Have contracts and receipts signed on screen

Open the digital contracts settingsRose

Your contracts live in the store settings, in the DIGITAL CONTRACTS part under the consignor default settings.

1. Go to Administration → SETTINGS.
2. Scroll past CONSIGNOR DEFAULT SETTINGS to DIGITAL CONTRACTS.
3. You will see three rows: CONSIGNOR CONTRACT, VENDOR CONTRACT and TAKE-IN RECEIPT TERMS. Each row says "Not uploaded yet" or when it was uploaded and by whom.

Upload a contractRose

There is one contract for consignors and one for vendors. Rose uses the vendor contract for contracts marked as vendors and the consignor contract for everyone else.

1. In DIGITAL CONTRACTS, click UPLOAD CONSIGNOR CONTRACT (or UPLOAD VENDOR CONTRACT), or drop the file on the row.
2. Pick your file: .docx, .odt, .rtf, .pdf, .txt or .html, up to 10 MB.
3. Rose saves it, says "SAVED - CHECK IT WITH PREVIEW" and opens the preview with sample details filled in.
4. Check the wording and layout, then click Close.

• Word (.docx) and OpenDocument (.odt) keep headings, bold, lists and tables. RTF keeps paragraphs and bold.
• A PDF keeps its words but not its layout, so Word is the best choice.
• The signature box, the printed name and "I agree" are added under your text automatically. You don't need to put a signature line in your file.

Fill in the consignor's details automatically (merge fields)Rose

Type these fields in your contract, with the double curly brackets, and Rose fills them in for each contract when it is signed.

• {{NAME}}: full name
• {{FIRST}}: first name
• {{LAST}}: last name
• {{BUSINESS}}: business name
• {{ACCOUNT}}: account / contract number
• {{ADDRESS}}: address
• {{PHONE}}: phone (cell phone first, then home, then business)
• {{EMAIL}}: e-mail
• {{SPLIT}}: sales split %
• {{DATE}}: today's date
• {{STORE}}: store name
• {{STOREPHONE}}: store phone
• {{TAKEIN}}: take-in number (take-in receipt terms only)

Replace, preview or remove a contractRose

1. Go to Administration → SETTINGS and scroll to DIGITAL CONTRACTS.
2. To change the wording, click REPLACE on the row and upload the new file. New signings use the new version.
3. To check it, click PREVIEW. Sample details (Jane Sample, contract 1001) are shown.
4. To stop using it, click REMOVE and confirm.

Set up take-in receipt terms and receipt wordingRose

• TAKE-IN RECEIPT TERMS (optional): the words the consignor signs at COMPLETE TAKE-IN, above the list of items. They also print on the take-in receipt above the signature. If you don't upload any, the receipt uses its own wording.
• PAYOUT RECEIPT AND CHECK WORDING: right under DIGITAL CONTRACTS. The top and bottom messages print on the payout receipt the consignor signs; the check message prints on the check. Click SAVE WORDING to keep changes or UNDO CHANGES to go back. (These used to be on the MESSAGING tab.)
• TAKE-IN RECEIPTS (in CONSIGNOR DEFAULT SETTINGS): tick SEND THE TAKE-IN RECEIPT TO THE CONSIGNOR / VENDOR'S E-MAIL and/or MAKE THE TAKE-IN RECEIPT AVAILABLE IN MYPORTAL DOCUMENTS to set how the take-in sign sheet starts. These save as soon as you tick them, and staff can still change them for one receipt.

Sign a contract on screenRose

When you create a new contract and your store has a contract uploaded, the sign sheet opens by itself as soon as you save. To sign an existing contract:

1. Go to Contracts, click SEARCH and click the contract's row.
2. Click ALTER and scroll down to DIGITAL CONTRACT.
3. Click SIGN CONSIGNOR CONTRACT (or SIGN VENDOR CONTRACT for a vendor).
4. Hand the screen to the consignor. They read the contract, tick I have read this contract and agree to it, and sign in the SIGNATURE box with a finger, a stylus or the mouse. Clear signature starts the signature again.
5. Check Printed name of the person signing (it starts with the name on the contract).
6. Leave E-mail the signed copy (PDF) to ... ticked to e-mail it, and Show it in their myPortal and on the contract ticked to share it in myPortal.
7. Click Sign contract. Rose confirms it is "SAVED IN THE FILE MANAGER" and whether it was shown in myPortal and e-mailed.

• The sheet fills a phone screen and sits in the middle on a computer. The signature box resizes with the screen and keeps what was drawn when a tablet is turned.
• Rose won't sign until the "I agree" box is ticked, a name is typed and something is drawn in the signature box.
• Skip for now closes the sheet without signing. Sign it later from the contract's DIGITAL CONTRACT section.

Have a payout receipt signedRose

1. Go to Contracts, pick the contract, click PAYOUT and make the payment as usual with MAKE PAYMENT.
2. After the payment, the sign sheet SIGN THE PAYOUT RECEIPT opens with the receipt exactly as it prints.
3. The consignor signs in the box, checks the printed name, and you click Sign. Or click Skip signature to carry on without one.

• The signature prints on the payout receipt, in Rose and in myPortal. A skipped receipt says "Signature skipped".
• To sign an older payout, click PAYOUT RECEIPTS / UNDO and click SIGN in the SIGNED column. A signed one shows ✓ SIGNED. Click it to sign again and replace the signature.
• PRINT RECEIPT on a payout that hasn't been signed or skipped opens the sign sheet first.
• The payout itself is already made, so this sheet has no Cancel. Skip signature is the way out.
• BATCH PAYOUT does not ask for signatures, because the consignor isn't there.

Have a take-in receipt signedRose

1. In Take-ins, open the take-in and click COMPLETE TAKE-IN.
2. The sign sheet SIGN THE TAKE-IN RECEIPT #... opens with your take-in terms and the list of items.
3. The consignor ticks I have read and agree to the above, signs, and you click Sign.

• Skip signature completes the take-in unsigned. Cancel stops and the take-in is not completed.
• PRINT TAKE-IN RECEIPT on a take-in that hasn't been signed or skipped opens the sign sheet first. A signed one prints straight away with the signature.
• Reprints of the take-in receipt from the contract show the signature, or "Signature skipped".

Find, e-mail and share signed copiesRose

Every signed contract and receipt is listed on the contract, newest first, and saved as a PDF in the File Manager in a folder for that contract (for example "Contract 1001").

1. Go to Contracts, pick the contract and click ALTER.
2. Under DIGITAL CONTRACT, each line shows who signed it and when, and who it was e-mailed to.
3. Click PDF to open the signed copy.
4. Tick or untick IN MYPORTAL to show it in, or hide it from, the consignor's myPortal.
5. Click E-MAIL A COPY to send it again to the e-mail address on the contract.

• The signed copies are also in the side menu under File Manager, in the contract's folder. See the File Manager article.
• A receipt signed for a sale with no contract is not saved or e-mailed.
• If you skip a receipt signature and leave both e-mail and myPortal unticked, nothing is saved. The receipt just says "Signature skipped".

What consignors and vendors see in myPortalmyPortal

• When the store shares at least one signed copy, a MY DOCUMENTS tile appears in QUICK ACTIONS.
• MY DOCUMENTS lists the signed contracts, payout receipts and take-in receipts the store shared, with the date. Open PDF opens the same signed copy the store keeps.
• Consignors can't sign or change anything in myPortal. Documents are signed in the store.
• The payout receipt in myPortal prints the on-screen signature too.