SMP Best Practice. Using Sales Management Plus for Sales Person Expenses

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1 SMP Best Practice Using Sales Management Plus for Sales Person Expenses Product Information Tutorial Videos & Training or Customer Support or Page 1 of 14

2 Using Sales Management Plus for Sales Person Expenses 1. Log into the SMP Web Administration Tool a. Using the Employees & Users tab, create an active employee whom you will assign all expense related tasks to i. Click Add Employee to begin ii. SMP suggests that you add just one employee named Accounts Payable or Expenses b. Using the Selection Lists tab, modify your activity items (Filter Criteria) Page 2 of 14

3 i. Add Task Subjects for Expense Categories, such as: 1. Expenses: Monthly Sales Expense 2. Expenses: Entertainment ii. Add a Pre-Sales Activity Category 1. Customer Related Expense Page 3 of 14

4 iii. Add Post-Sales Activity Categories 1. Customer Related Expense 2. Sales Related Expense 2. Create a new Customer in SMP a. Open the Customer Information form and click b. Assign the New Customer ID c. Categorize the new customer s General Class as Other Page 4 of 14

5 d. Create contacts for each person who will be responsible for paying expenses 3. Sales People will create Activities ( Tasks ) for any expense related item a. In the Activity Task box, select the correct expense related Subject i. Customize the Subject field if needed b. Fill in the desired Task information, especially the following fields: i. Pre-Sales or Post-Sales Category Page 5 of 14

6 ii. Time Spent: Fill in the dollar amount to be reimbursed iii. In the Notes section, enter the activity s details 4. Once the sales person is ready to submit their expenses: a. Scan in receipts and create expense report i. Save the files to a company network, in other words, save the documents to a public (company-wide) folder that is accessible to coworkers ii. NOTE: If the document is saved on the company network, then do not check the Local checkbox. This checkbox is used to identify documents local to your computer; they exist only on your PC/laptop. b. Open the new customer created in step #2 c. Using the Links tab, link the expense documents i. Click Browse and find the document, then click Add Page 6 of 14

7 ii. Label the Link Description with Sales Person s Name, Month and Year d. Create an Activity Task within that Customer e. Title the task s Subject Expenses: Sales Person Name, Month and Year f. Log any Non-Customer Related Expenses and enter their total dollar amount in the Time Spent/Hrs field g. Assign the task to Accounts Payable h. Optional: the information with your expense spreadsheet to the company s Accounts Payable contact i. Click on the button Page 7 of 14

8 ii. Allow access for SMP to communicate with Outlook when the Microsoft Office Outlook pops up iii. Fill in the address and attach Expense sheet Page 8 of 14

9 Page 9 of 14

10 Reporting 1. With Corporate access (highest user permissions level), log into SMP and open up the Activity Review form a. In the Subject field, type Expenses:% i. Click ii. SMP will return all expenses with the dollar amounts associated b. Refine search by selecting more filter criteria, such as: i. Account Manager ii. Customer name iii. Sales Purpose: Pre-Sales or Post-Sales Page 10 of 14

11 c. The Time (hrs) column will yield the Dollar amounts for expenses d. Generate an Expense Report i. Go to File Reports and click OK to generate the Activity Management report ii. In Excel, highlight the Time/Hours Column 1. Go to Format Cells 2. In the Number tab, highlight Accounting 3. Push the Decimal places out to 2 spaces Page 11 of 14

12 4. Select OK *This will show the correct dollar value associated with these expense tasks 2. With Account Manager access (account-specific permissions level), log into SMP and open up the Activity Review form a. Type Expenses% into the Subject field to sort by only tasks with expense dollars associated b. Select Accounts Payable from the Owner field pull-down to see if your expenses have been paid c. Search by Customer to see which customers are requiring the most of your expense dollar 3. With Accounts Payable access (assigned user permissions level), log into SMP and open up the Activity Review form a. Type Expenses% into the Subject pull down to sort by only tasks with expense dollars associated Page 12 of 14

13 b. Select Accounts Payable from the Owner field pull-down to see which expense reports are ready for viewing/paying c. Click on the Customer Name (a hyperlink) to go directly to the Customer Information form where the linked expense document is located d. Type desired notes within the task for a reference Page 13 of 14

14 4. Mark the status of expense tasks as Completed once they are paid Page 14 of 14

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