AVON - Companion Manual

USER GUIDE

Version 2009

COMPanion User Guide

Overview of COMPanion Welcome to COMPanion Overview of COMPanion Exploring the COMPanion Home page window Functions used in this Help document Other functions The Customers Window Create a new customer profile Notes function Orders function Other functions of the Customers window

The Orders Window Customer Orders function Avon Orders function Create Personal Order function Create Inventory Order function Shorts Function Future Order Function The Inventory Window Inventory function The Reports Window Reports function The My COMPanion Window My Profile function My Customer Groups function My Messages function My Favorite Links function The topics listed above are links to the detailed instructions.

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To see the instructions, click on the topic.

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To return to this page, click the Back Page).

button (at the bottom of the

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COMPanion User Guide

Overview of COMPanion Welcome COMPanion Overview of COMPanion Before using COMPanion, here are the main functions and purposes of the program.

The steps to follow are listed below, with references to the appropriate sections of this COMPanion Help document.

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Create your customers

Customer window

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Create your customers’ orders

Customer window

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Send your order to Avon

Orders window (Avon Order)

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Create your inventory

Inventory window

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Adjust and Transfer shortages

My Business window (Adjust / Transfer shorts)

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Print Invoices

My Business window (Prepare Delivery & Prepare Short Delivery)

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Generate your reports

Reports window

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Manage your profile

My COMPanion window

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COMPanion User Guide

Overview of COMPanion Exploring the COMPanion Home page window This section provides a quick overview of what to expect when you are using COMPanion.

The COMPanion Home window This is your starting point when you log on to COMPanion.

Help Click on help to go directly to the Help document.

My Business Lists the orders previously downloaded.

My Favorite Links You can create links to your favorite web sites.

Click this link to download a free copy of Acrobat Reader.

This program is required to view invoices and reports.

Special Events The names of customers with birth dates in the current week appear here automatically.

Messages from Avon Head Office appear here

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COMPanion User Guide

Overview of COMPanion Home Page The home Page for COMPanion has many features. You will also find at the top, the tool bar to navigate throughout the COMPanion menu.

Welcome Page Your name is inserted when you register with COMPanion. Your name is the name you use to log on to the Avon site. You can change the name shown here using the My Profile function under My COMPanion.

Information Menu Additional documents and information regarding the COMPanion program.

My Business Shows your prior orders downloaded from COMPanion. If you click on the Campaign number, the list of products ordered is reflected.

COMPanion Messages Messages from the Avon Head Office are displayed here (i.e. updates of the program).

My Favorite Links My Favorite Links is an optional, user-defined feature that you can use to create links to your favorite Web sites. The list of links is created using the My Favorite Links feature in the My COMPanion window. This section appears only if a link has been created.

Special Events The Special Events area displays the names of customers who have birthdays during the current week. You enter the birth date details when you create the customer profile (Enter details in the Personal Information dialog box). When you click on a name in the Special Events area, you will go straight to the Personal Information window for the customer. If there are no birth dates for the current week, the Special Events area is not reflected.

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COMPanion User Guide

Overview of COMPanion COMPanion Menu The COMPanion Menu is used to access the different functions for managing your COMPanion Program (i.e. customer and personal details, orders, reports, etc).

Home

Customers

Orders

Brings you back to the COMPanion Homepage.

Opens the Customers window, which is used to manage all customer details.

The Customers Window Opens the Orders window, used to provide information on orders created, transfer and convert orders.

The Orders Window

Inventory

Opens the Inventory window, which is used to manage your inventory.

The Inventory Window

Reports

Opens the Reports window, which is used to generate reports.

The Reports Window

My COMPanion

Opens the My COMPanion window, which is used to manage your personal details and create groups of customers The My COMPanion Window

Get Started

A quick-start guide to COMPanion.

FAQ

Provides answers to questions we frequently receive regarding COMPanion.

Security and Privacy

Contains the legal document that you agreed to upon registering.

Downloads

Contains documents that you may download and print for your business (i.e. Avon’s Guarantee).

Representative Home Page (top) &

Bring you back to your Representative Homepage online.

Representative (bottom)

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COMPanion User Guide

Overview of COMPanion Functions used in this Help document Please note: 1- Names of windows, dialog boxes and menu items are shown in bold text.

2- Notes are added as reminders or to emphasize a specific point.

3- Dialog boxes, like the ones shown below, appear when you have to enter data, or select an option.

4- Fields are the areas in COMPanion dialog boxes where you enter information.

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To enter details, click in the blank area and enter the required information.

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To move from one field to another, use the Tab key.

This is a field.

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COMPanion User Guide

Overview of COMPanion 5- Some dialog boxes contain dropdown lists from which you select an option.

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To view a list, click on the

arrow.

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To select an item from a list, click on the item.

This is a dropdown list.

6- Some dialog boxes contain check boxes and/or option buttons.

This is a checkbox This is an option button

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To select a check box, click in that box. A

tick appears.

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To select an option button, click on the button. A

dot appears.

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COMPanion User Guide

Overview of COMPanion 7- Some dialog boxes have buttons to confirm an action or initiate a new action.

