Salamander Designs Sales Rep Portal

Transcription

1 Sales Rep Portal Version: 1.0 Date: 09/05/2005

2 1. General Description The Sales Rep role in the portal is designed to enable Salamander reps to enter sales orders, maintain their customer base and view sales reports. The order entry functionality is built based on the Maconomy standard web shop, sp Portal Login All sales reps are set as Maconomy users and therefore each rep has a unique user name and password. The default user name is the rep/company name (based on the corresponding customer information card). Page 2 of 29

3 3. Menu Structure The portal menu has the following items: Sections News, Downloads, Customer Service and Home contain links to web pages. They display information about Salamander news, promotions, sales and customer service contacts. The default opening component is the sales rep welcome page (Home -> Salamander Rep Home). Page 3 of 29

4 4. Components Every sales rep is entered as a customer and employee/sales rep in Maconomy. In addition, the rep is set as a user with access to the customers he works with. Based on that, all portal components show customer and order records where the user is the actual sales rep for the order/customer. The information is also limited by the user access levels granted to each sales rep. Page 4 of 29

5 Alerts -> Blocked Customers This component lists the customers that are currently blocked. It shows general information about the customers customer No., name, type, current balance and other reference fields. The Customer No. field is a link to the customer information card. The Current Balance field has a link to display the balance details by invoice. Clicking on the Invoice No field brings a PDF image of the actual invoice. Alerts -> Customers Over Credit Limit This component displays the customers (if any) that have currently exceeded their credit limit. It shows customer no., name, type and general contact information. The fields Customer No. and Current Balance have links same as in the Blocked Customers alert. To Dos -> Missing Address This component shows the customers with no address filled in. It has general contact information about the customer. The Customer No. link brings the user to the Customer Card screen where he could enter the e- mail address and other info, as necessary. Page 5 of 29

6 To Dos -> Tax Number Missing This component shows the customers with no TIN filled in. It has general contact information about the customer. The Customer No. link brings the user to the Customer Card screen where he could enter the TIN and other info, as necessary. Order Entry -> Saved Shopping Carts This is one of the main components of the web shop. It shows previously saved shopping carts (shopping carts are stored as Maconomy quotes and represent non submitted orders for the reps). Clicking on a Cart No. brings up the Shopping Cart entry screen where the user can view and edit or delete the selected cart. Page 6 of 29

7 This is the main entry screen. It represents the Quote screen in Maconomy. The user is supposed to enter order specific delivery information about the customer and select the items to order. The + Button inserts a line below the current line. The Button deletes the current line. The Search Button brings the Item Search component where the user can browse and select items to purchase. The Line Details link shows more information about the item: Page 7 of 29

8 The Shopping Cart button helps to go back to the cart screen. With some of the items (mostly chairs) there is a possibility for custom order where the user can select between multiple options. They are presented as list boxes with values for each feature. In Maconomy these are entered as template notes on the order line and have option lists attached. If that s the case, the Line Details screen shows two tabs one with the standard specs and another one where the user can select various options. Page 8 of 29

9 The shopping cart can be printed at any time via the Print Preview button. It appears in PDF format and shows the complete customer and items information. After all the information in the cart is completed the user has to submit it as an order. This is done by the Place Order button. The cart is being converted to an order (unapproved sales order in Maconomy) and can no longer be edited by the user. This brings up the Order Confirmation screen where the finalized order can be seen and printed. The Order screen shows similar information, but it is read only. Page 9 of 29

10 Order Entry -> New Shopping Cart This is the entry component of the web shop. When the sales rep receives a request from a customer, he opens a new shopping cart for that customer. The screen defaults to the last customer the user worked with. A new customer number can be entered directly in the Customer No. field or the Search button can be used for finding the correct customer number. Page 10 of 29

11 The customer search has two options: search by name or extended search by name, city and state. The user must enter a part of the customer name and press Enter or the Find button. The search function is browsing through all customers and finds the names containing the requested text. If the records found are more than one page, the Next and Previous buttons can be used to navigate between the pages. The Advanced Search provides a few more search options and it works in a similar way. Page 11 of 29

