Step-by-Step Instructions for Using OPOL Order Manager

Transcription

1 Step-by-Step Instructions for Using OPOL Order Manager Getting Started: 1. Once you have logged on to OPOL, you will automatically be taken to the Order Manager screen. At the bottom of the screen there will be three buttons. Check All, Uncheck All and Copy Order(s). This will allow you to copy pending and completed orders. When you choose the copy option the order will be placed in the folder you copied the original order from. You can browse your pending and completed orders by clicking on the Pending and Completed tabs along the top. You can move orders to different folders ( Not Filed, Trash, etc) by selecting the folder from the drop down box in the upper right and clicking the Move To button. You can create new folders by clicking on the Move To button while New Folder is selected in the drop down box (Note: at least one order must be checked in order for this options to work). It will bring up the following window: You can delete orders by checking the box next to the order details and click on Delete Order in the upper middle of the screen. You can delete folders that you created by clicking on the small red X next to the folder name. To get started editing a pending order or viewing a completed order click Select at the end of the row for the appropriate order. Entering an Order: Here are the 6 windows you need to fill out. We will describe these steps in detail in a minute. When

2 entering the book data there is a Quick Entry mode that will be discussed later. 1. Hostess/Org Info. 4. Order Summary 2. Order Type 5. Payment Summary 3. Select Books 6. Final Review

3 Step-by-Step Instructions for Using OPOL Order Manager Step #1 New Order: Once you click on New Order from the upper left corner you will be taken to step 1 in the process. After you complete a step, you can click on Next Step to advance. You may also jump around steps by dragging your mouse over the Go To Step and down to the desired step number. Step 1 - Enter Hostess /Org Info 1. Fill in the address information 1. Manually 2. Previous Hostess will allow you to pull from the contact database 2. Select tax rate if different 3. Pull down for who to send to 1. Consultant / Organization 2. Hostess 4. Pull Down for shipping method 1. Normal (5-7 days) 2. 3 Day 3. 2 Day 4. 1 Day 5. First Class Mail 6. Pick Up

4 Step-by-Step Instructions for Using OPOL Order Manager Step #2 After you complete a step, you can click on Next Step to advance. You may also jump around steps by dragging your mouse over the Go To Step and down to the desired step number. Step 2 - Order Type: 1. Enter the Order Name 2. Select the type of order 1. Home Party 2. Direct Sale 3. Book Fair 4. Supply Order 5. Book Buck Only 6. School & Library Option 1 7. School & Library Option 2 (Free Books) 8. School & Library Option 2 (20% Discount) 9. Reach for the Stars 10. Toys for Tots 3. Do not modify PO # assigned by home office, unique number for order identification. 4. Enter Party Date 5. Check Box for Fax if you plan on faxing in the order 6. Check Box for booking within 3 weeks 7. School and Library box will only appear if "School & Library" is selected from within the Order Type field:

5 Step-by-Step Instructions for Using OPOL Order Manager Step #3 After you complete a step, you can click on Next Step to advance. You may also jump around steps by dragging your mouse over the Go To Step and down to the desired step number. Step 3 - Select Books: 1. Sort Books 2. Display Bindings 3. Search By 4. Customer Receipt Mode (see below) 5. Display Quick Entry Mode (see below) 6. Type of Selection 7. Export Selected Items to CSV 8. Export All Items to CSV Out of print books will be shown in red. You will not be allowed to order these titles. Out of stock titles will be shown in yellow but you may order these titles. E-show data can be added by using the Combining E-show button from the upper middle of the screen.

6 Exporting Items to a CSV This option will allow you to select certain books or all books and export them into a CSV file. If you only want to export certain books then just add a check mark next to the books that are listed under Selected Items. If you choose to export all the books under the Selected Items then just click on the Export All Items to CSV and you won't have to add any check marks. Once you click on either one, it will open up a box asking you if you want to save or open with a certain program. The default should be set to open in excel.

7 Customer Receipt Mode: This feature was introduced in OP7 and allows for you to enter each customer s order into it s own mini order. You can then print out a receipt for just that customer. It is a nice way to sort the order when it arrives. Sales reports will be developed to utilize this customer-level detail. Quick Entry Mode: Quick Entry mode was designed to be used to enter the ISBN numbers. If you have a barcode reader (CueCats work) this is a rapid entry mode. You may also key in the last 6 of the ISBN on this screen and it will locate the item. The screen that you are working with will carry the books you already have entered into the order so you know where you are in your entry mode. Note: If you need to work with Titles or page numbers do not use the Quick Entry. When finished with QE mode, please click Close Window as opposed to clicking on the X. This executes some housekeeping code and will more accurately produce the desired results.

