Basic Cheque Order Flow
- Cheque order is received from no-reply@wufoo.com to support@esilaw.com
- Roy will enter the cheque order
- Once he has the cheque proof we will request the initial invoice from Accounting.
- Once invoice is received from Accounting, Roy sends to the customer with the proof
- Customer approves cheque proof and makes payment
- Accounting confirms payment (with a PAID stamped invoice) and Roy processes/authroizes the order with FactorForms
- Roy sends the PAID stamped invoice to the client and archives the order
- FactorForms handles sending the cheques to the customer once complete
Order requests can come in any one of several ways:
Client emails Roy O'Neil (or Support) a basic request for a reorder or new order.
Client emails Roy O'Neil the RE-ORDER card that was included with the last shipped order for that layout.
Client uses one of the 2 online WuFoo forms to enter a NEW ORDER or a RE-ORDER.
NOTE: very often some clients will use the online WuFoo NEW ORDER form by mistake for re-ordering.
NOTE: clients often send a RE-ORDER card, but it was from an older order (not the last order)
Every specific order is assigned a unique DOCKET# when processed by Factor Forms.
This DOCKET# holds the following information about the order:
The PDF for the artwork proof
Client billing and shipping information
Order quantity
Order Starting Cheque#
BASIC CHEQUE ORDER FLOW
Enter or Confirm order is in WuFoo
Confirm WuFoo order is complete and accurate
Setup order ID in Tracking folder
Latest Docket# in Tracking folder (+ any additional relevant files)
Request invoice from Accounting
Confirm Invoice details
Send Invoice and proof to client for approval / payment
Confirmation from Accounting that payment is made
Process order with FactorForms
Send client copy of stamped PAID invoice
Update WuFoo Docket# when CFAX confirmation is received
Scenario 1 - Client enters a re-order into WuFoo
The process starts with validating the accuracy and completeness of the WuFoo entry.
Minimum required fields are:
Firm Name (or Name on Cheque)
Contact name, phone, email
Docket#
Quantity
Starting cheque#
The objective here is to locate the previous order for this cheque, based on the docket# and/or previous starting cheque#
Enter the first word of the Firm Name into the WuFoo search box.
This should filter all re-orders for this client.
Note the value for Starting Cheque# in the current re-order (e.g. 2350)
Scan the next filtered entries to locate a re-order where Quantity + Starting cheque# = 2350
If found, this would likely be the Previous order.
(It is possible that this client may have more than 1 past order with the same values)
If the Docket# starts with the letter "A", copy the 7 digits into the WuFoo Search box
This should show 2 orders in the grid. If only the re-order shows, assume the previous order was a NEW order.
If 2 orders show, copy/paste the entire lines from the 2nd file into a Wordpad RTF file
Compare the previous data in the RTF with the user-entered reorder.
IF you can confirm that the reorder specs agree with what you expect for the previous order re starting cheque#, assume that you may have the valid reorder. But --- you must now look for other potential request changes such as Qty, Addresses, color, etc.
If only 1 order showed, switch WuFoo to NEW orders and look for the docket# there. If found, save the data as above and go back to the Re-order to compare specs as above.
APPENDIX - DOCKET#
Every specific order is assigned a unique DOCKET# when processed by Factor Forms.
This DOCKET# holds the following information about the order:
The PDF for the artwork proof
Client billing and shipping information
Order quantity
Order Starting Cheque#
The docket# is in the format of Annnnnnn. e.g., A1234567
Whenever a NEW ORDER or REORDER is processed by FactorForms, you will receive an emailed CFAX (Order Confirmation) that shows the above information including the NEW and PREVIOUS docket numbers.
Each received CFAX must be reviewed asap to confirm the above information matches the WuFoo order.
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APPENDIX - WUFOO FORMS
Orders are assigned a number and can be filtered by several fields (e.g., Firm Name, Account Type, etc.)
First there are 2 types of cheque orders – NEW ORDER and RE-ORDER
New Order is for a brand-new cheque layout that has not been ordered by that client before.
