.O.M.
Transaction Gateway
æ Note: M.O.M. enables you to run this same report manually for a
specified date range of activity for historical purposes.
Click on:
The Order Processing Stage Selection Screen is displayed.
Order
Processing
Stage
Selection
Screen
5. Select the Order Criteria and/or Optional Criteria and select the
PROCESS button. M.O.M. returns to the Order Processing Stage
Selection screen.
6. Optionally, change the Shipping Date.
7. Optionally, select to Process Single Line Item Orders Only.
8. Optionally, if you are using the Advanced Warehouse Module and
have multiple warehouses set up, use the pull-down menu to select
a specific warehouse or all warehouses for processing.
9. Optionally, use the SELECT NOTICES button to limit the notices
printed in Stage 6 to notices by date, order number, etc.
10. If you are using the Multi-Company option in M.O.M. select the
SELECT COMPANIES button to limit order processing to
specific companies.
11. Select the PROCESS button.
12. If you have the optional Automatic Shipping Calculations Module,
use the IMPORT SHIPPING DATA FILES button to
import shipping information back into M.O.M. from orders shipped
previously using one of the shipping system interfaces.
13. At each stage of order processing, several prompts are
See Also
Mail Order Manager Help
For information about See
Batch Processing Order Processing - Batch Mode
Order Processing Set Up Order Processing Methodology
Order Processing - Examples
UPS OnLine UPS Shipping System Interface
Other Shipping Systems Shipping System Interfaces
æ time
Note: The Packer’s Workstation can only be used by one user at a
unless the Advanced Warehouse Module is installed with your
M.O.M. system.
1. On the Main Menu Bar,
Click on: Order
Process Orders
Packer’s Workstation
2. Or, on the Tool Bar,
Click on:
The Packer’s Workstation Screen is displayed.
Packer’s
Workstation
8. The screen uses the standard Microsoft “tree” type display. The little
bicycles in the Contents to Pack column represent each of the
items to be packed for the order. The boxes in the Packed Boxes
column represent each of the boxes for the order, with the content
items shown again as little bicycles. A box can be opened (contents
shown) or closed (contents not shown) by double clicking with
your mouse on the box.
9. The Current Status box helps you determine what task needs to be
done next by describing the current state of the order; for example,
“Ready to Pick” indicates that the Pick Ticket is ready to be printed
and the PICK TICKET button should be selected.
10. Use this screen to accomplish any/all of the following tasks.
1. If you want to have the items put in a specific box in the Packed
Boxes column, select the NEW BOX button to create a box,
highlight the box in the Packed Boxes column, and then continue
with Step 2 below.
If you don’t care about boxing when scanning and want to let M.O.M.
box them for you, begin directly with Step 2.
When boxes and item contents are displayed in the Packed Boxes
column, to change the default packaging,
1. In the Packed Boxes column, select the item in one box with your
mouse and “drag and drop” it to another box.
2. To add or delete a box, use the buttons so designated.
Weighing Boxes
If order processing has been designed to require that “An order must
be weighed before it can ship" and/or an item has been set up as
“Requires Weighing,” boxes must be weighed in the Packed Boxes
column to enable those boxes to pass into the Shipping stage.
1. Select the box in the Packed Boxes column with your mouse.
2. Select the VIEW/EDIT button to display the Edit Box
Information screen.
Edit Box
Information
æ Credit
Note: The button is only available if you are using the Interactive
Card Authorization System. Refer to Chapter 8 of the Setup
Guide, Setting Up the Interactive Credit Card Authorization System,
for more information.
Printing Paperwork
Use the print buttons at the bottom of the screen to print the necessary
paperwork for the order. The buttons are in stage-order reading from
left to right.
PICK TICKET - this stage must be run before any other task is
completed in the Scan & Pack screen. See Run Pick Ticket earlier in
this section. After the ticket is printed, the button is dimmed.
PACKING SLIP - if this button is dimmed it signifies that the stage is
set to either print using the Batch Order Processing Function or set
to print automatically when you return to the Packer’s Workstation
screen.
BOX LABELS (ALL) - if this button is dimmed it signifies that the
stage is set to either print using the Batch Order Processing
Function or set to print automatically when you return to the
Packer’s Workstation screen. Optionally, you can print the label for
just one box by selecting the box in the Packed Boxes column
and selecting the LABEL BOX button.
ORDER NOTICES - this button is only available if an order or
product notice is required for the order.
See Also
Mail Order Manager Help
For information about See
Using the Packer’s Workstation Packer’s Workstation
Order Processing Set Up Global Parameters Maintenance
Order Processing Design
2. The screen uses the standard Microsoft “tree” type display. Use the
screen to view a list of all of the Unassigned and
Assigned orders and/or order segments for processing.
Unassigned - those orders and/or order segments that have not yet
been given to any picker or packer. The detail under the main
folder shows the count for each stage of order processing.
Assigned in Batch - those orders and/or order segments that have
been assigned to packers manually using the Batch
Assignment screen. The detail under the main folder shows the
number of orders assigned to each packer as a subfolder, with the
associated counts for each stage of order processing.
Batch
Assignment
Screen
Shipping a Batch
1. On the Warehouse Manager’s Station, select the SHIP BATCH button
to display the Shipment Confirmation Screen.
2. Continue with the instructions for Using the Shipment Confirmation
Screen which follow on the next page.
See Also
Mail Order Manager Help
For information about See
Using the Warehouse Warehouse Manager’s Station
Manager’s Station
Advanced Warehouse Advanced Warehouse Module
Module
Using the Graph Option Graphing Screen for Reports
BATCH button.
Shipment
Confirmation
Screen
This screen contains a list of all boxes that are ready for shipment.
Only boxes for those orders or order segments that have passed
through all proceeding stages of order processing can be in this list. By
moving each box from the Ready to Ship column to the Confirmed
for Shipment column, you are actually confirming each physical box
that is to be shipped. You can confirm as many boxes as you want
from the list. Only those moved to the Confirmed for Shipment
column are actually considered shipped when the SHIP button is
pressed.
æ Note: Any boxes still in the Ready to Ship column remain in that
state until the screen is displayed again.
10. To exit without shipping, select the CANCEL button.
See Also
Mail Order Manager Help
For information about See
Using the Shipment Shipment Confirmation
Confirmation Screen
Advanced Warehouse Module Advanced Warehouse Module
UPS OnLine UPS Shipping System Interface
Other Shipping Interfaces Shipping System Interfaces
Order Processing Maintain Global Parameters -
Order Processing Design
Order Processing Methodology
Chapter 4
Click on:
The Customer and Order Lookup screen is displayed.
Customer and
Order
Lookup Screen
Credit Card Number - the customer’s credit card number used for
the order. Note: In the case of multiple orders with the same card
number, M.O.M. will display the all orders in the database with that
card number.
P.O. Number - the purchase order number entered for a customer’s
order.
Tracking Number - the shipping tracking number from a box in a
customer’s order.
Segment ID - the segment id number of a segment for the order.
Box ID - the box id number of a box for the order.
Check Number - the customer’s check number used for the order.
Gift Certificate Number - the gift certificate number associated with
an order, whether it was purchased or redeemed.
Item Alternate ID - the M.O.M.-generated alternate item ID number
for products on orders imported using the Web Auction
Management Module or the Amazon Order Management Module.
eCheck Account Number - the billing customer’s checking, savings
or business checking account number used to generate an echeck
payment.
See Also
Mail Order Manager Help
For information about See
Looking up an Order Using Customer and Order Lookup
Customer Information
M.O.M. Windows Reference Guide 121
Using Mail Order Manager
There are two parts to RMA processing. When the customer requests a
return or exchange, you issue an RMA, and when the item is actually
returned, you process the RMA.
Issuing an RMA
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. On the Order Menu Bar,
Click on: Order Edits
Return Merchandise Authorization
The Return Merchandise Authorization screen is displayed.
Return
Merchandise
Authorization
Screen
æ serialized
Note: To select the serial numbers to be returned when returning a
item, it must be entered on the item’s original order and
the return code selected must be set up as “Return To Inventory.”
