Group Order Kit
Purpose: To facilitate orders from groups
Master List File Name: GROMASTR
Format: Single Page, 1 Part
Individual Order File Name: GROUPFRM
Format: 4 to a Page, 1 Part
Instructions File Name: GRPINST1, GRPINST2
Format: Two Pages, 1 Part
It's been our experience that there is no worse order to try
to handle than those placed by a club, group, or organization, where each garment in the
order is intended for a specific individual. The person or persons from the group never
seem to know a good way to organize the order, and there are always individuals who do not
get what they envisioned.
While there is no way to eliminate all the problems that are
inherent to these types of orders, SMR Software has a tried and tested solution that helps
make the process as painless and error free as possible - the Group Order System. The
Group Order System is also the ultimate customer service tool for handling these
customers, because it puts the best organizing tools they can use into their hands when
performing a thankless job.
The group order system is a system of three different forms.
There is one form (Individual Order Form) for each individual in the group to use in
placing his or her order for the specific goods he or she wants. A second form (Master
List) is used by the individual who is organizing the order for the group to organize the
information collected. (Note: We firmly recommend that you have the contact person for the
group utilize the Master List, not one of your employees. The group representative is
better equipped to handle discrepancies in the individual orders with his/her members than
a company employee is, and the representative of the group also becomes responsible for
the order.) The third form (Instructions) provides instructions for the entire process.
Use: Start with the Individual Order Form.
Open the form, and customize the form to bear your company name and address. This puts
your company name in front of all the club members who consider ordering, not just the
contact individual. You can leave this form as a generic order form, and print out a
supply for whenever groups come to get information on ordering. Alternately, you can
customize the form to each group's ordering needs, and print out copies on your laser
printer or photocopier as needed.
Next, open the group instruction forms. You will want to
customize these two forms so that your company name is mentioned wherever the words
"My Company" appear. This form contains full instructions for your clients to
use the form set, so if you make any changes to the process, you will want to change the
instructions as well. Lastly you will want to open and print out copies of the group
ordering master list.
Tips: The instruction form contains all the
information your customers should need for using this system. Be sure you go over the
instructions with your customer at the time when you give him the forms. If your customer
has followed the instructions correctly, the master list will create an organized tally of
all the goods that the group wishes to order, selectively ordered by sizes, garment types
and colors. Help your customer convert the information on this form into a regular order,
on a form such as the order form from this kit. Have the
customer read and summarize the information for you, so that the customer is the one who
actually tells you how many of each garment to put on the shop order form. This makes the
customer take responsibility for the correctness of the information he has gathered. Have
the customer sign the shop order form that you create together, verifying that the
information on the form you will actually use in performing the work is correct.
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