These buttons are used to confirm an action

This button is used to initiate an action

Other functions Use the browser’s Back and Forward buttons Your browser (e.g. Internet Explorer) has Back and Forward buttons that you click on to return to previously viewed windows or dialog boxes.

Print a COMPanion window or dialog box You may want to print a copy of a COMPanion window where you have entered details.

1

Press Ctrl + p.

2

In the Print dialog box, select your printer then click the Print button.

Configure your Internet Explorer browser If you use Internet Explorer as your browser, we recommend that you deactivate the AutoComplete feature to prevent previous entries showing when you click on certain fields in COMPanion dialog boxes.

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From the Tools menu select Internet Options then click the Content tab.

2

Click the AutoComplete button then in the AutoComplete Settings window deselect the Forms check box.

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Customers

COMPanion User Guide

The Customers Window The Customers window is where you enter details of a new customer, or modify details about an existing customer.

Open the Customers window Click on Customers in the COMPanion tool bar.

The Customers window appears.

Creating a new customer profile Personal Information function 1

In the Customers window, click the “Create a new customer” button.

A Personal Information dialog box appears.

NOTES:

There are two mandatory fields in which you must enter details: First Name and Province (used to generate taxes).

Canada is the Country by default.

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Enter the details that you want, using the Tab key to move from one field to another. For Province and Date of Birth, select from the dropdown lists.

NOTES:

The Cust. Ref. field is where you can enter unique information about the customer.

The customer’s date of birth is used to create a Special Event reminder on the Home page (Special Events). A year of birth is required for this information to be saved.

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Customers

COMPanion User Guide

Enter the contact information into the Contact fields.

NOTE: The Availability field refers to the hours and/or days when the customer can be contacted and/or visited.

The Customer Number (starting with 1002) is automatically generated when you save the customer’s information. By default 2 customers are already created: customer 1000 is yourself and customer 1001 is the Inventory customer both for your own use.

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When done, click the “Save Customer Information” button.

A confirmation dialog box appears.

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Click OK. The customer’s name appears in the top left of the window and a list of menu items appears on the left side of the window (see below).

Customer Options function 1

In the Customer’s window, click Customer Options in the menu on the left.

2

Select the language from the dropdown lists. English is the default language.

The customer’s invoice will be printed in the language selected.

Optional details a.

To make a customer inactive, click in the Inactive Customer check box.

When done, click the “Save Customer Information” button.

b.

To opt out of mailing labels for a customer. You can print out address labels for mailing purposes. If your customer does not wish to receive anything from you by mail, click in the Out of Mailing List / No Promotion box.

c.

To assign a customer to a group, select a group from the Customer Group dropdown list. If you haven’t yet created a group, see My Customer Groups function in the My Companion Window.

d.

To give a customer a discount and/or tax exemptions, enter the amount of the discount and/or check the applicable tax box.

NOTE: Only enter a discount or input a tax exemption if you wish for this adjustment to be applied for all of this customer’s orders.

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Customers

COMPanion User Guide

e. To designate the customer as a Business Helper, select the Business Helper check box and save customer information. A confirmation dialog box appears. Click OK.

NOTE: The name of a customer designated as a Business Helper appears in the Assigned Helper dropdown list for other customers (see step f. below). f. To assign a helper to the customer, select a name from the Assigned Helper dropdown list and save customer information. A confirmation dialog box appears. Click OK.

If you click Customers in the menu on top of the window to access the Search Customers dialog box, then click the List All Customers button, you will see that your new customer is listed in the “Select Customer” column, along with her home and work phone numbers and the name of the group she has been assigned to, if applicable.

The names on the list are in alphabetical order by customer last name.

An inactive customer is indicated by a red dot beside the name in the Select Customer column.

Notes function The Notes function allows you to enter notes about your customers. These notes are for your own information and are not seen by the customer.

Create a note 1

In the Customers window, click Notes in the menu on the left.

The Notes dialog box appears.

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Click the Add Note button.

A blank message area appears below the Notes dialog box.

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Type the note in the blank message area (up to 100 characters).

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If you wish to have a reminder regarding a note, select the “Mark as Red Flag” check box.

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When done, click the “Save” button.

In the Notes dialog box, the first few words of the note text appear in the Message column. If you flagged it, a red flag is shown in the Status column. The date the message was created on is shown in the Created On column. is shown beside the customer’s name when viewing your A Note pad customer’s profile.

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Customers

COMPanion User Guide

View a note •

In the Notes dialog box for a customer, click on the note in the Message column.

The contents of the note appear in the message area.

Delete a note 1

In the Notes dialog box for a customer, select the check box for the note you wish to delete.

2

Click the Delete Selected Note(s) button.

A confirmation dialog box appears.

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Click OK.

Alternate Address Function You can add up to two alternate addresses for a customer.

Add an alternate address 1

In the Customers window, click the List All Customers button then select the customer’s name in the Select Customer column.

The Personal Information dialog box appears.

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Click Alternate Addresses in the menu on the left.

The Alternate Addresses dialog box appears.

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Enter the alternate address details in the address fields.

NOTE:

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Canada is the default country.

When done, click the Save Customer Information button.

