BusinessMan CRM. Contents. Walkthrough. Computech IT Services Ltd Tuesday, June 1 st 2014 Technical Document Version 6.

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1 Contents. Table of Figures... 2 Businessman Enterprise Overview... 3 System Settings... 3 Human Resources... 4 User Management... 5 Customers... 7 Prospects... 9 Document Management 9 Sales Dashboard Marketing Quotations Sales Order Processing Financials Dashboard Financial Settings Invoicing and Credit Notes Suppliers Purchase Order Processing Stock Templates Jobs My Desk P a g e

2 Scheduler Audit Table of Figures 1 - System Settings Screen Human Resources User Management Customers Prospects and Document Management Sales Dashboard Marketing Quotations Sales Order Processing financial Settings Invoicing & Credit Notes Suppliers Purchase Order Processing Stock Templates Jobs My Desk Scheduler Audit P a g e

3 Businessman Enterprise Overview BusinessMan is a complete business management system that allows you to manage your whole business from your initial prospect contact right through to your invoice. Businessman enterprise contains all of the following attributes: comprehensive CRM integrated ing communications document management quotations sales order processing dispatch management comprehensive resource scheduling job and basic project management invoicing suppliers purchase order processing stock management including stock control tasks and pop-up reminders marketing including , SMS, and letters twitter integration comprehensive user and security management activity auditing human resources management System Settings The system settings area incorporates all the fundamentals that you need for the configuration of businessman, including your company details, company documents, which are available to all system users through their my desk area which will be covered later, system configuration, SMS system configuration, basic job settings and the plug-in management. We have used plug-ins to enhance the capabilities of the system. Should they fail to install automatically they can exported and installed manually from here. 3 P a g e

4 1 - System Settings Screen Human Resources Returning to the main menu, our next module is the HR module. The first screen within the HR module is the HR dashboard. This gives a basic overview of staff statuses including when reviews are due, qualifications, certificates and absences. By selecting the HR detail tab, you can select a staff member and have access to the various elements of staff monitoring. The Staff Management tab is where you carry out functions such as adding new staff members and editing staff details. In the demonstration system, if you add a new staff member, they will automatically be added as a system user. By default the staff username is also their password which upon successful login, they will be asked to change to their own password. You will then need to go to the User Management tab and then System User Management tab to add them to a certain security group. This allows them access to privilge driven areas of the system. 4 P a g e

5 2 - Human Resources User Management Navigating back to the main menu, we will look at the user management. BusinessMan has extremely comprehensive security management with access to modules, records and fields very tightly controlled. Select the User Management button from the main menu. The first tab you will see is the staff detail tab and from here you will see a list of all members of staff with their appropriate job titles. To the right of the staff list a green tick indicates that they are a system user. Selecting one of the names on the list will display their details to the right-hand side of the layout. Selecting the system user Management tab will make the user security settings available. Select a name from the list and the security details will be shown on the right. To add a security group, select the button labelled Add Security Group. You will now have the choice of selecting a security module from a list. If you do not see the required security group in the list, cancel the action and go to the Security Group Management tab where you can create a security group that meets your requirements. 5 P a g e

6 By default, several security groups including administrators and general users have been created. Both of these groups have full rights to all operations in the system. As an example, if we select the general user security group by pressing the blue button to the left of the group name, this group is now displayed as the selected security group at the top of the second column. In this case, all modules have been added to the general user such as call reminders, client, finance, general sales etc. If we now select the client module by selecting the blue button to the left of the client module label in list, the client module is now displayed at the top of the third column. This list shows all the functions that are available within that module. The list to the right of this module shows all the functions that the general user is allowed to perform. By selecting the button to the right of the actions list under the client module the selected function is added to the general user. Conversely in column 4, selecting the button to the right of each action will remove it from the permitted actions list. Now you have configured a security group you may navigate back to the system user management and allocate the security module to that user. More than one security module may be added to each user The final area to examine in the user management is the system user status. In here, the user login details are displayed including their current location if they are online. 6 P a g e

7 3 - User Management Customers Moving back to the main menu we will select the customer s module. Once you're in the customer module all information regarding that customer is to hand. The screen is basically split up into three parts. To the left we have a customer navigation panel. In this area it is possible to select the customer in several ways. The first way is to select the list of the top and start typing the name of the customer you are looking for. The more letters you type, the smaller the list will get until it is possible to see the customer that you are looking for. You can now use the up and down arrow keys or the mouse to navigate to the customer and then press the return key to make that the active customer. The second way is to start typing in the filter by name field this will reduce the list below corresponding to the amount of letters you type. Once the customer you are looking for is visible in the list, you can then select it by using the blue button to the left of the portal. The other way of course is just to scroll up and down the portal until you see the customer you want and then select them by means of the blue button. Once you have selected the customer, the main details of that 7 P a g e

