- The office record (register) may be filed numerically;
- The order book copies alphabetically;
- The requisitions by departments;
- The shipping instructions, chronologically;
- The salesman's records, territorially;
- The cost sheets, according to classification.
One copy may also be filed geographically for comparison of results. This furnishes a complete record and makes reference easy.[[6]]
[6]. As a general rule, the "order acknowledgment" has been handled separately, although it is possible to include it in the one writing.
This summary illustrates the use of the color scheme, and gives a brief hint of the plan usually followed in filing order sheets for various departments. It should be remembered that the best billing and order plan in the world can be made the most abject failure, if proper attention is not given to the proper filing of sheets.
Fig. 22. Combined Typewriter and Adding Machine. Elliott-Fisher Co.
For example, if clerks in looking for a certain order could always give the order number, but not the name of the customer, it would be wrong to file the orders alphabetically; in such cases, file the orders numerically. Always file papers according to the information which the clerk or executive will have at hand when looking up the same. Sometimes, papers will be just as easily found when filed numerically as alphabetically.
Reference Information. One very important feature to remember in designing forms is to place all reference information on the right-hand side of the sheet. In leafing loose sheets held in binders, it will be easy to find the desired sheet if this plan is followed; but, if the reference numbers are placed on the left side of the sheet, it will be necessary to open the binder relatively wide to see each number.
In the illustration, Fig. 23, it will be noted that the order number is properly placed, and that the printed headings are aligned horizontally at the back, which permits all typewritten matter to be started evenly. The value of this point was touched upon in a previous chapter, as to saving of time in the execution of the work. In this particular form, however, there is typewritten matter to the left of the headings, such as account of, ship to, etc. The marginal stop on the billing machine should be set for the first typewritten matter, and tabulator stops used for all matter to the right on each line.