Sales Tracker Manage Book Sales (category) Sales Tracker gives you the tools to manage your yearbook sales. It allows you to review and set up pricing tiers and ads, activate YBPay – our online ordering website used to collect, track and manage sales orders throughout the year. Additionally, this section is where you will submit your Final Quantity to Lifetouch. There are three menu options under Sales Tracker: Setup Pricing, Final Order Quantity and Order Management. This Help topic will discuss them in chronological order: Setup Pricing, Order Management and Final Order Quantity. đ&#x;’ĄTip: If you have YBPay activated, the changes you make in Sales Tracker will automatically carry over to your YBPay account when you “Saveâ€? the changes.
Setup Pricing From Setup Pricing, you can create one or more pricing options (including tiered pricing), create ads and set up YBPay.
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1. From the Menu, hover over Sales Tracker and select Set Up Pricing. o The Set Up Pricing screen displays the pricing options that can be updated online. â–Ş If this screen has no pricing, contact your representative to check when it will be added. â–Ş đ&#x;’ĄTip: The yearbook pricing shown is entered by Lifetouch based on the agreement with the school. You can’t edit it but you can create tiers (see step 5).
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2. Select all the school grades that will purchase yearbooks. o The grades selected will be the grades displayed to families when they order on YBPay. o đ&#x;šŠ Shortcut: To quickly choose all the options, check Select All.
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3. If necessary, contact your Lifetouch sales representative to indicate that your school is required to charge sales tax for yearbooks.
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4. Choose the products to display on your YBPay account. The options available will reflect the options from your contract. 5. Decide if you want to offer special pricing to certain grades at certain times. To create tiered pricing, click Add Tier and follow the steps below. o đ&#x;’ĄTip: Click the Example link to see how sample tiers were created. o ďƒŞ Warning: You cannot offer multiple tiers for the same grades at the same time.
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A. Enter a name for your tiered pricing in Tier Name. B. Select or enter when your pricing tier Starts and Ends.
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o To select your dates, click the calendar icons. Select all the grades that can purchase this pricing tier. o đ&#x;šŠ Shortcut: To quickly choose all the options, check Select All. D. Update the Consumer Price for one or more of the products offered in the pricing tier to reflect the special pricing. E. Click Save. o Your new pricing tier displays in the list of Tier Names. C.
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6. Decide if you want to make ads available to set up. To create ads, see the Set Up an Ad (Ad Builder) Help topic. 7
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7. To activate YBPay from the Lifetouch Yearbooks website, complete the Set Up YBPay section of the Setup Pricing screen. A. Select or enter when your pricing tier YBPay Activation Date and (optional) YBPay Close Date. o To select your dates, click the calendar icons. o đ&#x;’ĄTip: The message, “Your YBPay site is now closed.â€? will display if there are no YBPay dates listed or if the Close Date is past. o đ&#x;’ĄTip: The YBPay Close Date is optional. Once a YBPay Activation Date is selected, an estimated YBPay Close Date will display. If your school wants to close YBPay earlier than the default estimated close date, you can manually enter/select a date in the YBPay Close Date. The estimated close date is (whichever comes first): • 5 weeks prior to the estimated yearbook arrival date OR • Once Final Quantity is submitted AND there are no more books available to be sold B. (Optional) Select if consumers can see an option to donate money to the school to purchase additional yearbooks. Options include: Yes and No. â–Ş
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(Optional) If you selected Yes for step B, enter a message about why or where or how the donation will be used. D. (Optional) Enter a custom message to display to consumers on your YBPay page. 8. When done, click Save. o đ&#x;’ĄTip: There is also a Save button at the top of the screen. This is helpful if you are only making changes to the top options on the screen. C.
Order Management From Order Management, you can review existing sales orders, add or edit orders and quickly update the subject record for the active student in an order.
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A. From the Menu, hover over Sales Tracker and select Order Management. o The Order Management screen displays. 1
Enter a Yearbook Order 1. From the Order Management screen, click Add/Edit Orders. o The Order Management: Add/Edit Order screen displays. o đ&#x;šŠ Shortcut: Quickly return to the main Order Management screen by clicking the Order Management link.
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2. Enter in the first and last name of the student in First Name and Last Name. o The student’s picture displays and the Edit Record button enables. For more information on editing student records, see the Edit a Subject section in the Edit a Portrait Group Help topic. â–Ş đ&#x;šŠ Shortcut: To quickly edit the record of the student, click Edit Record. o đ&#x;šŠ Shortcut: If portraits have been added to your account, a list of student names will generate as you type in the field. Just click to select the name you are entering the order for. 3. Select the book or package to order from Choose a Book or Package. Possible options include: Yearbook, Advertisement, Package A, etc. The exact options that display are based on what you entered in the Setup Pricing screen. o If your selection includes options, the Choose Options section will display to the right. See example below.
