Prestashop personnel and Back office in charge:

Process PrestaShop order:

Step 1 : 
Check the Prestashop kong meron new order stage 1 or naka yellow status (Order Being Processed)

1. Order Being Processes (Cash on Delivery)
2. Order Being Processes (In-store Pick up)
3. Order Being Processes Paypal Authorization)
4. Order Being Processes (Wire Transfer)

And print delivery slip

Step 1.1
Add to cart available products sa warehouse ilagay sa bayong.
Pag items Complete Proceed to Step 2.

Step 1.2 Pag walang stock or Incomplete sa warehouse.

A. Mag request transfer Out sa branch (Sta. Cruz, Makati-MCS at Alimall) or mag pa order sa local supplier (IFEX, TIMES, Enriquez, Prestige, Enfant, Standard, Corona, Crown) ng mga unavailable product na order. For Canvas order ipagawa sa Pruduction.

B. Hintayin ang confirmation from Branch and Supplier kong available lahat or kong meron out of stock.

C. Kong meron Out of stock mag hanap agad ng replacement item na pwede maoffer sa Customer. Inform customer via email,Viber or Text message kong ano yung walang stock at kong ano yung available replacement  o tanongin yung customer kong anong item yung gusto nyang ireplace para ma request at order ulit ito.

D. Pagconfirm na sa replacement or kong walang replacement and additional proceed to (Edit Order)

E. Delete products na walang stock / Add product na gusto replace or additional ng customer at Save.

(Note: After ma delete yung item na walang stock at ei save. Proceed to Presta Product at iupdate yung item na denilete kasi yung qty nun babalik sa website pwede ma order ulit ito ng ibang customer)

Step 1. 3 Inform customer for new total.

A.Coordinate to Manager kung ano yong dadaanan na supplier and branch para ma sama sa schedule to pickup.
B. Pag dumating na yung mga items processed to step 2

Step 2:
Update status sa prestashop to stage 2 After ma check Complete/incomplete lahat ng items sa order.
Statuses na makikita sa stage 2
Step 2.1 Cash On Deliver Confirmation (Order Complete)/incomplete.
Step 2.2 Pick up ready Cainta (Order Complete)/incomplete.
Step 2.3 Paypal Confirm to Capture (Order Complete)/incomplete.
Step 2.4 Bank Wire Final Invoice Complete/incomplete.
Step 2.5 LBC Cash on Deliver Confirmation (Order Complete)/ Incomplete.

For All Complete Order.
Step 2.1 Cash On Deliver Confirmation (Order Complete)

Carrier -Tops Motor, Tops Van Delivery
Payment method -Cash on Delivery (COD)

Step 2.1 A. Print Invoice (Optional 2 copy for file and customer copy, Kong magpapa OR si customer file copy nalang yung iprint)

Step 2.1 B. Prepare and pack yung mga items.
(Note double check muna ito ng isang tao na naka assign for double checking bago balutin sa invoice magbebase.)

Step 2.1 C. Update customer na out for delivery na yung order nya.

Step 2.1 D. Coordinate to Manager na ready na yung order para ma sabay sa schedule for delivery.

Step 2.1 E. Update to stage 3 status Shipped pag successful na nadeliver yung order ng customer.

Step 2.2 F. Pick up ready Cainta (Order Complete)
Carrier -Pick up at TOPS Cainta(Kulay Art Materials)
Payment method -Pay in store when pick up(Cash or card swipe)

Step 2.2 A. Print Invoice (Optional 2 copy for file and customer copy, Kong magpapa OR si customer file copy nalang yung iprint)

Step 2.2 B. Prepare and pack yung mga items.
(Note double check muna ito ng isang tao na naka assign for double checking bago balutin sa invoice magbebase.)
Step 2.2 C. Inform customer na ready for pickup na yung order nya dito sa Cainta.

Step 2.2 D. Update to stage 3 status Pick UP pag successful na napickup ng customer yung order.

