Atlanticstrings.com

 Atlantic Strings Amsi Handbook Updated 6/11/20Table of ContentsAIMsi Toolbar Guide………………...……………………………………...2Entering a New Customer……………….……….………………...……….3Entering a New School……………………………………………………...3Ringing up a Sale…………..……….….………….…………………..…….4Sales With Trade-Ins………………………………………………………..6Proposal or Quote for School Orders………………………..……………..7Receiving an O/A payment………………………………………………...8Looking up Inventory/Skus……………..……………………………….….8Labeling and Pricing……………………….………………………...…..….9Entering a New Rental Contract…………………………………...……….9Receiving a Rental Payment……………………………………….………18Early Payoff of Rent-to-own……………………………………………….19Returning a Rental Contract...……………………….………..……..……20Entering a New Short Term Rental…………….….….…………...….…...21Receiving a Repair……………………….……..…………………...……..24Modifying/Paying a Repair Ticket……………………………….………...25Entering a Book Order……………………………..….……………..…….25Receiving a Book Order………………………….…………………..…….25Entering Approvals/Loaners…………………….………………..……….26Sales From Previous Approvals…………………………..…….…………26Entering a Consignment……………………………………………..…….27Entering a Layaway………………………………………………………...28Basic ToolbarAdvanced ToolbarEntering a New CustomerSelect the New POS Transaction icon. When the Point of Sale screen pops up, click on the Add button.Enter customer type. Most customers will be listed as cash customer. If the customer is a public school teacher, list them as a teacher. If the customer is a creating an account for a school order, see Entering a New School.In all caps, enter the customer’s name (first, then last) in the Name line, then hit enter. The customer’s name will automatically appear in the Last line in a last name, first initial format.Enter the address, zip code, and phone numbers. The city and state should appear once you have hit enter after the zip code. If not, enter the city and state.Enter email (if the customer would like to provide it) and change email code to Do not send emails. Select Save and exit.Entering a New SchoolSelect the New POS Transaction icon. When the Point of Sale screen pops up, click on the Add button.Enter customer type as SchoolIn all caps, enter the school name in the Name line, then hit enter. The school name will appear as “school” in the Last line. Change the name in the Last line to the school name, followed by an abbreviation for the type of school (ES, MS, HS).Enter the address, zip code, and phone numbers. The city and state should appear once you have hit enter after the zip code. If not, enter the city and state.Enter email and change email code to Do not send emails.Select the Personal tab and enter the teacher name in the box labeled Attn. Select Save and exit.Ringing up a SaleAsk customer if they have been here before. If they have not, ask if they would like to be added to our system and follow the directions outlined in Entering a New Customer. If they would not like to be added, click on the Quick Cash Sale icon.If the customer has been here before, click on the New POS transaction icon and search for their last name. Highlight their account and select enter. If you are unable to find them under the name provided, check to see if it would possibly be under a different last name. To search using a phone number, click on the Phone # tab at the top of the Point of Sale screen and enter a phone number.Once you have selected an account, select the Sales Invoice icon. When the Sales Invoice screen appears, enter the serial number or sku number of the item being purchased and hit enter.Check to make sure the correct price appears in the Price Ea line. If it is incorrect, adjust it accordingly.To enter a discount for items on sale, select the Discount line and enter the discount amount. If it is a percentage, enter it in decimal format (ex: -.1 for a 10% discount). Otherwise just enter the price difference (ex: 5.50 for a $5.50 discount) and hit enter. Repeat steps 3 through 5 until all merchandise has been entered. ***For instrument outfits (student level package deals) the price of the case and bow is included in the total cost. Make sure to remove the cost of case and bow from instrument price and enter the case and bow with their appropriate discount. (Violins, violas, cellos less $100 [$40 bow, $60 case], basses less $150 [$90 bow, $60 case]) This will keep our inventory up to date.Select the Save POS transaction icon, or if you are in a Quick Cash Sale screen, select save.After informing the customer of the amount owed, select the payment method from the drop down menu and enter a reference code for checks and credit cards (the check number or the last 4 digits of the credit card). For sales made in cash, enter the full amount of cash handed to you in the Pymt Amount line and select Cash from the drop down menu. Once you hit enter or select Add, the screen will display the amount of change owed to customer in the top right corner of the screen.Check/Credit/Debit:(Cash diagram on following page)Cash:For credit card payments, swipe the card in the card reader attached to the monitor and hit enter. If the card will not read, manually enter the card number, expiration date, and security code in the boxes provided and select Authorize.Select Post and ask customer if they would like a copy of their receipt. If yes, print one copy for cash and check transactions, or two copies for credit/debit card transactions. Have the customer sign one copy of the credit/debit receipt for us to keep in the receipt drawer. The other copy is theirs.Ask the customer if they would like a bag, thank them, and wish them a wonderful day.Sale with Trade-inRefer to Trade-In Policy and consult with a Manager or Luthier on trade-in value.Select New POS Transaction icon and search for the customer in our database. Highlight their account and hit enter.Once the new instrument has been entered for purchase with case and bow, enter the trade-in information. Click on the bottom icon trade enter the value. Include the serial number, make/model and size of trade instrument in the notes. Do not include case and bow in trade-in information.