8 Sometimes when using a barcode reader you will get ahead of the system and it will try to read the UPC number and convert it to the quantity. To help prevent us from making this error the software detects that you are entering more than 100 of the item and asks you if you really want to do this. Step-by-Step Instructions for Using OPOL Order Manager Step #4 After you complete a step, you can click on Next Step to advance. You may also jump around steps by dragging your mouse over the Go To Step and down to the desired step number. Step 4 - Order Summary: This page will give you the entire summary of the order. NOTE: Certain sections will only show items if you have entered in more than the allowed amount. (example: Book Bucks) NOTE: While on this page you can click on the Print option. This will open a page in Adobe Acrobat and will break down the order even further.

9 Step-by-Step Instructions for Using OPOL Order Manager Step #6 and Printing Order After you complete a step, you can click on Next Step to advance. You may also jump around steps by dragging your mouse over the Go To Step and down to the desired step number. Step 6 - Final Review: We now have a review done by the system to verify that everything is in place to submit the order. Just click on the Review Order button and you will see a report back telling you if you passed and ready to submit or what fields are in error.

10 Here after a successful review you are prompted to submit you order.

11 Notes: 1. It takes about 5-10 minutes from the time you receive a successful submission message until the order shows up on you re my UBAH page. 2. You can come and go from the order as much as you want. It will remain in pending until you either delete it or you submit it. 3. After submission, orders can be viewed but not modified. Printing Your Order: The system will generate a pdf file for you to print for your order. You can also save this file on your computer if you want an electronic version of the order. If you receive an error and this file will not generate then you either need a newer version of Adobe Reader or one of your setting on your system browser will need to be modified.

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13 Step-by-Step Instructions for Using OPOL Contact Manager UBAH Contacts: Contacts are electronic records of people and businesses that you have communicated with or plan to in the future. A contact record can contain address, street address, multiple phone numbers, and other useful information to support your business. Contact Menu Overview: Back - this option will return you to the main Contact Manager page. New Contact - creates a new blank contact record. Save - saves any modifications made to the contact record. PLEASE NOTE: unlike the Order Manager, contact data is not automatically saved as it is entered. Please be sure you save and save often to prevent data loss. Reset Values - this will undo any modifications made to the record and revert back to the last saved copy of the data. Print - opens a print pop up window where you can print various reports for the current contact. Delete - removes the current contact from the database. PLEASE NOTE: contacts are permanently deleted and may not be recovered.

14 Adding/Editing Contacts: 1. Inputs are organized into several main categories: 1. General - displays all basic information pertaining to the contact. Includes name, contact type, and home address information. 2. Business - stores any business related details for the contact. 3. Additional - contains miscellaneous items such as birthday, general notes, and children details. 4. Contact Relations - primarily designed as a communication history log for the contact. Inputs include date contacted and notes. 5. Sales - view and print sales related data for this contact. 2. Most inputs are optional and it is recommend that you at least enter the first and last name of the contact before saving. Some inputs like address will require you to input address, city, state, and zip if any of the fields contain data. If you attempt to save the contact and any of that information is required you will be notified with an error pop up window.

15 3. To add a new child record to the grid, click the Child button at the bottom of the grid. A blank row will be added to the bottom of the grid. 4. Click on the first name cell and begin entering text into the cell. Use the tab key to move between cells.

16 5. To add a new contact relation record, click the Contact Record button at the bottom of the grid. A blank row will be added to the bottom of the grid. 6. Click on a cell to enter your text. Use the tab key to move between cells. 7. Sales data is also available for hostess and those contacts where customer receipt mode was used while creating the order. 8. The information may be printed by clicking the Print Sales Report option. A sample of the Sales by Customer report is displayed below. You may also send one of the UBAH marketing s directly to this contact. When this option is selected this contact's addresses (home, business or both) will be automatically transferred to the UBAH marketing generator. 9. There are two options for viewing sales. The first option will display only those sales where this contact was entered as a customer. The second option will include customer sales as well as any sales where they were listed as the hostess.

17 10. Depending on what option you select in step 9, the sales breakdown will display totals for titles sold in the various categories (i.e. retail, merchandise allowance, special delivery, book bucks, etc.) 11. The grid displays the sales data grouped by order. 12. When you have completed your modifications, be sure to click the Save button. Unlike the Order Manager, contact data is not automatically saved as it is entered or you move from tab to tab. Please be sure you save and save often to prevent data loss. 13. A pop up window will appear confirming that your data has been successfully saved.