Step 2.3 Paypal Confirm to Capture (Order Complete)
Carrier -All                    Payment method – Paypal

Step 2.3 A. Pa- capture sa Unclaimed Viber group tag Ate Michelle
Including - Reference # ,ID #, Customer Name,Payment method (Paypal), Transaction ID, Amount(Final Total).

ex. @Ate Michelle pa capture.TY
 YSRGUBZSG #14242  Oliver Zhao  PayPal 77U82761T5458890V PHP 17,304.66

Step 2.3  B. After ma capture ni ate michelle. Update stage 3 status – To

• Payment Accepted – Ready for Provincial Freight Collect
• Payment Accepted Ready for Shipping
• Payment Accepted Ready for Pick up at Cainta Office
• Payment Accepted Ready for Booking Grab & Lalamove

Step 2.3 C. Print Invoice (Optional 2 copy for file and customer copy, Kong magpapa OR si customer file copy nalang yung iprint)

Step 2.3 D. Prepare and pack yung mga items.
(Note double check muna ito ng isang tao na naka assign for double checking bago balutin sa invoice magbebase.)

Step 2.3 E. Update customer na out for delivery,Shipping  na yung order nya or ready for pickup or booking.

Step 2.3 F. Coordinate to Manager kong ready for Delivery, Booking Or shipping na yung order para ma sabay sa schedule.

Step 2.3 G. Update to stage 4 status Shipped OR Pick up pag successful na nadeliver yung order ng customer or na pickup dito sa Cainta.

Step 2. 4 Bank Wire Final Invoice Complete

Carrier -All (except International Shipping)
Payment method – Bank wire incl. BPI,BDO,GCASH LJL or MPL,Palawan.

Step 2. 4 A. After ma change hintayin yung proof of payment ng customer at isend ito sa Unclaimed viber GC to confirm.

Step 2.4 B. Tag @ate michelle para mapa confirm kong pumasok or nag reflect yung payment ng customer. Incl -Reference # ,ID #, Customer Name, Total at kong saan nag bayad si customer.
Ex. @Michelle BPI PHP 3,085.00 LYRJMKEGP #14264 Juert Asejo

Step 2. 4 C. After ma confirm ni ate michelle. Update stage 3 status – To

• Payment Accepted – Ready for Provincial Freight Collect
• Payment Accepted Ready for Shipping
• Payment Accepted Ready for Pick up at Cainta Office
• Payment Accepted Ready for Booking Grab & Lalamove

Step 2.1 D. Print Invoice (Optional 2 copy for file and customer copy, Kong magpapa OR si customer file copy nalang yung iprint)

Step 2.1 E. Prepare and pack yung mga items.
(Note double check muna ito ng isang tao na naka assign for double checking bago balutin sa invoice magbebase.)
Step 2. 4 F. Update customer na out for delivery,Shipping na yung order nya or ready for pickup or booking.
Step 2. 4 G. Coordinate to Manager kong ready to Delivery,Booking Or shipping na yung order para ma sabay sa schedule.
Step 2. 4 H. Update to stage 4 status Shipped or Pick up pag successful na nadeliver yung order ng customer or na pickup dito sa Cainta.

 

Step 2.5 LBC Cash on Deliver Confirmation (Order Complete)
Carrier -Ship via LBC(Actual rate to be determined) COD acceptable
Payment method – Cash on Delivery (COD)
Note- COD applicable for order 10k below. Pag 10K up payment first.

Step 2.5 A. Print Invoice (Optional 2 copy for file and customer copy, Kong magpapa OR si customer file copy nalang yung iprint)

Step 2.5 B. Prepare and pack yung mga items kasama yung receptacle. Note sa receptable for COD at kung mag kano ang amount na babayaran ng customer.
(Note double check muna ito ng isang tao na naka assign for double checking bago balutin sa invoice magbebase.)

Step 2.5 C. Coordinate to Manager kong ready to shipping na yung order para ma sabay sa schedule.
Step 2.5 D. After mapa ship sa LBC yung order at natangap na yung LBC receipt.Update customer via email ng tracking number.
Step 2.5 E. Update stage 3 status to LBC Delivery In Transit.
Step 2.5 F. For LBC COD pag na received na ang payment don’t forget to update to stage 4 status LBC Shipped (Payment completed) Dispatching ang mag update.

(Step 2 of 1 – 5 )
For all Incomplete Order Only

Update to incomplete status,  ito yung walang replacement Si customer sa out-of-stock na item sa order nya, Ang Status na ito para ma inform ang customer na hindi complete ang mga item sa original order nya.