4. Use the drop down arrow in the Reason field to select the reason
for the return.
5. Select the SAVE button, and a pop-up screen containing the M.O.M.
RMA number is displayed.
6. Give this number to the customer on the phone so that they may
write the number on the box and any paperwork being returned.
The number can be used for Order Lookup when the RMA is
processed.
è example,
Hint: More than one RMA may be issued for the same order. For
a customer may request to return some items on one date
and others from the same order on another date.
æ run
Note: M.O.M. enables you to generate an RMA Report, that can be
daily and posted in the warehouse so that the warehouse staff
knows which RMA’s are expected.
Processing an RMA
1. When the customer actually returns the item, enter the RMA number
in the RMA # field on the Customer and Order Lookup screen and
press Ñ.
The Return Merchandise Authorization screen is displayed. (See the
previous page.)
2. Verify that the correct RMA # is displayed at the top of the screen.
3. Verify that the return quantity amounts match for each item. If they
differ adjust the quantity in the Return Qty field accordingly.
4. Select the PROCESS button.
M.O.M. adds a separate line item for each of the returned item(s) with
a status of RT.
æ order
Note: All financial adjustments not handled by a credit card on the
can be reconciled in Accounting. See Processing Refunds in
Chapter 6.
See Also
Mail Order Manager Help
For information about See
Processing a Returned Item Return Merchandise
from a Customer Using an Authorization (RMA) Processing
RMA.
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. Select the line item that is being returned.
3. On the Tool Bar,
Click on:
If the quantity ordered is greater than one, M.O.M. will ask you how
many of the items you want to return.
æ serialized
Note: To select the serial numbers to be returned when returning a
item, it must be entered on the item' s original order and
the return code must return the item to inventory.
4. Type in the quantity and select the OK button.
The system displays the Select Reason For Return screen.
Select Reason
For Return
Screen
5. Position your menu cursor bar on the reason and select the SELECT
button.
The system displays a message telling you the Line Item has been
returned and the status for the item changes to RT.
æ order
Note: All financial adjustments not handled by a credit card on the
can be reconciled in Accounting. See Processing Refunds in
Chapter 6.
See Also
Mail Order Manager Help
For information about See
Processing a Returned Item Item Edits
Canceling an Order
If an order has no payments applied to it, M.O.M. enables you to
cancel the order. Once an order has a payment balance, you cannot
cancel the order, and you should process each item as a return in
order to issue the proper credit to the customer. See Processing a
Returned Item from a Customer without an RMA.
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. On the Order Review screen, select the CANCEL ORDER button at
the bottom of the screen.
The system displays the Select Reason For Return screen. (See the
screen on the previous page.)
3. Position your menu cursor bar on the reason and select the SELECT
button.
See Also
Mail Order Manager Help
For information about See
Order Cancellation Notices Global Parameters Maintenance
Notices
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. On the Order Review screen, select the Packaging tab.
Order Screen -
Packaging Tab
3. In the line item grid at the top of the screen, select the item being
returned with your mouse.
4. In the Packaging tab, select the SHOW BOXES FOR ITEM button.
5. In the Packaging tab, select the CALL TAG ITEM button.
The Edit Box screen is displayed with the cursor in the Weight field.
6. If less than the full quantity of the item is being returned, enter a
lower weight, otherwise leave the field as is.
7. Select the SAVE button to return to the Packaging tab.
8. Repeat steps 3-7 for each additional Call Tag that needs to be issued.
æ customer
Note: In the next run of the Batch Order Processing function, a
invoice is printed for the call tag if any additional charges
apply, and the call tag request is forwarded to UPS using the
optional Automatic Shipping Calculations Module UPS OnLine
Compatible Interface.
See Also
Mail Order Manager Help
For information about See
Issuing a Call Tag Order Entry - Packaging Tab
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. On the Order Review screen, select the SAVE ORDER button on the
bottom of the screen.
3. Or, on the Tool Bar,
Click on:
The Quotations pop-up screen is displayed.
Quotation
Screen
See Also
Mail Order Manager Help
For information about See
Turning a Quotation Quotations
Into an Order
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. Make any changes that you want to the order, including adding new
items, deleting items, changing the shipping method, etc.
See Also
Mail Order Manager Help
For information about See
Changing an Order Order Edits
Before Shipment
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. On the Order Review screen, complete any of the following tasks.
Adding an Item
To add an item to the order, enter the full or partial stock number in
the Item field, the same as you would in entering a new order. See
Chapter 2, Entering a New Order.
Resetting an Order
Periodically, you may need to change the current status of an order to
a previous status. For example, if an order is lost during shipment, you
would need to reship it.
Click on:
The Order Reset Controls screen is displayed.
Order Reset
Controls Screen
The invoice copy prints in Stage 11, Invoices, in the next run of the
Batch Order Processing function. If you want the new paperwork to
print immediately, use Quick Printing an Order. See Quick Printing an
Order in Chapter 2.
See Also
Mail Order Manager Help
For information about See
Changing an Order Reset Order
After Shipment
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. On the Order Review screen, select the Order Total tab to display
the payment information.
3. To change the payment method, select the button for the new
payment method. A confirmation screen asks you to confirm the
change.
4. Select the YES button to change the payment method.
See Also
Mail Order Manager Help
For information about See
Reviewing Payment Order Entry - Order Total Tab
Information
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. Select the Packaging tab. (See screen earlier in this section.)
3. To track a UPS shipped package, select the package in the list and
press the TRACK PACKAGE button. If you are using the UPS OnLine
See Also
Mail Order Manager Help
For information about See
Reviewing Shipping Order Entry - Packaging Tab
Information
UPS OnLine Compatible UPS Shipping System Interface
Interface
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
2. On the Order Review screen, select the subscription item in the line
item grid of the order.
3. On the Order Menu Bar,
Click on: Item Edits
Subscription Data
4. Or, on the Tool Bar,
Click on:
The Subscription Information Record screen is displayed.
Subscription
Information
Record Screen
See Also
Mail Order Manager Help
For information about See
Reviewing Subscription Item Edits
Information in an Order
Chapter 5
An Overview of Purchasing
Purchasing a Single Product
Making Purchasing Decisions Based on Low Stock Levels
Making Purchasing Decisions Based on Other Criteria
Viewing or Changing Pending Purchases
Creating Purchase Orders for Suppliers
Viewing or Changing a Purchase Order
Printing a Purchase Order
Receiving Products from Suppliers
Adjusting Inventory Levels, Values, and Warehouse Locations
Adjusting Low Levels Based on Demand
Using the Auto-Replenish Bins Function
Using the Assemble Kits Function
Processing Inventory Updates
An Overview of Purchasing
In M.O.M. there are two basic types of purchasing processes: 1. the
purchasing process for regular items that are ordered for in-house
stocking, and 2. the purchasing process for drop shipped items that are
purchased by you but shipped directly to the customer.
Stocked Items
The purchasing process for the items involves the following:
æ the
Note: A product’s low level is updated when a purchase order for
product is created. It is therefore possible to have multiple users
purchasing the same product, using the same low level purchasing
criteria. This can result in overstocking. When there are multiple
users purchasing simultaneously, it is recommended to use the
Special Criteria or Single Product tabs to purchase products.
Order Product
2. Or, on the Tool Bar,
Click on:
The Order Product screen is displayed.
See Also
Mail Order Manager Help
For information about See
Purchasing a Single Product Purchase Order Recording
System - Single Product
1. From the Order Product screen, select the Low Level tab.
Order Product
Screen - Low
Level Tab
See Also
Mail Order Manager Help
For information about See
Making Purchasing Decisions Purchase Order Recording
Based on Low Stock Levels System Low Level
1. From the Order Product screen, select the Special Criteria tab.
Order Product
Screen -
Special
Criteria Tab
Special Criteria
Tab - Select
Products to
Purchase
è Hint: If you anticipate a slow sales period, you might want to order
based on low levels that are smaller than 100% of current settings.