(Diagram on following page)Print out an extra receipt and tag the trade in. Remove tapes and polish the instrument and clean out the case before putting the instrument in the shop.Creating a Proposal or Quote for School OrdersSearch for the customer account using the school name and open the account.Select “Proposal” which looks like a question mark. Enter the serial number or sku number of the item being purchased and hit enter.You must manually enter the School prices found in the current schools catalog. Check to make sure the correct price appears in the Price Ea line. If it is incorrect, adjust it accordingly.If a Purchase Order (P.O.#) is available please enter in the box associated. Select the Save POS transaction icon, and place one copy of the proposal in the School Binder.Creating an Invoice for School OrdersSearch for the customer account using the school name and open the account. Select “Sales Invoice”**You must have a Purchase Order to create an invoice, Teachers may not pick up product without a PO# for the order nor can a delivery be made without one.**Select the button in the bottom center “Propsl” and pull in the correct quote made previously. Check to make sure the correct price appears in the Price Ea line. School Catalog, PO and Invoice should match.The Purchase Order (P.O.#) must be entered in the upper right corner.Override the “Collect” box to be $0.00 and select “Save”Two copies should be printed and one signed by the teacher picking up the items and placed in the cash drawer for accounting/billing to see. Receiving an O/A PaymentSearch for the customer account using their last name, account number, or phone number.Once you have found the account, select the O/A Payment icon. Select the appropriate invoice(s) and save to continue processing the payment as seen above.Looking Up Inventory SKUsSelect Modules from the menu bar.Select Inventory → Display Inventory from the dropdown menu.In the description bar, type in a one or two word description of the item you are looking for, followed by an asterisk (*) (ex: Obligato A* if you are searching for an Obligato violin A string SKU) and select Search.Find the item description that best fits what you are searching for and enter the SKU in your Sales Invoice window.Labeling and PricingNew instruments are listed for list price. Write clearly and in large font. Never put a sale price on a hang tag!Used instruments should be priced from Allen or will have it written in pencil on the fingerboard.Accessories must all be labeled with SKU and price. If our price is different from the standard list price, our price must be clearly stated in large print.All strings need a large label inside the sleeve displaying brand. Size should be clearly indicated.Rental ContractsRenting an instrument should be a last option. Always try to make a sale first, and if the customer is set on renting or is unable to afford a decent instrument in an outright purchase, offer our rent to own option.Establishing a New RentalWork with the customer to establish which instrument they prefer. (Vln/Vla/Cello/Bass, size, price range, new or used, etc). Try to rent used instruments over new instruments and explain to the customer that they sound the same or better, but used instruments may have some surface damage such as nicks or scratches on the body.Explain to the customer the benefits of a rent to own plan. Make sure they are aware that a rent to own is a minimum rental period of 6 months (180 days). Even if they return the instrument during that 6 month period, they are contractually obligated to pay for the full 6 months. Avoid a rent to rent contract if at all possible. Should you need to do a rent to rent contract, you may only rent USED instruments.Discuss trade in/up information and early payoff discount options with the customer. Make sure they are aware that only 6 months of credit from an old instrument can be applied towards the new one, but if they pay off the instrument and want to trade to another instrument, they can apply a percentage of the principal towards a new instrument (based on the condition of the instrument). The early payoff discount is 10% off the remaining balance (Ex: If the initial price of the instrument was $589 and they have a remaining balance of $350.00, their early payoff discount will be $35.00. The total amount left to pay is $315.00).Filling Out a Rental ContractOnce the customer has decided on their instrument, have them fill out the top portion of the rental contract while you retrieve the appropriate case and bow for the instrument. THE CUSTOMER MUST PROVIDE SOCIAL SECURITY NUMBER, MULTIPLE PHONE NUMBERS, AND INITIAL/SIGN ALL PORTIONS OF THE CONTRACT IN FULL VIEW OF SECURITY CAMERAS.Make a copy of the customer’s driver’s license and credit card. Call the numbers on file to make sure they are valid phone numbers. The name on the cards must match the name of the customer listed on the contract and the address on the driver’s license must match the address on the