Category Archives: Order Management

An Efficient Way to Use PayPal with DistributorCentral

Here’s a tip on how to you to use your PayPal account to collect payment from Customers for orders that you create within your DistributorCentral account, and furthermore, pay Suppliers. This would be an ideal solution for smaller Distributors who do not have a merchant account.

The website that you have created in DistributorCentral account, or the link that you use for the product catalog on your outside website; both have a built-in shopping cart that allows your website visitors to place orders to you. You also have the ability to create your own Customer Orders and Supplier Purchase Orders from within your account as well. Below is one recommendation on how to use DistributorCentral and your PayPal account together to invoice your Customers, and even pay Suppliers.

First, for the shopping cart on your DistributorCentral website, you can indicate the payment method(s) that you would like to have available for your customers.
To do this:
– Go to the Account menu
– Select Payment and then Payment Setup
– Next, you can select PayPal – Collect info only and any other payment types that you would like to have available and then click on Save (see example below)

This is what your customer will see on the payment page on your website when placing an order (see example below).

Now that you’ve indicated how you would like to receive payment from your customers, next you can setup the invoice feature in your account so that payments will link with your PayPal account.
To do this:
– Go to the Account menu
– Select Preferences and then Account Preferences
– Click on the Invoices menu on the left side of the page
– From here, select Yes – PayPal Payment Page for the Display Pay Online link on invoices preference and then click on Save (see example below)

Now you need to make sure that your Billing contact email address in your DistributorCentral account is the same as the email address you have setup for your PayPal account.
To do this:
– Go to the Account menu
– Then select Account Maintenance
– Click on the Contacts tab
– Next, if you don’t have a Billing contact setup, click on Add Similar or on the Add New Contact button and setup a Billing contact making sure the use the same email address that you have setup with your PayPal account.

Testing your payment process
Once you have this setup up, you can try placing a test order to yourself from your website, or enter in a test order for a fake customer from within your DistributorCentral account. Note: When placing test orders, make sure you are on your “live” website (not in preview mode) while signed out of your DistributorCentral account.

After an order is placed from your website, you should receive an email confirmation, and the order should be saved in your DistributorCentral account. From this point, locate the order, and access the Summary page, where you can then review the order. You can make any changes to the Customer Order at this point, such as adding/removing charges, adding tax and freight, etc. Once you are ready, you can click on the Create Customer Invoice button (A) to create an invoice for your Customer. Then you can send the invoice to your Customer, by clicking on the Send button. This will allow you to email the invoice to your customer, where they can click on the Pay online now link (B) in the email, which will then prompt them to either login to their PayPal account or pay as a guest if you have a Business PayPal account (C), where they can pay the amount that is due on the invoice (see examples below). Once paid, the funds will be transferred to your PayPal account.

If you really want to streamline this process, you can get a PayPal MasterCard, and use that to pay your Suppliers. Then in your PayPal account, you can just move some of the funds that you received from your customer, and use it to pay the balance on your MasterCard all from within your PayPal account.

Exporting Order Information for QuickBooks

Distributors – Did you know that you can export your Orders & Invoices to Quickbooks from your DistributorCentral Order System?

This feature eliminates the need for double entry from DC to your QuickBooks system.

Exporting Purchase Orders & Invoices to QuickBooks

Create and Save your QuickBooks Import File:

1. After logging in to your account, click on the Orders tab, and then on the QuickBooks Download link.

2. Choose whether you are going to create an import file for invoices to your customers or purchase orders to your suppliers.

3. Select the dates for which that you would like to download transactions – *Note – please limit your download file to one month of data at a time. Also, note that if you try to import a file into QuickBooks that contains an invoice or purchase order that was contained in a previously imported file, QuickBooks will not import that transaction again.

4. Choose whether or not you intend to print the invoices or purchase orders from QuickBooks. If you have sent your purchase orders or invoices electronically from DistributorCentral, or you have printed a version from DistributorCentral and sent those to your customers or suppliers, you can choose “No” for this question. Otherwise, if you intend to send the invoice or purchase order after importing it into QuickBooks, select “Yes”.

5.If you have specific accounts setup in your QuickBooks file with which you would like to associate the transactions, specify them in the Accounts fields. For invoices, the defaults are ACCOUNTS RECEIVABLE for the accounts receivable account, SALES for the line items, and SALES TAX PAYABLE for the sales tax account. For purchase orders, the defaults are PURCHASE ORDERS for the accounts payable account and SALES INCOME for the line items.