Re-Order is used to re-order cheques based on an existing layout.
NOTE that a re-order may include a change to the previous layout.
e.g., change of firm name, address, color, etc.
Order requests are received in any one of several ways:
Client emails a basic request for a reorder or new order.
Client emails Roy O'Neil the RE-ORDER card that was included with the last shipped order for that layout.
Client uses one of the 2 online WuFoo forms to enter a NEW ORDER or a RE-ORDER.
NOTE: very often some clients will use the WuFoo NEW ORDER form by mistake for re-ordering.
NOTE: clients often sends a RE-ORDER card, but it was from an older order (not the last order)
IF the client has entered a WuFoo RE-ORDER:
You will automatically receive a copy of the completed form by email (now from Zendesk)
Use WuFoo to review the client-entered details and research previous orders for that client to locate the last order to confirm the current details are correct. The main fields for comparison are Firm Name, Docket#, Quantity, Starting cheque#, and Bank Account#.
SPECIAL VARIATIONS
CHEQUE ON TOP see 1759 (Cameletti) for example
HOLOGRAM stock see 2055 (Kuzyk)
AR REMINDERS see 1672 (Bishop)
BLANK CHEQUE STOCK see 1825 (Fast)
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APPENDIX - FACTOR FORMS
After logging in to FF, select the Orders/Shipments entry on the Customer Self Service button.
There will be 2 selectable tabs:
Order Status (Dick Tracy) and Shipment History (Bloodhound)
Order Status shows all ESI orders
Shipment History shows all completed/shipped ESI orders
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APPENDIX - TRACKING FOLDERS
Maintain a folder - C:\WuFoo2 that contains sub-folders for each active cheque order.
Each subfolder has copies of Proof, Invoice, CFAX, reorder form, any other relevant documents
The subfolder filename is as follows:
Wufoo Order#
(current orders above #2000 are re-orders in WuFoo ... below 2000 are NEW orders in WuFoo)
Abbreviated Firm Name (+ other identifying factors if needed for >1 current order for same client) :
TA - Trust Acct
GA - General Acct
CIBC, BNS, RBC, TD, etc - Bank name for that acct
Status
sentmmdd - date proof and invoice sent to client
ORDEREDpaid - ordered with FactorForms
(l/c paid means Accounting told me invoice is PAID, but waiting for stamped PAID invoice)
requestinvoice mmdd - date I requested the invoice
RequestProof - proof requested from FactorForms
Reminder mmdd - date I sent a reminder (2-3 weeks after sending proof+invoice)
After you receive the Stamped PAID invoice, you send a copy to the client and add ORDEREDpi to name, then move that subfolder to the 1ORDERED folder
NOTE: in the 1ORDERED folder, you will see some duplicate ORDER numbers (starting around #673) where the NEW cheque order numbers caught up to the older REORDER numbers)
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APPENDIX - ACCOUNTING
Request initial invoices - email esilaw.accounting@dyedurham.com
Subject:
for orders in WuFoo ReOrders
Cheque order# nnnn (name) - ready for invoice
for orders in WuFoo NewOrders
NEW Cheque order# nnnn (name) - ready for invoice
Can put >1 order for same client on same invoice:
Cheque orders # 1234, #1235 and #1236 (Smith) - ready for invoice
Cheque orders # 2345, #2346 and NEW #890 (Smith) - ready for invoice
**** Important - for cheque orders from our Edmonton ESI agent:
IF the client contact is MICHELLE SKOLARCHUCK
Michelle gets a 10% dealer discount and the invoice is sent ONLY to her (never to client).
This allows her to pay on behalf of client and invoice client herself with a markup.
When requesting an invoice, include the following lines in your email to Accounting:
Please have INVOICETO as Michelle’s address:
Gionet Consulting Ltd.
Michelle Skolarchuk
11112 - 31 Street
Edmonton, AB T5W 1X1
Please have SHIPTO as:
Client Name
Client Address
Client city
Client PostalCode
Please send invoice ONLY TO ME
You can then send the invoice to Michelle