From time to time we get asked if our users should delete products they no longer have in stock and cannot buy from Mary Kay. You may be concerned that having these items in your program will take up too much space. In fact, they don’t take up much space at all. However, we know having a clean and concise product list can help you to be better organized, to know what you have on hand, and keep clean tax records. Plus, if Mary Kay brings one of those items or something comparable back, you will be able to retrieve reports for previous purchases.
We offer Database Makeovers for your convenience. Included in the Basic Plus, Complete, and Ultimate Makeovers, we will clean up and customize your product list for you. This is only one of the items included in our Database Makeovers. If you would prefer to take care of this step yourself, we recommend the following:
Create a new category in your product list named Old/No Inventory.
To create a new category, go to Product then Categories.
Click the Insert Category button.
Select the new line and type Old/No Inventory under Category Name.
In the Section column type 1 and in the Order column type 1150.
Click OK.
Open your Product List.
Select the Closeout Items category.
Double-click on any item with a zero quantity.
Change the category to Old/No Inventory (from Closeout Items).
Click OK.
Repeat steps 3-6 for all items you no longer have on hand in Closeout Items.
When you’re done we recommend repeating these steps each quarter when you load a new product update as new items will have been moved to the Closeout Items category. By making the adjustments quarterly, your end of the year will go much easier. The goal is for Closeout Items to contain only Section 1 products that are not a part of the current order form but you still have quantities on hand.
If you would rather “outsource” the work to our office, we’ll understand – we’ll even make it as easy as possible for you. When you order a Database Makeover, we will begin by emailing you a questionnaire. Following the directions on the questionnaire, simply circle the selections based upon what you would like us to take care of. Then fax or scan\email the questionnaire and email a backup to our office. We’ll take care of the rest. When you receive your cleaned up data, the Closeout Items category will only contain those items you have on hand. The rest will be in an Old\No Inventory category.
Either way you choose to manage this part of your Boulevard program, you won’t be sorry. Let us help you stay on track so that you can spend more time with your customers, team or unit, and family. Helping you keep your priorities is important and we’re here with services to ensure you can do just that!
Visit our website to view everything that is included in each level of our Database Makeovers.
Our Customer Service Department is frequently asked how to handle discounts properly. We suggest a simplified, easy-to-follow method. One of two things that are most important to identify first is whether the gift is a Section 1 or a Section 2 item. Based on that, here are our suggestions.
If the item being given to the customer is a Section 1:
Add the item to the invoice.
Tab across to the Discount column and type 100 (or the applicable percent of discount being given).
a. If other discounts are being given as flat dollar amounts, such as on a discontinued product, manually calculate the total discounts and add a Dollar field in the lower left corner of the invoice.
If you collect tax on the discounted amount of product, right-click on the invoice and verify that ‘Tax Before Discounts’ is unchecked. (If you’re uncertain if your Boulevard software is set up to tax before or after discounts, go to Preferences under the File menu. Select the Sales tab. The second checkbox is ‘Compute sales tax before discounts’ on invoice. If this is checked your Boulevard will calculate tax on the retail value at all times. If the box is unchecked, your Boulevard software will calculate tax on the invoice after any discounts given.)
Using the new, 2011 feature, Discount Type, make your selection (E.g. Hostess Credit).
By following these steps, Boulevard will remove the item from inventory, show the retail value of product as a sale, and show the retail value of the product given away in the ‘Gift Section 1 column‘ on your Weekly Accomplishment Sheet. By showing the offsetting discount amount in this way, you are reducing your tax liability against money you did not collect.
If the gift is a Section 2 product, the steps are even simpler.
Add the item to the invoice.
Tab to the Type column on that line and select Gift.
That’s it – as simple as can be. By following this suggested method of handling a Section 2 gift, the customer will not see the price you paid for the item and the value of the gift will appear in the PCP column on the WAS. The reason we recommend handling the transaction this way is because the Section 2 product is a write-off when it is bought. No discount should be shown; instead, just zero the price for the customer’s benefit. Now her history will be accurate showing what Section 2 items have been given to her.