If you select the Advertisement option, the Advertisements section will populate below the Book and Options section. (Optional) If available, select all the desired options under Choose Options. o ďƒŞ Warning: These will only display if there are additional options in step 3. (Optional) If available, check to select the advertisement size to purchase. Enter the Number of Copies of the yearbook to purchase. o đ&#x;’ĄTip: The default is “1â€?. (Optional) Enter any money given for Donations. o
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8. Select how the payment was received in New Payment. Options include: Cash, Cash Refund, Check, Check Refund, Discount, Returned Check. 9. (Optional) Enter in a note in Memo. 10. Enter in the amount received in Amount. 11. Click Add Payment. o The payment displays under Payment List. 12. (Optional) Enter in the Customer Email. o ďƒŞ Warning: An email is required for a purchased ad because the consumer will receive their instructions on how to create the ad at that email address. 13. (Optional) Enter in any Notes. 14. Click Save. o đ&#x;šŠ Shortcut: Click Save & Add Another to quickly return to the Add/Edit screen and enter in another order. o A Confirmation dialog box flashes on the screen. â–Ş If the entry was not a success, follow the directions on the dialog box to fix the issues. â–Ş If an ad was purchased and the entry was a success, the consumer will receive an email at the email address entered with instructions on how to create the ad they purchased. 15. (Optional) Click Print Receipt to create a consumer receipt. đ&#x;šŠ Shortcuts once the order is saved: o Click Copy Order to create an identical unsaved order. o Click Clear Form to clear all the fields and start the order again. o Click Cancel Order to delete the current order. It will not be saved. Edit an Existing Yearbook Order (Search) 1. From the Order Management screen, click Add/Edit Orders. o The Order Management: Add/Edit Order screen displays.
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2. Enter in either the Student’s Name or Order Number and click the corresponding magnifying glass. o The corresponding order displays in the screen. â–Ş đ&#x;šŠ Shortcut: If portraits have been added to your account, a list of student names will generate as you type in the field. Just click to select the name you are entering the order for. 2. Edit the order as needed. o See the Enter a Yearbook Order section above for help with the fields. 3. Click Save.
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View the Current Order List
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1. From the Order Management screen, click View Order List. o The Order Management: Order List screen displays. E
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Export order record list. Click the PDF or CSV link. View a row summery. Hover over any value in a row for a summary of that entire row. View additional records. Click the page buttons or next/back arrows to view all the records. Merge records. Drag a record row to merge [D1] with a second record row which will remain [D2]. Click Merge Orders once D1 and D2 are populated. Click Clear [D4] to stop the merge. E. Add or edit a record. Click Add/Edit Orders to quickly jump to the Add/Edit Orders screen.
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Import Names Import Names allows you to import your list of student names into the Lifetouch Yearbooks website. This is useful if you want to collect yearbooks orders before the student portrait data is available within your Portrait Image Library. ďƒŞ Warning: The Import Names function is only available BEFORE portraits/subject names are loaded to your school account. Additionally, once portraits/subject names are loaded to the site, you may need to merge orders so that the order details are attributed to the portrait record. This is required if the order includes a personalized cover.
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1. From the Order Management screen, click Import Names. o The Import Names dialog box displays. 2. Follow the prompts to browse for, select and open the appropriate file with your list of names. 3. Once the names are imported into your school account, you can create an order and associate it with one of the student names that were part of the import. o For more information on creating an order, see the Enter a Yearbook Order sub-section above in this Order Management section.
Final Order Quantity From Final Order Quantity, you can review the contracted quantity of yearbooks and enhancements, the amount of yearbooks and enhancements sold to-date and update the final quantity to order for both.
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1. From the Menu, hover over Sales Tracker and select Final Order Quantity. o The Yearbooks: Final Order Quantities screen displays the contracted quantity of yearbooks, the amount of yearbooks sold to-date and the final quantity of book to order.
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2. Update the # of Yearbooks to Order, if necessary. 3. Click Next. o The Enhancements: Final Order Quantities screen displays.
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4. For each product offering listed, update the # of Yearbooks to Order, if necessary. 5. Click Next. o The Review & Submit Order: Final Order Quantities screen displays. ďƒŞ Warning: The remaining steps assume you want to submit your final yearbook order quantity.
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6. Review your final yearbook and enhancement order numbers again. 7. When done, click Place Order or Approve & Place Order. o ďƒŞ Warning: Once submitted, final order quantities cannot be changed.
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