SYSTEM SETUP & ADMINISTRATOR GUIDE

Transcription

1 SYSTEM SETUP & ADMINISTRATOR GUIDE 2010 DrivenCRM, Inc..

2 SYSTEM CONFIGURATION AND SETUP... 6 ACCESSING SYSTEM MANAGEMENTS... 6 MASTER SYSTEM CONFIGURATION... 7 ACCOUNTING SETUP... 7 COMPANY SETUP:... 7 CREDIT CARD PROCESSOR TEMPLATES... 7 EMPLOYEE SETUP... 7 KNOWLEDGE BASE TEMPLATE... 8 PRINTING TEMPLATES... 8 SHIPPING INTEGRATION... 8 TAX TABLE MAINTENANCE... 8 UNITS OF MEASURE... 8 WAREHOUSES... 8 ACCOUNTING SETUP... 9 QUICKBOOKS CONNECTOR ENABLED:... 9 ACCOUNTING INTERFACE TYPE:... 9 QUICKBOOKS API SETTINGS:... 9 A/R ACCOUNT: A/P ACCOUNT: DEPOSIT INTO/REFUND FROM: INVENTORY ASSET/COST OF GOODS SOLD/INCOME/EXPENSE ACCOUNTING FILE LOCATION: QUICKBOOKS WAREHOUSE INVOICE NUMBERING SCHEME: INVOICE DATE SCHEME: PARTIAL INVOICING: INVOICE PAYMENTS: PO RECEIPTS: NEXT NUMBER: COMPANY SETUP COMPANY INFORMATION: COMPANY NAME, ADDRESS AND PHONE INFORMATION: TAX ID NUMBER: COMPANY WEB SITE: INTERNAL ADMINISTRATOR COMPANY LOGO: CREDIT CARD PROCESSOR TEMPLATES CRM TEMPLATES: LEAD TEMPLATES: ADDING A NEW TEMPLATE

3 LOCATIONS & WAREHOUSES ABOUT WAREHOUSES EMPLOYEE SETUP TAX TABLE MAINTENANCE UNITS OF MEASURE INVENTORY SETUP INVENTORY SETUP AND MAINTENANCE: ITEM TYPE: PART #: SHORT NAME: PRICE: AVG COST: LAST COST: MANUFACTURER PART#: MANUFACTURER OEM: UPC: APPLY TAX #1 AND TAX #2: BASE, SELL AND BUY UNITS OF MEASURE: SALES DESCRIPTION: INACTIVE PART FILE: CATEGORY 1-5: CUSTOM ALERT MESSAGE: QUICKBOOKS ITEM NAME: QUICKBOOKS CLASS: DISCOUNT GROUP CODE: COMMISSIONS: DEFAULT WAREHOUSE: STOCK/BIN LOCATION: LEAD TIME: SHIPPING CONFIGURATION SHIPPING WEIGHT AND DIMENSIONS: SHIPPING CHARGES APPLY: ITEM MUST SHIP SEPARATELY: GROUP SIMILAR ITEMS TOGETHER (BY CATEGORY): SERIAL NUMBER TRACKING ADD SERIAL #: SERIALIZATION MODE: SERIALIZED PRODUCT HAS EXPIRATION DATE: REQUIRE SERIAL NUMBER ENTRY: PROHIBIT DUPLICATE SERIAL NUMBER ENTRY: INTERNAL SERIAL NUMBERS CAN BE GENERATED FOR THIS ITEM: STOCK REORDER POINT: REORDER QUANTITY: ADJUSTING STOCK QUANTITIES: VENDORS

4 UPDATED: PRICE LEVELS FIXED AMOUNT DISCOUNT PERCENT OF RETAIL SALES PRICE MARKUP OF LAST COST MARKUP OF AVERAGE COST QUANTITY BREAKS PRICE LEVEL INTEGRATION RELATED PRODUCT QUANTITY: WAREHOUSE: SORT ORDER:

5 Administrator Log-In Administrator Log-In The entry point for using Driven-CRM will be through your Microsoft Internet Explorer or Mozilla Firefox Web Browser. Launch your system browser, and type the URL that accesses the Driven-CRM welcome screen: Once the Driven-CRM log-in screen appears, use ADMIN for the User Login field, with the password password. Once you connect, you will be able to define the administrator password. 5