Other Types of Gifts
There are always other situations where we find ourselves giving a gift of Mary Kay product. For the best advise, make sure you check with your tax advisor. Your Help menu has a variety of topics and selections to help in the Business Tips chapter.
With the Avenue™ application for Windows® Mobile and Blackberry™ devices, you have the ability and freedom to take the most important Boulevard information with you. Why not have your business information at your fingers tips whenever and wherever you need it, even when away from your computer?
Access profile information for Customers and Address list contacts along with the ability to view up to two years of their purchase history. Need to know the production or contact information for a consultant in your team or unit? With Avenue you’ve got that too.
Dial any phone number directly from Avenue using your device dialer. And if your device has email capability, email directly from Avenue application. These convenient features make it easy to stay in touch with customers and stay on top of the details even when you’re busy.
The Trip Log is an excellent tool that allows you to record business mileage while you’re out and about without having to write anything down. We didn’t stop there. Would you like to have your inventory at your fingers tips? How about the ability to create an invoice for those spontaneous on-the-go sales we all love to get? With Main Street Software’s handheld application, that’s possible, too!
Once home, just synchronize your device and everything is updated between Avenue and the Boulevard software on your computer. No internet or browser connection is required to run or synchronize Avenue with your computer. Safe, secure, and convenient – Main Street Software makes business mobility easy!
The linking feature in Boulevard software’s Loan/Borrow section allows you greater flexibility. For instance, if the product gets purchased instead of returned, you can convert the transaction to an invoice if you have linked it to someone within your program.
This product will then appear in that person’s purchase history. Linking ensures you have access to all features in loan/borrow plus reduces the number of steps for some actions.
For more information on using the Loaned and Borrowed Products dialog box, in your Boulevard Help, search topic: Loaned and Borrowed Products. (To locate this help topic, copy and paste the title into the Search selection of Help.) Visit our website to learn more about Boulevard software’s inventory features.
Your Boulevard software arrives pre-set with color coding to better manage invoicing your Mary Kay customers. For instance, items not in stock (Backordered) will appear in aqua. When you are selling the last of an item, it will appear in fluorescent green. When you are repeating the GWP you have listed in Preferences, it will appear in pink.
To find out what other color options are available, click on the File menu then Preferences. Select the Format tab.
Learn more about customizing your Boulevard software from our website, or type the key word Preferences in the Search tab of Help, select the topic titled About setting Preferences. Selecting #8 provides additional instructions on customization and the topic titled Preferences goes into detail on Color Coding options.
In your Boulevard software, add your Mary Kay products to invoices and product orders by typing a partial description in the Description column.
Wondering what information to type? Worry no more. Just type the most unique part of the product information. For instance, type 3 c/o for TimeWise 3-in-1 Cleanser in Combination/Oily. Boulevard will find the 10 closest matched items from the newest items in your product list. Use the color name; type the shade (e.g., 204) and select from the list your program provides.
We have coined this the ‘Mother-Daughter’ feature. Why? This is the most common use for this feature, but certainly not the only one!
The next time you sell product to a customer who is giving one or more of the items to another customer of yours, try it. Enter the item on the invoice then scroll to the far right. Double-click the For column and choose the recipient. Your customer who is paying will be able to do so from one invoice, but the product will not appear in his/her product history. Enjoy this wonderful feature! Find out more about invoicing with Boulevard.
(If you’re uncertain if your Boulevard software is set up to tax before or after discounts, go to Preferences under the File menu. Select the Sales tab. The second checkbox is ‘Compute sales tax before discounts’ on invoice. If this is checked your Boulevard will calculate tax on the retail value at all times. If the box is unchecked, your Boulevard software will calculate tax on the invoice after any discounts given.)
The linking feature in Boulevard software’s Loan/Borrow section allows you greater flexibility. For instance, if the product gets purchased instead of returned, you can convert the transaction to an invoice if you have linked it to someone within your program.
To find out what other color options are available, click on the File menu then Preferences. Select the Format tab.