18 Step-by-Step Instructions for Using Contact Merge Utility This utility can combine multiple contact records and sales histories into a single contact record. You will only need to use this function to correct issues where multiple contact records were created for the same customer. Please Note: This tool will make changes to both your contact records and sales history data. These changes are PERMENANT and may not be undone! Carefully follow all prompts to prevent unexpected data loss! Contact Merge Wizard 1. Select a base contact from the drop-down option. The base contact is the record that will contain all information after the merge process is complete. You may only work with one base contact at a time. 2. Select all contacts that you wish to merge into the base contact. You may merge one or many contacts. 3. Once a contact is selected from either of the drop-down options, basic contact information is displayed in these text boxes for identification purposes. 4. When you have made your selections you will need to click the down arrow key to add to the processing boxes. Contacts may be removed by clicking on the name to highlight the record and then clicking the up arrow key. To remove multiple contacts, hold down your "Ctrl" key and then click the names. 5. The base contact processing box displays the name of the contact that will have data merged into it. 6. The merge processing box displays all records that will be merged into the base contact. 7. Before clicking the "Merge Records" button, double check both process boxes to verify that you have selected the appropriate contacts. If so then click the button to begin processing. The merge processing combines all additional contact details, children information, contact relations, and sales data from the merge records into the base record. However, all general and business contact information is untouched for the base record.

19 Step-by-Step Instructions for Using OPOL Contact Manager UBAH Contact Manager: The Contact Manager helps you manage and maintain your contacts. Contact information for customers, other team members, etc. can be stored here. Notes can be added in order to manage a contact history. Adding contacts also helps streamline the ordering process. Getting to UBAH Contact Manager: 1. Click Tools and then Contact Manager from the main menu at the top of your OrderPro Online screen or the Contact Manager button from the left navigation bar. 2. If you see a message that you are being re-directed to a connection that is not secure answer Yes.

20 Contact Manager Menu Overview: New Contact - creates a blank contact record. Open Contact - opens the selected contact's record. Contact Types - opens the Contact Types page where you can create contact subsets. Print - opens a print pop up window where you can print various reports for all records containing a check mark in the Select column. Delete - removes all rows that have a check mark beside them in the Select column of the grid. PLEASE NOTE: rows are permanently deleted and may not be recovered. Select All - places a check mark in the Select column for all rows in the grid. Deselect All - removes all check marks from all rows in the grid. Import Contacts - import contact data from other contact management programs directly into OPOL. Merge Contacts - combine multiple contact records and sales histories into a single contact record. Options - define default contact manager settings. Working with Contact Manager: 1. When you open the contact manager, contacts whose last name begins with an "A" will be displayed. Clicking on any of the other tabs will display contacts for that letter. PLEASE NOTE: selecting the "ALL" tab will display all contacts and may take some time to load especially if you are using a slow dial-up connection. The time it will take is dependent on the number of contacts and the speed of your connection. 2. Data may be sorted by clicking on any of the column headers. Clicking on the same column more than once will toggle the sort between ascending and descending order. 3. Grid columns may also be rearranged. To move a column, click and hold down the left mouse button on the column. A column pop up will appear. Simply drag this column pop up to a different spot in the column headers section. Red Arrows will show you where the column will be inserted when you release the mouse button.

21 4. Contact data may be deleted by placing a check mark in the Select column of the desired row(s). Clicking the Delete button from the toolbar menu will then delete all selected rows. Individual records may also be deleted by clicking in the row selection column just to the left of the Select column. Once the row has been selected click either the toolbar Delete button or simply press the Delete key on your keyboard. PLEASE NOTE: rows are permanently deleted and may not be recovered. 5. To open a contact record, place a check mark in the Select column of the desired row. Another and much quicker way to view a contact is to simply double click that row. 6. You can use the Select All or Deselect All menu options to quickly select or deselect contacts. Printing Contacts: 1. In order to print a report, you must place a check mark in the Select column for the contacts you wish to print. If you have not selected any rows and click the Print button from the toolbar you will be prompted with the message displayed above.

22 2. Once contacts have been selected and the Print button has been clicked, you should see the Print Contacts pop up window. Select from one of the following reports: 1. Card Style this will print selected contacts in a business card format. It includes the contact's addresses and phone numbers. 2. Memo Style prints all contact fields in a office memo format. 3. Phone Directory this will print selected contact's phone numbers only. 4. Children Details prints any children details (i.e. name, gender, birthday, and notes) if they exist for the selected contacts. 5. Contact Notes displays any notes saved for the contact. 6. CSV File this report is on the currently selected books and will be placed into a file that can be imported into other programs. 3. The Hide Report Navigation Menu check box will turn on/off the ability to have a page by page display of the data. 4. After all report options have been made, click the Submit button to generate your report. Sample Reports: Card Style: Memo Style:

23 Phone Directory: Children Details: Contact Notes:

24 Step-by-Step Instructions for Using OPOL Contact Manager UBAH Contact Types: Contact types allow you to group contacts into subsets. There are four predefined contact types: Customer, Down Line, Hostess, and None. These types are required by other OrderPro Online modules and therefore are inaccessible from the contact types page. The number of contact types you may create is unlimited. Contact Type Menu Overview: Back this option will return you to the main Contact Manager page. New Contact Type - creates a blank contact type row at the bottom of the grid. Save - saves any modifications made to contact type records. PLEASE NOTE: unlike the Order Manager, contact type data is not automatically saved as it is entered. Please be sure you save and save often to prevent data loss. Reset Values - this will undo any modifications made to the grid and revert back to the last saved copy of the data. Delete - removes all rows that have a check mark beside them in the Select column of the grid. PLEASE NOTE: rows are permanently deleted and may not be recovered. If the contact type contains any contacts, then those contacts will not be deleted, but reassigned to the "None" contact type. Select All - places a check mark in the Select column for all rows in the grid. Deselect All - removes all check marks from all rows in the grid.

