Processing Launch Party and Cooking Party Orders

Transcription

1 Processing Launch Party and Cooking Party Orders Note: The process of entering a Cooking Party order is identical for Launch Party orders. Browser Options Our system works best on the following browsers, we ve listed them in our order of preference: 1. Google Chrome v. 26 or higher 2. Mozilla Firefox v 20 or higher 3. Internet Explorer 9 We DO NOT recommend using Safari, as our system is not configured for use on this browser. When using an Apple Mac or ipad, please download Firefox to use as your browser. To check which version of a browser you are using: 1. Click on the icon in the top right corner of your browser e.g., or Help menu 2. Select About (your browser name) 3. One of the screens below will appear with the version shown. If you have any questions about browser options, speak with your upline or contact Support. The Chefs Toolbox IT System Guide - Processing CP Orders page 1 of 13

2 Hot Tips from Support NEVER USE THE BACK BUTTON ON YOUR INTERNET BROWSER!! In the TCT system, there are a few tools which are used throughout, so it s useful to become familiar with them: This green arrow indicates something you can select, to work with. For example, use this arrow to select a customer, or a Cooking Party. This yellow pencil indicates you can edit or change an item. For example, you can change a customer s address by clicking here. This is the look-up tool, use it to search for products etc This is the delete button. * Fields marked with an * are compulsory, don t forget to fill them in. Now click here to get started: You ll need to know your Consultant ID number and your password to login. (If you don t know this information, ask your upline or contact Support). The URL for the Consultant Portal is: We recommend you make this login page a Favourite or Bookmark in your browser! The Chefs Toolbox IT System Guide - Processing CP Orders page 2 of 13

3 Portal Home page After logging into the Consultant Portal you will see the Home page. You can quickly jump to the right page by using the shortcuts from here. Cooking Party orders and Party Bookings are also managed under the My Cooking Parties tab. To process your Launch Party order, or a Cooking Party which is already open in the system, click on My Open Cooking Parties. Note: your Launch Party was created when your Sponsor (upline) entered your details to become a Consultant. The Launch Party MUST be processed under your Consultant ID, not your Sponsor s. To create a new Cooking Party Booking, click on Create a new Cooking Party. The Chefs Toolbox IT System Guide - Processing CP Orders page 3 of 13

4 Adding a Host and entering Party details Make sure you are logged in under your own ID, so your name appears here. Your Launch Party booking should be listed here. (Other Cooking Party Bookings are also shown here after you created them.) 1. Click on the green arrow next to your Launch Party, or the Cooking Party, you want to process. Note: Parties are also called Events in the system. The Chefs Toolbox IT System Guide - Processing CP Orders page 4 of 13

5 2. Once you select it, a summary of your Party will appear at the bottom of your screen. 3. Click on the grey Edit Event button. You will now add the Host (for Launch Party, that s You!) to the Party. 4. If the Host has purchased from The Chefs Toolbox (another Consultant) previously, they will already have a ChefsClub account and ID. You need to use their existing ChefsClub ID here. If this is a Launch Party order, use your Consultant ID as the Host. 5. To add an existing customer as Host: a. Enter first name and surname, or ChefsClub ID number in the Search field, and click on Go. b. If the name exists in the system this will be displayed in a list for you. Click the green select arrow to add them as Host. c. Once you have added the Host, their name, address and ChefsClub ID will appear above the Search field. Host added correctly. The Chefs Toolbox IT System Guide - Processing CP Orders page 5 of 13

6 6. If the Host has never purchased from The Chefs Toolbox (another Consultant), you will need to create a new ChefsClub membership. For Launch Party, even if you personally have never purchased from TCT before and therefore don t have a ChefsClub ID, simply use your Consultant ID as Host, as per step 5 above. 7. To add a new customer as Host: a. Click on Enter New Host. This will bring up the addition screen. Fill in the details. b. address is compulsory for all Hosts, so that they can view and redeem their ChefsClub Dollars from their Host Extra Rewards (HER) later. (You will receive HER too from your Launch Party when it reaches HER requirements.) c. Click Add. The new Host will receive an welcoming them to ChefsClub, with their ID number and password, within a few moments. d. Once you have added the Host, their name, address and ChefsClub ID will appear above the Search field. 8. Now complete the rest of the details for the Party. Only certain fields are compulsory, but you may enter as much detail as you like. Hot Tip: Always enter the Host s name as a minimum to the Description field, so that you can easily find the Party later. Note: the Address for the Party on this Edit Event screen is NOT the delivery address for the Party orders, this will be entered later. 9. Click Save when finished. Next you will add Guests to your Party. The Chefs Toolbox IT System Guide - Processing CP Orders page 6 of 13

7 Adding Guests 1. Click on Manage Guests. 2. Exactly as you did to add the Host, you can now search for existing customers to add them to this Party, or you can create new customers (ie. new ChefsClub members). Refer step 5 or 6. above. If this is your Launch Party, many of the Guests may be new customers. 3. Once you have created or added the guest, their name will appear on the Guest List. (You ll also notice that the Host and you, the Consultant, are also listed.) Continue to add Guests until you have added everyone who bought items at this Party or who booked their own Party. 4. When you ve added all the Guests, click on Event Orders. You will now start entering orders and bookings. The Chefs Toolbox IT System Guide - Processing CP Orders page 7 of 13