8 customer are presented to you in the top right segment of the screen. Numerous tabs are available at the top of this segment which indicates the overall activity of this company. The very top tabs allow you the choice of main detail view, location view, which is linked to Google maps, or the customer website view. In a small list below the main details you will see displayed any calls that you have scheduled to make to that customer or by clicking on the call history tab, a record of the previous calls. The bottom right-hand segment of the screen is reserved for all the contacts associated with the customer, of which, you can have an unlimited amount. You can select your chosen contact by pressing the blue button to the left of the list. The full details of this customer are now presented to you. You can have as many addresses associated with this contact as you wish but if their main contact address, is the same as the main company address you can press this button to save typing the address again. All communications and correspondence, quotes, orders, s and appointments are shown here under the various tabs. All quotations, letters, orders, s and other correspondence are created from the contact. For instance, if you wish to create a customer quote, it would be created from here and not from the quotations module. This ensures that all the correct details of the contact are carried over to the quote each time a new quote is created. In the main company view in the top segment, when you view the quotes, orders, or communications tabs you are viewing all of those quotes communications and orders that have been created for the whole company to all contacts. You will also notice a small financials button in the shape of a money bag. This takes you to the financial settings for that customer. The view is very similar to the main customer view. From here it is possible to view the financial information and set up the account details for this customer. 8 P a g e

9 4 - Customers Prospects Moving back to the main menu we can now select the prospects module. The prospects module has a similar layout to the customer. Navigation principles are the same and the main customer information is in the same area of the screen as in customers. It is also possible to set call reminders for the prospect and instigate communications and create quotes. Comprehensive search facilities are also available to assist in the process of working with your prospects. Prospects can be rated from 1 to 10 depending on how hot or cold you believe the prospect to be. They can also be sorted in the list by this rating. If you create a quote to the prospect from here and the prospect accepts that quote, at the press of a button you can now add that prospect to your customer module taking with it your quote and communications. Once the prospect is a customer you may then create an order from the quote. It is also possible to import prospects from mailing lists or other data sources. 9 P a g e

10 5 - Prospects Document Management BusinessMan has a full document Management feature. This allows you to create folders so that you can upload your important documents to them. These documents could be related to Customers, prospects, Suppliers or against your own company or staff. These documents will be privilege driven so you can only access them if you have the rights. The documents also benefit from full version control, where you can see how many previous versions and have been uploaded, the file size and you can upload and download documents from your server. 10 P a g e

11 5.5 Document Management 11 P a g e

12 5.5 Document Management Sales Dashboard Moving back to the main menu again we now select the Sales dashboard. From here it is possible for the sales staff to get an overview of the current sales processes with information about calls to be made, quotes to be followed up, prospect statuses and their ratings, order statuses, and the sales snapshot showing the orders and quotes for each individual, or all sales persons between any selected dates. Buttons at the top of the screen give access to other areas of the system such as marketing, quotations, sales order processing, and financials. Access to all areas of the system is governed by a comprehensive security policy which can be configured by an administrator. 12 P a g e

13 5 - Sales Dashboard Marketing From the Sales dashboard we will go straight to the marketing area by selecting the campaigns button. The show all button in campaigns will list all the current campaigns in the system. Campaigns for shots, letters, SMS and telephone calls can be created here. Recipients can be added from existing customers or from the prospects module. Those subsequent addresses or addresses can be exported for external use if required. HTML can be created and sent from the system. Under sending set-up, sending of can be timed so that each can be sent at intervals of your choice so your server may not be categorised as a spam source. The marketing module also integrates directly with Twitter. 13 P a g e

14 6 - Marketing Quotations Moving again back to the main menu, we will select the quotations module. From here we have detailed capabilities for search and filtering of quotations and we can also create graphical reports by salesperson or customer showing the ratios of those which have been accepted or rejected or various other selectable criteria. From any of the list views we can select a quote to view its detail. If the quote has been accepted we can also create a sales order from here. All the detailed information on the quote is automatically transferred to the sales order. It is also possible to create comprehensive quotes based on text and graphics directly from the quote or by using elements pre-created in the quote builder part of the templates section. The costs and margins for each quote are also visible here. Document management is also available in the quote, so any document relating to this quote may be stored here. 14 P a g e

