Author: admin

This is a continuation of the previous post about organizing your computer …

Organize your Email Inbox
When you receive an email that you need to keep from your RSM or AP support, you will want to move it out of your main email inbox to a sub file in your email account. Set one up for your customers, and AP, then you can sort the emails and not get them lost in all of the other items that clutter your inbox. They also are archived in the sub files instead of shuffled in the main file.

When you receive an email from your RSM or Support that you want to keep, you will want to download it to the AP sub file that corresponds; you will want to designate it to where it should go at download. Then when you need to retrieve it, you can locate it quick and easy.

Keeping Track of your Mileage

I also keep a log of my mileage for taxes, anytime you travel for your business, such as customer deliveries,  if you travel to the warehouse, or to meet the truck for your order, banking transactions made in person at the bank,  travel to the post office for mailings can also be deducted. You must keep accurate mileage records of these trips. I have attached a form that I designed and have made in to a booklet form that I carry in my vehicle. I use a new one each year.

Postage that you purchase to send AP related items

Any postage or mailings, that you use for your AP business can be deducted on your income tax, this includes PO box rental fees. Keep your receipts for all of the purchases you make that are business related, printer cartridges, paper for printing, checks for your account, general office supplies etc. For tax related questions, consult your accountant, they can give you further information regarding what you can deduct.
Another great idea is to use your email to notify your customers of pick up day. With our quicker delivery cycle we don’t have enough time to send out postcards like we used to so this is the way I have chosen to do it; it is quicker and easier for some, and more cost effective.  You can download a sales order after you input the order and then attach it in an email back to the customer. If your customer does not use email, but you can text, you can text them a confirmation, take a picture of your computer screen with the sales order on it and attach the picture to the text. You can send a picture of the sales order in your email or Facebook as an attachment. I use a snipping tool for a screen shot saver. It allows you to save a picture of your screen, so I enter portals and snip a pic of the sales order individual and send it in an email to remind them of pick up.

See example below
Hi Customer,

I received your #1 January AP order.
It will be ready for pick up on Thursday Jan 7th from 2-9pm.
Please see the attached invoice and let me know if you need any changes before Monday Jan 4th.  Thank you for your support!   Stacee

Hopefully these ideas will help you to organize and streamline your AP business, making it more efficient, profitable and rewarding.

Stacee

Are you ready for the New Year? It’s here whether you are ready or not.

As I reflected on my last years goals for Alison’s Pantry, I remembered wanting to be more organized in my office to aid in being more efficient for my customers. This is an ongoing goal for most business women. As business women and men we try to do it all and sometimes feel like we fall short. One of the ways that helped me to feel more organized and productive was to organize a quick and efficient way to store the information on my computer, helping me to locate it when I needed it. Most of us don’t have time to wade through thousands of computer files, emails, texts and messages. Knowing that organization is a learned and practiced skill, as your RSM’s we are planning on focusing on ways to improve this area of business during the month of January. We will teach you what works for us and new ways to organize and make your home based business work better for you. Below you will find the system that I use which works great for me, I think that it can work well for you too. Please feel free to make adjustments and use as you would like. If you have any questions, please feel free to leave a comment or ask your questions on our Face Book groups.   Happy Selling!!

Stacee

How to Organize your Computer Files for your AP business.

One of the hardest things to do is manage your business; the most important thing you can do is to set up a system that you understand and is easy to use.   Start with a filing system for your home office.

I recommend a system with hanging file folders for your office. Have a file for each catalog IE. Catalog #1-2016. You will want to include these hard copy items in each file.
1. A copy of the AP catalog
2. A copy of your sales invoice with the demo products or giveaways highlighted.
3. A copy of the AP invoice that came with your order.
4. Any credit invoices that you had from returns for that month.
5. A copy of the Tax report for your taxes.
6. I also include any copies that I may need for my customers, receipts from business expenses and mileage reports.

When you finish up a catalog, you will want to keep a copy of the catalog, your tax report, your personal order, and your AP invoice. I also keep any business expense receipts with the packet. Then I clip it together and place it in a file in my office. If I used any items for a demo or sample, I would highlight the item number and cost on my invoice for tax purposes. Also if I gave any items as a gift for a customer for contest, that also can be adjusted on your taxes. I also keep any mileage or postage receipts that I may have gotten in the packet for your taxes

Organize your Computer

Your computer is organized in files; usually most files are located in the documents file in your “C” drive. You will want to become familiar with your system to find out where your files are stored when you save them. After you locate the documents file, then you will want to make a sub folder for Alison’s Pantry (see example). After you make the folder you can then save your Alison’s Pantry items to that folder. I make sub folders in the AP main file for each catalog (see example) i.e. Catalog # 8.14

For example, AP order forms, invoices, personalized newsletters, special offer sheets, and any contests that might be in effect should be placed in the corresponding file. Then when the month is over and you no longer need it, make sure that you have hard copies of all of the important items you may need for taxes and then delete the file. I usually wait for 2 months before deleting, just to be sure I have all that I need out of it.  Some reps place the current catalog file on the desktop to access it quicker. Then they just remove it after the month. I keep all of my catalogs and then file them in a yearly file, thereby allowing me to look back on past catalogs.

Check back for more ideas on organizing your email accounts….

Since this is the first month with all the changes, here are some reminders to help ensure great sales on Catalog #1.

• If you are in the Blue group, orders will close Monday Jan. 4^th at 5 p.m.  MST.  All orders must be in by then.  (Red group order deadline is Monday Jan. 18^th).  As a reminder, our catalogs are printed with the Saturday date prior to these deadlines, so your customers won’t wait until the last minute to place their orders.  Since we’re adjusting customers to other changes, adjust them to ordering with you by Saturday to avoid a last-minute rush.
• Remember there are no more late orders, and educate your customers about this change.
• Be sure to call your customers and ask them if they’ve received their catalogs.  If you are Blue Group and customers still have not received catalogs, contact them to verify their mailing address to make sure it is correct in Portals.  You must have the mailing address in the pink fields, not the physical address, if they have a PO Box.  If they still did not receive their catalog with everything correct in Portals, you will need to either give them a catalog (if you ordered extra ones), or encourage them to look at the catalog online for this month.  Here is the link to our online catalog.
• Educate your customers on our new process.  Guide them to their own order deadline on the back of their catalog so they’ll know where to find it each month.
• Remind customers about our special offer – for every $75 or more they buy, they qualify to purchase one 5 lb. bag of popcorn chicken for just $4.99!
• Ask for referrals!  Anyone who refers a friend who orders $25 or more will receive FREE BROWNIES from Alison’s Pantry!
• Tell your customers about our BIGGEST SOUP SALE EVER!  Remember to repost your beautiful Soup Supreme images on social media sites, or in your reminder e-mails to customers.  Put that “soup-er” new product knowledge to work!
• Reminder phone calls, texts, emails, and Facebook posts are key.  Ask for the sale, customers appreciate the reminder!
• Before the order closes – double check that all hot deals, overstock items, and special offers have been added.  Add any contest prizes or samples you need for your customers.
• Save the report “Sales Order-All” to your computer and check each customer’s order to make sure it’s there.  No one likes dropped orders!
• Make sure your order is above minimum to receive a commission.
• Don’t forget our Holiday Rep Appreciation Program has been extended and anyone whose order is above $2000 will receive a discount off of their own personal order!

Good luck on your orders this month!