6 System Configuration and Setup Driven-CRM system management console allows you to customize Driven-CRM for the way you do business. This is a vital step to successful installation and in getting the most out of Driven- CRM. Defining company information, adding user ID s, integrations, and more must all be configured before users enter the system. To begin, this section focuses on the task in the order they should be accomplished. Defining company information Integration Settings Adding your product and services lists Establishing employee user names and passwords Accessing System Managements Once the Driven-CRM desktop appears, click the File Menu and select Company Preferences (Admin Only) : 6

7 Master System Configuration Please review this section to learn about the system configuration options that appear within the software. ACCOUNTING SETUP Configures options related to the Quickbooks Connector, a real-time integration link with Intuit Quickbooks. Please reference the DrivenCRM and Quickbooks Guide for information on downloading, installing and configuring the Quickbooks Connector. COMPANY SETUP: Enter/Modify your company information, including address and contact information. CREDIT CARD PROCESSOR Configure your merchant account to accept credit cards within the DrivenCRM system. TEMPLATES Configure time saving templates that employees can use when communicating with vendors, leads and customers, complete with Mail-Merge capabilities. EMPLOYEE SETUP Driven-CRM implements employees as resources. In addition, resources can include support queues, company meeting rooms, and vehicles. This area allows you to define these resources and 7

8 is a vital step to configuration. The security options are also set for employee resources using this tool. KNOWLEDGE BASE TEMPLATE To maintain a consistent appearance when employees create new knowledge base articles, use this option to define a template that will be used when new articles are created. PRINTING TEMPLATES DrivenCRM generates proposals/sales-orders/invoices, purchase orders and work order hardcopies within the various modules of DrivenCRM. Use this option to select/de-select the various built-in template options that are available. Additionally, custom templates may be provided by your project implementer, which will appear in this list and may be selected for use within DrivenCRM SHIPPING INTEGRATION DrivenCRM supports the automated printing of Federal Express, UPS and Endicia postage shipping labels through the integration of the optional ShipRush software. The ShipRush addon (if purchased) license key can be maintained within this option. TAX TABLE MAINTENANCE NOTE: Integration with Quickbooks automatically imports your sales tax rates and should not be manually adjusted inside of DrivenCRM. For Quickbooks users, maintain your sales tax rates inside of Quickbooks and sync them into DrivenCRM (see the DrivenCRM and Quickbooks guide for instructions on syncing your tax rates). For customers without accounting integration, your sales tax rates may be maintained within this module. UNITS OF MEASURE DrivenCRM supports multiple units of measure for inventory/non-inventory items. Use this option to maintain your list of units of measure entries which will be accessed in Inventory Maintenance. WAREHOUSES DrivenCRM supports the storage of your inventory in more than one physical location, or warehouse. This option allows you to configure the various locations you store and maintain inventory. See the DrivenCRM and Quickbooks guide for information on how multiwarehouse inventory locations effect Quickbooks. 8

9 ACCOUNTING SETUP This section configures the options that control the real-time interface with Intuit Quickbooks. This section determines how Driven-CRM will interface with the accounting system. By default, accounting system integration is disabled. Accounting integration is provided through the built-in module Driven-CRM Quickbooks Connector, which is a PC based module that directly links users of Driven-CRM with the back end accounting package. Notice! The Driven-CRM Quickbooks Connector is separate software which must be installed and kept running at all times on a computer that is also running Intuit Quickbooks. Please see the DrivenCRM and Quickbooks guide for information related to installing and running the connector. QUICKBOOKS CONNECTOR ENABLED: Turn this setting On to enable the transfer of information with the back office accounting program. ACCOUNTING INTERFACE TYPE: Choose the correct type based on your accounting system. QUICKBOOKS API SETTINGS: The Quickbooks API settings are used to select the options related to how the software transfers information to Intuit Quickbooks. For example, DrivenCRM will automatically transfer an invoice to Quickbooks when a user inside of DrivenCRM ships a sales-order. The list of G/L accounts on the left is populated from Quickbooks automatically during the initial setup. Also, the command to refresh these G/L accounts from Quickbooks can be initiated by selecting the checkbox General Ledger Account Listing at the bottom of this screen and saving the changes. It may take several minutes for the Quickbooks Connector to refresh the accounts, after which you ll need to re-login to see your refreshed G/L list. 9