15 You can watch a videos on our website, which gives a more detailed example of the different ways you can create a quote (see features Quotations). You will notice a More Options tab, which pulls out an extended menu. This allows you to add documents and create more detailed line items and a costing tool. 7 Quotations To add a line item to your estimate, you can either click on the drop down arrow under SKU, or simple click New line which pulls up your searchable inventory or services (please see image). 15 P a g e

16 8 Quotations adding line item. Sales Order Processing Returning to the menu once again, we will select the sales order processing (SOP) module. The first view you see in this module is the All Orders view. The progress of each order is colour-coded for ease of recognition and again comprehensive filtering is available to enable you to work with the orders you require. The various tabs in the sale order processing indicate the status of the orders that will be displayed by making that selection. Selecting any of the blue buttons to the left of any of the lists will take you to the detail of that order. Details of the quote can also be viewed from the order by selecting the appropriate tab. Purchase orders and other costs may be recorded against the order to give you a true cost of providing that item or service. If this is a new order or it has been created from an existing quote, the order must be set to the ready status by pressing the Set Order Ready button at the top left. At this point we may create as many jobs as we like to fulfil the requirements of the order, providing order is not in the Complete 16 P a g e

17 state. If items on the order are deliverable items, delivery notes may be created under the delivery details tab. The sales order progress is managed by criteria such as the status of the customer account, whether they have credit or whether the order needs to be paid for before or after delivery. The order progress automatically indicates what step is required next, depending on the selected delivery criteria and the customer status. Again, in this area we have document management available. 9 - Sales Order Processing 17 P a g e

18 Here you will see a Sales order. If you take notice of the More Options tab, you will see once clicking this, that an extended menu appears. Here you can create a PO, an invoice, create a job, add a document and add any additional cost Sales Order The screen shot below shows how you can add line items to your sales order. By clicking New line under more options, a box will pop up giving you the ability to search all of your stock, by typing the name. 18 P a g e

19 Financials Dashboard From sales order processing we will move to the financials area by selecting the financials button at the top. We have now entered the financials dashboard. From here we have an overview of the elements corresponding to the financial aspects of the company. Along with a business snapshot which allows you to view the order values and invoiced and quoted values within selected date ranges, you also have an order status area showing the different statuses of orders in progress. Additionally you have a customer invoice area showing the payment status of invoices that had been issued. Company purchases are also catered for with a purchase order status area. Numerous filters are available to view the full range of purchase orders in progress. Along the top of this window there are several more options available to us including invoicing, credit notes, settings and ledgers. 19 P a g e

20 11 - Financial Dashboard Financial Settings We will now enter the settings area by selecting the settings button on the top menu. In here we set all the default financial settings such as the tax rates, the default currency the default currency symbol. We also set the sales and purchase ledger settings for accounts analysis either within the system or by integrating the system within an existing accounts package such as QuickBooks or Sage accounting. We also have the ability to enter the footer contents for the invoice, credit note, purchase order, and the customer account statements. Under the bank and invoicing details tab, we can set our company tax numbers and the tax description such as MST, sales tax, or for EU countries, the EU vat number and the corresponding label that is to be used as a description for this tax throughout the system. 20 P a g e

21 12 - Financial Settings Invoicing and Credit Notes We will now move to the invoicing section the first view is of open Invoices. These invoices have not yet been completed and remain in the open state until they have been set to complete. Under the main invoice listing tab, there are four additional tabs showing invoices of various status, including those that remain outstanding. Colour coding again assists in the immediate recognition of the current invoice status. As with other parts of the system selecting the blue button to the left of each record in the list, will take you directly to the invoice detail. 21 P a g e

22 13 - Invoicing & Credit Notes When you Move to the credit note area, by selecting the credit note button on the top menu, similar functionality is available. Suppliers Now move to the suppliers area of the system by selecting the supplier button on the top menu. The layout shown in the supplier area is consistent with the rest of the system, in that the left-hand side shows the list of all suppliers, the upper right hand side shows the company detail and the bottom right segment shows the contact detail for that company. Selecting one of the supplier contacts from the list at the bottom right displays the full details corresponding to that contact. Communications to all contacts relating to this company is performed in this area. Any purchase orders placed to this supplier are created from the contact and then displayed under the purchase orders tab against that contact. Communications and purchase orders placed to all contacts within the organisation can be viewed in the main supplier details area, under the associated tab. Another two tabs are located at the top left, one showing the location of the supplier, the other displaying the supplier website. 22 P a g e