On the other hand, if you anticipate a heavy sales period, you
might want to order based on low levels that are greater than 100%
of current settings.
6. Select the PROCESS button to display the list of products that meet
the criteria established.
7. To purchase one of the products in the list, position your menu
cursor bar on the item to be purchased.
8. Select a purchasing level.
9. Verify that the amount in the Qty. to Buy field is correct.
10. Optionally, enter the date that you expect to receive the item in the
Expected Date field. Alternatively, after the purchase order is
created, you can review it and enter an expected date for all items
on the purchase order instead.
11. Optionally, change the Current Low Level setting.
12. Use the pull-down menu to select the Deliver to bin for the item
being purchased. Optionally, you can edit an existing bin or add a
new one. See Establishing Warehouse Locations for Items in Chapter
2 of the Setup Guide for Instructions.
13. To purchase the item, select the PURCHASE button.
14. To remove the item from the list without purchasing it, select the
REMOVE FROM LIST button.
See Also
Mail Order Manager Help
For information about See
Making Purchasing Decisions Purchase Order Recording
Based on Other Criteria System Special Criteria
1. From the Order Product screen, select the Pending Purchase tab.
Pending
Purchase
See Also
Mail Order Manager Help
For information about See
Viewing or Changing Pending Purchase Order Recording
Purchases System Pending Purchases
Supplier Maintenance
See Also
Mail Order Manager Help
For information about See
Creating Purchase Orders for Purchasing Methodology
Suppliers
Click On:
See Also
Mail Order Manager Help
For information about See
Changing a Purchase Order Edit Purchase Order Line Item
2. Verify that the information on the screen is correct and select the
PRINT button.
The purchase orders are printed.
æ Note: For those suppliers that have been setup with either an e-mail
or fax “Additional Send Option” in the Maintain Supplier function,
an electronic purchase order is also created and e-mailed when you
confirm that printing was completed successfully. A hard copy of
each e-mailed purchase order is also printed for file purposes.
4. Enter the supplier’s invoice number and use the buttons under the
line item display to receive and/or correct discrepancies.
If the supplier sent the correct amount for an item, select the
RECEIVE button.
If the supplier sent less than the amount ordered, select the
RECEIVE PARTIAL button and enter the amount.
If the supplier sent more than the amount ordered on an item, select
the VIEW/EDIT button and increase the Quantity
Ordered field. Then select the RECEIVE button for the item.
If the supplier charged a different price for an item, select the VIEW/
EDIT button and change the Unit Cost field. Then select the
RECEIVE button for the item.
To change the Bin or Warehouse for delivery, select the VIEW/EDIT
button and change either of the fields.
To add a new item to the purchase order, select the ADD button.
If the purchase order is 100% complete and no changes are required
for any item, select the RECEIVE ALL button.
5. When finished, select the SAVE button to exit. M.O.M. reminds you
to run the Process Updates to Inventory function to update the
inventory counts with the new product received. See Processing
Inventory Updates at the end of this chapter. Optionally, complete
the two additional tasks below, before processing inventory
updates.
See Also
Mail Order Manager Help
For information about See
Receiving Product from Purchase Order Receiving
Suppliers
1. Enter the full or partial stock number in the field provided or press
À for the lookup list.
2. Optionally, enter the reason the change is being made in the
Notation for Adjustment field. This field is reported in the
Inventory Transaction Report.
3. Select the Adjust the Unit Cost of an Inventory Lot button.
4. Use the list box in the Inventory Lot field to select the inventory lot.
If you are using Average Cost for inventory valuation, there is only
one lot.
5. Enter the current unit cost for the item in the Current Unit Cost
field.
6. Select the PROCESS button.
7. Repeat steps 1-6 for another item or select CLOSE to exit.
8. After closing and exiting, M.O.M. reminds you to run the Process
Updates to Inventory function to update your inventory with the
new costs. See Processing Inventory Updates at the end of this
chapter.
1. Enter the full or partial stock number in the field provided or press
À for the lookup list.
2. Optionally, enter the reason the change is being made in the
Notation for Adjustment field. This field is reported in the
Inventory Transaction Report.
3. Select the Transfer Inventory Between Warehouses and Bins
radio button.
4. Enter the amount of inventory to Move.
5. Use the pull-down menus to select the From location and the To
location.
6. Select the PROCESS button
7. Repeat steps 1-6 for another item or select CLOSE to exit.
See Also
Mail Order Manager Help
For information about See
Adjusting Inventory Levels, Adjust Inventory for a Stock
Values, and Locations Item
Establish New
Low Levels
Screen
5. Select the PREVIEW NEW LOW LEVELS button to view or print the
Low Level Change Report. (See the report below.)
6. After reviewing the report, select the UPDATE LOW LEVELS button
to apply the changes.
Stock Number - The defined stock number for the stock item.
Old Low Level Setting - The old inventory low level threshold.
New Low Level Setting - The current established inventory low level
threshold.
Change - The difference between the Old Low Level and New Low
Level setting.
See Also
Mail Order Manager Help
For information about See
Adjusting Low Levels Based Establish New Low Levels
on Demand
See Also
Mail Order Manager Help
For information about See
Using the Auto-Replenish Bins Auto-Replenish Bins
Function
Setting Up Bins Bin Maintenance
The screen uses the standard Microsoft “tree” type display. Composite
items are shown at two levels. The higher level folders represent the
bin/warehouse. The lower level folders represent all orders which
require assembly of that item. If there are currently back orders for the
item, the bin level folder can be opened to show each individual order
for the item. You can assemble kits working at either level.
æ toNotemanage
1: If you are using the optional Advanced Warehouse Module
multiple warehouses, the same kit item may be
displayed more than once in the list, since that item may require
assembly at more than one warehouse location. The possible units
to assemble in each case is only based on available components at
each warehouse location. M.O.M. does not cross warehouses when
assembling kits.
æ the
Note 2: Before assembling kits, selecting the Print button will print
Kit Setup For Assemble Report, which reports the stock item,
the quantity of kits needing assembly, the warehouse and order. If
any kits have been assembled, selecting the Print button, will
display a report selection. The two reports that can be printed are
the Assembled Kits Report, which reports the stock item, the
quantity of kits assembled for it and the warehouse, and the Kit
Setup For Assemble Report.
è Units
Hit: You can disassemble kits by entering a negative value in the
to Assemble field.
3. Select the ASSEMBLE button to assemble the kits, taking the
inventory from the component items in the specified quantities and
“creating” inventory for the composite item. The Units Currently
Assembled count is updated accordingly.
4. Repeat steps 1-3 for each kit requiring assembly in the list.
5. Select the CLOSE button to exit. M.O.M. reminds you to run the
See Also
Mail Order Manager Help
For information about See
Using the Assemble Kits Assemble Kits
Function
Setting Up Kits Stock Maintenance -
Composite Item
See Also
Mail Order Manager Help
For information about See
Processing Inventory Updates Purchasing Methodology
Chapter 6
An Overview of Accounting
Preparing a Bank Deposit
Recording Customer Payments
Writing Off Bad Debts
Transferring Balances
Modifying and Undoing Payments
Modifying and Undoing Invoices
Adjusting Order Balances
Resubmitting Declined/Incorrect Credit Cards
Processing Refunds
Reviewing Open Orders (A/R Aging Report)
Applying Finance Charges to Open Orders
Generating Customer Statements
Generating Customer Points and Rewards Statements
Posting A/R
Paying Suppliers
Creating a Credit Invoice for Items Returned to a Supplier
Reviewing and Editing Supplier Invoices
Posting A/P
Closing the Year
An Overview of Accounting
M.O.M. has a complete journal file that tracks all Accounts Receivable
and Accounts Payable transactions.
4. If you want to include only transactions that occurred since the last
time you processed the report, click on Include Only
Transactions Since Last Request.
5. Select the PROCESS button.
See Also
Mail Order Manager Help
For information about See
Preparing a Bank Deposit A/R Journal Selection Criteria
æ Note: You use this function to record COD payments from shippers
as well.