plete the instrument information using the label on the inside of the instrument. New/Used, Brand (KCC, H. Luger, etc.), size, type of instrument, model number (CV300, 103, etc.), serial number, and brief description of the condition of the instrument (note any already existing scratches, old repair work, etc). If the instrument looks new, it is considered new.Fill out the pricing information box at the end of the instrument information section. The price will always be the list price of the instrument unless it has been used. Sale prices do not apply to any plete the bottom half of the contract. The date for the First Installment Being Payable will be the date of the first rental payment. (Ex: If today is January 23, 2016, the first installment would be due March 1, 2016). Explain to the customer that rent is due on the first of each month and there is a seven (7) day grace period. After the 7th of the month, there is a $10.00 late fee that will be assessed.Total Monthly Rent: Monthly rental + M&R + tax. Use the rental chart. Find the price of the instrument (without tax) and follow the row to the column that reads “Total Rent.” (Ex: Rent to Own violin priced at $550.00 will be $25.88 total monthly rent).(Continued on following page)Section A-D: Still using the rental chart, fill out sections A through D. Monthly rent will be the first column on the rental chart, Maintenance will be the second, Sales Tax will be the third, and the Subtotal will be the same as your Total Monthly Rent. (Ex: Rent to Own violin priced at $550.00 will be as follows. (A) Monthly Rent $18.50 (B) Maintenance $5.80 (C) Sales Tax $1.58 (D) Subtotal $25.88).Prorated Rental (E): must be completed for any rental starting after the first 7 days in a month. Customers must pay for one full month’s rent in addition to the prorated rental amount. Prorated rental is calculated by locating the Daily Rent column on the rental sheet and multiplying the daily rental in the instrument’s price bracket by the number of remaining days in the month. (Ex: Rent to Own violin priced at $550.00 will be $0.86 for the Daily Rental. If it is January 23, 2016, the prorated rental will be $0.86 X 8 = $6.88).***see the next section for a detailed guide***Accessories Total (F): Add up all the accessories the customer needs using the left side of the contract. Be sure to add tax at the bottom. To calculate tax, multiply the total by .065 (Ex: Total accessories: $54.27. Calculating tax: $54.27 X .065 = $3.53. Total plus tax = $57.80. Don’t forget to round up if it is not an even calculation and the third number following the decimal is 5 or larger!)Security Deposit (G): The security deposit is dependent on the price of the instrument as well as the method of monthly rental payments the customer chooses. For customers who choose autobilling, the security deposit is $50 or 10% of the total cost of the instrument (not including tax). The rental chart specifies which instruments are $50 and which are 10%. For customers who would rather send in payments by cash or check, the security deposit is 20% of the total cost of the instrument (not including tax). To calculate 10%, take the price of the instrument and move the decimal point one place to the left. (Ex: A violin priced at $550.00 would have a 10% security deposit of $55.00 and a 20% security deposit of $110.00).Total: The total price will be the total of sections D, E, F and G added together. If there is prorated rental, the customer MUST pay both the prorated rental AND one full month’s rent. (Ex: An autobill contract written on January 23, 2014 on an instrument priced at $550.00 and no accessories purchased will have a total cost of $87.76. [Total monthly rent ($25.88) + Prorated rental for 8 days ($6.88) + 10% security deposit ($55.00)]).Method of Payment: **Regardless of which method of payment the customer chooses, the customer credit card information must be entered at the bottom of the sheet.** Make sure all information is accurate and sign and date the bottom of the contract. If they have not already done so, have the customer initial the condition of the instrument, the type of rental (rent to own or rent to rent), the three clauses, and sign and date the bottom. Make sure the customer has initialed and signed all necessary portions of the contract.Open rental packet to the M&R sheet or take out two copies from the drawer. Explain that the M&R is our insurance which covers major accidents such as fire, theft, and other terrible accidents. It does not cover abuse or neglect such as broken strings, bridges, or finish damage. Cases and bows are not included under the M&R. Have the customer sign one copy for us to keep and give them the other copy.Separate the white and yellow carbon copies of the contract. Staple the white copy, the signed M&R Policy, and the copy of the customer’s driver’s license and credit card and file them in the appropriate location. Staple the yellow copy, the Beginner’s Guide to Instrument Care, the Rent to Own information, and the unsigned M&R policy together and give them to the customer.Entering a Contract in AIMSiIf it is a new customer, create a new account. Otherwise find the existing account in AIMsi.For autobilling customers, select “Edit”, go to the “Personal” tab, select “Edit” under “Credit Card/Type/Exp (1),” and enter the credit card information for autobilling.Once you are under the customer's account select New Contract, then select the proper contract type.Enter the serial number for the instrument and sku for the case and bow. As with an outright sale, follow the guidelines for entering a package deal (Violins, violas, cellos less $100 [$40 bow, $60 case], basses less $150 [$90 bow, $60 case]). The total price should reflect the pricing on the instrument’s hang tag. Case/Bow inventory is as follows:Violins: Bow: VBB25 ($40.00) Case: CS004N ($60.00)Violas: Bow: ABB25 ($40.00)Case: CS001A (if the viola is 14” or below, use a violin CS004N case) ($60.00)Cellos: Bow: CBB25 ($60.00)Case: CB200C ($40.00)Basses: Bow: BBB25F or G (F for French, G for German) ($90.00)Case: CB200B ($60.00)Remember: The sale price does not apply for rentals. Select the Details tab. Enter all student, school, rent payment, maintenance, and deposit information as seen on the contract. AIMsi will calculate sales tax for you.