23 Another button to the right of the suppliers button on the top menu takes you to a similar layout where supplier account information, supplier invoices and historical financials are displayed. Selecting the invoices outstanding or historical invoices tabs, adjacent to the supplier details tab, shows you a list of either invoices outstanding or historical invoices. Each of these invoices in the list can be expanded by selecting the plus sign to the right of the invoice number. This will display the line items that were contained within that invoice. From here, you also have the capability of making a payment against any outstanding invoice. The other main tab at the top left, gives you access to 2 tabs, one which shows the invoices outstanding for all suppliers, the other showing the historical activity Suppliers Purchase Order Processing Whether you're in suppliers or supplier invoicing you can enter the purchase order processing module by selecting the icon labelled Purchasing on the top menu. This button can be further identified by the Green basket icon. 23 P a g e

24 This area of the system shows you all the purchase orders placed with any supplier. Entering this area from the supplier will set that supplier as the default and show the purchase history in the portal list to the left. The other two tabs at the top give you a choice of list views were purchase orders can be viewed and filtered as required. Selecting a purchase order from either of these lists is achieved by selecting the blue button to the left of the list. Under the main Process Purchase Order tab, selecting the purchase order in the portal to the left, by again pressing the blue button, will display the details of that purchase order to the right of the portal and in the large portal to the bottom. The line items in the large portal to the bottom, show the purchase in detail with several status indicators to the right of the portal showing the delivery and payment approval status. A red R indicates that this line item has been returned. A key to the delivery symbols is shown in the upper centre part of the portal. By moving your mouse over each of the symbols a Tool Tip will be displayed giving you their meaning. It is possible to accept delivery of ordered items from this layout will stop at the top of the layout you will see a button labelled Accept Delivery to Stock. Providing this order has not already been accepted you will be taken to a screen were the contents of the purchase order will be displayed. Complete or part deliveries may be accepted. However if the delivery is confirmed to be complete a button at the top labelled Auto Accept will automatically set the received quantity to the delivered quantity and if the items are stock items, automatically adjust the stock levels accordingly. You may then post those deliveries providing you have entered a delivery note number or some form of delivery reference which could be a timestamp generated by pressing the clock icon to the right of the delivery note number field. It would also be recommended that you enter your initials next to the delivery note number to identify you as the receiver. Once the delivery has been accepted, each item in the list must be approved for payment. This is achieved by selecting the money icon to the right of the line item portal. Once delivery has been accepted and payment approved, you can now add all those items to the purchase ledger. This is achieved by selecting the button adjacent to the label Add Line items to P Ledger. Selecting this button will automatically move all the line items from this purchase order into an area where they may be posted to the purchase ledger. When a button is pressed you'll be prompted for a supplier invoice reference and invoice date. Once you're happy with the settings you can press the save and post button thus, posting these items to your purchase ledger. The invoice reference that you have entered will now be shown against the supplier s outstanding invoices tab where you may make a payment. 24 P a g e

25 15 - Purchase Order Processing Stock From the purchase order processing area we can now move to the stock control area. On the top menu there is a button labelled stock, which when selected will take you to the stock control area. You will now be presented with a view of the stock listed by category. Selecting one of these categories will expand it to show all of those stock items within that category. Selecting the yellow folder next to that stock item will bring up the details for editing. Far more buttons are available at the top of this view, listings, creating and deleting a stock category and creating a new stock item. The second tab in that view will list any stock items that are in need of attention, such as low stock levels or high stock levels. 25 P a g e

26 26 P a g e

27 16 Stock Management 17 Stock Detail 27 P a g e

28 Templates Returning to the main menu we still have numerous areas to discover. The next area we will visit is the templates area. This is the folder icon on the top menu. In the system templates area there are areas to store letter templates, templates, faxed and plates, custom word replacement, custom paragraph text and the quote builder. Templates may be created for all of the distinct areas of the businessman system. If under the letter templates you choose the template named Company Introduction, you will see text surrounded by the double left and right arrow symbols. These symbols contain custom text which is replaced by specific text depending on the area of the system where the template Is used. For example, Sal is the abbreviation for salutation and LAM is the abbreviation for letter addressing method. For example, if you were creating a letter using this template to a prospect called John Smith, the salutation for him maybe Dear and the letter addressing method could be Mr Smith or John. When you have completed the latter, pressing the replace custom text button will automatically replace the abbreviations with the correct text. Each module of the system will have its own custom word replacement. The custom paragraph text under that tab, is used to create whole paragraphs of text that may be inserted into letters so you don't have to recreate them from scratch each time. This could be paragraphs of legal jargon or terms and conditions etc. The quote builder is a comprehensive method of pre-creating complex quotes including images which may be used when creating your quote from the prospect or your customer contact. This will be covered in greater detail in another video. 28 P a g e