25 Adding/Editing Contact Types: 1. To add a new type, click either the New Contact Type menu option at the top of the screen or click the Contact Type button at the bottom of the grid. A blank row will be added to the bottom of the grid. 2. Click on the type cell to name the contact type and give it a description. 3. When you have completed your modifications, be sure to click the Save button. Unlike the Order Manager, contact type data is not automatically saved as it is entered. Please be sure you save and save often to prevent data loss. 4. A pop up window will appear confirming that your data has been successfully saved.

26 Other Contact Type Options: 1. Types may be deleted by placing a check mark in the Select column of the desired row(s). Clicking the Delete button from the toolbar menu will then delete all selected rows. Individual records may also be deleted by clicking in the row selection column just to the left of the Select column. Once the row has been selected click either the toolbar Delete button or simply press the Delete key on your keyboard. 2. PLEASE NOTE: rows are permanently deleted and may not be recovered. If the contact type contains any contacts, then those contacts will not be deleted, but reassigned to the "None" contact type. 3. You can use the Select All or Deselect All menu options to quickly select or deselect the contact types.

27 Step-by-Step Instructions for Using OPOL Expense Manager Getting to UBAH Expense Manager: 1. Click Tools and then Expense Manager from the main menu at the top of your OrderPro Online screen or the Expense Manager button from the left navigation bar. 2. If you see a message that you are being re-directed to a connection that is not secure answer Yes. Expense Manager Menu Overview: Categories - opens the Expense Categories page where you can create subsets for you expense

28 transactions. New Transaction - creates a blank expense transaction row at the bottom of the grid. Reset Values - this will undo any modifications made to the grid and revert back to the last saved copy of the data. Print - opens a print pop up window where you can print various reports. Expense reports do not require you to select records since all report selection is based on dates. Delete - removes all rows that have a check mark beside them in the Select column of the grid. PLEASE NOTE: rows are permanently deleted and may not be recovered. Select All - places a check mark in the Select column for all rows in the grid. Deselect All - removes all check marks from all rows in the grid. Move Transactions - allows you to move selected expense transactions between expense categories. Adding/Editing Expense Transactions: 1. To add a new item, click either the New Transaction menu option at the top of the screen or click the Expense Transaction button at the bottom of the grid. A blank row will be added to the bottom of the grid. 2. Double click the row selection column (the column just to the left of the Select column) to pop up the Add/Edit Expense Transaction window.

29 3. Enter/edit the date, category, amount and notes. For a listing of category types please click here: Predefined Expense Categories. 4. Click OK to apply the changes or click Cancel to dismiss the window. Clicking OK automatically saves the data to the database. 5. A pop up window will appear confirming that your data has been successfully saved. Printing Expense Transactions: 1. Since expense report data is selected based on dates you do not need to place a check mark in the Select column as in the other modules.

30 2. Once the Print button has been clicked, you should see the Print Expense Data pop up window. Select from one of the following reports: 1. Category Summary groups all transactions by category providing dates, amounts, order details, notes and sums for each category type. 2. Expense Summary displays a monthly sum by expense category for a specified date range. 3. Income Statement shows income versus expenses and a net amount for each month. 4. Income Summary displays a monthly sum by income category for a specified date range. 5. CSV File This report contains all expense transactions for the specified date range. Data is placed into a file that can be imported into other programs. 3. Report data is selected based on a beginning and ending date. 4. The Hide Report Navigation Menu check box will turn on/off the ability to have a page by page display of the data. 5. After all report options have been made, click the Submit button to generate your report.

31 Moving Expense Transactions: 1. In order to move expense transactions between categories, you must place a check mark in the Select column for expense transactions you wish to move. If you have not selected any rows and click the Move Items button from the toolbar you will be prompted with a message.

32 2. Once transactions have been selected and the Move Transactions button has been clicked, you should see the Move Expense Transactions pop up window. 3. Select the category you would like to reassign the transactions to from the category drop down box. 4. Click Update to reassign the transactions or cancel to abort and close the window. Other Expense Manager Options: 1. Transaction data may be deleted by placing a check mark in the Select column of the desired row(s).