10 A/R ACCOUNT: This field defines the Quickbooks Accounts Receivable account that is assigned when new customers are automatically added into Quickbooks. A/P ACCOUNT: This field defines the Quickbooks Accounts Payable account that is assigned when a new vendor is automatically added into Quickbooks DEPOSIT INTO/REFUND FROM: This field defines the Quickbooks account that is assigned to payments/refunds that are recorded from within DrivenCRM. INVENTORY ASSET/COST OF GOODS SOLD/INCOME/EXPENSE This field defines the Quickbooks Accounts that are assigned when new master list items are automatically created in Quickbooks. ACCOUNTING FILE LOCATION: This field defines the Quickbooks company file that is linked with DrivenCRM. QUICKBOOKS WAREHOUSE This field defines the DrivenCRM warehouse that is linked as the primary warehouse with Intuit Quickbooks. Since Quickbooks is not a multi-warehouse application, imported quantity values from your Intuit Quickbooks item list are placed into this DrivenCRM warehouse during the initial transfer. INVOICE NUMBERING SCHEME: By default, Driven-CRM will allow the accounting system to assign the next available invoice or purchase order number during transmit. This setting also allows Driven-CRM to transmit the Driven-CRM invoice or purchase order number to accounting in order to ensure that the two systems match numbering schemes. If during transmit, Quickbooks Connector determines that accounting has used the requested number for another purpose, Quickbooks Connector will request that accounting assign a unique number outside of the Driven-CRM sequence. It is therefore recommended that when using the Driven-CRM numbering scheme, the next available numbers specified earlier are must greater than the accounting number defaults. This helps ensure that numbers do not conflict between the two systems. INVOICE DATE SCHEME: This field defines the date shown on the invoice or sales order in the accounting software. If quote date/service date is selected the date of the quote or service will be reflected, regardless of the day it was transferred to the accounting software. If transfer date is selected the date of transfer will reflect on the invoice or sales order in the accounting package and not the date the service or sale occurred on. PARTIAL INVOICING: This setting defines if DrivenCRM will create an invoice in Quickbooks as individual items ship on a sales order, or optionally will hold the entire invoice until the sales-order is placed into history to generate a single invoice. 10

11 INVOICE PAYMENTS: This setting affects the payment transfer to Quickbooks as payments are processed on a salesorder. DrivenCRM can either hold the payment until the final invoice is transferred as items shipped, or can optionally transfer the payment immediately to Quickbooks. PO RECEIPTS: This settings determines if item receipts on purchase orders are transferred to Quickbooks as Item Receipts or as Bills. NEXT NUMBER: These three fields determine the next number assigned in DrivenCRM to the various transactions. A number should be specified that is larger than any existing number that has been used in the accounting system, especially if the numbering scheme (above) is selected as DrivenCRM numbering. 11

12 Company Setup Below are settings in the master database such as company name & address, common information, and system wide settings. The following window will appear: COMPANY INFORMATION: COMPANY NAME, ADDRESS AND PHONE INFORMATION: Enter the information as you would like it to appear within the software. This information is used for company information as it will be presented to your customers. This includes quotations, purchase orders and various on-screen displays containing information about your company. TAX ID NUMBER: (Optional) Enter your GST or Federal Tax ID number. This information may appear on purchase orders and sales order templates. COMPANY WEB SITE: (Optional) This information will appear under your company information on quotations and sales order to reference your non-driven-crm related web site address. 12

13 INTERNAL ADMINISTRATOR Enter the internal address that will receive correspondence requests from customers or when notifications or help requests from employees are received. COMPANY LOGO: Upload your company logo GIF or JPG file that will be used throughout the software to display your company logo, usually on printed documents and templates. IMPORTANT: Your company logo should not exceed 180 pixels in either direction in order to fit properly on printed documents. You can use free popular 3 rd party software such as PAINT.NET (google it) if necessary to resize your logo to the proper size before uploading. 13