6. Once you are satisfied with your selections, click Submit.

7. When the import file is generated, you can click on the QuickBooks link to view the file, or “right-click” on the link and choose “Save Target As”, choose the appropriate location on your hard drive to save the file (default file names are generally in the format youraccountno_mm_yyyy_InvoicesORPOs_downloaddate.iif (eg. 100006_Feb_2004_Invoices_03-Feb-04.iif).

Import the file into QuickBooks:

1.Once you have saved the import file, open your QuickBooks file, choose File -> Utilities -> Import -> Import IIF Files.

2.Browse to the location on your hard drive where you saved the import file when you downloaded it from DistributorCentral.

3.Once you have found the file, click “Open”.

4.At this point, your data has been imported into QuickBooks. If you choose “yes” for the “Print from QuickBooks” question when you downloaded the file from DistributorCentral, you should see the list of invoices and/or purchase orders to print in your “reminders” list if you have setup your QuickBooks file this way.

5.From this view, you can edit the order, which allows you to can add options, edit pricing, change color choices, etc.
You can now run reports or print your documents from QuickBooks.

Important points to note
-If the Customer or Vendor names exported from DistributorCentral do not match those that have been setup in your QuickBooks file, they will be added to your Customer and Vendor lists as new records.

-The accounts to which the transactions are posted must match those in your QuickBooks setup; if you choose to specify your own account names, please be aware that if those accounts do not exist in your QuickBooks file they will be created.

-Avoid importing duplicate transactions into QuickBooks by deleting your old import files, or moving them to a different location on your hard drive.

-DistributorCentral’s application creates ePSA-compatible purchase orders and invoices; the data included in DistributorCentral’s transactions is significantly more complex than that allowed in a QuickBooks import file. As such, your purchase orders and invoices in QuickBooks will not have the same level of detail as those created by DistributorCentral. As such, we highly recommend using DistributorCentral’s powerful purchase order and invoice tools for your business needs; DistributorCentral cannot be responsible for or support any errors arising from the importing of data into QuickBooks.

-For additional help, hints, or support for QuickBooks please see http://www.quickbooks.com/support/sindex.html.

“I received my first order from my website…what do I do next?”

This is a popular question from Distributors, here are a few tips to get you on your way:

•  Once an order is submitted from your website, you’ll receive an email noting that there has been an order placed. Go to the Account Maintenance area in the Account menu to verify your email address. A notice will also display on the Home page in your DistributorCentral account (see figure below).  

 

•  Once you have located the order within your DistributorCentral account, you will be able to see who your customer is on the Order Summary page. You’ll also see  when they placed the order and any payment information they have provided (see figure below). 

 

DistributorCentral does not process any payments for you. Also, payments between you and your customer, and you and the supplier are separate. The payment information that your customer provides would need to be processed by you. You would then need to also provide your payment information separately to the supplier.
To access the payment setup area in your DistributorCentral account, Go to the Account Menu >> Payment >> Payment Setup.

•  On the Order Summary page, you’ll also be able to see who the supplier is for that product as well. Orders are never automatically sent to the supplier, and you will have control over when/if you would like the order to be sent to the supplier. (see figure below). 

 

•  Once you verify the order, you have the ability to create and send the PO to the supplier through the DistributorCentral system. If you prefer, you can also print out the order and fax it to the supplier, or you can save the order as a PDF and email it to the supplier with your standard email client (see figure below).  If it the first time placing an order with a supplier, you will need to contact them to setup an account and business relationship.

Watch the short video learn how handle orders from your DistributorCentral website. 

[youtube=http://www.youtube.com/watch?v=xMS0KQyALX4&fs=1&hl=en_US&rel=0]

Click on the links below to access brief guides that can help you get your account setup and ready for business.

Checklist
Order Management Guide

We also recommend that you place a few test orders from your live website to see exactly how the system works. Make sure to log out of your DistributorCentral account when doing this.

Easily Search For Orders Across All Your Child Accounts

If you have Child Accounts setup, you can search and access orders that are in those accounts from within your main DistributorCentral account.

To do this:
– Go to the Orders Menu
– Select Orders
– Then either Orders From Customers or Orders To Suppliers
– Enter in the search criteria for your order and select the Yes radio button in the Search Child Accounts area (see image below).

How to Place a Reorder

DistributorCentral makes it easy for you to place a reorder for orders that you currently have in your account.