33 Clicking the Delete button from the toolbar menu will then delete all selected rows. Individual records may also be deleted by clicking in the row selection column just to the left of the Select column. Once the row has been selected click either the toolbar Delete button or simply press the Delete key on your keyboard. PLEASE NOTE: rows are permanently deleted and may not be recovered. 2. Expense transactions may be sorted by any of the grid columns. Select the column name you wish to sort by and the grid will refresh sorted on that column. 3. To switch between different expense years, click on the drop down box and select the year you wish to view. 4. You can use the Select All or Deselect All menu options to quickly select or deselect the expense transactions. Step-by-Step Instructions for Using OPOL Expense Manager UBAH Expense Categories: Expense categories allow you to group like expense and income amounts together. There are 18 predefined expense categories (see category explanations below). These categories are required by other OrderPro Online modules and therefore are inaccessible from the expense categories page. The number of categories you may create is unlimited. Expense Category Menu Overview:

34 Back this option will return you to the main Expense Manager page. New Category - creates a blank category row at the bottom of the grid. Reset Values - this will undo any modifications made to the grid and revert back to the last saved copy of the data. Delete - removes all rows that have a check mark beside them in the Select column of the grid. PLEASE NOTE: rows are permanently deleted and may not be recovered. If the category contains any expense transactions, then those transactions will not be deleted, but reassigned to the "Category Removed" expense category. Select All - places a check mark in the Select column for all rows in the grid. Deselect All - removes all check marks from all rows in the grid. Adding/Editing Expense Categories: 1. To add a new category, click either the New Category menu option at the top of the screen or click the Category button at the bottom of the grid. A blank row will be added to the bottom of the grid. 2. Double click the row selection column (the column just to the left of the Select column) to pop up the Add/Edit Expense Category window. 3. Enter the category name and give it a description. Each category must be assigned a class. There are three class types: Income, Expense, and Other. Other refers to a category that is neither an expense nor income. For example, car mileage would be classified as other. 4. When you have completed your modifications, click the OK button to save the data to the database. 5. A pop up window will appear confirming that your data has been successfully saved.

35 Other Expense Category Options: 1. Expense categories may be deleted by placing a check mark in the Select column of the desired row(s). Clicking the Delete button from the toolbar menu will then delete all selected rows. Individual records may also be deleted by clicking in the row selection column just to the left of the Select column. Once the row has been selected click either the toolbar Delete button or simply press the Delete key on your keyboard. 2. PLEASE NOTE: rows are permanently deleted and may not be recovered. If the category contains any expense transactions, then those transactions will not be deleted, but reassigned to the "Category Removed" expense category. 3. You can use the Select All or Deselect All menu options to quickly select or deselect the expense categories. Predefined Expense Categories: Gross Receipts total amount received as payment for retail sales excluding the consultant payment. Includes any cash, checks, and credit card payments collected from customers. Ship and Hand - total amount received for shipping and handling on the order. This category is no longer used because shipping and handling is included in Gross Receipts total. Sales Tax - total amount received for tax on the order. This category is no longer used because sales tax is included in the Gross Receipts total. Books (COGS) - cost of goods sold (COGS) for all books purchases (Net Sales value). Ship and Hand (COGS) - total cost for shipping and handling on the order. Sales Tax (COGS) - total cost for tax on the order. UBAH Supplies - work related supplies purchased from UBAH. Commission Check - amount received from UBAH for commissions earned. Override Check - supervisor bonus amounts received from UBAH for down line sales. Other Income - any miscellaneous income amounts received. Office Expense - costs associated with maintaining an office. Advertising - money spent on marketing for your business. Utilities - utility costs associated with an office. Travel - travel related expenses. Meals and Entertainment - business related expenses for food or entertaining customers.

36 Other Expenses - any miscellaneous expense amounts paid. Mileage - work related car mileage. Category Removed - catchall category to place expense transactions if an expense category was deleted.

37 Step-by-Step Instructions for Using OPOL Inventory Manager Getting to UBAH Inventory Manager: 1. Click Tools and then Inventory Manager from the main menu at the top of your OrderPro Online screen or the Inventory Manager button from the left navigation bar. 2. If you see a message that you are being re-directed to a connection that is not secure answer Yes. Inventory Manager Menu Overview: Inventory Sets - opens the Inventory Sets page where you can create subsets for you inventory items.

38 New Item - creates a blank inventory item row at the bottom of the grid. Reset Values - this will undo any modifications made to the grid and revert back to the last saved copy of the data. Print - opens a print pop up window where you can print various reports for all records containing a check mark in the Select column. Delete - removes all rows that have a check mark beside them in the Select column of the grid. PLEASE NOTE: rows are permanently deleted and may not be recovered. Quick Entry Mode - provides an easy and quick method of entering inventory items. This method is ideal for users that are using a barcode scanner or prefer ten key entry. Select All - places a check mark in the Select column for all rows in the grid. Deselect All - removes all check marks from all rows in the grid. Move Items - allows you to move selected inventory items between inventory sets. Options - will take you to an option to remove columns or the character size of each column Adding/Editing Inventory Items: 1. To add a new item, click either the New Item menu option at the top of the screen or click the Inventory Item button at the bottom of the grid. A blank row will be added to the bottom of the grid. 2. Double click the row selection column (the column just to the left of the Select column) to pop up the Add/Edit Inventory Item window.