(Breakdown continued on following page)Maint is the normal monthly M&R feePayment is the normal monthly rental (towards the principal)Initial payment is the rent towards the principal the customer is paying today. (normal monthly rental (“Payment”) + prorated amount if applicable) Maint Rcvd is the M&R the customer is paying today. (normal monthly M&R (“Maint”) + prorated if applicable)Click on the Calculate button. If payment stream doesn’t equal amount owed zero out Total # Payments and double check your payment and maintenance amounts.Change the dates in the bottom corner to the next full month on the 1st. The date should be the same date as Select Defaults Tab and make sure the Autopay box is checked if autobilling customerSelect “Save” and process payment as usual.Calculating Prorated PricingFinding total prorated amount: Total Prorated X # of remaining days in monthEx: $1.87 X 20 = $37.40Finding Initial Payment (in AIMsi):(Prorated Rent X # of remaining days in month) + Monthly RentEx: ($1.47 X 20) + $44.00 = $73.40Finding Maint. Rcvd (in AIMsi):(Prorated M&R X # of remaining days in month) + M&R FeeEx: ($0.29 X 20) + $8.60 = $14.40** These calculations ONLY go in the categories titled “Initial Payment” and “Maint. Rcvd” in AIMsi. “Maint” and “Payment” are the regular monthly amounts. Upgrading/Transferring a Rental ContractShould a customer want to upgrade in quality, size, or type of instrument they have two choices. They can either pay off their current instrument and trade in towards an outright purchase or sales contract or they can transfer up to 6 months of their previous rental payments (principal only) to the new rental. The following is the procedure for transferring credit to a new rent to own contract.Once the customer has selected their new instrument, fill out a rental contract as usual. (see Filling Out a Rental Contract for details). Make sure their account and billing information is up to date.To determine how much credit will be transferred, look at their original contract information. If they have made 6 or more payments, multiply the monthly rent (the amount in the “Principal” box to the right of their contract payment history) times 6. If they have made less than 6 payments just multiply the monthly amount towards the principal times the number of payments they have made. Credit can only be applied if both contracts are Rent to Own!Notate the amount previous rental credit on the paper contract below the condition/description line.(Continued on following page)Look over the instrument the customer is returning. If the instrument is in excellent condition (new strings, bridge in good condition, no damages) you can credit their security deposit on file towards the new security deposit. If you are unsure about the condition of the instrument or the instrument is damaged, have the customer pay the full amount due for the new security deposit.Previous security deposit $50.00, new security deposit $69.50- instrument in good conditionCustomer will pay $19.50 for the security deposit (the previous $50 will be credited)Previous security deposit $50.00, new security deposit $69.50- instrument in questionable conditionCustomer will pay the full $69.50 for a security depositBefore entering the new contract in AIMsi, be sure to do a contract return on the old instrument. Follow procedure for Returning a Rental.Enter the contract in AIMsi as outlined in Entering a Contract in AIMsi. When you get to the details section enter maintenance and payment as usual. Under “Prev Rent Credit” enter the amount you calculated for the transfer from the previous rental. Do not enter anything under “Initial Payment” or “Maint Rcvd”.Enter the full amount of the security deposit. Make sure the 1st Pay Due date is correct and select “Calculate.”Make sure the defaults tab has autobilling selected (if autobiling customer) and save as usual. If you are transferring part of a security deposit, select “Apply a Credit” when the payment section appears. Select the appropriate credit to transfer and select “Save.” Process the remainder of the transaction as usual.Receiving a Rental PaymentFind the customer’s account in AIMsi, then select the “Contract Payment” icon on the toolbar and select the appropriate account.Enter the amount the customer will be paying in the “Amt Rcvd” box and hit enter. If there is a late fee on the account, hitting enter will automatically add the late fee being paid under the “Collected Late” box.Select the “Save” icon on the toolbar and process as usual.Updating a Credit CardSelect “Modules,” “Customer,” and then “Add/Change Customer”Select “Find” and search for customer using last name, account number, or phone number.Select the “Personal” tab and select “Edit” under Credit Card/Type/Exp(1)Select “Remove” and then select “Edit” againSwipe the new card or enter the card number (no spaces or dashes) and expiration date.Select “Enroll” and close customer profile.Early Rental PayoffWhen a customer would like to pay off the remaining balance on a rent to own contract, you will need to go through a series of steps to calculate their early payoff discount, apply their security deposit, and process the payment. SALES CONTRACTS ARE NOT ELIGIBLE FOR AN EARLY PAYOFF DISCOUNT!Find the customer’s account in AIMsi, then use the dropdown menu to select “Contracts,” and select the appropriate contract.The total payoff amount is noted at the bottom right side of the pop-up window. To calculate the early payoff discount, multiply the total payoff amount by .9. This is the total amount the customer owes to pay off the instrument. Make a note of the total early payoff amount and close the customer account.Ex: Total payoff $950.00. 950 (total payoff) X .9 (10% discount) = 855 (total payoff with 10% discount)Select “Modules,” “Contract,” “Early Payoff” and then find the customer account in the AIMsi database.When the Early Payoff pop-up window comes up, enter the payoff amount with the 10% discount in the “Accepted Payoff” box and hit “Save.”Ex:When the payment screen comes up, select the box marked “Apply a Credit” and select the appropriate security deposit . Once the security deposit has been applied, the amount remaining will appear in the “Pymt Amount” box. This is the total amount the customer has to pay in order to pay off their instrument.Process the remaining amount using the customer’s preferred method of payment. Once the customer has paid off their contract mail a congratulations letter along with a copy of their final payment and information on our M&R program.Returning a RentalWhen a customer wishes to return a rental check the following things:Must have met minimum rental term. Rent-to-Own is 6 months with each contract. Rent-to-Rent minimum is 2 months. Customer must be up to date with contract, not owing any fees. Fees must be collected before the return. (Deposit can not be used for rent or late fees)All items must be accounted for. Bow, Case, Instrument. Modules->Returns-> Return Contracts. Find the customer and click on the active account they wish to return.Next check the instrument over and notate any and all damages in the bottom box.Open Seams, peg box cracks, neck breaks, loose fingerboard, varnish damage, post cracksBow left tight, warped bow, hair discolored or worn outCase zipper broken, missing handles, ripped.Double check that all items originally on contract is what is being returned. Check the serial number of the instrument. If correct and with damages notated. Click Save.Print 3 copies. Customer will sign one and it will go in the drawer, the second goes to the customer and the third goes on the handle of the instrument. Ensure them that we are happy to help them with any need they may have. (Hope to see you again soon, bye)Print out Customer Payment History. Open the customer account and select contracts (Go). Select Print Payment History. (Go) Check all boxes and print 1 copy.Attach return receipt and contract history to instrument and place in the return section of the workshop.Processing Rental ReturnsAllen or Elgin will leave the “ok’d” instruments in the officeIf you start to process an ok’d instrument you MUST finish all steps before leaving for the dayAll repairs listed with a price must be entered on the customer’s account as a work order on that instrument.Save the work order and use “Apply a Credit” to use the security deposit to pay for the repairsThe bow must be labeled with the size and put in the bow drawerThe case should be cleaned and made to look like newAny rosin dust, pet hair, fuzzys, need removedAny frayed strings need cut or burnedOutside of case should not have scuffs, dust, etcAll feet should be on the caseIf there is nothing of that price/model on the wall, it should be hung on the wall with a price tag reflecting the updated price written on the fingerboard and paperwork if applicable. Case goes If it is overstock, it needs labeled with a white tag stapled to the top flap of the case that has the size, model, and updated price. It can then go under the wall or in the back room with the overstock instruments. Paperwork must then go in the office above the printer in the folder labeled “Sec. Dep. to be Processed”Short Term Rental ProcedureCreating a QuoteWhen a customer calls or emails for a quote on a short term rental, get all of the following information:Customer/Organization name, contact name, phone number, address, and email addressThe dates of the short term rentalThe quantity and quality of instruments (French or German bow for bass)Whether the customer will need delivery/pickupDelivery and pickup location and times (if applicable) Whether the customer is interested in purchasing M&R. (They are responsible for the full price of the instrument were something to happen to the instrument. By purchasing M&R, they would only be out the deposit were something to happen to the instrument while in their possession.) Once you have begun working with a customer on a short term rental, the rental is your responsibility. It is your job to gather all necessary information and follow up with the customer.Once the customer has responded with the necessary information, make a quote in AIMsi. Please keep in mind: if it is a large quantity of instruments or during a particularly busy season, we may need to mix and match the