8 Entering Guest Bookings and orders 1. After clicking Event Orders, you will reach the Shipping Details screen. 2. Make sure this screen shows the correct DELIVERY ADDRESS for this order. (It defaults to the Host s address on file, or your own. You can overwrite this.) 3. Now click Proceed. 4. You are now on the Guest Order entry screen. 5. This screen is divided into 3 main parts: Bookings, Orders and Payments. 6. Select the first Guest (customer) by clicking on their name on the Guest Selection pull-down list. (As the Consultant your name will also appear in this list, you ll use this later.) 7. First, you can enter any forward-bookings from this Guest. Simply enter the new Host s name in the Title field, click on the Calendar to select the date of the booking, and set the correct time. Make sure your click Add! The Chefs Toolbox IT System Guide - Processing CP Orders page 8 of 13

9 8. Next, enter the products which this Guest purchased. 9. Enter the product code in the Stock # field, or search for the product. You can search by typing the name or code of the product directly into the Stock # field. Then simply click on the desired product. If you accidentally enter the wrong product or a customer changes their order before you submit it, click the X to delete the product and enter a different one if required. 10.Once you have entered the product code, use Tab key on your keyboard to move across to the Qty field, and enter the required quantity of products (it defaults to 1). 11.Check to make sure the correct prices are shown, that the Total is correct, and that your customer is receiving the correct quantity of ChefsClub Dollars for their order. (ChefsClub Dollars = 1 CCD per $10 spend) Hot Tip: Did you notice the QV shown for this order? This is the Qualifying Volume (same as Personal Volume or PV) for you from this order, as per the Career Plan. The Chefs Toolbox IT System Guide - Processing CP Orders page 9 of 13

10 12. Next, enter the credit card payment for this order. You need to enter 1 full credit card payment per order. If the customer paid you cash, you need to enter the whole payment on your own credit card. You cannot split payments for 1 order between several credit cards. You may put someone s order on another person s credit card, for example if the Host offers to pay for one of their Guests. Simply enter the credit card details for whoever is paying on that Guest s order. IMPORTANT! Make sure the name selected in the Card Holder field is the Guest that has placed this order. If the Consultant s or another person s card is being charged their name should only be entered in the Name on Card field. Make sure you click Save after entering the credit card number! This will securely encrypt the card number and save it. Ignore the Billing Address this is not needed. After entering all payment details, click Save Payment! This will save all the information for bank processing later. 13. You will know that your payment has been correctly saved and is ready to process by this confirmation at the bottom of the screen: You can still change the products ordered, and the associated payment on this screen any time you need to, until you finalise the order. Simply use the product order rows to delete/add products, then click on the X next to the payment to delete the payment and enter a new one. The Chefs Toolbox IT System Guide - Processing CP Orders page 10 of 13

11 14. Repeat the process for entering Bookings, products and payments for each Guest, until you have entered all Party sales and Bookings (except the Host s). 15. Next you will enter your own Consultant purchases (eg stationery) and enter the payment for freight. Consultant Order & Freight 1. When you have finished entering all the Guest orders, select your own name (Consultant) from the Guest List drop-down menu. You MUST do this, otherwise you will not be able to submit the order. 2. The freight charge has automatically been added to the order. 3. If you need to order stationery or Kit items, add these to the Consultant Half Price Shopping section. 4. Now you need to enter the payment for the freight charge and your own items, by entering your credit card details. 5. Click Proceed at the bottom of the screen. This will take you to the Host Order screen. Host Order 1. The Host s own purchases are entered in the same way as Guests, and when the Host re-books another Cooking Party you enter their Booking on the Host screen also. Note: From time to time there are Host specials and limited offers (like $75 item booking gifts), for which we provide separate How to Order guides. These can usually be found under My Toolbox. 2. After entering the Host s bookings and orders, click Proceed. The Chefs Toolbox IT System Guide - Processing CP Orders page 11 of 13

12 3. This will take you to the Close Event screen to process the order. This is where you will confirm all the Bookings and orders, and process credit card payments to the bank. Checking your Party order 1. Check that you have entered: all orders and Bookings all payments. 2. Once you have checked everything, click on Process Payments. This is the point where the system charges your customers credit cards. This may take a few moments do NOT refresh your screen, do not press the Back Button on your browser, DO NOT click on anything or close your browser. Wait! 3. Once all the payments have been processed, you will get a confirmation screen. Click Submit to close the Party and send it to TCT for processing. You will also be able to view this summary any time by selecting this Event from your Closed Events listing. 4. If one or more of your credit card payments are rejected, this screen will give you information about which order it affects. You will need to return to that order (by using the Back button at the bottom of the screen, or by clicking on the relevant Guest/Host to re-enter their order screen. Delete the payment and enter an alternative credit card. The possible reasons for a credit card being rejected are: the card number is incorrect, the expiry date is incorrect, or there are not sufficient funds available. You may need to contact the customer. If you have any problems processing credit cards, please contact Support immediately. The Chefs Toolbox IT System Guide - Processing CP Orders page 12 of 13

13 5. Once you have fixed details for all the rejected payments, click Proceed again, to return to the summary screen. Click on Process Payments again, to process the remaining credit card payments. Then Submit the order. 6. Once your order is received by TCT, you ll receive an with an invoice, and another when your order is shipped from the warehouse in Sydney. That s it you re done! What next? To enter other Party bookings >> go to My Cooking Parties, select an existing Party or click on Add New Event. To check closed orders >> go to My Cooking Parties, select Closed To check PV >> go to My jcoach Problems? Contact your upline or Support! Consultant Support (Monday-Friday 9am 5pm AEST) ph Australia ph New Zealand support@chefstoolbox.com The Chefs Toolbox IT System Guide - Processing CP Orders page 13 of 13