Communication with a customer is an important key to Great Customer service.  To help with this, BizWizard has several built in Forms and E-Mail templates to help with keeping your customer informed, or printing forms to put with products from an order. To access or print forms for an order, open the order and from the Maintain an Order Screen click on the Print Forms button in the upper right area.

Then the Print / E-Mail Forms window will open allowing you to select what you want to print and/or e-mail for this order. Check mark those boxes you want to perform a print or send an e-mail to a customer.

If e-mailing something to the customer, you are able to attach a file to the e-mail by double clicking on the yellow box under the E-Mail Attachments area. This is useful when sending proofs, or you need to attach an art file.

NOTE: The e-mail templates can be changed to fit your needs, advanced HTML may be required, but to for more information on how to update/change an e-mail template, see Managing E-Mail Templates

As you can see there are several forms that you have access to print out, explore each of these forms to find out what will be useful for your work environment.  Lets discuss each of these printouts below:

Order Acknowledgement Without Payment Details:
This printout is a multi-purpose printout. If the order is a Quote, then it prints a quote. If the order is an open, complete or closed order, then it prints an order receipt. You can customize the title of the printout that prints based upon the order status in the System Configuration Setup Setup. In addition, this printout does not print any payments or deposits applied to the order. It prints only order line items. This printout is the same as the Order Acknowledgement with Payment Details, with the exception the Order Acknowledgement with payment details will also print a listing of itemized payments applied to the order.

Order Acknowledgement With Payment Details
This printout is the same as the previous, with the only exception that itemization of payments applied to the order are also included in this printout.

Credit Card Authorization
There may be occasions when you take a phone order or even an internet order whereby the dollar amount is high enough that you want a little extra protection and desire to have a signature for the credit card that is being used to pay for the order. Simply print a Credit Card Authorization and fax to the customer. You may also e-mail it.

Order Attachment:
The order attachment has many uses. We recommend printing it out to hand to your customers to allow your customers to write their engraving on. This will ensure the engraving information has the order header information with it and helps prevent loss of engraving information. Also, if a customer walks into your store and brings you an item to be engraved or have work done on, simply print an order attachment, and attach it to the item with some form of tape that will not hurt the item (like masking tape) - then you know the which orders the item belongs to.

Pro Forma Invoice:
Because invoicing does not occur until the order is completed and paid for, it is impossible to give an invoice for something in a pending status. Orders are considered pending because they can change. For instance quantities or products can change tomorrow when the customer calls and adds 2 more awards. As a result, orders are considered to always be pending, and invoices are considered to be final billing. You cannot have a final billing until the order is completed and closed. The problem is some accounting departments and companies, organizations and universities may required an invoice before printing a check to be used as a deposit on an order. This typically only occurs when you require a deposit before starting an order. As a result you can print them a Pro Forma Invoice which typically will satisfy most accounts payable departments invoice requirements. A Final Invoice will be issued to them once the job is completed and closed.

In Terms of Trade, a Proforma Invoice is An invoice which purports to represent what a final invoice with all attendant details will look like.

Order Received by Signature Page:
You can print this page at any time if you wish to have your customer sign for an order to show they received it. You can also setup printing rules in System configuration System Setup to tell BizWizard when the automatically print a Received by Signature Page. For instance, if you want to always collect a signature if the order is over $500 you can setup that rule. This way you aren't inconveniencing your customers on low dollar orders every time they pick up an order. You can always print one on the fly as well as shown here, especially if you know a particular customer is a problem customer who claims they never received an order to avoid remitting payment later.

Generic Waiver of Responsibility:
Each awards store is different, but if you have a policy in your store that you do not take responsibility for nicks, scratches, dents, etc on items brought into your store for engraving, you can print a generic waiver of responsibility and have the customer sign that they acknowledge your policy on the matter. You can also request this printout to automatically print if an specific order line item is sold.

Customer Proof Sign off:
Exactly as it is named, this is a printout that may be faxed to your customers along with a proof of their order. They simply complete it, and fax back. You can also e-mail them a proof sign off with the proofs attached to the e-mail.

Packing Slip:
When you are shipping products, or even when you put products on the shelf in wait for a customer to pick up their order, you can print a packing slip. This provides the customer with information on what they can expect to be inside of the shipped container, or what is part of the order pickup. Its a good checks and balances, and also provides you with a way to keep items on your shelf in wait for customer pickup organized so you know which order the products belong to.

Sales Tax Exemption Request:
A lot of awards stores keep a sales tax exemption on file for a particular company, and they simply always exempt an order from that company from sales tax as a result. What they may not know is that most state requirements requires documentation on each order that a particular order was exempted. For instance, if Joe Smith from ABC Corporation comes to your store and orders 10 plaques and they are reselling those plaques to XYZ company, they would be reseller exempted. However, Joe Smith may also order 2 acrylic awards they are handing out to their employees. That order would not be sales tax exempt. If you are blindly exempting each order simply because they have a reseller certificate on file and you are audited by your tax board you may find yourself with some hefty fines.

The Sales Tax exemption request is a printout on an order by order basis that requires the customer to sign and indicate to you that this particular order is indeed exempt. By requiring your customer to do this on an order by order basis, you protect your company from violating sales and use tax laws and it puts the liability back on your customer that if the customer lied about it being exempt, they will be paying the fines not you. It is a good idea to get a signature on each order vs. using the exemption number on file method. Of course the choice is yours. But this explains why this report is on an order by order basis, vs. a customer as a whole basis.

Internal Pick Ticket:
Print a Pick Ticket if your tracking inventory. This helps your employees know where and what quantities of products to pull that are needed to complete the order.

Internal Proof Attachment:
If your company requires internal proofing of a design layout before submitting it to a customer for proofing, you can print this internal proof attachment and pass it along to others in your organization. A Better method for accomplishing this would be to simply e-mail the order from person to person in your organization, but maybe not all employees have access to the design software. If this is the case, simply print out the proofs and hand deliver it with an internal proof attachment.

Internal Work Order:
The Internal Work Order is a printout that provides all the details necessary to assemble the products. If you have an assembly team that does not have access to BizWizard you can print work orders one by one from the maintain order screen, or print all the work orders for the day from the Print work order summarizations

Internal Shipping Notification
If your shipping department doesn't have access to BizWizard, you can print a shipping notification which has all the information on it necessary to ship the order. It includes a place to put box height, width, depth and weight for those that may have packed the order. Then it can be passed to those that ship the order and the shipping department can use the information on the shipping notification to print the labels for shipping.