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Supplier Administration Help

Introduction

You can indicate that you have sent orders, indicate delays for orders, or state that you can't supply the order.

You can check your prices and list of zines; you can check the orders outstanding for you to process; you can ask for a remail of a lost order (you can see it on the site, but you never recieved the email notifying you of it), you can look at old orders from the past.

This help explains the display at the top of all the adminstation pages, the look of an order, the simple things when everything is fine for an order, more complex things on orders and finally the non-order related things you can do.

This automated supplier administration is "work in progress" and more features to make both your and our life easilier are planned, but requests welcome.

Accessing Your Page

When you are setup as a supplier, you will be sent the URL to use to access your own page. Keep this to yourself. You will also be given an initial password. With this link you can directly access your own page.

If you have cookies enabled, you should only need to use the password once.

The password is set by Richard, and can not be changed by you at the moment.

Whenever there is an order for you, you will be sent an email; this will include both a link to your page as a whole, and a link to administer that particular order.

What the control at the top of the page does

At the top of your supplier admin page will be something like this:-
My Email is : An_Example@knightwriter.org
To change email, prices, zines please email Richard

Order:
Vacation from DD/MM
                for days    
Note: This has no effect yet
What do these mean

Feild/ControlWhat it does
Your Email AddressThis is what is used to send you orders, if it is wrong email Richard.

Likewise email Richard if your prices have changed, or you have new zines, or want to change anything.

Show My PricesThis displays a list off all the zines and things you supply, with the price you expect to be paid for them for each zone.

For each zine/item there is a cryptic code for the fandom, the name and prices. Hopefully the fandom code is obvious.

My DetailsYour name, address, email, phone number, also allows you to set or remove your password.

HelpBrings this up
Show Recently Completed Orders This will display those orders that have been completed by you in the last month or so. Sometime after you are paid for the orders, these will be removed from this list - initially this removal is a manual process. When appropriate, there will be a button here in the header for "Outstanding Orders" - which will take you back to a display of your outstanding orders.
Order: ... ShowIf you would like to review a particular order then put the order reference in the box and click on "Show".

This will display any order (even if no longer listed under "Recently Completed Orders") for quite a long time (I intend 2 years) after it was originally placed.

VacationThis will allow you to indicate when you will be away, ill, or unable to process orders for any other reason. Currently it has no effect, though you are welcome to set it.

When it operates, it will delay the onset of reminder emails about waiting orders, and warn customers to expect a delay (so they don't start hassling us)2.

Note: if you are paid in US dollars it will put the date as MM/DD, otherwise it will use DD/MM.

What an online order looks like

If you follow a link to look at an order in detail, it will look something like this:

Who Ordered

KWP481Customer AddressDelivery Address
NameRichard Testing 
Address28 Fictious Road
Zine City
 
CountryUSAUSA
PostcodeCA99999-8888 
Emailjaber@wocky.com
Phone+1 123 456 7890
Raised8 Sep 2001

What Was Ordered

StatusFandomItemName(s)SupplierNumberPrice (each)
Sent Refund
Doctor WhoCDBloodtideWaveney1$21.00
Sent Refund
Star CopsZineAn Instinct For MurderWaveney1$18.00
Sent Refund
Tomorrow PeopleCDThe New GodsWaveney1$19.00
Sent Refund
Blake's SevenZineAll ChangeWaveney1$5.00

The top half indicates who the order is for.
The lower part what is ordered from you.

By each item that you have still to send, there are two buttons "Sent" and "Refund" and a box where you can put a note.

Below the order are two buttons "Update Sent, Refunds or Notes" and "All Sent".

If you have sent everything in the order you can simply click on the "All Sent" button.

If you have sent some items, click on the "Sent" by those and then on the "Update Sent, Refunds or Notes".

Likewise if something is unavailable click on the "Refund" by the item (the refund will be paid by Waveney) and then click on the "Update Sent, Refunds or Notes". If this is because the item is no longer available please let Richard know so the item can be removed from the system.

If an item is delayed eg for a reprint, you can put a note in, this can be seen by the customer until such time as you send the item. To add a note, write what you want to say, and then click on the "Update Sent, Refunds or Notes".

Simple actions when order sent

For most simple orders, when you send out what was asked for straight away, there are two ways you can simply indicate that the order is sent.

  • If you access your main page there is a list of orders:

    KWP123456Sue de Nym$123.60 23 Aug 2001All Sent, Remail
    If you have sent the order just click on the "All Sent". See below for other options.

  • If you wish to look at an order in detail, you can do it either by clicking on the order number in a summary list or by following the link to that particular order. There is an "All Sent" button on the order page, but you can also indicate that individual items have been sent.
  • If you have sent some items, but not others, click on the "Sent" by those you have mailed and then click on "Update Sent, Refunds or Notes".
  • Likewise, if something is unavailable click on "Refund" by the item and then click on the "Update Sent, Refunds or Notes". Please contact Richard so that he can remove the item from the web sites.
  • If an item is delayed eg for a reprint, you can put a note in, this can be seen by the customer until such time as you send the item. To add a note, write what you want to say and then click on "Update Sent, Refunds or Notes".

Other Actions with the order

Unable to send item - Click on "Refund" by the item(s) you can not supply, and then click on the "Update Sent, Refund or Notes" button.

Item delayed - eg reprinting put a comment in the notes for the item and then click on the "Update Sent, Refund or Notes" button.

The email you recieve for the order will have Judith as the reply address.

To email the customer use the email address in the body of the order that is sent to you.

Other things you can do

Please check your prices and list of zines, and let us know immediately if there are any changes.

If you are confused please let us know, we will try and improve things.

Please check your prices and list of zines regularly.

In the future you will be able to indicate a Vacation to delay the onset of reminder emails.

Don't forget to check your prices and list of zines.

In the future the site will give you running details as to how much you are owed (or are in credit)

Oh and please check your prices and list of zines (Anyone would think we have occasional problems with people forgetting to tell us when a zine goes out of print, or the postage rates go up, or they get a new title...)

Last changed 10th of November 2002


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