14 CREDIT CARD PROCESSOR DrivenCRM supports several Credit Card processors, which provide automatic credit card processing capabilities within DrivenCRM. Use this option to configure your credit card processor. The following window will appear: Choose your processor from the list, and follow the instructions on the right-hand side of the screen which will appear after you make your selection. It is recommended that you create a sample sales-order and a test payment transaction to test your settings. 14

15 TEMPLATES This section allows you to configure time saving templates that your employees will use to fill in common tasks, such as sending proposals and customer correspondence with a consistent and standardize look and feel. CRM TEMPLATES: CRM templates are active in the CRM screen whenever a prospect, customer or vendor have been selected. LEAD TEMPLATES: Lead templates are active in the CRM screen whenever a sales-lead has been selected. Both formats support Mail Merge, so that common merge field information such as company name, contact name, etc are automatically merged into the outgoing upon selection. ADDING A NEW TEMPLATE Press the [Add Template] button to begin entering a new template, the following screen will appear: Enter a generic subject for the template and fill in the contents of the desired template below. Notice the Merge Fields dropdown, which contains a list of common mail merge fields that you can insert into your template. TESTING YOUR TEMPLATE To see your new template in action, access a customer or sales-lead record and select from the top action menu, your template will appear in the drop down list of available merge templates. 15

16 Locations & Warehouses Companies with multiple locations or inventory warehouses will set these up using the Locations & Warehouses Menu. Valuable information Warehouse codes are used when you need to define multiple stock locations for your inventory and non-inventory items. At least one (1) warehouse is required to use Driven-CRM. Warehouse locations are useful if your company maintains multiple sites of inventory or if you would like to segment your stock quantities within a single company by multiple inventory locations. ABOUT WAREHOUSES DrivenCRM allows you to define an unlimited number of physical locations in which you stock and maintain your physical (or virtual) inventory. For example, an inventory item Widget A shows ten (10) items in-stock in Intuit Quickbooks. In DrivenCRM, you may store five (5) of Widget A in Warehouse A and five (5) of Widget A in Warehouse B. During Sales-Orders and Purchase-Orders, an employee can select which warehouse the desired inventory should be released from or received into. DrivenCRM maintains the individual counts of each warehouse separately, and also maintains the grand total of the warehouses, which will match Intuit Quickbooks. If Intuit Quickbooks displays a different quantity than the total of all warehouses, the Quickbooks Connector will automatically adjust the quantity in the warehouse linked with Quickbooks (see Accounting Integration) to ensure that the quantity on-hand always matches Intuit Quickbooks. It is important to note that Intuit Quickbooks is always the ruler of the inventory, and DrivenCRM will automatically adjust it s numbers to maintain accurate item totals whenever the inventory sync command has been issued within the Quickbooks connector. Please reference the DrivenCRM and Quickbooks guide for more details on how warehouse totals are maintained when linked with Intuit Quickbooks. 16

17 Employee Setup Each user in Driven-CRM needs to be defined in system managements. It is recommended by default that passwords be preset by you and ed to your users. Once connected, they can change their password from Personal Preferences under the Dashboard menu. Follow the steps below to add users to the system. Valuable information Resources in Driven-CRM include system users as well as non-employee resources, such as company vehicles, support queues, and conference rooms. However, only Employees can login and access the CRM system. To begin, click on Resource Management, and the following screen will appear: The Administrator user should not be deleted. Deleting the ADMIN user is safe as long as there is another user with the Administrator box checked that is being designated as the replacement system administrator. It is safer to check the Inactive box and leave the account in the system. Write this down! The default user is System Administrator, which has the Login ID: ADMIN. The default password is password. It is strongly recommended that you specify a password once you login using the File..User Preferences menu option in Driven-CRM. ACCOUNTING ID (INITIALS): This field is used to link the employee with the Sales Rep in Quickbooks. Quickbooks typically maintains a separate list of sales reps identified by their initials. Specify the initials of the sales rep in this box to properly link the employee with the Quickbooks sales rep. If this employee is not a sales rep, this box may be left blank. TYPE: Specify Employee if this user requires login to the CRM system. A Service Queue is a special resource for work-order assignments, which indicates that a work-order is not assigned to a particular employee, and is also not unassigned. Special Queues can be created an monitored for work-orders, such as To Be Invoiced Queue, Review Invoice Queue, etc. Service Queues are only used in the Work-Order module and are not valid login users to the CRM system. LOGIN ID/PASSWORD For Employees, specify a unique login to gain access to the CRM system. scheme is first initial+last name. A common login 17