39 3. Enter the quantity and the ISBN. If the ISBN is a valid entry in the current titles database then the binding, title, and price will automatically be filled in for you. Sometimes you may have an out-of-print title or a title that is not in the current catalog season. You will need to manually enter information for these titles in the appropriate inputs. 4. Click OK to apply the changes or click Cancel to dismiss the window. Clicking OK automatically saves the data to the database. 5. A pop up window will appear confirming that your data has been successfully saved. Quick Entry Mode:

40 1. Quick entry mode allows for the use of a barcode scanner or ten key inputs. Fill in the ISBN and the quantity you want add. If the ISBN is a valid entry in the current titles database then the binding, title, and price will automatically be filled in for you. Sometimes you may have an out-of-print title or a title that is not in the current catalog season. You will need to manually enter information for these titles in the appropriate inputs. Hint if you press the enter key after you key the ISBN it will automatically move to the quantity field. After you are finished entering your quantity, press the enter key again and the title will be added to the inventory item grid. 2. Clicking the Add Title button will add the current ISBN to the grid. Use the Reset Values button to clear all ISBN inputs. 3. As you add items they will be displayed in the inventory item grid. 4. Once you have completed your data entry, click the Update Inventory link to save all inventory data to the database. 5. If you wish to remove a row from the grid, place a check mark in the Selected column for that row and then click the Delete Selected link. 6. Clicking the Close Window link will close the window without saving any information. You will be prompted to confirm that you wish to close the window. PLEASE NOTE: if you close the window using the close button at the top of the window (the "X") you will not be prompted and the data will not be saved. Printing Inventory Items:

41 1. In order to print a report, you must place a check mark in the Select column for the inventory items you wish to print. If you have not selected any rows and click the Print button from the toolbar you will be prompted with the message displayed above. 2. Once inventory items have been selected and the Print button has been clicked, you should see the Print Inventory Data pop up window. Select from one of the following reports: 1. Inventory Summary this will print a report of the items you have currently selected. 2. Inventory Summary by Set This report will contain ALL the books you have entered into the inventory manager grouped by their inventory set. 3. ISBN Summary All of your inventory sets will be combined and the report will show all the books you have with one entry per ISBN number. 4. CSV File This report is on the currently selected books and will be placed into a file that can be imported into other programs. 3. Reports may be sorted by quantity, ISBN, binding, title or price in either ascending or descending order. 4. The Hide Report Navigation Menu check box will turn on/off the ability to have a page by page display of the data. 5. After all report options have been made, click the Submit button to generate your report.

42 Moving Inventory Items: 1. In order to move inventory items between inventory sets, you must place a check mark in the Select column for inventory items you wish to move. If you have not selected any rows and click the Move Items button from the toolbar you will be prompted with a message.

43 2. Once inventory items have been selected and the Move Item button has been clicked, you should see the Move Inventory pop up window. 3. Select the inventory set you would like to move the items to from the inventory set drop down box. 4. Click Update to move the items or cancel to abort and close the window. Other Inventory Manager Options: 1. Inventory data may be deleted by placing a check mark in the Select column of the desired row(s).

44 Clicking the Delete button from the toolbar menu will then delete all selected rows. Individual records may also be deleted by clicking in the row selection column just to the left of the Select column. Once the row has been selected click either the toolbar Delete button or simply press the Delete key on your keyboard. PLEASE NOTE: rows are permanently deleted and may not be recovered. 2. Inventory items may be sorted by any of the grid columns. Select the column name you wish to sort by and the grid will refresh sorted on that column. 3. To switch between different inventory sets, click on the drop down box and select the inventory set you wish to view. 4. You can use the Select All or Deselect All menu options to quickly select or deselect the inventory items. Step-by-Step Instructions for Using OPOL Inventory Manager UBAH Inventory Sets: Inventory sets allow you to categorize or divide your inventory into subsets. The number of inventory sets you may create is unlimited. By default, a General Inventory set is created for all users. This is where all titles will be placed if no custom inventory sets exist.

45 Inventory Sets Menu Overview: Back this option will return you to the main Inventory Manager page. New Inventory Set - creates a blank inventory set row at the bottom of the grid. Reset Values - this will undo any modifications made to the grid and revert back to the last saved copy of the data. Delete - removes all rows that have a check mark beside them in the Select column of the grid. PLEASE NOTE: rows are permanently deleted and may not be recovered. If the inventory set contains inventory items, then those items will be deleted too. Select All - places a check mark in the Select column for all rows in the grid. Deselect All - removes all check marks from all rows in the grid. Adding/Editing Inventory Sets: 1. To add a new set, click either the New Inventory Set menu option at the top of the screen or click the Inventory Set button at the bottom of the grid. A blank row will be added to the bottom of the grid. 2. Double click the row selection column (the column just to the left of the Select column) to pop up the Add/Edit Inventory Set window. 3. Enter the set name and give it a description. 4. When you have completed your modifications, click the OK button to save the data to the database. 5. A pop up window will appear confirming that your data has been successfully saved.

