Presale Order System

For sales reps

Why We Do This

Special orders used to travel by phone calls and texts straight to the warehouse. Orders got lost, the office had no visibility, customers waited with no updates, and nothing protected the inventory or protected you when an order went missing. This system documents every order with your name on it, alerts the office instantly, updates the customer automatically, and gives you a proof-of-submission email so nobody can ever say you didn't place the order. Same process for everyone, fair across the board, and faster fulfillment means more closed sales for you.

When to Use the Presale Form

Any special order: anything we do not have on the floor for the customer to take today. Landlords ordering multiple kitchen sets, property managers, multi-unit orders, repeat customers ordering ahead.

Do not call or text the warehouse to request inventory. If it is a special order, it is on the form. If it is not on the form, it does not exist.

Before You Start: Get Your Number

Money collected (paid in full, deposit, or layaway): enter the Lightspeed receipt number from that sale.
No money collected: create a quote in Lightspeed first, then enter that quote number.

The form will not submit without one. The number must be real, must be yours, and must match this order.

Step by Step

Go to appliancemart.biz/presale.html (also a tile on the admin portal).
Pick your store, then your name from the salesperson dropdown. Your email auto-fills; correct it if needed.
Enter the customer's contact information.
Enter the deadline: an exact date, or check the flexible window option.
Pick the delivery method: ship to store, warehouse direct, pickup at store, or pickup at warehouse. Fill in the delivery address when the method calls for one, plus any delivery notes.
List every appliance: quantity, style, and color. If you pick Other, use the explain box.
Enter your receipt number or quote number.
Add any notes, then submit.

What Happens After You Submit

You get an email copy of the order. That is your proof of submission. Save it.
Steve, Nikki, and Cheyenne are alerted automatically with a link to the order.
The order lands on the fulfillment board: New Request, Working On It, Shipped to Store, Complete.
The customer is emailed automatically when the order ships or is ready. You do not send status updates and you do not chase the warehouse.

The Verification Stamp

Every number is checked automatically against Lightspeed (exact match) and against all prior presale orders for reuse. Every order gets a stamp:

Verified: the order proceeds and the warehouse work order prints automatically.
Number Not Found: no match in Lightspeed. The order stops.
Duplicate Number: the number was already used. The order stops.
Needs Manual Review: the office reviews it by hand.

The warehouse pulls nothing that is not stamped Verified. No exceptions. If your order stops, management sees it and will follow up with you.

Do and Do Not

Do submit the form the same day you take the order.
Do save your proof-of-submission email.
Do double-check the number before you submit. A typo stops your own order.
Do not call or text the warehouse to request or check on inventory.
Do not reuse a number from a previous order.
Do not submit an order without money collected or a real Lightspeed quote behind it.

Questions go to Steve, Nikki, or Cheyenne. Not the warehouse.