A confirmation dialog box appears.

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Click OK.

Orders function You can see a customer’s order history and create an order using the Orders function in the Customers window.

View a customer’s order history 1

In the Customers window, click the “List All Customers” button then select the customer’s name in the Select Customer column.

The Personal Information dialog box appears.

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Customers

COMPanion User Guide

Click Orders in the menu on the left.

This customer’s order history list appears.

Create an order You may add a Current order or a Future order from this section.

Refer to the Order section for further information.

Other functions of the Customers window Search for a customer 1

Click on Customers.

The Search Customers dialog box appears.

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Use one of the two following methods to locate the customer.

Use the List All Customers button This method may be easier if you don’t have too many customers. In the Search Customers dialog box, click the List All Customers button.

A list of all your customers appears in the lower part of the window (10 names per page).

An inactive customer is indicated by a red dot beside the name in the in the left side column indicates Select Customer column. A red flag that the customer has a flagged note (see Notes function).

Use the fields to search This method may be easier if you have many customers.

In the Search Customers dialog box, enter the customer’s information in the appropriate field then click the Search button.

The customer details appear in the lower part of the window.

NOTE: You can use any field to search, e.g. First Name or Postal Code fields will find the customer(s) with the same first name or postal code The names of all the customers who meet the search criteria are listed in the Select Customer column.

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Customers

COMPanion User Guide

To access or modify a Customer’s Profile Click the customer’s name in the Select Customer column. The personal Information window opens. Enter your changes then click the Save Customer Information button. A confirmation dialog box appears. Click OK.

To create an order for a customer Click on Current or Future in the Order column. An Orders window opens for the customer. See Create a customer order.

Remove or inactivate a customer You can only remove a customer if no orders have been created for her in the last 18 months. Should you remove a customer her number will also be removed; you may choose instead to overwrite this customer’s information with another customer’s information should you wish to retain this number.

If you do not have the option of removing a customer you can designate the customer as “Inactive” in the Customer Options dialog box.

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In the Customers window, click the List All Customers button then select the customer’s name in the Select Customer column.

The Personal Information dialog box appears.

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Click Customer Options in the menu on the left.

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In the Customer Options area, select the Inactive Customer check box then click the Save Customer Information button.

A confirmation dialog box appears.

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Click OK. NOTE: An “Inactive” customer’s name will still appear on the list of customers in the Customers window with a red dot .

By inactivating a customer you may then only select Active customers when viewing some of the reports.

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COMPanion User Guide

Orders The Orders Window The Orders window is where you may view & modify Customers’ orders, download your orders to your representative’s site, create Personal & Inventory orders, and manage your Future orders.

Open the Orders Window Click Orders in the COMPanion tool bar.

The Orders window appears. The Order Menu on the left side of the window has five menu items.

Customer Orders – Use to search existing orders Avon Orders – Use to transfer your customers’ orders to your Avon online order Create Personal Orders – Use to create an order for yourself (customer #1000) Create Inventory Orders – Use to create an order for your Avon business (customer #1001) Future Orders – Use to convert future orders to a current order status

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COMPanion User Guide

Orders Customer Orders function Create a customer order 1.

To create an order for your customers, you need to access the Customers window. Once you have selected the current order, you may enter a product using either the Fast Entry or Add Product as follows:

Fast Entry method of entering products in an order Use this method if you know the product numbers of the items. a.

Click the Fast Entry button.

b.

On the first line of the Fast Entry dialog box, select a campaign from the dropdown list, enter the product number in the Product Number field, and enter the quantity in the Qty field (the default is 1). Click enter to go to the next line.

NOTE:

The Product Number must be entered without the hyphen (dash).

c.

Repeat step b. for each product. You may enter 20 products per entry page. (A pop-up window stating “Last Line” will appear; click “Ok” and then ‘Save Products’).

d.

Click the Save product(s) button when done to return to the Orders dialog box.

NOTE: If message appears: “Product number not found”, it will be necessary to verify the product number and/or remove the product from your Customer Order.

e.

See #2 below.

Add Product method of entering products in an order Use this method if you want to customize any details of your products. a.

Click the Add Product button.

b.

Select a campaign from the Campaign dropdown list (the current campaign is the default).

c.

Enter the product number in the Product Number field.

NOTE: The Product Number can be entered with or without the hyphen (dash).

d.

Click the Enter button.

Details of the product appear in the lower part of the dialog box.

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COMPanion User Guide

Orders e. Modify the required field by entering the new information.

NOTE:

To modify the price, enter a new amount in the “each” box.

To modify the quantity, enter the correct number in the section “quantity”. To apply a credit for a customer (e.g. for a returned item previously paid for by the customer), enter a minus (-) before the quantity.

f.

In the Discount field, the amount shown is based on the Order Discount specified in the Customer Options dialog box for the customer (see Enter customer details in the Customer Options dialog box). To modify this amount, enter a new amount then select either the % or $ option button to define how the discount amount will be calculated. The default is the percentage (%). To remove a discount saved in the Customer Options, enter amount of zero.

g.

Click the Calculate button.

h.

