TRUNK PANEL Ordering Process Manual

JUNE 23, 2014 MATILDA JANE CLOTHING

Page 1 of 28

Contents STEP ONE: Logging into the System .............................................................................................................. 2

STEP TWO: Setting Up a Trunkshow ............................................................................................................. 5

STEP THREE: Inputting the Jane’s Wishlist (optional) ................................................................................... 8

STEP FOUR: Entering Orders ....................................................................................................................... 11

STEP FIVE: It’s Time to Check Out your Customers .................................................................................... 18

STEP SIX: Entering the Jane Order .............................................................................................................. 23

FINAL STEP: Trunkshow Summary .............................................................................................................. 26

Appendix: .................................................................................................................................................... 27

Order Form Handling .............................................................................................................................. 27

Referring Jane ......................................................................................................................................... 27

International Ordering ............................................................................................................................ 27

Declined Credit Card ............................................................................................................................... 27

Page 2 of 28

STEP ONE: Logging into the System Go to our Online Ordering Web Page: https://matildajanetrunkshow.com/login.php

***Firefox is the recommended browser

Username:

if your email address is betsyk@matildaajne.com, your username is betsyk.

Password:

This password was given to you at the beginning of your enrollment.

You will be prompted to change your password on the 20th of every month or upon your next

login after the 20th for security purposes.

Please keep your password completely confidential.

Page 3 of 28

Once you are logged in, you will see the Home screen shown above. There are several tabs across the

top:

Home: Returns you to the main screen shown above.

Setup Trunkshow: Brings you to the Jane information of the Trunkshow you are currently working on.

Addresses: Takes you to your customer address book. Here you are able to add, edit and delete

customer information.

Calendar: Allows you to access your booking calendar to view past and future trunkshows. Here you can

add upcoming Trunkshows you have booked.

History: Allows you to view all of your submitted Trunkshows and total commissionable sales and total

commission for any date range.

Inventory: Allows you to view current inventory levels of MJC pieces.

My Account: Update personal contact information here. Please make sure that your contact information

in MY ACCOUNT is up to date, especially if you are a new Trunk Keeper. Also be sure to update your

personal information if you have moved. Lastly, please also notify Trunk Keeper Support.

Reports: Allows you to run your own direct debit so that you can anticipate the weekly debit coming

from your checking account. Also Trunk Keepers with a downline can view the calendars of their team

members here. The TK Report shows all TK sales in a specific date range and commission earned as well

as orders placed on MatildaJaneClothing.com (when it is open for public sale) or

MatildaJaneplatiunum.com.

Page 4 of 28

The Open Trunkshows area in the upper right hand corner

(1) Where you go to see all of the Trunkshows that you currently have open.

(2) For the Trunkshow selected, the red timer indicates how much time you have remaining to complete

the step you are currently on.

(3) Flow Chart indicating your progress for that particular Trunkshow.

In the lower right hand corner of the screen, you will also

find Product Details & Notes. This is in which you can

quickly gain access to product sizing information and

inventory levels.

You can also view inventory levels by clicking on “View

Inventory Levels”.

1 2

3

Page 5 of 28

STEP TWO: Setting Up a Trunkshow To begin setting up a trunkshow, click on the Open Trunkshows menu in the upper right hand corner

and select “Start New Trunkshow”.

Once your New Trunkshow is open, select “Setup Trunkshow” on the left side of the navigation, just

below the Matilda Jane Trunk Panel logo.

Before entering any order information, you must designate the Jane. The Trunk Panel will prompt you to

select one of two options: “I am the Jane for this show,” or “I am NOT the Jane for this show,” shown

below –

Select “I am the Jane for this show” – if you, the Trunk Keeper, are hosting the show you are setting up.

Your contact information will be automatically pulled in to the Jane page. The only information

you will be able to change is the date of the party.

Select “I am NOT the Jane for this show” – if you are working with a host for the trunkshow you are

setting up.

