How to Use the Sample Checkout Module

The Sample Checkout Module should be used when a customer takes or orders product samples.

To check out a sample for a customer

• From the Lead Detail Page of the lead that is checking out a sample, click on the Samples Tab.
• Click on the “Add Sample” button.
• A tray will appear on the right hand side of the page where you can input information about the sample.
• Item Type* – this is the type of sample that is being checked out. For example, if you’re a flooring store, you’d list the flooring type such as “carpet” or “hardwood” in this field.
• Item Number – this is your store’s item number or the manufacturer’s item number for the sample.
• Brand Name – this is the brand name of the sample.
• Style Name – this is the style name of the sample.
• Color Name – this is the color name of the sample.
• Price Quoted – this is the dollar amount per unit of measure quoted to the customer for the product being sampled.
• Status* – use this field to designate the sample as either No Return, On Order, or With Customer.
  • If the customer is checking out the sample and returning it at a later date, select “With Customer” from the Status dropdown.
    • Click on the “Approximate Return Date” dropdown and select the date when the customer should return the sample.
  • If you do not have a sample on hand and need to order it, select “On Order” from the Status dropdown.
    • The field below will change to “Estimated Delivery Date”. Click on the field and select the date you expect the sample to arrive.
  • If the customer will not be returning the sample, select “No Return” from the Status dropdown; the date field will disappear.
• Click on the “Add Sample” button to add the sample to the lead. The tray will remain on screen.
• Repeat the steps above for each sample you want to add to the lead, and then click on “Close” when you’re done.
• When you view the lead’s Samples Tab, you’ll see all samples associated with that specific lead. On the far right of each sample, there will be a teal button that shows the sample’s status – “On Order”, “With Customer”, “Returned”, or “No Return” – and any corresponding date for that status.
• Notifications are sent to the user to whom the lead is assigned and to the manager(s) of that user (based on their locations, divisions, and pipelines) when the “On Order” date or “With Customer” date has passed. This reminds the user to contact the customer and remind him/her to pick up their ordered sample or return the sample they’ve checked out.
• Please note: Samples may also be added by clicking “Add Sample” from the Lead Detail Page’s Quick Actions Menu.

To print or email a receipt,

• To print a receipt of the samples associated with a lead, click on the “Print” button at the upper right of the Samples Tab. You will then be guided through the printing process based on your device’s printing capabilities.
• To email a receipt of the samples associated with a lead, click on the “E-mail Receipt” button at the upper right of the Samples Tab.
  • The system will automatically send an email from the user to whom the lead is currently assigned to the email address of the customer (if email address has been supplied on the Lead Detail Page).
• The printed and emailed receipts will contain the information about each sample (including details about the current status and related dates) as well as the contact information for the salesperson (the user to whom the lead is currently assigned). The salesperson’s contact information is based on the email address and mobile phone number associated with the user’s account settings. Click the “Your Account” link at the bottom of any listing or detail page (or by clicking on your name in the upper right corner and then “Your Account”) to confirm your email address and mobile phone number.

To update a sample’s status

• If you click on the teal button when it reads “On Order” it will change to “With Customer”. This means the sample has arrived and is now with the customer.
• If you click on the teal button when it reads “With Customer” it will change to “Returned”. The date above will change to today’s date. This means the customer returned the sample today.
• If you make a mistake and need to change the sample status from “Returned” to “With Customer”, click on the teal button again. Then you must click on the item type for that sample and edit it to update the estimated return date. Then click on the “Save Sample” button to save your changes.
• If you make a mistake and need to change a sample status from “With Customer” to “On Order”, click on the item type for that sample, and select “On Order” from the Status dropdown again. Then verify that the “Estimated Delivery Date” is correct, and click on the “Save Sample” button to save your changes.

If your company takes a deposit from the customer when he or she checks out samples:

“Deposit Amount” and “Deposit Type” fields can be added to your Samples Tab. This is where you’d record the amount of the deposit and the type of payment the customer used to make the deposit. Once you’ve entered this deposit information, click on the “Save Deposit Info” button.

To view the Sample Listing Pages:

• From the Global Navigation Menu, select “Samples”.
• You can view samples based on their status: “With Customer”, “On Order”, “Returned”, or “All” (meaning all statuses). When you click on one of these options, you’ll be taken to that Sample Listing Page. You’ll see that each sample checked out for a lead has its own row, and you can see all of the sample’s information in that row.
• On the “With Customer”, “On Order” and “Returned” listing pages, you will see a “Status Date” column that tells you the date associated with the sample’s status.
  • For “With Customer” this is the date the sample is expected to be returned by the customer.
  • For “On Order”, this is the date the sample is estimated to be delivered.
  • For “Returned”, this is the date the sample was returned by the customer.
• On the “All” listing pages, you will see a “Status” column that tells you the sample’s status as well as the “Status Date” column that was described above.
• The “Price Quoted” column tells you the dollar amount quoted to the customer for the sample.

*Indicates a system required field.