Click the Add to Order button The fields are cleared and the products will be saved to the customer’s order.

2

i.

Repeat steps c. to h. for each item.

j.

When done, click the Save button to return to the Orders dialog box.

In the Orders window, the new products appear in the lower part of the window.

On the right side of the dialog box the order pricing and tax details are shown (shaded). Products to be credited are shown as minus amounts.

At the top of the screen, select the “Calculate taxes on Price or Discounted Price” option buttons as required. By default, the selection is to Calculate taxes on Price.

Select the “Order Paid” check box as appropriate (i.e. If you received the payment from your customer).

To change the “Processing Charge” and/or add a “Rebate” amount, change the amount in each field then click the “Recalculate & Save” button.

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COMPanion User Guide

Orders Add and Remove a product in a customer’s order that has not been transferred yet You can add a product to, or remove a product from a customer’s order if the order has not yet been transferred to your online Avon order.

A)

1

In the Orders window, select “Customer Orders” in the menu on the left.

2

In the Customer Orders dialog box, select Status “open” from the dropdown list then click on “Search”. A list of all open orders will appear.

3

To view the order, click on the number in the Cust. Order ID column.

To ADD a product: 4

In the Orders dialog box, use the Fast Entry or the Add Product method to enter the order.

See Fast Entry method of entering products in an order See Add Product method of entering products in an order

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B)

When done, click on the Recalculate & Save button.

To REMOVE a product: 4

In the Orders dialog box, select the check box for the product(s) to be deleted then click the “Delete Selected Products(s)” button.

A confirmation dialog box appears.

5

Click OK. The Orders window reappears. Note that the order pricing details have been updated to reflect the removal of the product.

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When done, click the Recalculate & Save button.

Optional details To add a personalized message to the invoice, enter the message in the Invoice Message field, then click the Recalculate & Save button. There is a maximum of 200 characters in this field.

To add a special reference, enter it in the Order Reference field. This information will appear on your list of Customers’ orders, then click the Recalculate & Save button.

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COMPanion User Guide

Orders View a specific customer’s order 1

Select Customers from the COMPanion menu.

2

In the Customers window, click the “List All Customers” button to access the list of customers.

3

Click on the customer’s name in the “Select Customer” column.

The customer’s Personal Information dialog box appears.

4

Select Orders in the menu on the left side of the window.

The customer’s orders appear in the “This customer’s order history” area.

5

To view the order, click on the number in the “Order ID” column.

The Orders window for the customer appears.

You can also view a customer’s order from the Orders window.

1. In the Orders window, select Customer Orders in the menu on the left.

2. In the Customer Orders dialog box, click the List All Orders button to see a list of your customer’s orders.

3. To view the order, click on the number in the Order ID column.

Print a customer invoice 1

Open a customer’s order window (see View a customer’s order).

2

In the Orders window, click the “View Invoice” button.

The invoice appears (in PDF format).

3

Click the Print button on the toolbar.

4

In the Print dialog box, select the print options you want then click OK.

NOTE: If you print an invoice for an “open” order, the campaign number will not be reflected properly. It will show “Campaign: 0 - 2000” You can also print an invoice or a group of invoices from the Reports section and from the My Business section (see Prepare delivery).

If you print a group of invoices, please note that only one invoice will be printed per page.

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COMPanion User Guide

Orders Search customer orders Using different fields, you can find orders that meet selected criteria.

1

In the Orders window, click “Customer Orders”.

The Customer Orders dialog box appears.

2

In the “Search Existing Customer Orders” area, you can search using any one, or several, of the categories.

Campaign – select a specific campaign.

Order Creation Date – click on the Date Pickers to select “from” and “to” dates.

Status – select from the dropdown list.

Product – enter a product number or click the button to open a Search Options dialog box.

Order reference field – enter an order reference. (For example “Fundraiser”, if orders have been referenced as such).

Order value fields – enter “from” and “to” dollar values (no cents).

3

Click the Search button.

The order(s) that meet the criteria selected appear in the lower part of the dialog box.

4

To view an order, click on the number in the Cust. Order ID column.

The customer’s order window appears.

Sort the list of customers’ orders Repeat steps 1-2 from Search Customer orders.

You may sort your customer orders (in an ascending or descending order) by clicking on the column heading as appropriate: Campaign, Order Reference, Created on, Status, Customer Order ID, Customer Name, Customer Number, # of Products and Total Sales.

Create an order using your personal inventory You can create a customer order using products from your personal inventory.

See: Add an Avon product to your inventory

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COMPanion User Guide

Orders Credit a product to a customer When a product is to be credited to a customer, the same procedure is used as for a customer order except that the quantity for the product is entered as a minus (-).

See: Create a customer order Please note that this refund is only to reflect that you are reimbursing the customer. As negative information is not transferred with a COMPanion order, you will need to request a refund with your regular order online to ensure that you receive YOUR refund as well.

Here are the steps to follow to request your refund and/or exchanges online: You first need to return to your Representative Homepage by clicking on the link at the upper right corner of the COMPanion Tool Bar. Once on your Representative Home page, select Refund or Exchange.