Note for Changes ng delivery and LBC charges.

A. Pag TOPS delivery at may changes, motorized to van delivery or grab, lalamove, to motorized or van update sa presta yung final delivery charge at inform customer for the final total ng order.
B. For provincial order like LBC kailangan sukatin at timbangin ang products which is higher don mag ba-base ng charge. Update ang shipping charge if ever may changes. Kailangan mag send ng message sa customer ng additional shipping charge.

30x30x10cm Ex. W x Lx H = Divide to 3,500 = (Round off to whole #) x 95 +60.00 = 345.00 Pasok pa sa 3kilos 380.00 na minimum charge.

C. For lalamove or grab before booking inform customer kung magkano yong SF kong si customer yung magbabayad.

D. Tatakan ng stamp yung Final invoice
For Customer copy ito lang yung itatatak.
For File copy need tatakan received,Paid or COD at Check stamp lagay yung pangalan kong sino yung nag prepare.

E. Ibaba sa dispatching after ma prepare and pack ang order.

Step 3 “Excel report”

Encode sa excel report lahat ng successful delivery everyday. Lagay ang amount, Name ng customer, Mode of payment, Prestashop #, Sino nag deliver, Discount and amount ng shipment charge ng courier.

Note:

• Lagay ang paypal charge (Makikita ito sa reply ni ate michelle after nya ma capture yung papal)
• Mag lagay ng note kung ilang % ang discount.( bulk,special,Promo and Sale discount. (If any)
• Sa COD lagyan kung saan napunta ang payment for example
• COD- Cainta/ COD Sta. Cruz.
• For LBC COD Payment Highlight Pink at BOLD font color Red. Pag na claimed na yung payment change to unblod and note kong anong date ito na claimed.
• Pag 2 types of payment kailangan ilagay kung ano anong mode of payment ang ginamit ng customer.

EX: Order#113 total 3,000.00
Payment - Gcash1,000.00/BPI 1,000.00/COD 1,000.00
Kailangan mag lagay ng note kung kailan nag bayad ang customer sa bawat payment nya

Step 4 “Sales invoice” All delivery dapat may sales invoice na ito bago dalhin ng delivery man

Step 4.1 Encode for sales invoice at back office.
All successful delivery everyday need to sales Invoice
Incling – Motor or Van Delivery, pickup, shipment or LBC.
Step 4.2 Pag na tapos na lahat sales invoice before mag out export sales invoice report to PDF and email to audit. Kailangan tugma ang amount sa excel report at sa sales invoice back office.
Step 4.3 Kong meron inedit sa report kailangan din dito iemail para malamat ng audit.

Additional responsibility on POSBO
“Sales Return”(if any)

• Encode for sales return at back office.

• All return order need incode sa POSBO para bumalik yung qty ng item.

• For presta orders if any, Maglagay ng note sa excel report reason at SR#. For Shopee/Lazada pagtapos na ma SR high light excel report at maglagay ng reason.

Stock Out

• All stock request ng branch need stock out from POSBO para mabawas yung qty.
• After ma Out, Print out yung stock out transaction at ipadala sa branch.(Pa double check nalang kong tugma sa actual item)
• Prepare items at ilagay sa bayong ng requested branch kong hindi kasya lagyan nalang ng label at ibigay sa dispatching .

Stock In

• Every morning or sa hapon pag dating ng rider check kong meron dalang mga item from branch na need stock in need ito para pumasok yung qty ng isa item.
• Compare yung list na pinadala ng branch sa actual item para ma check kong tama yung na out nila at yung iin mo kong meron mali message viber gc POS/POSBO.
• Pagkatapos ma check iakyat sa OMG yung item na for order.

Stock Adjust

• Need stock adjust all items na may error
• Ex, Wrong stock in and out, Wrong sale invoice, Wrong encode supplier del, ect.
• List down all items na need stock adjust w/ reason.
• Inform and coordinate manager na meron stock adjust para magawa nya ito.

Supplier Delivery

• Need encode all receipt ng Supplier delivery from local supplier para pumasok sa POSBO yung qty.
• Check kong tugma yung unit cost ng item sa posbo kong hindi need ito update.
• Check items description at qty kong tugma sa actual items na dumating para tama yung ma encode.

