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      Setup Auto-Ship Program

      Issue:
      How can Evosus be used to automate shipping products such as Silk Balance or Silver Ion Cartridges to clients on a recurring basis?

      Resolution:
      Many clients are using Maintenance Contracts to automate their Auto-shipping process. Included below are instructions for setting this up; for the example, we will use Silk Balance.

       

      Set up an Auto-Ship Program:

      1. Setup a Service Category called Auto-Ship (Administration > Service & Delivery > General Setup > Task Categories)
      2. Setup a Service Type called "Silk Balance" under Administration > Service & Delivery > General Setup > Task Types
      3. Setup a Contract Type called Auto-Ship: Silk Balance (outlined below).

        Optional: As part of the setup, you may want to consider setting up a "Remember Me" Contract for Silk Balance so that salespeople can quickly create a contract with minimal setup required. To do this, simply create a "dummy" customer to use and set-up the contract as instructed below. On the profile tab of the contract, check the "Remember Me" box and when prompted, name the Contract "Auto-Ship: Silk Balance."

         

        Creating A Maintenance Contract
        Before creating the contract, check to ensure the customer has a default card on file so you will be able to auto-process payment for their auto-ship contract. 

        1. In the customer's account, go to Contracts and click Add
        2. Select the Auto-Ship: Silk Balance Contract Type
        3. On the Profile tab of the contract select 'Notify Employee'. This is the person you want to be notified 30 days before the contract expires.
        4. On the Location Tab, make sure the Shipping address is correct for the customer
        5. On the Schedule Details tab:
          1. Select the Manager
          2. Choose the Auto-Ship: Silk balance Service Task Type
          3. Select a vehicle
          4. Leave time-frame as Anytime
          5. Leave priority as Regular
          6. Leave Route and Quadrant with the customer defaults
          7. Leave the time estimate as is
        6. On the Schedule tab of the contract, click 'Add'
        7. Set dates and occurrences as needed.
        8. Select Unknown as the Tech if no specific tech is responsible for the Auto-shipping process
        9. Click 'OK' to save the schedule
        10. On the Order Defaults tab of the contract:
        11. For the store, salesperson, stock site etc. simply select what works best for your business.
        12. Select Yes to create a task on the service calendar if you plan to print the packing slip, delivery slip and customer shipping labels from the Service & Delivery List Vie
        13. On the Order Items tab of the contract, enter the item code for Silk balance, enter the appropriate quantity and click Add Item
        14. Go to the Change Status tab of the contract and select Open-Active
        15. Go to the Schedule tab of the contract and click 'Process This Contract Now' if the first shipment will be the following month.

        • If the next shipment will be 4 months from today's date, you can skip this step as Evosus will auto-process this for you. Note: You can control how far out in the future Evosus will process contracts in your system parameters under Administration > System > Evosus Defaults > System Parameters > Maintenance Contracts

        Preparing for Shipping
        Assuming your Auto-ship programs are all scheduled for the first business day of the month, the person responsible for processing auto-shipments should go to the Service and Delivery Search Schedule-List View on the first business day of the month and perform the following actions:

        1. If the auto-ship will simply occur 4 months from the date they purchased the Silk Balance in-store, then you will need to implement a recurring process where the person responsible checks the schedule each day for the Silk Balance that needs to ship

        2. In the Type drop-down choose Auto-Ship

        3. Click 'Print Docs'

        4. Select the documents you want to print such as Orders, Packing Slips and Delivery Slips

        5. Optional: Return to the list view of the Service Calendar and mass highlight the customers you'd like to print address labels for

        6. Right Click and choose Print Labels and follow the screen prompts for printing labels


        Invoicing

        1. Go to Administration > Maintenance Contracts > Search Open Contracts

        2. Filter by Contract Type: Auto-Ship: Silk Balance

        3. Mass highlight the orders by using your Ctrl-Shift or Ctrl-Alt keys

        4. Click Invoice (Auto)

        Processing Payments

        1. Go to Administration > Maintenance Contracts > Search Open Contract Invoices

        2. Filter by Contract Type: Auto-Ship: Silk Balance

        3. Mass highlight the invoices by using your Ctrl-Shift or Ctrl-Alt keys

        4. Click Auto Payment on File

        5. Leave the Payment Date as today's date

        6. Select the appropriate Cash Drawer

        7. Map Card Types to Payment Methods if necessary

        8. Follow the promptings on screen for processing the payments

        9. When ready to process, choose Preview Invoices Marked to Pay

        10. Click Charge Cards and Create Payments