Refunds: 1) Click on "Refunds" on the left margin 2) Scroll down; enter the product number or description of the product in the appropriate box 3) If you entered a line number, click on 'find by number' and if you entered a description, click on 'find by description' 4) Enter the campaign, quantity and select a reason code 5) Click on "Save Refunds"

Exchanges: 1) Click on "Exchanges" in the left margin 2) Scroll down; enter the product number or description of the product in the appropriate box 3) If you entered a line number, click on 'find by number' and if you entered a description, click on 'find by description' 4) Enter the campaign, quantity and select a reason code 5) Click on "Save Exchanges"

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COMPanion User Guide

Orders Avon Orders functions Prepare a customer’s order to be transferred to your Avon online order Note: These instructions also apply to orders which include inventory products only.

How To Download a COMPanion Order: 1

In the Orders window, select “Avon Orders” in the menu on the left.

2

Click the “Download customer order(s) to my on-line order” button.

A Prepare Order for your Online Purchase Order (Avon.ca) dialog box appears, showing a list of your open orders that have not yet been sent to your Avon online order.

NOTE: The amounts in the Total Sales column correspond to the Subtotal from each customer’s order. Sales from your inventory are included in this total.

3

Deselect the check boxes for the orders you do not want to send.

To view the products in the order(s), click the View Products button at the bottom.

A View Products For Avon Consolidated Order dialog box appears.

All the products in all the orders selected are listed. To view the customer name, click the “+” beside the product in the Description column.

Click Close to return to the list of orders.

4

In the “Prepare Order for your Online Purchase Order (Avon.ca)” dialog box, click the “Send” button.

A Verifying Orders to Send dialog box appears.

5

6

Select the type of order (Regular or Additional) and the Campaign. (By default, the system should select the regular order for the current campaign).

Click Verify Products.

•

If you have an error message about a product, it will be necessary to remove the product from your Customer Order before continuing.

•

Follow instructions in View products of step 3 above.

•

Remove product from Customer Order. Find your customer in the list and click on the corresponding customer order number and remove the item.

•

You may now Download customer order(s) to my on-line order.

Steps 4 – 6.

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COMPanion User Guide

Orders The following message confirming the transfer of your order appears. “Your order is ready to send to Avon, Click Continue to confirm or Cancel to Exit.”

7

Click on continue – The following message will appear: Your order has been successfully transferred into your Online Purchase Order.

Please note that it is important to order brochures and enter the number of customers on your online order. Go back to your Representative homepage to access the created 'Pending Order'.

Click on Continue again.

8

The Prepare Order for your Online Purchase Order (Avon.ca) dialog box reappears.

The orders just sent have been removed from the list of open orders and has been transferred to your online order. You may now return to the home page of the Representative site. Your downloaded order is in the right inside, under the section “Pending orders”.

Please note that you can only download one regular order per campaign from COMPanion. If you download other orders for the same campaign they will become additional orders. Once you have completed the Download process, it may not be ‘undone’.

9

To submit your order to Avon, click on “You have a pending regular order for Campaign ##. Click here To complete this order.

You are now on Step 1. You may complete your order with the Cyber Specials, your brochures, and the number of customer served. You may review your order at any time by clicking on Step 2.

Should you download more than one order per campaign from COMPanion, they will merge together in a pending order online, as long as this order has not yet been submitted to Avon. As well, if you already have a pending order online for the same campaign, your COMPanion orders will merge to this existing order.

If you have entered refunds and/or exchanges online, your regular order will pick up these transactions upon submitting your order to Avon. in the My As reflected below, when orders are merged together you will see the symbol Business section. Simply point your cursor on the order to see the merging information.

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COMPanion User Guide

Orders

View orders sent to Avon 1

You may view the orders downloaded to your Representative account online in the section My Business, from the COMPanion Homepage.

Simply click on the Campaign # to see the details of your order.

A View Order dialog box appears. All the products in the order are listed in the Order products area, by products in ascending order by product number. To view by customer, select the Customers option button.

2

You may also see this information from the Orders window. Select Avon Orders in the menu on the left.

Click the List All Orders button. The list of orders appears in the lower part of the window.

3

Click the order you want to view in the Avon Order ID column.

A View Order dialog box appears. All the products in the order are listed in the Order products area, by products in ascending order by product number. To view by customer, select the Customers option button.

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COMPanion User Guide

Orders Shorts Function Adjust for shorts This section allows you to adjust your customers’ orders for items on backorder, missing or unavailable.

1.

In the My Business area of the Home window, click the campaign in the Campaign column.

A View Order dialog box appears. All the products in the order are listed by campaign in the Ordered products area in ascending order by product number. To view by customer, select the Customers option button.

2.

Select Adjust For Shorts in the menu on the left. An Adjust For Shorts dialog box appears. In the Ordered Products area, the ordered products are listed.

In the Status column, products with a green marker have been adjusted marker have not yet or may not require adjustment, products with a red marker have been manually been adjusted, and products with a yellow adjusted. (i.e. product billed not received, product billed with different line number than that entered on customer order) NOTE: COMPanion may not recognize some items as being shorted (i.e. a different product number used on your invoice to reflect a special price). You may still adjust an item not identified as shorting. The green dot will then change to yellow.

