The details on how to submit orders to the WIP from current clients.
TLDR:
- If there is no existing estimate, create a new estimate in Cyrious under the correct company info, then list the title and date in the description
- Make sure that the CSR is left blank
- Send client the Order Submission blurb from Snippets.
- Put email with order details and artwork (sometimes multiple emails) in the WIP folder marked appropriately as listed in the WIP Key below.
A new order is marked by 2 things: a quote in Cyrious without a CSR and an email in the WIP
Submitting an order to the WIP for a current client via email:
- In Cyrious, search to see if they already have a pending estimate. If not, click New dropdown and select New Estimate
- Enter company name in Company line. (No luck? Try searching the client's name or email address in Gmail and then find the latest invoice or estimate number and search in Cyrious.)
- In the Description line, enter the Order or Reorder (include the order number that is being reordered) and the date. If there is any important info, such as a new shipping address, special production notes, or multiple emails in the WIP, you can include that in the Description to help the designers out.
- No need to fill out the quote, just double click on Labels under the Digital Prints dropdown so there is one line item - $40 total.
- Then, in the User Defined Fields select the date for Responded On and select the difficulty based on your assessment of how complicated the order is--leave CSR blank as this acts as a prompt for the designers.
- Under New in the top right-hand corner select Prepress and then save at Estimate.
- In Gmail, respond to any questions in the client's order email and then enter the Order Submission blurb from Snippets.
- Put the client's email with order details and artwork (sometimes multiple emails) in the WIP folder marked appropriately as listed below.
- If there is a Pending estimate in Cyrious, find the email that includes artwork (if we do not already have their labels on file) and submit that to the WIP. Ensure the estimate is up to date, remove the CSR, label the estimate "[date] Order", and change the station to PrePress.
WIP Key
Easy orders/reorders: Mark read with a green star
Orders that have been in the WIP over 24 hours: Marked unread and with a blue star
Orders that have been in the WIP for over 48 hours: Mark read with a red star - URGENT!
Submitting an order to the WIP for a current client via phone(we try to avoid over the phone orders, but some clients refuse to email):
- If it's a reorder look up the order they would like to reorder in Cyrious and confirm size, quantity and any other details you think are important. Make sure the email we have on file is correct.
- Let client know that a digital proof will be sent via email for them to approve before paying the invoice.
- In Cyrious, click New dropdown and select New Estimate
- Enter company name in Company line. (No luck? Try searching the client's name or email address in Gmail and then find the latest invoice or estimate number and search in Cyrious.)
- In Description line enter the Order or Reorder (include the order number that is being reordered) and the date. If there is any important info such as a new shipping address, special production notes or multiple emails in the WIP you can include that in the Description to help the designers out.
- No need to fill out the actually quote, just double click on Labels under the Digital Prints dropdown so there is one line item.
- Then in the User Defined Fields select the date for Responded On and select the difficulty based on your assessment of how complicated the order is--leave CSR blank as this acts as a prompt for the designers.
- Under New in the top righthand corner select Prepress and then save at Estimate.
- In Gmail send an email to team@leapinlizardlabels.com with the client name, company name, estimate number, and the order number if it's a reorder and put that in the WIP. The more info the better!
- Send client the Order Submission blurb from Snippets.