Kung meron kasamang item na para sa branch na need OUT pa inform nalang personnel responsible.

New Product Arrived  (Pagdating ng mga products from Abroad)
A. Print copy ng list -check and compare kong tugma yung qty of orders sa dumating at kong meron maling pinadala at meron walang dumating.
B. Report manager kung meron mali,kulang at damage na product.

C. Check if meron need update Price , Description and other info kong meron changes.
D.Pagkatapos ma check kailangan ein ito sa POSBO para pumasok ito sa inventory.
E. Send file sa SR ng available available para maka pagrequest sila ng stock.
F. Prepare for stock transfer out(Double check kong tugma yung list at actual)

Beginning Inventory
A. Print Inventory by Supplier compare actual stock at sa list kong tugma.
B. List down lahat ng hindi tugma may kulang,surba, meron actual pero wala sa list , meron sa list pero wala sa actual. Para ma ayus sa list bago ma encode sa POSBO.
C. Pag okay na yung list start encode sa posbo for beginning inventory at isave.
D. POST – pag tapos na inventory at na encode na lahat ng supplier sabay nalang ito gagawin para isang date lang yung item movement na titigna.
NOTE. Habang on going pa yung inventory at meron ka ng tapos na encode na supplier na hindi pa posted at meron na bawas na sales paki note ito para mabawas dun sa na encode mo na unang qty para pag nagpost na lahat tama yung qty.

Additional responsibility aside from Prestashop order.
A. Ordering local supplier for branches stock.
Kung sa cainta deliver at need stock receipt branch padalhan nalang ng Xerox copy.
B. Check if may inquiries ang customer sa Viber or FB kung may order na need input sa prestashop.
C. Also check online inquiries group chat para ma encode din ang pinapa input ng branch na order at endorsement.
D. Check kung may need update price and other information sa POS back office. Pag nagawa na chat DONE to POSBO GC para ma confirm kung nag reflect sa branches.
E. Monitor stock inventory POSBO and actual
F. Chat/Inform Sir James ng mga order na kailangan na i-cancel (thru viber).
Ex. Hi Sigrid Adora, This is from TOPS Customer Service. Ur order XKXJJPMBI #14208 is ready for shipping. May we help you finalize your order ? let us know what you want to do.
Thank you,
09099736968 (Customer Number)
Pa send din reason kong bakit ipapacancel.
G. Inform customer kong meron sale/promo thru Text ,Viber and FB.
H. Update website if Needed.

"Report need to send every Monday"

• Stock Out- Alimall, Makati, Sta. Cruz, POSBO
• Stock Adjust- Alimall, Makati, Sta. Cruz, POSBO
• Supp Del- Alimall, Makati, Sta. Cruz, POSBO
• Stock In- Alimall, Makati, Sta. Cruz, POSBO
• Sales Invoice- POSBO
• Sales Return- POSBO
• Shopee Order
• Lazada Order

“REPORT need billing & Ate Rhea”

• Sales by supplier request (ALI MALL, MCS, STA. Cruz, Art bar, shopee and Lazada)

FREE TIME – {if any}

• Re-check order kung may mga cancel or return pabalik sa storage/display rack, para mabilis makita pag may order o kailangan na transfer sa store branches.
• Study canvas calculator. 

“Kapag may problema o may katanungan wag mahiya magtanong or ask help sa manager.”

Workflow SHOPEE/Lazada personnel in charge.

Step 1
Open Shopee/Lazada portal check kong meron new order
Lazada- Status Packed  
Shopee – Status To Ship
And Print sale invoice.

Step 2
Kumuha and bayong at iadd to cart all available items na meron dito sa Cainta.

Step 3
For Complete orders
3.1 For lazada orders pag na confirm na available yung items update status to pack and print.
3.2 Pag completo lahat ng item request to print waybill.
3.3 Prepare for repacking ng item make sure na mabalut ng mabuti yung bawat order para hindi madamage. Pagkatapos mabalut ilagay sa plastic pouch kong anong delivery ito Shopee,Lazada or J&T at idikit ang waybill kong hindi naman kaya ng plastic pouch katulad ng 2 yards bubble wrap or malalaking items balutin nalang ito ng stretch film or bubble wrap make sure lang na maayus yung pagkabalot pag okay na idikit ang waybill at lagyan ng fragile.
!Note -Double check muna ito ng isang tao na naka assign for double checking bago balutin.
*Make sure na tama ang madikit na waybill sa order para hindi magkapalit.
*Double check description color , qty and size sa invoice.