18 ADMINISTRATOR ROLE: Only system administrators can access the functions that are being discussed in this section. You can designate any employee as an Administrator to allow them access to create employees and access system managements. ACCESS ROLES (EXECUTIVE/MANAGER/SALES/SERVICE/PURCHASING): These built-in roles determine the visibility of some dashboard components and reports based on the users role. 18

19 Tax Table Maintenance Each user in Driven-CRM needs to be defined in system managements. It is recommended by default that passwords be preset by you and ed to your users. Once connected, they can change their password from Personal Preferences under the Dashboard menu. Follow the steps below to add users to the system IMPORTANT: Tax Codes should NOT be created in Driven-CRM if integrating with your accounting software (such as: Quickbooks or Great Plains). Tax Table Maintenance will display all tax tables imported from your accounting package upon synchronization. Information within this screen should not be deleted or modified. If the information is incorrect it is recommended that it be changed in your accounting software first and then re-synched with Driven-CRM to properly track. If there will be no integration of Driven-CRM with an accounting package, this menu will be used to define the tax tables used throughout the system for products and services that you sell. Tax codes can be assigned as a default for specific accounts. If no account default is set tax codes can be assigned individually at the sales order level. 19

20 Units Of Measure DrivenCRM supports the use of multiple units of measure for your item list (Each, Case, Box, etc). Use this section to configure the various units of measure that employees will access using the software. Valuable information The Units of Measures from Quickbooks do not sync inbound from Quickbooks, and must be setup separately inside of DrivenCRM if you wish to use the Units of Measure function. BASE UOM Each inventory item has a Base unit of measure, which is assumed to be Each if you have no units of measures defined. To begin using units of measure, enter a starting base, usually each to begin with. IMPORTANT: Each inventory part has the ability to set the Base unit of measure chosen from this list. All Pricing Options, Discounts, Stock Quantities, etc are always stored in the base unit of measure for an item. For example, an inventory part has a base unit of measure of Each, and a selling unit of measure of Box. Assuming you have configured a Box to equal [10 each] and each item is $1.00, DrivenCRM will display your inventory totals as 10 on-hand at $1.00 each. During a sales-order, the employee will have the option of selling the item at 1 each for $1.00, or 1 Box at $10.00, DrivenCRM will automatically convert the price and quantities for the unit of measure choices on the fly from the base unit of measure. This conversion is done automatically and is behind the scenes for the employees. However, when setting up the part number in inventory maintenance, it is important to remember that your price, cost, quantity breaks, etc will always be entered in the base unit of measure. DrivenCRM will automatically convert and apply the appropriate values based on the unit of measure selected at the time of a sale or purchase. Additionally, DrivenCRM will always transfer the quantities to the accounting system in base units, regardless of the unit of measure specified on the order. The printing templates inside of DrivenCRM are aware of the unit of measure, and should be used to present to the customer if you want the customers copy to indicate the unit of measure purchased. 20

21 Inventory Setup Driven-CRM will synchronize with your Quickbooks accounting package. Inventory is a large part of this process. Inventory Setup will explain how to enter and edit an inventory item in Driven-CRM so there is a full description of all fields and functions available. Many of the fields described in Inventory Setup are items that will automatically be brought over from your accounting package. INVENTORY SETUP AND MAINTENANCE: To add an inventory item or edit an existing item select the System Configuration & Setup menu from the Reports & Admin drop down. Select Inventory Maintenance. To search for an existing item use the left search panel. Items can be found by search criteria such as: Type, Category, Manufacturers, Vendors, Warehouses, model numbers or descriptions. To add a new inventory item press the Add New Part # button in the left panel. To modify an existing item, perform a search to locate the item and press the Edit button located next to it once displayed. The following screen will be displayed: ITEM TYPE: This is a searchable field for existing inventory items. Item types are not modifiable. The inventory types are as follows: Inventory Item being sold that your company keeps in stock. Non-Inventory Items that are sold that are not kept in stock. Service Non-tangible goods sold. Example is labor. Misc Miscellaneous items are only those that have transferred over from Quickbooks that were titled as other item. 21