Click on:
Apply
Customer
Payment
Screen
3. Find the invoice for payment by entering either the order number or
the customer number. If you do not know the customer number,
place your cursor in the Customer # field, and press À to lookup
the customer.
æ Otherwise,
Note: The total of the checks must total the balance of the order.
the last transaction must be adjusted.
2. Enter the order numbers one at a time and select the SAVE button
after entering each order number.
M.O.M. returns to the Apply Customer Payment screen and completes
the Order # field with the word “multiple.”
See Also
Mail Order Manager Help
For information about See
Recording Customer Payments Apply Customer Payments
To write off a debt, use the Apply Customer Payments screen. (See the
screen earlier in this chapter.)
See Also
Mail Order Manager Help
For information about See
Writing Off Bad Debts Apply Customer Payments
Transferring Balances
M.O.M. enables you to transfer balances. Balances can be transferred
either between orders or to a future order.
Between Orders
To transfer a balance between orders, use the Apply Customer
Payment screen. (See screen earlier in this chapter.)
To a Future Order
To transfer a balance to a future order, use the Apply Customer
Payments screen. (See screen earlier in this chapter.)
See Also
Mail Order Manager Help
For information about See
Transferring Balances Apply Customer Payments
See Also
Mail Order Manager Help
For information about See
Modifying and Undoing Apply Customer Payments
Payments Journal for Current Order
1. Find and display the order using the procedures for Looking Up an
Order in Chapter 4.
2. On the Order Menu Bar,
Click on: Order Edits
Reset Order
3. Or on the Tool Bar,
Click on:
The Order Reset Controls screen is displayed.
è Hint: If you intend to re-ship the merchandise in the order, select the
Re-Pack and Re-Invoice option instead in Step 4 above.
See Also
Mail Order Manager Help
For information about See
Modifying or Undoing an Reset Order
Invoice
Click on:
To display the Apply Customer Payments screen. (See screen earlier in
this chapter.)
See Also
Mail Order Manager Help
For information about See
Adjusting Order Balances Apply Customer Payments
See Also
Mail Order Manager Help
For information about See
Resubmitting Declined/ Credit Card Processing - Batch
Incorrect Credit Cards
Credit Card Processing - Single Card
Processing Refunds
M.O.M. makes it easy to process refunds for customers. M.O.M.’s Open
Order Status Report assists you in determining what refunds to
process. The system also generates refund checks.
2. Select “Refund Required” from the Available Status box and select
the INCLUDE button.
3. Select the FIND button.
M.O.M. displays the orders that require refunds.
Click on:
3. Find the invoice with the refund due by entering the Order #.
4. Select Refund (Manual Check) on the Transaction Type menu.
5. Enter the Check # for the check being written and press Ñ.
6. In the List of Open Invoices, select the Invoice being refunded.
7. Select the APPLY or APPLY AMOUNT button.
8. Write the check in the amount of the refund applied and select the
CREATE TRANSACTION button.
Click on:
Any credit card orders that require a refund are displayed, along with
any orders ready to be charged.
3. If you have the ICCAS option installed with your M.O.M. system,
select the PROCESS BATCH button to process all of the charges and
refunds.
4. If you do not have the ICCAS option installed, select the order for
which a refund is to be issued in the list and press the PROCESS
ONE button.
See Also
Mail Order Manager Help
For information about See
Processing Refunds Print Refund Checks
2. Select the appropriate criteria for the open invoices you wish to
display.
3. Select any of the optional criteria.
4. Select the appropriate Report Format and Organization.
5. Select the PROCESS button.
The Report Output Options Screen is displayed.
See Also
Mail Order Manager Help
For information about See
Reviewing Open Orders A/R Aging Report Selection
(A/R Aging Report) Screen
7. Select YES.
See Also
Mail Order Manager Help
For information about See
Generating Customer Print Customer Statements
Statements
è the
Hint: You can also generate a statement for a single customer from
Financial tab of the Customer Information screen.
4. Select the PROCESS button.
The Report Output Options screen is displayed.
See Also
Mail Order Manager Help
For information about See
Generating Customer Points Print Customer Points and
and Rewards Statements Rewards Statements
Posting A/R
M.O.M. enables you to post transactions to one of several different
external general ledger accounting software packages see Chapter 4,
Setting Up Accounting Information.
è because
Hint: It is a good idea to back-up the system files prior to posting,
balances in the General Ledger are finalized. It is also
recommended that you process the A/R Journal Activity Report for
“unposted transactions” prior to actually posting to compare with
the Post A/R Journal Report.
1. On the Main Menu Bar,
Click on: Accounting
Accounts Receivable
Post A/R Journal
The Post Accounts Receivable Detail to General Ledger screen is
displayed.
æ Note: M.O.M. lets you define the path and filename for the file. See
Setting Up the General Ledger Interface in Chapter 4. You can then
import the file into your G/L. If you do not have a G/L interface that
M.O.M. supports, you can use the report to enter the transactions
manually in your G/L package.
Debit Amount - The dollar amount that was debited to the General
Ledger account.
Credit Amount - The dollar amount that was credited to the General
Ledger account.
See Also
Mail Order Manager Help
For information about See
Posting A/RPost Journal to General Ledger
Transaction Codes on the A/R Journal
Post A/R Journal Report
Paying Suppliers
M.O.M. lets you create vendor payments for vendor invoices. Use this
function after you have completed the Receive Product function and
processed inventory updates. (See Receiving Product from Suppliers in
Chapter 5)
æ Package
Note: If you have selected to Send Vendor Bills to Accounting
for Payment when setting up your general ledger
interface, this procedure has no application. All vendor bills are
paid through your general ledger package. See Setting Up the
General Ledger Interface in Chapter 4 of the Setup Guide for more
Information.
è View/Edit
Hint: You can also review supplier invoices for payment using the
Supplier Invoice function. See Reviewing and
Editing Supplier Invoices later in this chapter.
Recording Payments
To record the payments you make to suppliers,
æ you
Note: To pay a vendor who has sent you items C.O.D. or prepaid,
can also use this function. Select the “Manual Check” option in
the Transaction Type menu if you are writing a check from a
check book.
See Also
Mail Order Manager Help
For information about See
Paying Suppliers Pay Suppliers
See Also
Mail Order Manager Help
For information about See
Paying Suppliers Pay Suppliers
2. At the top of the screen, select invoices that are still Unpaid, those
that have been Paid or All invoices.
3. Use the SPECIFIC PRODUCTS and/or SPECIFIC SUPPLIERS button to
view invoices for products or suppliers.
4. To review only a specific invoice, enter SPECIFIC INVOICE #. Only
that invoice will be displayed in the list.
5. In the list, click on any one of the blue column headings to sort the
list by that heading.
6. To view or edit an invoice in the list, double click on that invoice or
highlight it in the list and press the SELECT button. The A/P
Transaction Item Details (Supplier Invoice) screen is displayed. (See
the New Supplier Invoice screen earlier in this chapter.)
7. Review or make any necessary changes on the invoice as required.
For example, if the supplier has been set up with terms, the
Percentage, Days and Net fields can be edited.
8. Select CLOSE on the Supplier Invoice to return to the Supplier
Invoice list.
See Also
Mail Order Manager Help
For information about See
Viewing/Editing Supplier Supplier Invoice List
Invoices
A/P Transaction Item Detail
(Supplier Invoice)
Posting A/P
As an option, you can post A/P transactions to an external general
ledger software package. A/P transactions are those vendor invoices
that have been paid along with each corresponding check generated
in M.O.M.’s Pay Suppliers function. For some G/L accounting systems,
an additional preference enables you to Send Vendor Bills to
Accounting Package for Payment when setting up your general
ledger interface. In this case, the posting function sends unpaid vendor
invoices to your general ledger package for payment instead of paying
them in M.O.M. (See Setting Up the General Ledger Interface in Chapter
4 of the Setup Guide for more Information)
è because
Hint: It is a good idea to back-up the system files prior to posting,
balances in the General Ledger are finalized. It is also
recommended that you run the A/P Journal Activity Report for
“unposted transactions” prior to actually posting to compare with
the Post A/P Journal Report.