For Incomplete orders
3.1 Mag request transfer out sa Viber GC SL Group tag ALIMALL,MCS, STA CRUZ kong saan available yung item.
Ex. Pa Check and out po kung available ty.
Lazada Order Multi-functional Master Studio Easel (Painting/Drawing Stand) with Wheels
Seller SKU: DHJ-3 - 1pc

Shopee Order
GRUMBACHER ACADEMY ACRYLIC 75ML PLASTIC TUBE
Variation: Burnt Umber - 1pc
3.2 Inform manager kong meron request sa branch for Shopee/Lazada para sabay sa schedule for pickup.
-Hintahin dumating yung request.
3.3 For lazada orders pag na confirm na available yung items update status to pack and print.
3.4 Pag completo na lahat ng item, Request to print waybill.
3.5 Prepare for repacking ng item make sure na mabalut ng mabuti yung bawat order para hindi madamage. Pagtapos mabalut ilagay sa plastic pouch kong anong delivery ito Shopee,Lazada or J&T at idikit ang waybill kong hindi naman kaya ng plastic pouch katulad ng 2 yards bubble wrap or malalaking items balutin nalang ito ng stretch film or bubble wrap make sure lang na maayus yung pagkabalot pag okay na idikit ang waybill at lagyan ng fragile.
!Note -double check muna ito ng isang tao na naka assign for double checking bago balutin.
*Make sure na tama ang madikit na waybill sa order para hindi magkapalit.
*Double check description color , qty and size sa invoice.

Step 4 Arrange Shipment all order na tapos mabalut at ready for pickup Shopee and lazada.

Step 5 Ibaba sa dispatching

Additional responsibility
1. Lagyan ng pangalan yung sale invoice
For shopee order name na makikita sa way bill.
For Lazada order no need na lagyan.
2. Lagyan ng stamp ang bawat sale invoice para malaman kung sino yung na prepare.
3.Itape sa plastic pouch or item na binalut yung bawat Sale Invoice kong maari.
4. Sold item from
Shopee - Need update to LAZADA AND WEBSITE
Lazada – Need update to SHOPEE AND WEBSITE
5. Updating detailed list of transaction sold sa mga branch to Lazada and Shopee.

6. Monitor stock inventory Shopee and Lazada kong meron na kita or nalaman na out of stock na ito paki update nalang agad.

7.Add new product Shopee and Lazada mag base sa website. Ask manager for confirmation.
8.Customer Service Shopee and Lazada.

9.After mag out arrange all tools and clean working area.
10. Kong meron hindi na tapos na gawain mag iwan ng endorsement para malaman kong ano yung kulang at hindi pa na gawa.

FREE TIME – Tulong sa inventory {if any} arrange, clean & organize stocks. Study Prestashop Work by assisting. 

TASK AND TO DO'S

Responsibility and supporting to do (Bryn)

1.        Checking stock in

-          Every morning or sa hapon pag dating ng rider check kung mayroong dalang mga item from branch.

-          Compare list na pindala ng branch a actual item para ma check kung tama ang out nila at kung mayoong mali message viber gc POS/POSBO.

-          Pag okay na pakibigay kay ate isay ang listpara ma stok in.

-          Pagkatapos ma check oakyat sa OMG ang item na for orders.

2.        Preparing items for stock out

-          Check viber groups kugn meron stock request ang branch or kung meron papaout yung OMG.

-          Check and preparing yung mga items na available inform si Ate Isay kung anong mga items yung need nya i-out.

3.        Dispatch

-          Lahat ng out for delivery, branch stock, Pick up Shopee/Lazada, Ship LBC need check at encode sa excel.