22 Discount Items defined as a discount in the accounting package will transfer over with this type. PART #: This is a searchable field. Part number is user defined if no accounting integration occurs. Otherwise, this field is brought over from your accounting package.. SHORT NAME: This is a searchable field. Short name is user defined if no accounting integration occurs. Otherwise, this field is brought over from your accounting package. See Addendum A or B for the relational table on where this field synchronizes from your accounting package. PRICE: Standard price to charge customers for this item (retail Price). AVG COST: Brought over from your accounting package. This field is updated as you receive inventory on purchase orders. When a purchase order is received, if the existing on-hand is zero (0), the average cost is set to the last cost. If existing inventory is on-hand, the average cost is set to (existing quantity*existing cost)+(receiving quantity*receiving cost)/new quantity LAST COST: Last received cost for this item. This field is updated as you receive inventory on purchase orders. MANUFACTURER PART#: This part number is the manufacturers part number, which may be different than your internal part number designator. This field is for reference only and is not used during active transactions. MANUFACTURER OEM: Who is the manufacturer of this inventory item? Note: This is different from VendorThis is a searchable field for existing inventory items. A drop down menu is provided of manufacturers that have been defined. UPC: This field allows for entry of the Universal Product Code (UPC) for an item. This field is for reference only or may be used to print on modified system templates and documentation. APPLY TAX #1 AND TAX #2: When setting up an inventory item designate whether or not this item is taxable. On accounts you have the ability to set tax levels. The inventory item setting and the accounting setup for the customer will work in conjunction. BASE, SELL AND BUY UNITS OF MEASURE: Options available in the drop downs must first be defined through System Configuration & Setup from the Reports & Admin drop down.. SALES DESCRIPTION: This open text box allows the user to define the inventory item in greater detail then the short name. This description prints on quotations. 22

23 INACTIVE PART FILE: Do not delete inventory items that have ever been sold or invoiced. Make them inactive by selecting YES at his field. They will no longer display when performing a search. CATEGORY 1-5: Categories are used to group items for searching and organizing your inventory. CUSTOM ALERT MESSAGE: This message will appear when an employee is accessing the part number on a salesorder/purchase-order. This is useful as a reminder to employees QUICKBOOKS ITEM NAME: Product or accounting ID s are directly related to the accounting packages. They must match the ID defined in your accounting package IDENTICALLY. If the names do not match identically, Driven-CRM will create a new item in the accounting package when a transfer occurs. If you are not using accounting integration this field is NOT required. It is not a searchable field. QUICKBOOKS CLASS: If specified, the class will be automatically set on line items transferred to Quickbooks when this item is used on a sales-order. The class specified must already exist in Quickbooks and is casesensitive. The class is not visible to employees or changeable during order entry. DISCOUNT GROUP CODE: Sometimes customers receive quantity break pricing based on the purchase of similar but separate items. The Discount group code can be any numeric digit, and any other item that shares the same assigned number is considered part of the same group. Quantity Breaks will automatically add up items on a sales order that are part of the group to determine if quantity break setpoints have been reached. Once all items in the same group reach the quantity break minimum, all items in the same group switch to their quantity break discount amount. COMMISSIONS: During sales orders, commissions can be calculated automatically for an item and stored for reporting. This setting determines if an item pays sales commissions and how the commission is calculated. DEFAULT WAREHOUSE: If specified, the warehouse selected will automatically default during sales-order/purchase-order processing. STOCK/BIN LOCATION: If applicable, enter the bin location to further assist with location of an inventory item within a warehouse. LEAD TIME: Used to specify the approximate lead-time an item experiences during purchase-order transactions from a vendor. 23