You will be asked to enter your Jane’s information (see screen shot below), including first and

last name, address and zip code. After entering the Jane’s zip code, the city and state will

automatically fill in for you. If there is more than one city for the zip code entered, choose the

correct city from the dropdown menu. The system will automatically determine the sales tax

rate for your Jane’s address. (For more detailed information on sales tax, please refer to the

Sales Tax Appendix in the back of the Trunk Keeper Handbook.) Once all the Jane’s information

has been entered, select “Save”.

Page 6 of 28

NOTE: To automatically import the Jane information for a previous Trunkshow, simply type in the first

few letters of her name in the “Search Address” field and click on “Search”. Be sure to verify the Jane’s

information.

Enter all Jane contact information in the form below. If you have a returning Jane or have her

information in your address book, you can use the “Search” feature to automatically pull in her contact

information.

As soon as you’ve set up your Trunkshow, you will see the information displayed in the green column on

the left. A list of orders for that Trunkshow will also be shown as well as numerical totals for the show.

Page 7 of 28

If you wish, you may set up more than one Trunkshow at a time. For example, if you have three

Trunkshows in the coming weekend, you can go ahead and setup all three shows in advance. Repeat the

process detailed above.

NOTE: If you have more than one Trunkshow open in your “Open Trunkshows” pull-down menu, always

be sure you have selected the appropriate Trunkshow before adding customer orders or making any

changes to a Trunkshow, and especially prior to clicking ‘Check Out’.

Page 8 of 28

STEP THREE: Inputting the Jane’s Wishlist (optional) At certain points in the season, inventory will become low. As a result, the customers at your Trunkshow

may end up getting the last of a certain item that your Jane really had her heart set on. To help prevent

this from happening, you can input your Jane’s Wishlist prior to entering customer orders. This will

“reserve” items for your Jane and prevent her own guests from taking those items.

To add items to the Jane Wishlist, select “Jane Wishlist”.

To begin adding products, enter the product’s name or item number of the “Search Products field,

shown below.

If a product is completely out of stock, the item will not show up when it is searched for. If a certain size

of the product is out of stock, the item will still show up but you will only be able to choose from the

sizes available.

Page 9 of 28

To add a piece to the Jane’s Wishlisht, click on the item in the dropdown menu.

You can add up to $1000.00 of MJC merchandise

Ensure you chose the correct size of the desired piece(s)

If the Jane wishes to purchase more items, you will have an opportunity to add more items to

the Jane’s cart before closing the show and checking out the Jane.

NOTE: Saving the Jane Wishlist will begin a 48-hour timer. If you decide to use the Jane Wishlist, you will

have 48 hours to complete the process of submitting ALL regular customer (guest) orders for that show

and check out all customers for that show.

Page 10 of 28

Page 11 of 28

STEP FOUR: Entering Orders To enter a customer order, first be sure you are working in the appropriate Trunkshow by selecting that

Trunkshow from the “Open Trunkshows” dropdown list in the upper right hand corner of the page.

Once you are certain you are working in the correct Trunkshow, click on “Add Order” in the navigation.

Page 12 of 28

Enter your customer’s information either by searching your address book or by entering the appropriate

information in the fields.

Just as in the Setup Trunkshow screen, once you enter the zip code, the City, and State will automatically

be filled in for you. If more than one city is possible for the zip code that was entered, simply select the

appropriate city from the drop down list.

If the guest is a previous Jane who actually referred you to the current Jane, then that customer is called

a “Referring Jane”. To determine if a guest is a Referring Jane please view the Referring Jane appendix

at the end of this document.

If the guest is a Referring Jane at the current Trunkshow, check the Referring Jane box on the customer

order page.

The online ordering system will automatically select the most expensive item to be adjusted to half

price. The discount amount will appear at the bottom of the Referring Jane’s order. Each Trunkshow can

have at most one “Referring Jane”.

Page 13 of 28

The screen shot above shows the Hawthorne Rose Jacket being discounted on the Referring Jane’s

order.