46 Other Inventory Set Options: 1. Inventory sets may be deleted by placing a check mark in the Select column of the desired row(s). Clicking the Delete button from the toolbar menu will then delete all selected rows. Individual records may also be deleted by clicking in the row selection column just to the left of the Select column. Once the row has been selected click either the toolbar Delete button or simply press the Delete key on your keyboard. 2. PLEASE NOTE: rows are permanently deleted and may not be recovered. If the inventory set contains inventory items, then those items will be deleted too. 3. You can use the Select All or Deselect All menu options to quickly select or deselect the inventory sets.

47 Instructions for Using OPOL Event Manager Overview of Event Manager: The Event Manager is a tool that will help you manage your busy UBAH schedule. Using Event Manager allows you to easily setup a book show, add invitations, automatically send invitations, and manage invitation responses. Getting Started: 1. You can get into Event Manager two ways. Either by using the dropdown menu at the top of your screen or the main menu on the left side of your screen. 2. When you first enter Event Manager module you are taken to a calendar view of your upcoming events. 3. You see the current months calendar. 4. As you enter events your calendar will reflect each addition. 5. Below, steps 1-6 will get you started! 1. Event Steps - This menu can be used to easily navigate the steps required to create/edit an event. 2. Next or Prev - To go forward or backward a month click on these links. 3. Select Event - You can select an event to work with by clicking on the hostess name or event time. 4. Delete Event - To delete and event click on the red "X". Once clicked you will be prompted to make sure that you really want to delete the event. 5. New Event - Click here to create a new event. You can also create a new event by clicking on any day of the calendar. By clicking a date the new event is automatically defaulted to that date.

48 6. Switch to List View - This takes you out of the calendar view and displays your upcoming events in a table list (shown below). Working With an Event: To work with an event you must either create a new event or choose an existing event. To choose an existing event you simply click on the event on the calendar view, or if you are using the event list view (refer to #5 above) you can click on the select icon. Once you have selected an event or deceided to create a new event, you are taken to the Event Information page. On this page you enter all the required event information. Please remember when you are done to click the "Save Event Information" link to save any changes made.

49 1. Event Date and Time - Every event must have a date and time selected. This is the actual date and time the event will be held on. 2. Hostess - You must either select a previous hostess or add a new hostess for each event. This information is stored in your contacts and can be edited in Contact Manager or in Event Manager by clicking the edit icon. 3. Use Coaching Tips - If you select yes your hostess will receive s prior to the event reminding her of the upcoming event and giving her tips on how to get prepared. These s are created by the Home Office and can't be edited. 4. Invitation Options 1. Send Invitations - This is the time span from the event date for which the invitation s will be sent. (Note: The time span given here may not necessarily indicate the exact date the invitations will be sent. This value is used in a "less than" equation and prompts the system to automatically send out any invitations that haven't been sent for the given event within the specified time frame.) 2. Use Hostess Address - If the event will not be held at the address given for the hostess, then select No. If No is selected, you will then be able to enter the address that will be used on the invitations. 3. Include My Website Link - If you would like a link to your consultant site (or other site if listed in your "My UBAH" profile) included on the invitations select it here.

50 4. Include an e-show Link - If you would like to include an e-show link for this event on the invitation select it here. You may also choose to create an e-show by clicking on the New e- Show link. Reminder: Remember when you are done to click the "Save Event Information" link to save any changes made. New e-show: Use this option to create a new e-show. A link to the new e-show will be included in the invitations and will allow the invitees to start ordering immediately while still giving the hostess credit for her book show. 1. e-show Name - Name used to identify this e-show and is usually the name of the hostess. 2. Password - This is the password used by the hostess to view the e-show summary. 3. Expires - This is the date that the e-show is made unavailable to customers. 4. Send Hostess Notifications - If Yes is selected, the hostess will receive notifications (ex. new orders as they arrive, event ended, etc...) to the address you provided in the hostess section of Event Information. You have now created a UBAH event! Next, learn how to input the guest information. Adding / Editing Invitations: You can add invitations to your event by clicking on step 3 of the Event Steps and going to the Invitations page. Here you can add new invitations, edit and delete existing invitations, and check the status of existing invitations.

51 1. New Invitation - Click here to add a new invitation. Once clicked a small window will pop up (below) that will allow you to add the invitation info. 2. Invitation Listing - Here is a listing of all the current invitations to this event. From here you may edit or delete any invitation listed. 3. Edit - Click here to change invitation data. 4. Delete - Click here to remove the invitation from this event. Add Invitation: Add the invitees name and here. Once you are done click on the Add Invitation button (or hit the return key). Once the button is clicked the form should be reset and you should be able to begin entering another invitation. When finished entering invitations, click the "X" in the upper right hand corner to close this window. Adding Invitations from Contacts: If you have existing contacts that you would like to invite to an event you can do that here.