quality level of the instruments. A good way to do this is to charge the customer the median price between the varying levels. (Ex. Customer requests 8 Student level cellos for 3 days. If the customer wants student level and higher, charge them $100 per cello. If they want a mix of basic and student, charge them $75 per cello.)To make a rental reservation in AIMsi, take the following steps:Enter customer into AIMsi customer database if they do not already existOpen customer account and select “Short Term Rental Reservation” icon. (Rightmost Calendar button)Enter the dates of the short term rental at the top right of the screen (Pickup and Return)Enter notes for where instruments should be delivered and picked-up.Enter the quantity of instruments, M&R, deposit quote, and delivery information. EX: To make a quote for 2 basic 3/4 basses, 5 student 4/4 cellos, M&R, deposit, and round trip delivery for 3 days, enter the followingInstruments: [Qty] 2 [SKU #] Bass Rental [Cat (dropdown)] Orchestra [Description] 3-day basic 3/4 bass rental [Rate] $112.00 ; [Qty] 5 [SKU #] Cello Rental [Cat (dropdown)] Orchestra [Description] 3-day Student 4/4 cello rental [Rate] $85.00M&R: [Qty] 1 [SKU #] <leave blank> [Cat (dropdown)] Misc. Income Adj. [Description] M&R Fee [Rate] $162.25 (This is the combined amount of all M&R)Deposit quote: [Qty] 1 [SKU#] <leave blank> [Cat (dropdown)] Misc. Income Adj. [Description] Security Deposit [Rate] $575Delivery: [Qty] 2 [SKU #] <leave blank> [Cat (dropdown)] Shipping [Description] Delivery Fee [Rate] $160.00 ** Note! Delivery fee for large orders are $150 each way. Small deliveries are $75 each way. A small delivery consists of anything that would fit in your average vehicle, such as 1 bass, 1 bass and 2 cellos, or up to 5 cellos.In the notes section, add a description of the short term rental (how long, what’s included, etc.) as well as any important information. Ex: Short term rental reservation for the dates of ___ through ___ includes two (2) basic 3/4 basses and five (5) Student 4/4 cellos with bags and bows, M&R (insurance), and round trip delivery. * Basses should have German bows.* Important ** A copy of a driver’s license and credit card are required for all short term rentals. Please provide an emergency contact name and number.Save the reservation and email the quote to the customer.Payment is required at least 2 weeks prior to the date of the short term rental!! Otherwise there is a rush fee of $100.Customer is Ready to PayOnce the customer has confirmed they would like to continue with the short term rental, acquire a copy of the driver’s license and credit card. Find out their preferred method of payment. We accept Visa, MasterCard, Discover, or checks for short term rentals. Cards are preferred, as checks can get lost in the mail. ***Make sure to speak to whoever is in charge of delivering the rental before confirming delivery and pickup details with the customer.***Open customer account and select “Short Term Rentals” icon.Select the “Reserv” button to pull up all of your information from your previous rental reservation.Go to the line item “Security Deposit” and delete it.Select the “Downpay” button and enter the total before deposit.Select the “Deposit” button and enter the deposit amount. Make any necessary changes (Did the date change? Did the qty change? If the qty changed, make sure to adjust the security deposit and M&R amounts.) Update the note portion to include delivery and emergency contact information.Save (floppy disk, top right), take payment, and print out two copies: One for our files and one to attach to the calendar. Note rental dates, times and customer name on calendars. Send an email or mail a copy of the invoice to the customer.Two weeks before the date of the short term rental, begin checking and tagging inventory for the rental. Be sure to look at the calendar to see if there are any overlapping rentals that may also need instruments. If so, work with whichever employee was in charge of the other rental to select inventory. Begin by contacting GVC with the number and quality of instruments you will need. If you still need more instruments, check the store for used instruments in and around your required price range. If you are still unable to complete the quantity required, contact Melbourne and have them send any remaining instruments over with Allen on Wednesday. When getting instruments from GVC, make sure you let them know what day Allen will be bringing them to Orlando.Using new instruments on a short term rental is a last resort! If you do not have enough used instruments to cover a short term rental, work with a manager to select appropriate new instruments.On the day before the short term rental (or the last day you are scheduled to work before the short term rental), pull all the instruments and put them in cases with bows. Make sure you make a list of the instruments (make, model, serial number, condition) that are going on the rental. Be sure to follow up with the person making the delivery with all the most current contact and delivery information.Open customer account and select “Short Term Rental Reservation” icon.Pull in the reservation using the “Reserv” button. Delete line items labeled “Bass Rental” and “Cello Rental”.Enter serial numbers for each instrument & item in the reservation.Save the reservation and apply credit to finalize the reservation. *No changes can be made after credit is applied*Print out an invoice. This will need to be sent with the person delivering the instruments. That