Page 14 of 28

Next, select the appropriate Shipping Method. Please make certain your customers are aware of the

shipping costs associated with their preferred shipping method. Shipping methods include:

Trunk Shipping USA – If the order is being sent to the Jane’s address within the USA, Canada or

Mexico.

Direct Shipping – If the order was placed as an individual order OR the order was placed through

the Trunk Show but the customer requested their order be shipped directly to their personal

address located in the USA or Canada. The Jane and the guest’s shipping addresses must be in

the same country to select this option.

Express Shipping – If the customer wants their order shipped directly to their personal address

using our “express” processing and shipping. The order must be $500.00 in retail value or less.

This order will be processed and shipped directly to the customer within 2 business days of the

Matilda Jane office receiving the order. Express shipping will only ship to locations within the

USA or Canada. The Jane and the guest’s shipping addresses must be in the same country to

select this option.

Direct Shipping (Hawaii or Alaska) – If the customer wants their order to ship directly to their

personal address in Hawaii or Alaska.

Direct Shipping (UK) – If you have an UK customer, this is the shipping method to use.

o The Jane and the guest’s shipping addresses must be in the same country to select this

option.

Direct Shipping (Puerto Rico) – If you have any Puerto Rico customer, this is the shipping

method to use. Trunkshow shipping is not available.

o The Jane and the guest’s shipping addresses must be in the same country to select this

option.

Direct Shipping (Mexico) – If you have any customers in Mexico, this is the shipping method to

use.

o The Jane and the guest’s shipping addresses must be in the same country to select this

option.

NOTE: For Direct Shipping and Express Shipping orders, the program will recalculate the sales tax rate

for that order based on the address to which the order is being shipped. This rate will likely be different

Page 15 of 28

than the Jane’s sales tax rate. For more detailed information on sales tax rates, please refer to the Sales

Tax Appendix.

Once all of your customer’s personal information and shipping information is entered you can begin

adding items to her ‘shopping cart’.

To add items into the customer’s cart, search for the product by typing in the first few letter of the

product name or the first few characters of the item number. Then click ‘Search’.

Click on the item you would like to add and select the size desired.

The size selection window will dropdown to show all available sizes. If you do not see the size

you wish to order, this item is no longer available in that particular size.

Page 16 of 28

If the customer wishes to share the love and purchase a Matilda Jane Gift Card, simply click on the

appropriate value and it will be added to her order. The gift card must be for one of the values shown

below.

NOTE: If you need to delete an item, simply click on the ‘X” next to the item to be deleted, shown

above.

Page 17 of 28

Once you have added all of your customer’s items, you will need to select the payment method.

Customers may pay via Credit card (MasterCard, Visa, or Discover), Check/Cash, or Split a payment (part

Cred Card/part Check or Cash).

If the customer wishes to apply a previously purchased Gift Card toward payment, you will enter her Gift

Card number on the checkout screen, not this screen.

Once your payment information is entered, select “Save” to store

this customer and her order and continue adding items to other

customers’ shopping carts. Once you select “Save” you will see her

name and order total listed in the green area on the left of the

screen.

Continue this process until all “regular customer” (guest) orders

have been entered.

NOTE: To be considered a Trunkshow, orders must meet one of the

criteria’s below:

1. If Trunk Keeper is NOT the Jane, the show must have at

least three orders, plus the Jane’s order.

2. If the Trunk Keeper is the Jane, the show must have at least

five guest orders.

Page 18 of 28

STEP FIVE: It’s Time to Check Out your Customers Once you have entered all of your guest (regular customer) orders and, if applicable your “Referring

Jane” order, you will “Checkout”.

Page 19 of 28

This will bring you to a screen detailing all of your guest orders, and if applicable your “Referring Jane”

order. At this point you should do the following:

1. Review each order to be sure it is accurate. If it is, check the “Confirm Order” checkbox. If it is

not accurate, leave the checkbox unchecked.