1. On the Main Menu Bar,
Click on: Accounting
Accounts Payable
Post A/P Journal
Debit Amount - The dollar amount that was debited to the General
Ledger account.
Credit Amount - The dollar amount that was credited to the General
Ledger account.
See Also
Mail Order Manager Help
For information about See
Posting A/P Post Journal to General Ledger
Transaction Codes on the A/P A/P Journal
Journal Report
2. If you are sure you want to proceed, select the PROCESS button.
See Also
Mail Order Manager Help
For information about See
Closing the Year Close Year
Chapter 7
Defining a List
A list is the result of a list query that has been processed against the
M.O.M. customer database. It consists of those customer names whose
order and customer information match the criteria established by the
include and exclude statements of the list query.
See Also
Mail Order Manager Help
For information about See
Overview of the List Management Module -
Management Module Overview
There are six information areas for both include and exclude selection
on the List Management Menu.
1. Names
The information for these query statements comes entirely from the
customer file. A name selected may be a purchasing customer or
simply a name in your customer database. There are many different
include and exclude criteria available for names information.
Original Source Key - the first source key for the person.
Order Frequency - the number of times they purchased.
Gross Spent or Gross Profit - the total spent or total profit.
Address Type - whether they are a ship-to, sold-to, contact, etc.
Customer Attributes - their phone, e-mail, fax, title, etc.
Customer Type - user defined customer type codes.
Customer Number - specific customers by unique number.
Points and Rewards - based on how many they have accumulated.
Geographic Location - where they live, country, state, zip code.
Date of First or Last Activity - first or last date of recorded contact.
Mailing Counter - the number of times you have mailed to them.
Demographic Query - demographic screen data.
Names from a Previously Saved List - from a list created and saved
in List Management.
RFM Values - using your formula for determine your best customers
based on recency, frequency and monetary value.
All Names - every name in your database.
Names without Orders - only those names who have never placed
an order.
Order Query - a free form screen that lets you select orders by just
about any parameter.
Product Number - orders with specific stock items.
Product Class - orders with specific types of items based on the
Product Classification Code.
Source Key - orders based on the source key entered with the order.
Pick Location - order stock items filled from a specific bin.
Creating Queries
To create a new query with statements from any of the six include or
exclude information areas,
Click on:
The New Query (Untitled) screen is displayed.
New Query
(Untitled)
Screen
Saving a Query
You can save your query and use it later to produce a list.
Click on:
3. If you are saving a new query, M.O.M. will ask you to enter a name
for the query.
Click on:
M.O.M. displays the Select a Saved Query screen.
Select a Saved
Query Screen
3. Place your cursor menu bar on the query you wish to select and
choose the SELECT button. You can limit the list of queries by
entering a keyword into the Search field and select GO.
4. To compile the query and create a new list, select the COMPILE
button.
M.O.M. displays a message telling you the query has been compiled.
5. Select the SAVE AS button in the List Details section of the screen.
M.O.M. asks you to enter a name for the new list.
Deleting a Query
M.O.M. allows you to delete a previously saved query.
1. From the Select a Saved Query screen, position your cursor menu
bar on the query you wish to delete.
2. Select the DELETE button.
M.O.M. asks you if you really want to delete the query.
See Also
Mail Order Manager Help
For information on See
Working with List Queries List Management Module -
Overview
List Management Module Main
Menu
Creating a New Query List Management Queries-
Creating and Modifying
Current Query and List Details
Saving a Query Save A Query Or A List
Using a Saved Query to Create a Open A Saved Query
New List
Saving a List
Saving a Previously Saved List as a New List
Deleting a List
Sampling a List
Deduping a List
CASS Processing Using Accumail
Preparing a List for NCOA Processing
Preparing a List for Outside Use (Exporting)
Preparing a List for Mailing and Printing Labels
Printing, Faxing, or E-Mailing Customer Notices for a List
Incrementing the Mailing Counter for Customers on a List
Creating Catalog Contact Entries for a List
Graphing a List
M.O.M. Windows Reference Guide 197
Using Mail Order Manager
Saving a List
1. To save a list, on the Main Menu Bar,
Click on: Options
List Management Module
2. Or, on the Tool Bar,
Click on:
The New Query screen is displayed.
Query Screen
1. From the query screen, in the List Details section, click on the
next to the Current List field to select the previously saved list.
2. Select the SAVE AS button and enter a new name for the list.
3. Select the SAVE button.
Deleting a List
M.O.M. allows you to delete an existing list.
1. From the query screen, in the List Details section, click on the
next to the Current List field to select the list you want to delete.
2. Select the DELETE button.
M.O.M. asks if you are sure you want to delete the saved list.
Sampling a List
M.O.M. lets you take a random selection of the complete list and
create smaller subset of the list. Once this sample is created, it can be
saved as its own list under its own name.
Click on:
3. Use the radio buttons to choose the method of sampling you want to
use and select the PROCESS button.
M.O.M. will tell you the sample has been completed and ask you if
you wish to work with the sample.
Deduping a List
Due to such things as misspellings and incorrect data entry,
occasionally duplicate customers may occasionally appear in your
M.O.M. system. In addition, incomplete addresses may also occur.
However, M.O.M.’s deduping process removes duplicate names and
incomplete addresses from the current list.
Click on:
æ Note: You can use this function to dedupe your entire customer list
by creating a list consisting of all your customer names. (Use the All
Names option under Include, Names by.) Select the Update
Customer File with Results option and select the OK button.
Because this procedure combines customer names, it is
recommended that you have a complete backup of your M.O.M.
System before you completing this procedure.
æ Accumail
Note: To use this option, you must have a current copy of the
CD-ROM database installed in the CD-ROM drive of your
workstation. To purchase a copy of Accumail, contact Dydacomp
Sales at 800-858-3666.
1. On the List Management Menu Bar,
Click on: File
CASS Processing Using Accumail
The CASS (Coding Accuracy Support System) Processing screen is
displayed.
CASS
Processing
Screen
See Also
Mail Order Manager Help
For information about See
CASS Processing CASS Processing Using
Accumail
There are two basic tasks that need to be completed for NCOA
processing.
æ Note: When you provide your list to the USPS or other NCOA service
firm, make sure you tell them that you want the results file named
NCOA.TXT when they return it to you. The file must be returned in
the exact data format (fixed data file format) in which it was sent.
Also, make sure that you request Address Standardization as a
service if you want to standardize your addresses in Step 3 below.
Click on:
The Export List to an External File screen is displayed.
Export List to
and External Files
Screen
Click on:
M.O.M. displays the Label Generation screen.
Label
Generation
Screen
æ regulations
Note: Most of the information on this screen is associated with the
and requirements of the United States Postal Service
(USPS). M.O.M. is compliant with all of the requirements for the
USPS Classification Reform.
3. Use the pull-down menus to select the Mailing Class and Service/
Pre-Sort Level.
4. Use the pull-down menu to select the Type of Mail Piece.
5. For sacking and traying purposes, enter a sample thickness and
sample weight by completing the Sample Thickness, Sample
Weight and Number in Sample fields.
6. Optionally, complete the Information to be Printed on Labels
fields.
æ USPS
Note: For information on how to assemble a mailing, consult your
documentation or representative.
Click on:
M.O.M. displays the Print Customer Notices for List screen.
Print Customer
Notices for List
Screen
program.
Fax - Sends the notice to the customer’s fax number.
6. To include a subject header on an e-mail or fax, enter the header in
the Subject Header for E-Mail or Fax field.
7. Select to ONLY PRINT WHEN E-MAIL OR FAX ARE NOT AVAILABLE
to print notices for those customers who may not have an e-mail
address and/or fax number as part of their customer information. If
you do not select this option and are e-mailing and/or faxing to a
list, those customers on the list without an e-mail and/or fax address
will not receive any customer notice.
