Streamlining Paperwork: Tips for Managing Sales Receipts and Drawing Slips

[tracyt]

I just ended my 90 days earlier this month, and the paperwork from sales receipts (the 3 ply ones) and the filled out drawing slips are piling up on my desk. What do y'all do with them? Do I input all the contact info from the drawing slips into P3? I've been using the emails from my paperwork to send out a monthly newsletter, but there has to be a better system than shuffling through everything once a month. Do I need the other 2 plies from the sales receipts, or can I throw those away since I have everything in P3. I'm really not sure what I'm supposed to do with all this. I need to do something with it though. I've lost my desk. :cry: Help!!

TIA,
Tracy :chef:

 

[CAPCnewbie]

I have a small binder/folder and after each show, I record the name of each guest with their email address and phone number. I also include their past host discount # if they have one. That way, all their contact info is there and I can input it into my website contacts. Then i have a filing cabinet and I file all the receipts so I can find them if I need them later on. Oh, and I file the drawing slips in one of those recipe file holders

 

[PamperedChefLayla]

I don't keep anything after the show has closed. I have everything in P3. If a customer loses a receipt I just reprint but that has not happened as of yet.

 

[esavvymom]

I do enter the contacts into P3...even if they didn't place an order. I plan on filing the slips in a recipe box- at least for a little while. Haven't decided long term.
I also have a 2-drawer file cabinet. Each host has a folder in hanging file folders. I put the 2-ply receipts in there. I figured I'd at least hold onto them for a year. But I may just print a "show summary report" and then get rid of the 2-plys. Just be sure to keep good backups of your P3 file!But what do I know?! You should see my desk right now! I sure wish I could see it!! It's currently MIA. But the files in my head are BEAUTIFUL! *lol* I'm kidding- sort of- I do have those files...I just have to clean my desk for THIS week's mess. My biggest problem to conquer is (1) Keeping UP with my system, and (2) keeping my other areas from co-mingling! (School papers and "Domestic Management" papers (bills/receipts/mail,etc).*sigh* It's enough to drive anyone to drink!

 

[esavvymom]

I don't keep anything after the show has closed. I have everything in P3. If a customer loses a receipt I just reprint but that has not happened as of yet.

I like HER way! Forget all that I said!
After all- it's not my RESPONSIBILITY to maintain the receipt for warranty- it's the customer. It's just a nice customer service if I happen to have it. I'm their consultant, not their mother.

 

[Chefgirl2]

I've done well over 1,000 shows. I enter contact info, shred anything w/a credit card # and toss the rest. Back up your files daily...but, even if you somehow delete your shows permanently...PC has the shows you submitted on file.

 

[tracyt]

I enter contact info, shred anything w/a credit card # and toss the rest. Back up your files daily...

Ok, so I need to backup daily. I haven't been doing that. Good to know!!!!

So, I need to input ALL my contacts even if they didn't order to the "Add to Contact List" in P3? If I'm pulling up contacts in P3 for my newsletter, is there a way to gather up and copy ALL the emails at once? Or do I have to type them in one at a time?

Geesh. I just saw that P3 has contact groups. I see they have groups for potential recruits, hostesses, etc. Can I have a contact group for newsletter subscribers? If so, how do you do that? So much to figure out.

Tracy

 

[Melissa78]

I can't part with things - but yet like to stay organized. I put my receipts in a clear page protector (an entire show fits in one sleeve) and then I have them in a binder for now and if need be, I can move them to a filing cabinet drawer. I'm sure this doesn't work when I have 1000 shows but by that time, we'll be in the Jetson's era and I'll be flying a car to work.