***Please remember that all Trunk Shipped orders will have a sales tax rate determined

by the Jane's address. After you have confirmed 1 customer order, you can no longer

make changes to the Jane's address. Double check the Jane's address for accuracy.

2. Enter the customer’s credit card number and/or gift card number if appropriate.

Page 20 of 28

All orders where you checked the “Confirm Order” checkbox will be processed and their credit cards will

be charged. Confirmed orders are in the system and cannot be edited or removed. Any orders where

you did not check the “Confirm Order” checkbox will remain open for you to modify if needed. In

addition, any orders that were DECLINED due to credit card reasons will remain open.

NOTE: If paying (in part of in full) via credit card, the billing information must exactly match with the

billing information to which their credit card statement is mailed; otherwise the credit card will be

declined. Please see appendix for declined credit card steps.

Page 21 of 28

Once you’ve confirmed each order (even if you left a few ‘unconfirmed’ because you are waiting on a

valid payment method or to hear back from the customer regarding an item), click on “Checkout &

Enter Jane’s Order”.

Page 22 of 28

What happens if the 48-hour timer expires?

If you have not checked out any customers at all, then all of your customer orders will be deleted and

you will need to start over from scratch.

If you’ve checked out one or more customers, then any orders that haven’t been check out (either due

to a declined credit card or due to the fact that you did not check the ‘Confirm Order” checkbox) will be

deleted from your Trunkshow. You will automatically be brought to the Jane Order page.

NOTE: Only when all customers are successfully checked out will you be able to enter in the Jane’s

order. Until that happens, your Trunkshow will not be received by the Matilda Jane office.

Remember, you have 48 hours from the time you enter your first customer or created the Jane Wishlist

to complete ALL customer orders.

Customers with declined credit cards MUST be cancelled, or given a valid form of payment in order to

submit to MJC. If you have to deal with such extreme situation of cancelling a customer’s order in order

to submit the Trunkshow due to a declined payment, you must immediately contact the customer, via

phone, email and in writing, to ensure they are informed of their cancelled order.

Any cancelled order will change your ‘Jane” benefits.

You may wish to contact your ‘Jane” before cancelling your customer’s order to find out if she would like

to cover the payment for her guest in order to retain her benefits.

When ALL ‘Regular Customer” or guest orders have been successfully submitted you will be

automatically redirected to the ‘Jane” ordering page.

Page 23 of 28

STEP SIX: Entering the Jane Order It’s time to enter the Jane’s order! You have a new 24-hour timer to complete your Jane order.

The “Jane Ordering” screen will look a bit different in the sense that for each item selected, you will be

able to choose, “Full Price,” “Half Price,” or “Spare Change”. In addition, if you created a Jane Wishlist

for your Jane, these items will automatically be in her cart when you get to this screen.

You should first note how many “Half Price” items and Spare Change your Jane is allowed based on the

“Full Priced” merchandise ordered by the ‘regular” customers. This allotment can be found near the

bottom-Left hand side of the page (1).

Page 24 of 28

You can now begin adding any additional Full Price merchandise the Jane wishes to order. As you add

Full Price items to her cart, the number of Half Price items allowed and Spare Change allowed will be

adjusted accordingly at the bottom of her order (3), but not on the green total section (1). If you later

change any of these Full Price items at “Half Price” or “Spare Change,” this will affect the Jane’s benefits

as these items will no longer count toward the Full Price total of her show.

NOTE: The total at the bottom of the Jane order page will be different than what you see on the side of

the screen just below the guests’ orders. This is because the total at the bottom of the Jane page is

taking into account the full price items in the Jane’s order. As “Half Price” items and “Spare Change” is

applied, the totals in the yellow box on the Jane page will change.

Continue filling the Jane’s cart with the items she wishes to purchase selecting ‘Half Price” or ‘Spare

Change” where appropriate.

When ‘Spare Change” is selected, simply type in the amount of Spare Change she wishes to sue on that

item (2).