æ Note: You must have the customer’s E-Mail address and/or fax
number on the Customer Information screen. Also, you must have
the selected E-Mail client software installed on your workstation.
8. Select to Sort Printout by as a sorting preference to be used when
the notices are generated and printed.
9. To send the notices, select the PROCESS button.
10. Optionally, select to update the contact history for each recipient of
the notices. The source key used for these contact entries is either
the source key defined for a specific statement in the list query or
the source key defined for the list itself.
Click on:
M.O.M. asks you if you are sure you want to increment the mailing
counter.
2. Use the Catalog Sent pull-down menu to select the catalog to show
in the contact history for each name on the list.
3. Select the Date Sent to show in the contact history for each name
on the list.
æ Note: The source key used for these contact entries is either the
source key defined for a specific statement in the list query or the
source key defined for the list itself.
4. Select PROCESS to update the contact history or CANCEL to exit
without updating.
Graphing a List
To help you better use list information for customer analysis, a
graphing option enables you to create, view and print full-color graphs
of information related to names on any list that you have either created
or saved.
To graph a list,
Click on:
The Graph for List Management Module screen is displayed.
Graphing a
List Screen
3. On the Options tab, select the data items for the information you
want on your graph with your mouse in the Available column and
either drag and drop them to the Selected column or use the
INCLUDE button. To remove items from the Selected column,
either select and drag and drop or use the REMOVE button.
4. Select the data sort or grouping for the X axis on the graph using the
Data Grouped by (X Axis) pull-down menu.
5. Select the Graph tab to view your graph.
6. Optionally, use the Type of Chart pull-down menu to select a
different type of graph.
7. For other graph options, color, data controls, etc. position your
mouse on the graph and double click to activate that area. Then
press F1 to access the Microsoft Graph help utility.
See Also
Mail Order Manager Help
For information about See
Working with Lists List Management Module -
Overview
Current Query and List Details
List Management Module- Main Menu
Saving a List Save a Query or a List
Saving and Using Lists
Deduping a List List Deduplication and
Incomplete Address Removal
Preparing a List for NCOA Processing
Processing
Sampling a List Nth Name Sampling of Current
List
Printing Mailing Labels for a Print Labels for Current List
List
Printing Customer Notices for a Generate Customer Notices for
List Current List
Graphing a List Graphing Screen for Reports
æ Setting
Note: Notices must be created prior to using this function (See
up Customer Form Letters in Chapter 3 of the Setup Guide.)
Click on:
The New Query screen is displayed.
Click on:
M.O.M. displays the Print Gift-To Reorder Notices screen.
Print Gift-To
Reorder
Notices Screen
See Also
Mail Order Manager Help
For information about See
Processing Gift-To Reorder Print Gift-To Reorder Notices
Notices
2. Use the radio buttons to select the file format for the import.
3. Select the SELECT FILE NAME button to enter or select the file name
of the import file.
4. Optionally, select the SELECT FIELDS button to display the Select
Fields to Export or Import screen to include/exclude customer
information fields from the import file.
æ Note: It is very important that the fields in the Selected box match
your field position in the file you are importing.
5. Select the PROCESS button.
æ Note: When you import a file, names can be deduped against names
already in your M.O.M. customer file. However, if there are
duplicates in the list being imported, M.O.M. does not
deduplicate the imported names. To dedupe the list after importing,
use the Dedupe List option. See Deduping a List earlier in this
chapter.
See Also
Mail Order Manager Help
For information about See
Using LMM to Import a File Export or Import a List
of New Customers
Chapter 8
Importing Orders
M.O.M.’s IEM allows you to import files into your order and customer
files using several different data formats with a variety of default
settings. See Chapter 9 of the Setup Guide, Setting up the Import/Export
Module for more information about preparing files for import.
To import, you must first select a file name for the orders you are
importing.
Click on:
The Order Importing Process screen is displayed.
Order
Importing
Process Screen
The default import file name from the Import/Export Module Default
Settings is displayed.
8. When you are finished previewing the import file, press Ö to return
to the Order Import in Progress screen.
9. Select the PROCESS button.
M.O.M. displays a message telling you that the order import is in
progress.
æ duplicate
Note: M.O.M. automatically deduplicates the import file if there are
customers in the M.O.M. customer file.
Import Record Number - the numeric position in the import file for
that order or customer name record.
Reason - the error code (in parenthesis) and description of the error.
See Also
Mail Order Manager Help
For information about See
Importing Orders Import/Export Module
Exporting Orders
M.O.M.’s Import/Export Module lets an order taking service or web-
based shopping cart create a file of orders for a client for import to
another system. In this case the file would contain complete orders,
regardless of the status of items; e.g., backordered, committed,
shipped, etc.
See Also
Mail Order Manager Help
For information about See
Exporting Orders Import/Export Module
Exporting Invoices
As an alternative to order export, M.O.M.’s Import/Export Module also
lets an order taking service or web-based shopping cart create a file of
invoices for a client for import to another system. In this case the file
could contain a subset of a complete order based on line item billing
status; i.e., only those items that were committed and processed
through the invoicing stage would be included in the export file.
See Also
Mail Order Manager Help
For information about See
Exporting Invoices Import/Export Module
See Also
Mail Order Manager Help
For information about See
Amazon Import Amazon Order Management Module
Miva Import Miva Order Management Module
Shopsite Import Shopsite Order Management Module
Yahoo Import Yahoo Order Management Module
X-Cart Import X-Cart Order Management Module
Chapter 9
See Also
Mail Order Manager Help
For information about See
An Overview of the Subscription Management
Management ModuleModule
2. Enter the subscription line item in the grid area on the screen.
3. If you do not know the item number for the subscription item, place
your cursor in the Item field and press À to search for the item.
4. When a subscription item is entered as a line item, the Subscription
Information Record screen is automatically displayed.
See Also
Mail Order Manager Help
For information about See
Entering a New Subscription or Subscriptions - Starting,
Renewing a Subscription for a Renewing, Canceling, and
Customer Viewing Information
Order Entry - Entering Line Items
Subscription
Details List
See Also
Mail Order Manager Help
For information about See
Viewing Subscription Subscriptions - Starting,
Information for a Customer Renewing, Canceling, and
Viewing Information
Subscription Details List
Subscription Information
Record Screen
Filling a Subscription
Subscription fulfillment requires defining the set of subscribers and
generating the mailing labels needed to mail your publication to the
customer. There are just two steps required to create a set of labels for
subscription fulfillment.
Subscription
Definition
Lookup Screen
Number and/or Last Issue Date for the publication that is being
filled in the current print run.
6. Select the PROCESS button.
M.O.M. returns to the New Query screen and the Subscription
Definition is displayed in the Selection Statements area as an Include
statement in the List Management query.
Click on:
The Label Generation screen is displayed.
See Also
Mail Order Manager Help
For information about See
Filling Subscriptions Subscriptions - Filling Orders
Creating Subscriptions DefinitionsSubscription Definitions -
Creating and Maintaining
X-BASE Expression Builder
Subscription Definition
Examples
Printing Subscription Labels Subscription Definition
Selection in List Management
Print Labels for Current List
Chapter 10
See Also
Mail Order Manager Help
For information about See
An Overview of the Telemarketing Telemarketing Module
Module
Click on:
7. When you are ready to place a call, select a call from the list by
positioning your cursor menu bar on the call and double clicking
on it with your mouse, pressing Ñ, or by selecting the SELECT
button.
M.O.M. displays the Contact History tab on the Customer
Information screen with the selected call highlighted in the customer’s
contact list.
Contact
History Tab
See Also
Mail Order Manager Help
For information about See
Making Outbound Calls Telemarketing Module
Using the Call Schedule Outbound Telemarketing
Outbound Telemarketing
Settings
Logging Customer Phone Customer Contact
Contact
Customer Information - Contact
History
Scheduling a Follow-up Call Schedule a Follow-up Call
Click on:
3. Enter the customer’s last name in the Last Name field and press
Ñ.