52 1. Contact Type - This list comes directly from the contact types in your contact manager. Use this to select a group you would like to import from. Select "None" if your contacts have not been organized by type. 2. Contact Listing - This is a listing of all the contacts in the given group. You may select them individually or use the check box on the header line (the top blue line) to either select or deselect all of the contacts in the list. 3. Add Checked - Click this button to add all of the checked contacts as invitees to this event. (Note: If you select a contact that doesn't have a valid address then that contact will be discarded and not added as an invitation.) Summary: You can see a listing of all your invitations and their current status as well as the event information itself by clicking on step 4 of the event steps, "View Summary".

53 To get a more printer friendly (event summary only, no menus) click on the "Printer Friendly" link under summary in the event steps menu.

54 Other Screen Shots: Sample Invitation:

55 Hostess Coaching 1:

56 Hostess Coaching 2:

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58 Step-by-Step Instructions for Using OPOL Sales Manager The Sales Manager tool provides you vital information about your customer's preferences and purchasing history. This tool includes many features such as the ability to look up what an individual customer has ordered and when it was ordered, search by top selling titles and/or series. Another beneficial feature is the export to a comma separated file (CSV) option. Reports may be saved to a file that may be opened using Microsoft Excel or any text editor for easy customization. Please Note: The Sales Manager is based upon order data. Therefore, in order to utilize this tool to its fullest, customer receipt mode should be used while creating the order. If you use OrderPro POS this is done for you automatically. Creating A Sales Manager Report: The Sales Manager uses an easy step approach to generate reports. Step 1 is where the report is selected. Step 2 contains the report filter options. Finally, Step 3 determines how the report is sorted. Steps 2 and 3 change dynamically based on the report selected. For example, selecting the Sales by Customer report would display customer based filters and sorts whereas the Sales by ISBN would use ISBN related criteria. Step 1 Select the report you would like to print. Outputs may be sent to a window for printing or to a file by placing a check in "Save report as a comma separated values (CSV) file" option. The following reports are currently

59 available: Sales by Customer - This report provides individual book sales grouped by customer. Data includes quantity, binding, title, ISBN, price, PO number, and order date. Sales By ISBN - Report displays sales summaries by ISBN. Outputs include quantity, binding, price, PO number, and customer details. Sales by Series - Similar to the Sales By ISBN report except data is grouped by series. Top Sales by Customer - Displays the top customers based on the total amount spent for a specific time period. Top Sellers - Provides the top selling titles based on quantity for a specific time period. Step 2 This section allows for report data to be filtered to a smaller subset. 1. The beginning and ending dates provide a method for you to select sales data for a specific time period. If you would like to see all your sales data since the inception of OrderPro Online set the beginning date to 1/1/ For customer based reports, this option will appear. Checking this option will add hostess sales information to the results. Please keep in mind that hostess data may include other customer's order details if customer receipt mode was not used. 3. Select if you wish to include all records or if you would prefer to select a particular set of records. This option will change based upon the report. 4. If you choose to select records, a grid will appear with the appropriate selection values. Remember these values will vary depending on the report. The grid can be sorted using the drop down boxes. 5. To select a record, place a check mark in the Select column of the desired row(s).

60 Step 3 1. Select how the report details will be sorted. Sort options will vary from report to report. Certain reports like ISBN and Series reports will be grouped and sorted automatically, but the details under each of the groups will be sorted by the option selected. 2. Reports may be sorted in ascending or descending order. 3. Click the Submit button to create the report. Print Window The print window allows you to print the report, drill down to other report details, and also send s to a contact. 1. To print a report, click the Print Report link at the top of the window. 2. Clicking on the Options link will open a different window where you perform the following actions: 1. Send an to either their home or business address if available. 2. Send a marketing to either account. 3. View their contact record and make changes if necessary.

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62 Step-by-Step Getting Started Instructions Getting to UBAH intouch: 1. Click on the UBAH intouch button on the left toolbar window Clicking on the More info link will open a new window with a more detailed explanation of each feature.

63 Step-by-Step Account Instructions With an intouch subscription you will get 10 accounts to use or setup however you like. There are only three ways to setup an account. 1. Personal account (example: 2. Mailing List (example: 3. Auto Responders (example: *Note: Each time you create one of the three accounts listed above it takes away from your 10 accounts. For example, if you were to set up 5 personal accounts, 2 mailing lists and 1 auto responder, the you would only have 2 accounts left to set up. The Account Management page will allow you to setup only your personal accounts. This page will also allow you to view your Auto Responder and Lists that you created but will not let you make changes to those. If you want to change or remove an Auto Responder account or an List account, you will have to do that under another page. Once you create a Personal account that account will be active immediately and will be ready to use. The personal accounts can be used just like any other personal .