12 When the customer is found, the corresponding Select button on the line must be pressed and this brings the user back to the New Shopping Cart screen. Then the New Cart button opens a new shopping cart for the selected customer. The shopping cart screen was described in detail in the previous section. My Orders -> Open Orders Status This is a report that lists all open orders. Basic order info is provided, including a check box showing if the order was already approved by customer service. Clicking on the Salamander Order # field opens up the Order Status screen where more order details are shown. All of the information is read only. Page 12 of 29

13 My Orders -> Order History This is a report showing data about all sales orders for the rep s territory, open or closed. The field Salamander Order # has a link to display the sales order detail where the order can be re-printed. My Orders -> View Packing Slips This is a report showing historic data about shipments to customers. The Packing Slip No. link brings up a PDF of the actual packing slip. There are also links to the carriers web sites and search by tracking number. Page 13 of 29

14 My Orders -> View Invoices This is a report showing historic data about invoicing. The Invoice No. link brings up a PDF of the actual invoice/credit memo. Account Management -> Credit Orders This is a report showing all credit orders, open or closed. The field Salamander Order # has a link to the order detail screen. Page 14 of 29

15 Account Management -> My Customers This is a list of all customers assigned to the sales rep. Customers are being assigned to a rep by choosing that sales rep on the customer information card. The field Customer No. field has a link to the customer card where the user can modify the customer address and other contact information. Page 15 of 29

16 Account Management -> New Customer This is the component for new customer entry. The user must enter the customer name and choose the customer type installer or a dealer. Creating a customer is based on the predefined templates for dealers and installers. The current user is being assigned as their sales rep. In addition, the sales rep s customer number is entered as a bill-to customer for all installers. Then pressing the Create button opens up the customer card screen where all address and contact information needs to be entered. Sales Reports -> A/R Aging Report This component shows a list of all customers with outstanding balances. It displays customer contact info and aged balances based on the invoice due dates. Page 16 of 29

17 Clicking on the Current Balance field displays the detail by invoice Sales Reports -> Commission by Month This report calculates the total sales for the past 12 months and the commission based on the sales % agreement for each rep. Selecting a month shows the monthly sales split by commission %. The buttons at the bottom of the report allow selecting a new level of detail by item group, customer, customer group, invoice or PO number. Page 17 of 29

18 Products -> Product Catalogs This component presents the Salamander products by product line. Clicking on a Catalog No. allows further drill down by product type and category. Page 18 of 29

19 On this level items are listed by model number. Unit price is shown based on the pricing for the currently selected customer. If no cart is open and no customer is chosen, the table shows the retail price for the product. For each item the user can select a quantity and add it to the shopping cart via the Add to Cart button. The Item Details link shows more information about the item basic product info and image. Page 19 of 29

20 The information is read only. If the user picks a quantity to purchase, it can be added to the cart via the corresponding button. Also, the item can be added to the user s favorites list for easy find in the future. Products -> Item Search This component allows browsing all items and selecting items to purchase. There are types of search simple, advanced and configuration search. The simple search requires the user to enter a search text and is checking all item numbers and descriptions for a match. Pressing Enter or the Find button gets the list of results. If the result is multiple pages, the Next and Previous buttons can be used to switch between the pages. Similar to the product catalog, the items are listed by model and description. There is a link to the item details screen and the price shown is the customer specific price for that item. For each item the user can select certain quantity and add it to the currently open shopping cart. Page 20 of 29

21 The Advanced Search works in a similar way, but has more search options to choose by item group, item no. and item text. The Custom Configuration tab allows browsing the configurations made by customers using the special configuration feature at salamaderdesigns.com Page 21 of 29

22 Entering a CFG number gets all configurations with similar CFG codes. Clicking on the Select column link brings up the detail for the selected configuration. Page 22 of 29

23 The configuration image can be seen through the View Configuration link. The whole configuration can be selected for purchase via the Add to Cart button. Products -> Custom Configurator This is a link to the custom configurator at The following menu items are also links to web pages with sales rep related information. Page 23 of 29