3. In the Ordered products area, click on Adjust for the product to be adjusted.

A Customers who have ordered (PRODUCT NAME) dialog box appears.

4. In the To Be Delivered column, adjust the number of products to be delivered.

For example: if 1 product is ordered and 1 product is shorting, the number of products to be delivered should be changed from 1 to 0.

5. Click Save when done.

The Adjust For Shorts dialog box reappears. In the Status column, the color of the marker for the product has changed from red to green. If product with marker has been manually adjusted, it will change to yellow . green NOTE: The impact of this is two folds. First, on the customer’s order the quantity and the price will change to “0”, and the item will be highlighted in pink. Second, this will create a pending transaction in the Transfer Short section.

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COMPanion User Guide

Orders Prepare delivery This is where you may view and print your customers’ invoices separately or as a group.

1. In the My Business area of the Home page, click on the campaign number in the Campaign column.

NOTE: Orders containing products exclusively from your inventory will appear on a separate entry on the My Business list of the home page. One entry per campaign will appear under My Business even if several inventory orders are downloaded between regular orders. They will be highlighted in green and the status will be “sent”.

A View Order dialog box appears. All the products in the order are listed in the Ordered Products area. To view by customer, select the Customers option button.

2. Click Prepare Delivery in the menu on the left side of the window.

A Prepare Delivery dialog box appears. The orders are listed in the lower part of the dialog box. They are all selected by default in the “Select” column.

3. Select an option button for printing.

4. Click the Deselect All button if you want to select individual orders in the Select column.

5. Click the View Selected Invoices button to view the invoices.

NOTE: By clicking on “view selected invoices” the status of your orders will AUTOMATICALLY change from “Consolidated” to “Delivered”.

6. When done, you can print the invoice(s).

Transfer shorts 1.

In the My Business area of the Home page, click on the campaign number in the Campaign column.

•

A View Order dialog box appears. All the products in the order are listed in the Order Products area, by product in ascending order by product number.

To view by customer, select the Customers option button.

•

Click on “Transfer Shorts” in the menu on the left. A Shorted Products dialog box appears. The shorted product(s) are listed in the dialog box.

2.

To select all the products, click the Select All check box OR enter a check mark next to the product(s) you wish to select.

3.

Click the Transfer Shorts button.

A confirmation dialog box appears. Click OK.

4. To print invoices created by the “Transfer Shorts” function, follow instructions as per Prepare Delivery by clicking on Prepare Short Delivery.

NOTE: This will create a separate invoice for this customer for the item(s) selected.

Upon listing all customers’ orders, orders created by a transfer of shorts will be highlighted in purple.

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COMPanion User Guide

Orders 6. If an item is No Longer Available, select it and click on “Remove selected Product(s) from list”.

Create Personal Order functions You can use this function to purchase products from Avon for your own personal use. The procedure is exactly the same as for a customer order.

Personal orders will appear as customer 1000.

Create a personal order In the Orders window, select Create Personal Order in the menu on the left.

The Customer Orders dialog box appears. Note that your own name appears in the Name field. a. Use either the Fast Entry or Add Product method to add products to your order.

Fast Entry method of entering products in an order Add Product method of entering products in an order Please refer to Steps 5&6 of the “Create a Customer Order” section for detailed information. b. When done, click the Save Order button.

Create Inventory Order functions When you create an Inventory Order, the procedure is exactly the same as for a customer order, i.e. the customer is actually called your Inventory. Inventory orders will appear as customer 1001.

NOTE: Creating an order for the Inventory Customer will not transfer the information to the “Inventory Section”.

Create an inventory order In the Orders window, select Create Inventory Order in the menu on the left.

The Customer Orders dialog box appears. Note that “Inventory” is the name in the Name field. a. Use either the Fast Entry or Add Product method to add products to your order.

Fast Entry method of entering products in an order Add Product method of entering products in an order b. When done, click the Save Order button.

Please note that you may also create a “Personal” or “Inventory” order from the “Customer Window”.

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COMPanion User Guide

Orders Create Future Order Function “Current Order” is Avon’s active campaign (the order you are due to submit to Avon).

“Future Order” is the order following the current order (your next order).

You will not be able to convert your Future Order until after your Current Order is downloaded to the Representative Homepage, submitted to Avon and processed. This feature allows you to begin building an order in advance, and saves you time.

Step 1 In COMPanion, where you normally enter your customer orders for the Current Campaign, you can now choose to enter orders for the Future Campaign.

CURRENT

FUTURE

FUTURE

CURRENT

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COMPanion User Guide

Orders Step 2 If you choose to enter a Future Order, you will arrive at the screen below to enter the products.

A. Choose the campaign.

B. Enter the product number.

C. (optional) Enter the page number. The page number is only for your reference and will be deleted when the order is converted from Future to Current.

D. (optional) Enter the product description. The description you enter is only for your reference and will be overwritten when the order is converted from Future to Current.

E. Enter the quantity.

F. Click the “Add Product” button or hit the “Enter” key to save the product.

G. The product will now be listed below.

H. If you enter many products you can navigate the complete list using the numbers and arrows in the bottom right corner.

