Details Tab

To enter or view details about the order, such as the order date, status, etc., click the Details tab. The following items appear under this tab.

Order Date

Enter the actual date the order was placed. The order date represents the date of the first transaction with the client. See Entering Dates in the Shortcuts section.

Deadline

Specify when the client expects their order to be ready for pickup. You can use this field to determine if an order is behind schedule. You can enter a date directly or have Success Tracking determine the date for you by selecting a time period from the field's associated pop up menu. To enter a frequently used time period, such as 4 weeks after the order date, select Calculate from the pop up menu. A window will appear allowing you to set the deadline time period. Note that you can specify the period in days or weeks. If you leave Add To Pop Up List checked, the time period you enter will be added to the pop up menu's items for future use. To remove entries from the pop up menu, choose Modify Calculation List. See Modifying Pop Up Menu Field Lists in the Pop Up Menu Fields section.

Order Status

SuccessWare allows you to track the status of each order and comes with a predefined set of statuses (see SuccessWare's Order Statuses in this section). However, you can customize them to suit your studio's needs. To do so, edit the Order Statuses list by choosing Update Lists from the File menu (see Modifying Pop Up Menu Field Lists in the Pop Up Menu Fields section). Note that this field has an associated pop up menu that contains acceptable values to allow quick entry. See Using Pop Up Menu Fields in the Pop Up Menu Fields section.

As of (for Order Status)

This date specifies when the order status was set to its current value. Success Tracking automatically sets it to the current date when the status is updated. However, you can change the date if necessary. See Entering Dates in the Shortcuts section.

Vender Order Number

This field allows you to enter order processing reference numbers when sending film, negatives, prints, etc. to your lab, album company or other vender. It is typically a number assigned to your order by the vendor.

Order From Session

This pop up menu specifies the session that generated the order. It contains a list of all sessions performed for the person in the Of Client field. The default is their most recent session. If no sessions have been entered for the client, only "None" will appear in the pop up menu. If photographs from a session are not being ordered, as is the case when only a gift certificate or accessories (such as frames) are being ordered, select None. To specify a different client, enter the first few letters of their last name into the Of Client field and press tab. See the description for the Of Client field below. If you select a session from this pop up, the order is then linked to that session for calculating sales averages. This allows any number of orders to be entered for a session— even with different clients, deadlines and statuses.

Of Client

This field specifies the client for the session that generated the order. The client's sessions appear in the Order From Session pop up menu. See the description for the Order From Session pop up above. When entering a new session, this field defaults to the client that is placing the order. Their most recent session appears in the Order From Session pop up menu. To specify a different client, enter the first few letters of the client's last name into this field and press tab. Doing so locates all clients whose last name begins with the entered letters. If more than one client matches, you will be asked to select the client from a list. For more information, see Finding People in the Searching section. Once the new client is specified, their sessions appear in the Order From Session pop up with their most recent session selected. If necessary, use this pop up to select another session.

Session Status

This field is identical to the Status field that appears on the Add and Modify Sessions windows. It reflects the current status of the selected session for the order (see Order From Session above). You can update the session's status directly on the order window. See SuccessWare's Session Statuses in the Sessions section. Note that this field has an associated pop up menu that contains acceptable values to allow quick entry. See Using Pop Up Menu Fields in the Pop Up Menu Fields section.

As of (for Session Status)

This date specifies when the session status was set to its current value. Success Tracking automatically sets it to the current date when the status is updated. However, you can change the date if necessary. See Entering Dates in the Shortcuts section.

Salesperson

The name of the person who took the order.

Commission

The percentage of the total sale the salesperson will receive as a commission. You can print reports detailing commissions earned for each salesperson during any time frame. See Commissions Report in the Reports section.

Include in Monthly Statements Check Box

Check this box if the client would like to receive monthly statements showing all of their orders with an outstanding balance or you set the order's status to Accounts Receivable. See Sending Monthly Bills To Clients.

Phone Notes

This area shows the phone notes for the client placing the order. It is for quick reference only and cannot be modified. To view and/or dial a client phone number, click the Dial Phone pop up menu at the top of the window. If the phone dialing feature does not work properly, see Phone Preferences in the Preferences section. To make changes to the client's phone information, choose Modify Clients from the People menu. See Modifying Clients in the Clients section.