29 18 - Templates Jobs Returning to the main menu, one of the modules remaining to explore is the job's module. Selecting the jobs button from the top menu takes us to the comprehensive jobs module. If we explore the listings tab first we can see the default list is that of the outstanding jobs. Again colour coding is applied to assist in the identification of the different status of these jobs. The All Jobs tab gives us the ability to filter by the possible job statuses and by date range. As usual, selecting the blue button to the left of the chosen job in the list, will take us to the job detail. Jobs may be created from orders or from existing jobs. Jobs created from existing jobs are called related jobs and the button is provided at the top of the details screen to create such a job. You may create as many related jobs to one job as you like. These become child jobs. You may also create jobs from child jobs making that child job a parent job. All of these jobs are related to the first job which is the master job. If the job has been created from an order, that job and all its related jobs may also be viewed from the order. Orders and costs may be placed against each job if required to provide accurate job costing. 29 P a g e

30 Jobs can be set to require a schedule or not. If a job requires a schedule, resources may be allocated to the job and the job may be scheduled accordingly. The job planning view shows the scheduled details and the project view shows the details of this and all related jobs. Jobs can also be allocated a time span. Time for the job can be calculated using actual start and actual finish times or accumulated times from the time log. A more comprehensive description of the jobs module will be provided separately Jobs My Desk Returning to the main menu once more, we are now going to look at my desk area of the system. Select the My Desk icon at the top right of the main menu. This is your own personal working area. From here you can view your , reminders, tasks, internal messages, the calls you need to make and the jobs that are your responsibility. The default view is the summary tab. The My Details tab is the information HR has recorded for you. 30 P a g e

31 The My Schedule tab shows your schedule in a graphical format. By double-clicking on the grid you can create a schedule for yourself and other resources providing they are free at the allocated times. You can drag and drop appointments or adjust their start and end times with your mouse. The My tab shows you the full client along with other tabs for the creation of your own accounts and creation of folders as required. The All Inbound tab shows all that has come into the system. Mail there marked as private means that you are not in the recipient list and somebody has set that address as a private address. It is not possible for you to open or read this . Both the My section and All Inbound sections provide comprehensive search facilities for your . The SMS section shows you the SMS messages you have sent and where they are being sent to in addition to the content of the SMS. The company documents section where you have access to the company documents that are stored in the main settings area of the system. The mileage and expenses area is where you will fill in your claim for mileage and expenses. The Access tab is where you can store your own login details to websites you frequently use. The tasks tab and the messages tab or just detailed views of those tasks and messages that are displayed in the summary. By pressing the back button at the top right of the screen you will be returned to wherever you selected to go to the My Desk area from. 31 P a g e

32 20 - My Desk Scheduler Back at the main menu, we will now look at the Scheduler area of the system. This Scheduler area has more options than your My Desk area, as you can display all the resources from any category you wish. You have the choice of a horizontal or vertical view to display these resources. If you have many resources, the horizontal view is probably the most beneficial as you could display hundreds of resources and scroll up and down to view them. You also have the option of a similar view to that available in your My Desk area in that you can select to view by user and you can choose how many days you wish to look ahead. This enables you to view your or any other member of staffs schedule for the future. 32 P a g e

33 21 - Scheduler Audit From the main menu, one more selection remains. This is the system audit area. This is probably one of the most important areas of the system as it records the majority of the actions performed by every system user. Again, comprehensive filtering and searching is available to look for events as required. To test this yourself, navigate to the customer module and change your telephone number or just one part of the telephone number and return to the audit screen to seewhat it says. The audit feature allows you to track any changes and the person who made the change whether by accident or not. The creation and deletion of most records and the editing of most values within the system are recorded here. 33 P a g e

34 22 - Audit BusinessMan Support & FAQs For the latest information and support, please go to: As more video overviews of the system are released, you will find them here: Contact Details International: +44 (0) US/Canada Toll Free: P a g e

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