I. If you need to delete a product, select it using the checkbox, and click the “Delete” button in the bottom left corner.

J. When you have completed the Future Order for that customer, use the top navigation menu to return to other COMPanion sections.

A

B

C

D

E

F J G H

I

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COMPanion User Guide

Orders Step 3 To view the Future Orders you have created, go to the Orders section and click on the Future Orders option.

Step 4 In the Future Orders Manager, verify the status of the Future Orders you have entered.

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COMPanion User Guide

Orders Step 4 A If the status is “Not ready to be converted. Please wait for your campaign to change.” your previous campaign has not been processed yet at Avon Head Office. You must wait for that to complete before you convert your Future Order into the Current status.

Step 4 B If the status is “A current order is still open. Please download the open order or delete it.” it means you have two orders for the same customer, one in your Current Campaign and one in the Future Campaign. If your Current Campaign Order is ready to be downloaded to your Representative website, please leave the Future Orders section and complete that process.

Otherwise, you must choose to delete one of the two orders. You should manually write down the items from the order you intend to delete so you can add them back to the other order.

Step 4 C If the status is “Error detected. Please click on the ‘Correct errors’ button above.” once you click on the Correct Errors button you will arrive at this screen.

A. Look at the column “Issue” to see what is causing the error B. If the issue is “Not found”, that means the product number that you entered cannot be validated now that the campaign is almost ready to transfer. Verify that the product number is correct and enter the new number in the “New prod.” column and then click “Save and show remaining errors”.

C. When you are finished correcting the errors, click the “Go back to manager” button to return to the Future Order Manager screen.

A B D

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COMPanion User Guide

Orders Step 5 If your Future Orders have a status of “Ready to be converted.” click on the “Convert all valid future orders” button and you will see the following screen. Your Future Orders have now been moved to your Current Campaign, and you can continue to work on them as you would normally.

You can also begin inputting your next Future Campaign orders as you receive them from your customers.

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COMPanion User Guide

Inventory The Inventory Window The Inventory window of COMPanion is where you can enter products you have in stock and may wish to add to a customer’s order.

Open the Inventory window •

Click on Inventory in the COMPanion tool bar.

The Inventory dialog box appears. The Description and Product Number fields are blank.

Inventory function You can sell Avon products from your inventory. There are 2 ways you can create your list of Inventory products

Add a product to your inventory If your product has a number: 1

Open the Inventory window. a. Select the campaign from the “Filter with” drop down list. b. Enter the product number in the Product Number field or an abbreviated description in the Description field then click the Search Product button.

The product details appear below the Search area. c. Click on the product in the list.

Product details appear on the right. d. Click on the product number.

Details of the product appear below.

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COMPanion User Guide

Inventory e. Enter the quantity of products available in the “On Hand” box. f. Click the Save button.

If your product does not have a product number (i.e. a free product): 2

Open the Inventory window. a. Click the Add Other Product button. b. Enter a product number in the Product Number field in the lower dialog box.

A product line number is required to continue. This can be any numeric combination (max. 9 characters). c. Enter a description in the Language Description fields (English and/or French). d. Enter a price in the Price field. e. Select the “Sales Without Inventory” check box if you do not wish to enter a quantity on hand. or f. Enter the number of products available in the On Hand check box. g. Click the Save button.

View your inventory products You can quickly check what you have in your own inventory.

1

Open the Inventory window.

Select My Inventory from the Filter with drop down list then click the List all inventory button.

Your current inventory products are listed in the lower part of the window.

Create an order from your Inventory 1

Select a customer and click on “Current”.

2

Click on the Add Product button.

If you know the product number click on the dropdown arrow select “My Inventory”, enter the product number and click on ‘enter’. Go to Step 7.

3

If you are unsure of the product number, click the Search Product button.

A Search Options dialog box appears.

4

Select My Inventory from the Filter With drop-down list then click the List all Inventory button.

A list of your inventory products appears.

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COMPanion User Guide

Inventory 5

Click on the product to be added.

The product number and pricing details appear on the right.

6

Click on the number in the Product Number column.

An Order Product dialog box appears. The number of the products you have in your inventory is shown in the Available field (shaded). If you have an insufficient number of products in your inventory an Insufficient Inventory stock message appears below the order area.

7

Adjust the Quantity and Discount amounts as needed.

8

When done, click on the Calculate, Add to Order then Save buttons, to add the product to the order in the Orders dialog box.

Search for a product In the Inventory section you may verify if a product is still offered.

1

Enter a product description (for better results only enter 3 or 4 characters)

2

Select the current Campaign in “Filter with” and click on “Search Product”, click on the desired product to view the product number and price.

If no product is displayed the items your are looking for is most likely no longer available.

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COMPanion User Guide

Reports The Reports Window

The Reports feature of COMPanion enables you to generate and print reports on a wide range of topics.

To generate a report: Click on Reports in the COMPanion tool bar.

The Reports window appears. On the left side of the window is a list of report types that you can choose from.