person will have the contact person sign to say they are receiving the instruments.Returning the ST RentalWhen the short term rental is over, check over all instruments and bows to make sure they are still in good condition. If there are any major damages, contact the customer and let them know what the damages are and how much it will cost for repairs. Strings and bridges are not covered by M&R, so if any are returned broken, the customer is responsible for paying for a replacement. For other damages, follow M&R procedure if it was purchased. If M&R was not purchased, make a work order under the customer’s account and send it to the customer. Once all the instruments have been checked over, return the short term rental in the system. Modules → Returns → Return Short Term RentalLeave invoice # blank and hit enter to search for customer and select from customer database.Select returned rental information, uncheck return security deposit, and save. Print out a copy and put with completed short term rental for our files.Receiving a RepairAsk if you may take a look at the customer’s instrument before touching any instrument!Ask the customer what repairs they would like to get done and inspect the instrument for any other repairs it may need.Select New POS Transaction icon and search for the customer in our database. Highlight their account and hit enter.Select the Service Ticket icon (CTRL+T; looks like a wrench)Enter the serial number in the New Service Ticket window. If it does not come up in our system, type “STRADCOPY” and complete the description information. Select Orchestra from the Category dropdown, choose the proper instrument under the Sub dropdown, and complete a description of the instrument in the Desc line that includes instrument size and any distinguishing features or label information if applicable.Select the Add option located toward the top right of the Service ticket.Enter the quantity, service, and rate. (Ex: Qty:3 Service: Open seam Rate: $20.00)In the drop down menu, select either Repair Labor or Repair Parts. Select Repair Parts for anything that involves our materials (bridges, bow rehairs, new sound post, etc) and Repair Labor for anything that just requires labor (open seams, reglue fingerboard, fingerboard plane, etc).Make any necessary notes in the note section of the Service window (Ex: Customer wants to know about possibility of consigning instrument after repairs are completed.) and hit save.Repeat steps 6-9 until all repairs are accounted for.If the customer is purchasing any accessories at the time of the repair (new bow,strings, tailgut, etc), select the new sale icon at the top toolbar.Enter the quantity and SKU of the items being purchased.Double check the price each for accuracy, and select Save if the customer is paying now. If the customer chooses to pay when picking up check “Suspend Sale” in the bottom lower window of the sales ticket.In the text box to the right of the service area, enter customer’s preferred phone number or contact information.Select the Save POS Transaction icon and print two (2) copies of the repair ticket. One is for the customer to keep and the other should be attached to the instrument or case.* Please print 3 copies if the customer is paying for the repairs today. One customer copy, one store copy for the cash drawer, and one to tag the instrument. Write customer name, phone number, repair number, and instrument description on repair list and place instrument in the workshop.Modifying/Paying a Repair TicketFind customer name in the New POS Transaction window.Select Modify Service Ticket icon (looks like a wrench with a green circular arrow next to it).If you are modifying the repair ticket, highlight the repair you are modifying and select modify, select the repair you are removing and click on Delete, or add any necessary repairs or accessories.To pay a repair, select the dropdown menu next to Status (located in the top right corner of the Modify Service Ticket window) and highlight Invoice.Select the Save icon and continue as you would in Ringing Up a Sale (steps 6 - 10).If the customer intended to purchase strings or other accessories and has a Suspended Sale click on the Sales Invoice icon. Select the button in the lower right “Susp” to pull in the items. Entering and Sending a Book OrderOpen the excel order sheet and prepare to write the newest order at the top of the sheet.Collect the customers full name and a good telephone number.Use either or to locate the correct book the customer is looking to order. Copy the title exactly as it is shown and copy the isbn number into the Atlantic Strings order form.Ask the quantity they would like to receive. If it is a standard or common book we carry, order more than the quantity requested and indicate the quantity for the customer. If it is a non standard book and over $20 list price collect payment upon ordering.Stock books should be reviewed weekly and noted for low quantities. See the Minimum Order spread sheet to insure good stock for customers and teachers alike.Enter stock books below customer requests. Repeat steps 3 and 4.Orders are sent biweekly unless otherwise stated. Small book orders under 10-15 books are usually sent to Southcoast. Larger orders are ordered directly from Hal Leonard or Alfred See a supervisor for exact order dates and companies.Receiving a Book OrderDouble check the books inside the package are on the packing slip and the order sheet. Highlight any backorders on the order sheet.Call any customers books and place aside with