M.O.M. displays the customer(s) with that last name on the screen.
4. Position your cursor menu bar on the correct customer and press
Ñ or select the SELECT button.
The Customer Information screen is displayed.
See Also
Mail Order Manager Help
For information about See
Taking Inbound Calls Telemarketing Module
Looking Up a Customer Customer and Order Lookup
Logging Inbound Customer Contact
Phone Contact
Scheduling a Follow-up Call Scheduling a Follow-upCall
2. Select the date or date range for the report by selecting one of the
options in the Select For field.
3. Optionally, select to limit the report to calls for customers with
specific sales information, customer information, script code or
interest level.
4. Use the check boxes to run the report for COMPLETED or
SCHEDULED calls.
5. To run the report as a summary, use the Summary check box.
æ Note: The Summary report does not show the call log for each call.
6. Select the PROCESS button.
M.O.M. displays the Report Output Options screen.
Script - The code given to the script that was used in the call.
See Also
Mail Order Manager Help
For information about See
Using the Telemarketing Telemarketing Productivity
Productivity
Report Selection Screen
æ Note: In addition, you can build lists in the List Management Module
based on information collected in Telemarketing calls, for example,
interest level, script code, sales ID, etc.
See Chapter 7, Using the List Management Module, for detailed
instructions on creating customer lists.
See Also
Mail Order Manager Help
For information about See
Using the List Management Create Telemarketing Entries
Module to Create a Call ScheduleFrom Saved List
Chapter 11
Click on:
The Select Company screen is displayed.
Select
Company
Screen
2. Position your menu cursor bar on the desired company name and
select the SELECT button.
3. M.O.M. displays the User Logon screen.
4. Log in to the selected company.
The Main Menu for the company you selected is displayed.
Click on:
3. Follow the procedures outlined in Approving Credit Cards, in
Chapter 3.
4. Repeat these steps from each company’s Main Menu.
See Also
Mail Order Manager Help
For information about See
Multi Company - Processing Credit Card Processing -Batch
Credit Cards
See Also
Mail Order Manager Help
For information about See
Multi-Company Order Order Processing - Batch Mode
Processing
Chapter 12
æ Note: When you purge using this module, you permanently remove
records from your system. The information will no longer be
available for lookup or reporting. For this reason, this function
should be used carefully, and it is strongly recommended that you
make a back-up copy of M.O.M. for your archives before using this
function.
See Also
Mail Order Manager Help
For information about See
Using the Database Purge Database Purge Module
Module
Purging Orders
This option allows you to eliminate older orders from your M.O.M.
database.
See Also
Mail Order Manager Help
For information about See
Purging Orders Database Purge Module
Selection Screen
See Also
Mail Order Manager Help
For information about See
Purging Customer Names Database Purge Module
SelectionScreen
See Also
Mail Order Manager Help
For information about See
Purging Purchase Orders Database Purge Module
SelectionScreen
Purging Quotations
1. On the Main Menu Bar,
Click on: Options
Database Purge Module
Purge Quotations
The Quotations Purge Selection screen is displayed.
Quotation
Purge Selection
Screen
See Also
Mail Order Manager Help
For information about See
Purging Quotations Database Purge Module
SelectionScreen
See Also
Mail Order Manager Help
For information about See
Purging Accounts Payable Database Purge Module
Transactions Selection Screen
See Also
Mail Order Manager Help
For information about See
Purging Telemarketing Entries Database Purge Module
SelectionScreen
See Also
Mail Order Manager Help
For information about See
Purging Inventory Transactions Database Purge Module
SelectionScreen
See Also
Mail Order Manager Help
For information about See
Purging Warehouse Activity Database Purge Module
SelectionScreen
See Also
Mail Order Manager Help
For information about See
Purging Correspondence Database Purge Module
Requests SelectionScreen
Chapter 13
See Also
Mail Order Manager Help
For information about See
Point of Purchase Module Point of Purchase Module -
Overview
Click on:
The Mail Order Manager Point of Purchase Order Entry screen is
displayed.
æ M.O.M.
Note: The screen is the same as the Order Entry screen in the main
system.
To enter an order without a customer name and address, continue
with Entering Line Items on the next page.
è Hint: It is a good idea to take POP orders with a customer name and
address to make order lookup easier. If you take an order without a
customer name and address, you can only search for the order in
M.O.M. using the order number, not the customer’s name.
æ Address
Note: Only a Billing Address is allowed for a POP order. Shipping
and Sold-to Address are disabled on the Addresses tab.
The Order Total tab in the POP Module differs from the order total tab
in the main M.O.M. system. In POP there are several payment options
and because counter sales are not shipped to the customer, there is no
shipping information to enter.
æ Note: For automated card approval in the POP Module, you need to
have ICCAS installed with your M.O.M. System. See Chapter 8,
Setting Up the Interactive Credit Card Authorization System.
3. Select the SAVE ORDER button.
POP processes the order immediately and the customer receipt is
printed to the local printer on the workstation. No other order
paperwork is printed in the Order Processing function.
æ receipt
Note: POP receipts are formatted for the optional 40-column
printer only.
See Also
Mail Order Manager Help
For information about See
Taking a Counter Sale Point of Purchase Module
(POP)-Overview
Point of Purchase Module
(POP)-Order Total Tab
1. On the A/R Journal Selection Criteria for the Journal Activity Report,
select the A GIVEN DATE check box.
The current date is displayed in the Selection Details box.
Profit by Product Report - This report lists profit figures for each
stock item.
Sales Listing Report - This report lists the days’ individual invoices
for orders.
5. On the Invoice Selection Criteria screen for the Sales Listing Report,
select the A GIVEN INVOICE DATE RANGE check box button.
The current date is displayed in the Selection Details box.
Chapter 14
See Also
Mail Order Manager Help
For information about See
Advanced Inventory Module Advanced Inventory Module
è button
Hint: After the forecast has been processed, pressing the REFRESH
will update the Units and Sales of this Period.
See Also
Mail Order Manager Help
For information about See
Forecasting Product Purchasing Product’s Purchasing Forecast
Sales History Total Sales - The total sales made from the product for
the Sales History period, for example, the prior year.
Sales History Gross Profit - This figure is derived from gross sales
minus the cost of goods sold for the product for the Sales History
period, for example, the prior year.
Sales of this Period Units Sold - Net number of items sold including
returns in this period.
Sales of this Period Total Sales - The total sales made from the
product in this period.
Sales of this Period Gross Profit - This figure is derived from gross
sales minus the cost of goods sold for the product in this period.
2. Select a Supplier (for instance, if you are receiving items from a lot)
or enter a PURCHASE ORDER number (for instance, if you have a
purchase order reference number). For the optional Advanced
Warehouse Module, if the user is assigned to a Warehouse, then
the user has a default warehouse and it cannot be changed.
3. Enter the Qty To Scan. This quantity will be used each time a
barcode is scanned. For instance, if the Qty To Scan is 5, then each
barcode scanned will be in units of 5 as the quantity received.
4. Select the Receiving Location. Optionally, press the EDIT button
to edit the selected bin.
5. Place the cursor in Product and scan the product barcode or enter
the product name and press the ENTER key to receive product
without scanning.
been fully received, the next PO Number in the list will receive
product. You can change the distribution based on the total quantity
scanned.
7. Optionally, select the ADD A NEW BIN button to create a new bin in
the warehouse to receive the product.
8. Optionally, select the PRINT RECEIVING REPORT button to print the
AIM Inventory Barcode Receiving Report for review prior to
completing your receiving.
9. Optionally, select the PRINT STOCK ID LABELS button to print Stock
ID labels for the items received.
10. Optionally, select the SAVE button to save the batch and come back
at a later time.
11. Select the COMPLETE RECEIVING button to print the reports, stock
labels and close the batch. M.O.M. will prompt to print the AIM
Inventory Barcode Receiving Report (shown below) for
reconciliation.
Start Inv Units - The number of units in inventory for the product
prior to receiving and delivering.
Batch ID - The batch number assigned to the units that were received
and delivered.