4.        Preparing NBS ART BAR order.
5.        Pahinante Art bBar if needed.
6.        Inventory Art Bar.
7.        Stock inventoryfor new arrival product from supplier abroad.
8.        Stock arranging and inventory warehouse.
9.        Updating Art Bar sold outright to Shopee, Laada and Website.
10.    Assisting ATE Isay and need to know ang kanyang work flow.
11.    Assist Packing of prestashop orders if needed.
12.    Reply Viber Chat pag mayroong naka tag.

“Kapag may problema o may katanungan wag mahiya magtanong or ask help Manage. “

Responsibility and supporting to do (Isay)

1.        NBS ART BAR Management

-          always check art bar portal kung may order/P.O. Consignment o outright.

-          Sales invoice NBS

-          OR NBS

-          Inventory

-          Request items sa branch for BBS order

2.        Stock transfer out

-          After ma prepare ni bryn all items na request for out ask yung final list na need i-out para ma encode sa POSBO at i-print yung list para ipadala sa branch.

3.        Stock transfer in

-          After ma confirm ni bryn na tama yung list at items, encode stock in sa POSBO para mapasok qty ng items.

4.        Update POSBO product description, price, unit, cost and etc.
5.        Stock inventory for new arrival product from supplier abroad.
6.        Assisting Stock arrangement and Canvas inventory.
7.        Reply Viber chat pang nay naka tag.
8.        Update manager kung need dalhin sa branch or art bar para masama sa schedule.

“Kapag may problema o may katanungan wag mahiya magtanong or ask help Manage. “

Responsibility and supporting to do (Aron)

1.        Shopee and Lazada Management

-          Always check Lazada/ Shopee seller account kung mayrong new order, print and add to cart.

-          Request order items sa branch

-          Packing order

-          Updating sold items

-          Shopee – Need update to Lazada and website

-          Lazada – Need update to Shopee  and  website

-          Add new product

-          Stock Management

2.        Updating detailed list of transaction sold sa mga branch to lazada and shopee.
3.        Stock inventory for new arrival product from supplier abroad.
4.        Customer Service Shopee/Lazada
5.        Assisting and knowing kevin work flow.
6.        Assist packing of prestashop orders if needed.
7.        Stock arranging and inventory warehouse.
8.        Arranging tools and cleanng working area before mag out.
9.        Need to know paano ang pag gawa ng DR excel for retailers.

“Kapag may problema o may katanungan wag mahiya magtanong or ask help Manage. “

Responsibility and supporting to do (Kevin)

1.        PrestaShop and POSBO Management

-          Print delivery slip

-          Updating Status

-          Sales Invoice (Presta, Lazada, Shopee, Retailer)

-          Delivery receipt

-          Encode Prestashop order manual if any

2.        Excel report
3.        Weekly report
4.        Ordering local supplier
5.        Stock inventory for new arrival product from supplier abroad
6.        Customer Service Viber/FB
7.        Double checking orders before abalot Presta / Shopee/Lazada
8.        Assist packing of prestshop order if needed
9.        Update product on POSBO if any
10.    Update product on website if any
11.    Kung hindi busy turuan si aron ng work flow

“Kapag may problema o may katanungan wag mahiya magtanong or ask help Manage. “

Responsibility and supporting to do (Albert)

1.        Kung magpahinate magkarga ng mga order at stock na dadalhin make sure double check ang label kug para saan at para kanino.
2.        Make sure na wala ma damage sap ag salansan o pagkarga ng mga produkto.
3.        Paki alalay ng instruction sa driver para sa mga kailangan unahin o dadaanan para walang makalimutan.

** Free time tulong sap ag linis organie ng canvas sa 2^nd floor.

 

Drivers Dhel/ Daniel

1.        Magatanong or mag check ng delivery schedule & pickups pag aralan ang ruta na tatahakin, Kung maari mag inform (tex/call) ng customer bago mag deliver para ma sure na may tatanggap ng delivery.
2.        Check ng mga stock na dadalhin para sa branch make sure palaging na check ang label kung para sa ang item (box, bayong, plastic at important documents) na dala.
3.        Pagdating dito (cainta) ibaba o ilagay ang mga stock na request galling sa branches.
4.        Sa ruta kung may padala ang isang branch at may way o possible na amdaan, idaan nalang ang stocks.

**Pag dating na maaga pa kung walang papa LBC o drop off ng LAZADA/Shopee , magtulong kung may kailangan tulong sa pagawa.