a note stating who it's for, phone number, and the date they were called.To receive books go to Modules->Inventory->Add/Change Inventory-> Receive Inventory.Scan the barcodes on the books or enter the catalog number as the sku. Enter the amount received and click save.For any book that is not in our inventory (new publication or neither barcode works) we will need to add it. Go to Modules-> Inventory->Add/Change Inventory->New Catalog.Enter all the information you know, most importantly Catalog number, Category (misc print), Subcategory (Piano, Violin, Cello etc.), Publisher, Barcode (the one with the price), ISBN, Full Title, Composer and Arranger.Cost is indicated on the Invoice.Retail Pricing is the price printed on the book. Our Price is same as retail pricing as is Prices A, B,and C.Place any customer orders in the hold bin in alphabetical order by last name. Stock books go out on the appropriate shelves.Entering Approvals/LoanersSelect New POS Transaction icon and search for the customer in our database. Highlight their account and hit enter.Select Approval/Demo (looks like a clock icon) or Loaner (looks like a handshake).Approvals are for customers looking to buy a certain item but want to try it at home first. A trial is 7 days and must be returned on the 7th day or the day after.Loaners are for customers with repairs in the shop and need something to practice with in the meantime. The instrument on loan should be returned the same day they pick up repairs. Offer similar quality used instruments or a small upgrade.Enter the selected instrument, case, and bow. Enter pricing as if it were to be sold that day (i.e. any sales or specials should be on the ticketed price)Have the customer fill out and sign the approval paperwork.Collect a Driver’s License, and a valid credit card.The names on the driver’s license and credit card must match!Make a photocopy of the front and back. These are to be kept on file while the customer has the instrument.Inventory worth more than $5000 requires 2 different credit cards!Sale from previous ApprovalsSelect New POS Transaction icon and search for the customer in our database. Highlight their account and hit enter.Once you have selected an account, select the Sales Invoice icon (ctrl+i; looks like a small cash register). When the Sales Invoice screen appears, click the small button on the lower right that says Approval. Select their most recent approvalCheck to make sure the correct price appears in the Price Ea line. If it is incorrect, adjust it accordingly. Delete any items they do not wish purchase at this time.See Ringing up a Sale steps 6-9.After the sale, return any items in AIMsi the customer did not purchase.Modules->Returns-> Approvals. Select the proper customer. Notate any damages and the reason why the customer did not wish to purchase. Have the customer sign one page and ask if they would like a copy.Set returns aside tagged with the a paperwork for Allen to review.Entering a Consignment InstrumentA Manager must give approval on all consignments.Select New POS Transaction, locate the person wishing to consign their instrument. If they are new to Atlantic Strings create an account for them.A competitive price will be set for the instrument. There is a $25 admin fee. When the instrument sells 70% of the sale price will be sent to the customer in a form of a check. It generally takes a minimum of two weeks to process.If the instrument is purchased from Atlantic Strings pricing should be not more than 30% less than the original purchased price. Less any repairs needed such as post adjustments, new strings, new bridge, etc. Repair costs can be taken out of the 70% at sale of the instrument or paid for up front. Your Manager needs to approve the pricing of consignment instrument to insure competitive pricing and all repairs accounted for.If the customer does not have an existing account with Atlantic Strings one will have to be made before entering the Consignment.Modules -> Inventory -> Consign/purchases -> Enter Consignment.Enter the SKU and serial numbers of the instrument. If it is not from Atlantic Strings ask a manager to create a sku with the instruments make and model or use the sku Stradcopy or stradviolin. Of there is no serial number use today’s date.Cost is 30% of the selling price. Retail and Our Price is the top selling price. Prices A, B, & C must all be the same. The Spiff is a dollar amount, 70% of the selling price.In the notes section, It should list out like this:“(Less) $25 Admin Fee”Less repairs totaling $xxx.xx -if neededIncludes/not including bow (vbb25 / maker), case ( interior color and shape), accessoriesSell price of $xxx.xxPhone number of customerDetailed description of maker and pattern, any identifying featuresClick the add button below the notes section. And then after Reviewing SaveLayawaySelect New POS Transaction icon and search for the customer in our database. Highlight their account and hit enter.Select Layaway (looks like money on a document) and enter the sku or serial number as you would to sell. The “Paid in Full” Date is 90 days or roughly three months from the start of the layaway. No exceptions.A down payment must be collected. For Items over $1000 a 20% deposit is the minimum. Items under $1000 a 10% deposit is the minimum. Tag the instrument with the name and telephone number and paid in full date. Keep a copy of the paperwork with the layaway item. The master copy is signed and placed in the cash drawer. ................
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