Ending Inv Units - The number of units in inventory for the product
after receiving and delivering.
280 M.O.M. Windows Reference Guide
Chapter 14 Using the Advanced Inventory Module
Order Number - The order number that the backordered product was
distributed.
Pick Location - The location that the order was picked from.
2. Select the Supplier from the dropdown list or enter the Purchase
Order number.
3. In the OUTSTANDING SUPPLIER INVOICE FOR RECONCILIATION
section, you can enter or edit the following fields for each purchase
order: Invoice Number, Invoice Date, Freight, Tax and
Adjustment.
4. Optionally, in the INVOICE DETAIL section, you can enter or edit
the Supplier’s Terms and Adjustment Description.
6. Optionally select the VIEW A/P ENTRY button to view the Account
Payable screen.
7. Select the CREATE PAYABLES button to reconcile the entries and
print the Reconciled Supplier Invoice Report.
æ Note: When selecting the Close button you will be notified that the
invoices have not yet been printed. Selecting YES will bring you
back to the Reconcile Received Merchandise With Supplier Invoices
screen. Selecting NO will close the screen, but the next user to
select the CREATE PAYABLES button will process previous
reconciled invoices that were not processed.
Total - The total dollar amount of the merchandise, freight, tax and
adjustments.
See Also
Mail Order Manager Help
For information about See
Setting Up Reconciling ReceivedGlobal Parameter Maintenance
Merchandise - Accounting Tab
Scanning and Receiving a Product Scan and Receive
Product
Reconciling Received Reconcile Received
Merchandise With Supplier Merchandise With Supplier
Invoices Invoices
Importing Inventory
1. On the Main Menu Bar,
Click on:Product
Receiving & Inventory
Import Inventory (AIM)
The AIM Import From An External File screen is displayed.
AIM Import
From An
External File
Screen
2. Use the radio buttons to select the file format for the import. For
Delimited, enter a custom delimiter.
3. For the optional Advanced Warehouse Module, select the
WAREHOUSE LOCATION where the inventory will be imported to.
4. Choose the SELECT FILE NAME button to enter or select the file
name for the export file.
5. Optionally, select the units to UPDATE FROM INVENTORY section.
You can import the Net on Shelf, Units Available to Sell or Add to
existing units available to sell.
Exporting Inventory
1. On the Main Menu Bar,
Product
Click on:
Receiving & Inventory
Export Inventory (AIM)
The AIM Export To An External File screen is displayed.
AIM Export
to an External File
Screen
2. Use the radio buttons to select the file format for the export. For
Delimited, enter a custom delimiter.
3. For the optional Advanced Warehouse Module, select the
WAREHOUSE LOCATION where the inventory will be exported
from.
4. Choose the SELECT FILE NAME button to enter or select the file
name for the export file.
5. Optionally, select the units to EXPORT FROM INVENTORY section.
You can select to Export Units Available to Sell or Export Net on
Shelf.
See Also
Mail Order Manager Help
For information about See
Importing Inventory AIM Import From An
External File
Exporting Inventory AIM Export To An External File
Chapter 15
Click on:
3. Select the Auction tab.
Stock Item
Maintenance-
Auction Tab
4. Select the Publish button to send the information for this individual
item to Blackthorne.
Options
Click on:
Web Auction Management Module
eBay Management Tools
The eBay Management Tools screen is displayed.
eBay
Management
Tools
ç Blackthorne,
Warning! When publishing data for items that already exist
be sure to download orders first. This will prevent
Inventory discrepancies between M.O.M. and Blackthorne.
See Also
Mail Order Manager Help
For Information about See
Using eBay Management Tools eBay Management Tools
Downloading Orders
M.O.M. will download orders that have a status of ready to ship on
Blackthorne Pro. Since M.O.M. is simply fulfilling the orders from
eBay, all payments are handled in Blackthorne.
ç Warning! Orders that have the status of the items manually changed
to shipped; will not upload to Blackthorne. All orders must be
processed through the order processing cycle.
Synchronizing Inventory
WAMM allows you synchronize your inventory with Blackthorne Pro,
for users that may need to change the number of reserved units for
Auction.
ç be
Warning! To prevent discrepancies when synchronizing inventory,
sure to download orders first.
Chapter 16
See Also
Mail Order Manager Help
For Information about See
An Overview of the Address Correction and Validation
Address Correction and Module
Validation Module
Recently Validated
Customer Record
æ the
Note: The “Address Valid until” field contains the expiration date of
validated address. To ensure that you have the most up to date
address information for each customer, the validation is set to
expire 3 months from the date of the latest validation. To see how
to validate all the expired addresses, See the Validating Multiple
Records section for more information, later in this chapter.
æ Note: If using Vanity Addresses, please keep in mind that the address
in the customer record will not change during the validation
process. To view the valid Address, click the View Verified Address
button to the right of the date fields. See the Maintaining Vanity
Address section for more information, later in this chapter.
3. Click the verify address button.You will then get a response from the
System. See the Match Response section for more information, later
in this chapter.
Match Response
Exact Match
Exact Match
Response
An Exact Match Response means that the address entered meets the
following criteria
æ Note: Once an address has been validated, the date fields are
updated and the Zip code is updated with the ZIP+4 code.
Default Match
Unit Lookup
Screen
æ system
Note: Unit numbers may not always coincide with the numbering
setup within the building mailing system. Always verify
apartment numbers with customers.
This response means that the street name given, does not exist in the
given city or zip code or that the building number is outside the range
for the given street. You must then contact the customer and review
the information.
è Hint: Removing the building number and clicking the verify address
button is useful for viewing the range of building numbers for a
given street.
Multiple Response
Multiple Response
Screen
When maintaining the vanity address, you can compare the entered
address to the validated address by clicking on the View Verified
Address button. A pop up screen will appear, displaying the address
information as it will appear on any printed label or notice.
ç customer
Warning!- This function requires exclusive use of the selected
records. The time it takes to validate is dependant on the
speed of your workstation and the selected record size. This is best
run at the end of the business day.
Options
Click on:
Address Correction and Validation Module
The Address Correction and Validation Screen is displayed.
Address Correction
and Validation
Screen
With the “Validate on IEM Import” option After the orders are
imported, you will receive a list of the invalid entries within the import
exception report.
Click on:
The New Query screen is displayed.
3. Either generate and save a list or open a previously saved list. For
more information on working with lists, see Chapter 7, List
Management Module, Working With Lists.
4. In the File Menu,
Click on: Address Correction & Validation
Chapter 17
æ Note: In order for this function to work, this screen must be left
open on a workstation.
5. Choose Process One to process the selected feed, or choose
Process Batch to process all of the feeds in sequence.
6. Choose Print to print the exception report, listing product
publishing and order import exceptions.
Click on:
3. Select the eComM tab, then Select the Amazon tab.
Stock Item
Maintenance-
eComM Tab
Amazon Sub-Tab
æ available
Note: During our testing; the time necessary for orders to become
for download has varied from 15 minutes to 2 hours.
Amazon 1-Click Orders took 90 minutes to be available. This is
dependant upon Amazon’s systems. Your download time may vary.
Click on:
Click on:
eCommerce
Manager’s
Station
Download New Orders Search for new orders on your Miva store.
If using Authorize.net and Authorizing
only in Miva, Miva Orders that are paid by
credit card can be downloaded with an
authorization and then approved in
M.O.M.
Update Order Status Sends a notification to Miva when an
order has been processed.
Synchronize Product’s Inventory Matches the inventory in Miva with the
With Miva inventory in MOM.
Publish New Products Sends the information for every product
Information to Miva marked Product Available for Miva.
T
Taxes
Sales Tax 36
Telemarketing Module
creating a list of calls 246
inbound calls 241
list of calls to be made 236
logging inbound calls 242
logging outbound calls 238
outbound calls 236
overview 236
phone contacts used to create mailing list
192
productivity report 244
scheduling follow-up calls 240
Type Codes
for customers 21
U
UPS
requesting a Call Tag for order 126