The system automatically determines if you’ve chosen too many Half Price items or used too many

Spare Change and will adjust items back to Full Price if necessary.

The Jane’s entire Discount will be shown at the bottom of her order in a line entitled ‘Discount’.

Enter the Jane’s payment information at the bottom of the screen.

Click ‘Save” at the bottom of the Jane’s page. This will then bring you to a screen where you can confirm

the Jane’s order. Because the Jane’s order is usually much more complicated than a regular customer’s

order, it is important that you carefully double check her order.

Be certain that each item she wants is in her cart.

Be certain that her Half Price items are marked correctly and that her Spare Change are applied

correctly.

Confirm the Jane’s order just as you did the guests” orders. If you need to make adjustments to the

Jane’s order, click on the “Go Back & Make Changes to Jane Order” button. If not, proceed to check out

the Jane by clicking the “Confirm & Submit Entire Trunkshow” button.

Page 25 of 28

If the Jane’s form of payment was valid, you will be brought to a screen indicating that your Trunkshow

was successfully submitted to the Matilda Jane office.

If the Jane’s form of payment was invalid, you will need to contact the Jane in order to secure a valid

form of payment. If the Jane’s payment information cannot be corrected within the 24 hour time

allowance her party rewards are lost, and the guest orders will be processed and shipped according to

their order. The Jane’s order will be deleted.

Page 26 of 28

FINAL STEP: Trunkshow Summary The final page is the Trunkshow Summary page. You’ll see a PRINT button at the top right corner. Please

print the final Show Summary and retain with your Order Forms.

You are now free to work on another Trunkshow.

Page 27 of 28

Appendix:

Order Form Handling Because you will be dealing with sensitive credit card information, it is important to understand proper

procedures for handling such information.

1. All order forms that contain a credit card number must be kept under lock and key. Do not leave

such forms lying on your desk, in your bag, on a table, or anywhere else that would pose a risk.

All such order forms must be kept in a locked drawer of your desk, a locked filing/storage

cabinet, a locked safe box or another comparable type of secure storage.

2. All order forms (whether they contain a credit card number or not) must be retained by you for

at least two months after your customer receives her order. There are two reasons for this:

a. If there is a discrepancy between what the customer was shipped and what she claims

she ordered, Matilda Jane may ask you for a copy of the original order form.

b. If the customer should ever dispute a Matilda Jane charge on her credit card, we will be

required to provide a copy of the signed order form to our bank; in which case you will

need to provide Matilda Jane with a copy of that order form.

3. After this two month period, you may dispose of your customer order forms. Order forms,

however, are not to be simply thrown out. Instead, they must be carefully shredded to maintain

the privacy of the customer’s information.

NOTE: NEVER ask a customer to email their credit card number to you. Emails are un-encrypted and

can easily be viewed by a third party.

Referring Jane One of MJC’s special perks (which assists our Trunk Keepers in scheduling future bookings) is our

“Referring Jane” program. This program is one that will give a previous “Jane” a reward for each future

booking you schedule at her event. A Referring Jane cannot be a Trunk Keeper! This would be an abuse

of the company funded reward program. We trust out Trunk Keepers to not abuse this program for their

own personal gain, but to promote it to receive additional future bookings at no cost to you.

International Ordering When placing international orders other than to Canada or Mexico please contact Trunk Keeper

Support.

Declined Credit Card If you have any ‘DECLINED” credit cards follow these steps:

1. Contact the customer to either verify you have the correct card information and billing address

OR to obtain a different credit card number and billing address.

Page 28 of 28

2. If the order is still being declined inform the customer and ask if they would like to pay via check

(the check should be mailed to you), and her order is now part of the Direct Debit total for your

Trunk Show.

3. If you cannot reach your customer you must choose to pay for her order via Direct Debit or

cancel her order and inform the Jane of any ‘Jane Benefit” changes (the Jane may offer payment

for this order just to keep her benefits). You also must contact the customer herself to be sure

she is informed that her order had been cancelled and why.