To do this:

– First, on the home page in your account, go the the Order Search section
– Then key in the Order Number that you would like to place the reorder for (you can also search by PO Number, Cutomer Name or Phone Number – see step 1 below)

Reorder Step 1

Reorder Step 1

– Next Click on the Reorder button at the top right portion of the page (see step 2 below)

Reorder Step 2

Reorder Step 2

– You will then be prompted to specify which type of reorder it is, such as An Exact Reorder (same product and no changes in imprint or artwork), A Reorder With Changes (same product, but has changes in artwork or other options) or Rework Of Previous Order (generally used if there was an error on the previous order)
– Then review your order and Save or Send it

Reorder Types

Reorders can be created for any orders in your DistributorCentral account. However, it is only considered a Reorder if the order is for the same Customer. If the order is for a different customer, then you should always enter the order as New Order as opposed to a Reorder.

An exact reorder – This indicates that there are no changes needed to the artwork/printing of the original order. Even if the quantity, shipping information, etc. will vary on the new order, it’s still considered an exact reorder if the artwork/printing remains the same.

A reorder with changes – This indicates that you will need revisions made to the artwork/printing of the original order. For example, if there needs to be a change in the imprint color(s), a change in the imprint, etc.

Rework of previous order – This indicates that there was a discrepancy or mistake with the original either on the Supplier end or on the Distributor end. For example, if the Supplier printed the wrong artwork, the Distributor indicated the wrong shipping address, etc. Oftentimes, the Supplier and Distributor parties involved will agree to a reduced price for Rework orders.

Provide Your Tax and Credit Information to Suppliers.

DistributorCentral has made it available to add your Tax and Credit information to your DC distributor account so that all the suppliers can access that information.

You can quickly get to this area by logging into your account and going to the right side of your Home page under Shortcuts. Click on “Upload Credit and Sales Tax info“.

You should update your State Tax ID numbers here and you can upload a Universal Credit application that suppliers can use to grant you accounts for ordering from them.

Don’t Forget To Setup Payment Methods For Your Website

Your DistributorCentral website comes with a shopping cart that allows your customers to place orders directly to you. Be sure to setup the payment methods you want to have available in your shopping cart for your customers to choose from.

To do this, follow these steps:

1. Go to your Account Menu, then select Payment >> Payment Setup

2. Next, select the payment methods you would like to have available for your shopping cart and then click on Save.

3. Test your settings by going to the live version of your website and placing a test order for any product. The payment methods you specifed should show up midway though the ordering process (63%).
DistributorCentral does not process any order payments for you. Payments between you and your customer, and between you and the supplier are separate. The payment information that your customer provides would need to be processed by you. You would then need to also provide your payment information separately to the supplier.
Here is more information regarding the payment setup area in your DistributorCentral account:
Bill to Account – This is the default payment method if you do not specify anything. It represents that you will invoice your customers for the order.
Credit Cards – If you have an Authorize.Net account and would like to electronically process credit card transactions, choose “Credit Card – Authorize.net Merchang Account”. After clicking on Save, you will then be prompted to enter your merchant account gateway information.
For basic Merchant account holders, select “Credit Card – Collect info only – no processing”. This will allow you to securely collect your customer’s credit card information and process it manually.
Purchase Order Number – Select this option if you customer will provide a purchase order against which you will generate an invoice.
Check / Money Order – Select this option if you accept payment via check or money order.
PayPal – This option will allow your customer to indicate that he or she will pay you via PayPal. This option is not automatically integrated into the transaction; your customer will receive an order confirmation that shows your email address, to which they will be required to send payment.
Bill to Department Number – Select this option if you will invoice a specific department.

New Feature: “Virtual” invoice stuffers

Have you ever wanted to include stock verbiage, a link to a special offer, a link to an online survey, or other marketing information intended to encourage repeat business from your customers when you send them an invoice?

Our new invoice email boilerplate language preference lets you do just that – it’s your virtual “invoice stuffer” and more! Links and text can easily be dropped into the html emails that you send when you invoice your customers, and with a little html work you can generate coupons or other promotional pieces that will capture your customer’s attention when they open your electronic invoices.

To get started, you first need to add the information that you’d like to include to your account preferences. Go to Account >> Preferences >> Account Preferences, then select the “Invoices” category.


In this case we used a little HTML to create a “coupon” look and feel and included an image that is currently hosted on our website, but you can use straight text or create a hyperlink to keep things simple.

Once you’ve saved your entry, that information will appear on any invoices that you send from the DistributorCentral order management system!

Sample email received by customer:

It’s that easy – give it a try!