This a guide to enter, process and invoice a typical order. This will give you a basic understanding on how a standard order is handled via the system.
A phone call is received with an order for a new bin. In BinManager, to enter this order, follow the steps below.
1. Click the orders tab at the top left-hand corner.
2. Select 'Enter New Order' to bring up the order entry screen.
3. Fill in each piece of information required to process the order.
Please Note: This screen will have different requirements based on the company.
a. Customer Details
If the customer already exists in the database, you can either select them by clicking the 'Search' icon at the end of the field, or type in the first few characters of their name. BinManager will fill in the rest with an exact match when found.
If the customer does not exist in the database, you can add them by clicking the 'Search' icon at the end of the field, and selecting 'Add Customer.'
b. Delivery and Pick Up Details and Notes
The delivery and pick-up are set according to the day the order is entered, and the hire period - by default, this is set to 7 days for casual hire, and 14 days for account holders. Should you require a different amount of time, this too can be customised. There is also the ability to book pick-ups in automatically, or leave them as 'Not Booked In.' This section also has the ability to tick the job as being a Site Bin, or a Wait + Load, and 'High Priority,' - which will highlight it on the dashboard.
Notes for Driver and Office Notes are sections that can be entered by the driver completing the job and the person taking the order back at the office. This is particularly important for Delivery and Pick Up instances such as 'park bin on right side of driveway' or 'collect $200 cash' - this information needs to be relayed to the driver and can be done via filling in the 'Notes for Driver' section. Please note the driver will never see the 'Office Notes' as these can sometimes be confidential.
c. Bin Details
This section enables you to choose the desired size of bin via a drop down list. There is also the option to choose the type/size of truck and the number of bins required by the customer. Also note the tick box for 'Asbestos Order' which alerts the driver of hazardous waste in the bin.
d. Address
If the bin is being delivered to a new address, use the 'New Delivery Address' option.
In the 'Search for an address' field, you can type an address and BinManager will fill in the rest on your behalf - please note this will need a Google Key entered via the help of our Support team. Alternatively, you can fill in the 'Delivery Address' fields below that, and after typing a few characters in, BinManager will list all the matching addresses, from which you pick the correct one. Hit tab, and the suburb, state and postcode will be automatically filled in for you.
If the bin is being delivered to an existing address, use the 'Add to existing site' option.
Please note that if you have already delivered to a customer on this site before, entering as 'Enter New Job' is not recommended as a job card already exists. Use the search icon to locate previous job cards, right-hand click and select 'Add New Job.' This means all jobs for the one address will remain on the same card. If you are completing an order for an active site (ie. a large building site with some of your bins on-site already), select 'Add to existing site' and choose the correct address.
e. Referral Details
This section can be set to compulsory if required, providing a drop-down list asking how your customers heard about you (ie. Yellow Pages, word of mouth, etc.). A particularly effective marketing tool, this is useful when generating reports, and will show you the most effective way to market to new customers.
f. Payment Details
Once the bin details have been entered, payment information is required. The section 'Payment Details' provides a list of the most widely used income options - more can be added. Simply fill in the required fields, and click OK to finish off the job.