Available Reports

¾

Customer Invoices

¾

Delivery Tracking

¾

My Inventory

¾

Top Products Sold

¾

Top Customers

¾

Customer List

¾

Customer Sales

¾

Customer Labels

¾

Customer Buying Habits

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COMPanion User Guide

Reports Reports functions Generate a report Click on a report in the Available Reports list.

A dialog box appears on the right side of the window. The details in this dialog box will depend on which report you selected. Details about the selected report type are shown at the top of the dialog box.

Select from the Report Options and Sorting Options, as applicable.

Click on the View Report button.

The report will be generated and will appear as a PDF file. You can also print the report.

Print a report Select the report to be printed (see Generate a report) above.

Click the Print icon on the toolbar.

In the Print dialog box, select the print options you want then click OK.

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COMPanion User Guide

My COMPanion The My COMPanion Window The My COMPanion window has four main functions: •

My Profile–used to enter personal details about yourself, some of which are reflected on your customers’ invoices.

•

My Customer Groups–used to set up groups for your customers, enabling you to set common standards for all the customers in a group (e.g. discount rate).

•

My Messages–used to write messages that appear on the invoices of customers who are assigned to a group.

•

My Favorite Links–used to add links to your favorite Web sites that will be shown on the Home page.

Open the My COMPanion window •

Click on My COMPanion in the COMPanion tool bar.

The My Profile window appears. On the left side of the window are the links to the four features of this window.

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COMPanion User Guide

My COMPanion My Profile functions This is used to enter personal details about yourself.

Create your profile The My Profile dialog box reflects information about you (as a representative).

The First name, Last Name, the first line of Address, the City and Phone Number (Day and Evening) fields are necessary as this information appears on your invoices. If not filled in, the areas concerned will appear as blanks on invoices.

The Language field (English or French) determines the language of the COMPanion.

Enter the personal details you want to include, using the Tab key to move from one field to another.

NOTE:

If you wish, you can change the name in the Welcome area on the Home page by entering a name in the First Name field.

When done, click the Save Profile button.

If you selected French in the Language field, the COMPanion interface will change to French.

My Customer Groups functions This section is used to create groups, which enables you to assign individual customers to a group whose members have elements in common (e.g. location, age, preferences).

Create a group In the My COMPanion window, click on the My Customer Groups button.

A My Customer Groups dialog box appears.

1. Click on the Add new group button.

The My Groups dialog box appears.

2. In the Group Name field enter a name for the group. The name can be anything you like, but the name should indicate the attributes of the group (e.g. a specific location or a characteristic of the customers who will be in the group).

3. In the Special Admin Fee field, enter an amount or leave blank (this is up to you). The basic cost is $0.70.

4. Select the check boxes for GST/HST Exemption and PST Exemption as appropriate.

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COMPanion User Guide

My COMPanion 5. In the Apply Order Discount field, enter a discount percentage, as appropriate (this is up to you).

6. Click Save when done.

The My Customer Groups dialog box reappears. The new group is listed in the Group Name column. You can change the order in which the groups are listed (ascending or descending) by clicking the arrow beside the Group Name header.

Note: The criteria of a group will overwrite the corresponding information in each of the customer’s profile and will be applied to subsequent orders only.

Modify details of a group In the My Customer Groups dialog box, select the group you wish to modify in the Group Name column.

The My Customer Groups dialog box appears.

Make your changes then click the Save button.

Note: Changes made to a group will be applied to subsequent orders only.

My Messages functions This section is used to write messages that will be reflected on your customers’ invoices. A message is applied to a Group, and appears on the invoices of all members of this group. Messages can be written in English and French.

Create a message In the My COMPanion window, click on My Messages.

The My Customer Invoice Messages dialog box appears.

1. Click on the Add new message button.

The message editor dialog box appears.

2. In the Name field enter a name for the message.

This name will appear in the My Customer Invoice Messages dialog box.

3. In the Grouping field, select a group from the dropdown list.

4. Type your message in one or both of the two message areas.

5. Click on the Save button.

The My Customer Invoice Messages dialog box reappears. The name appears in the Message column. The grouping is shown in the Group column, and the date created is shown in the Created On column.

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COMPanion User Guide

My COMPanion View a message In the My Customer Invoice Messages dialog box, select the message you want to view in the Message column.

The message editor dialog box appears.

Modify a message In the My Customer Invoice Messages dialog box, select the message you wish to modify in the Message column.

The message editor dialog box appears.

Make your changes then click the Save button when finished.

Delete a message In the My Customer Invoice Messages dialog box, select the check box beside the message you want to delete.

1. Click on the Delete Selected Message(s) button. A confirmation dialog box appears.

2. Click on OK.

My Favorite Links functions You can add up to five links to your favorite Web sites.

Create links to Web sites Click on My Favorite Links A) In the first blank space in the Title column, type the Web site name.

B) In the Internet address column, type the address or copy/paste the address from the Address area of the Web site if you are on line. You have to enter the address in the following format: http://w...

Repeat steps A and B for each Web site you want to add to the list.

Click on Save.

A confirmation dialog box appears.

Click on OK. The Web sites you entered are now listed in the My Favorite Links area of the Home page.

To access a Web site, just click on the link – it will open a separate Internet window.

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