24 SHIPPING CONFIGURATION SHIPPING WEIGHT AND DIMENSIONS: These fields are used in conjunction with the shipping estimate integration during the sales-order entry process. These items should be entered based on the EACH or per-item values. SHIPPING CHARGES APPLY: This strictly applies to e-commerce functionality. If all items that a customer orders do not have shipping (this question marked as NO) it will skip the shipping screen on the site. ITEM MUST SHIP SEPARATELY: Does this item need to ship separately from any other item sold? GROUP SIMILAR ITEMS TOGETHER (BY CATEGORY): If this setting is set to YES items with on a sales order that have the same Category 1 will be grouped to ship together. SERIAL NUMBER TRACKING An item can be selected as serialized, which indicates that the system should track serial number/lot numbers for this item. When activated, DrivenCRM will prompt users for serial numbers during the receiving and shipping modules. Additionally, the serialized product information will automatically be captured to a customer s profile during the shipping function of a sales-order. ADD SERIAL #: This button allows for the manual entry of serialized inventory. SERIALIZATION MODE: This setting determines if a product has a single serial number per item, or uses a lot based approach, in which an item can have multiple quantities per serial number. SERIALIZED PRODUCT HAS EXPIRATION DATE: Set to yes if you wish to track expiration dates on serialized inventory. REQUIRE SERIAL NUMBER ENTRY: Set to yes if you require that employees enter serial numbers during the receiving and shipping functions. Otherwise serial numbers are optional during these operations. 24

25 PROHIBIT DUPLICATE SERIAL NUMBER ENTRY: Set to yes if you require that employees enter unique serial numbers for an item during the receiving/shipping functions to prevent the accidental entry of duplicate serial numbers for an item. INTERNAL SERIAL NUMBERS CAN BE GENERATED FOR THIS ITEM: Set to yes if you create serialized inventory assemblies, and the employee has the ability to create a serial number during the build operation of an assembly. STOCK The information entered in the Stock tab is viewable during order-entry or item research: REORDER POINT: Entry of a reorder amount allows the user to view or run reporting for reorder amounts. REORDER QUANTITY: Entry of a reorder amount allows the user to view or run reporting for reorder quantity recommendations. ADJUSTING STOCK QUANTITIES: Each warehouse defined in the system is available for this item. Use the entry boxes provided to adjust the available, allocated, and on-order quantities for each warehouse. The master totals above the warehouse entries will automatically be adjusted based on the sum of the individual warehouses. 25

26 VENDORS Lists available vendors from which the inventory item can be purchased. Vendors must first be setup as accounts to be available from this tab. You may define up to 5 vendors per inventory item. These fields are using during the purchase order module to print vendor specific information on the purchase order templates during the purchasing process. UPDATED: This field populates automatically when items are received. 26

27 PRICE LEVELS This tab is used if you would like to utilize different pricing levels that can be set on an account by account basis. If using this feature every inventory item would have a default level 1 pricing for the standard retail price. Prices set at level 2 (and above) would be different then the retail, and are set on every item that have this different amount. If left blank the retail pricing will be used regardless of the level set on the account. Up to 20 levels can be used. The price level is selected on a customer by customer basis within the Account Edit Details section of each individual account. Accounts without a price level set will default to Retail Price level 1. NOTE: Price levels set in this area are not associated with Quickbooks pricing functionality and do not synch in. Quickbooks Price Levels import into DrivenCRM as marketing promotions, since the two programs use the same terminology for two very different functions. FIXED AMOUNT Indicates that the values indicated in each of the price levels is a fixed currency amount. DISCOUNT PERCENT OF RETAIL SALES PRICE Indicates that each of the values indicated is a percentage discount based on the retail price MARKUP OF LAST COST Indicates that each of the values indicated is a percentage markup of the last purchase cost. MARKUP OF AVERAGE COST Indicates that each of the values indicated is a percentage markup of the average cost 27

28 QUANTITY BREAKS This tab is used if the inventory item has different pricing based on quantity discounts. For example if 10 items are sold my selling price is $1000 each. If 20 items are sold my selling price is $950 each. PRICE LEVEL INTEGRATION In addition to specifying a standard Price based on the Quantity, DrivenCRM allows you to specify that when a quantity level is reached, the system can calculate the price based on the price levels, which were configured earlier. This allows you to specify a discount %, or markup % using a price level instead of fixing a price for an item. Once price level is set for a quantity break, the Price Brea x: field is ignored. Set the Or Price Level to None to manually enter a fixed currency amount in the Price Break x field if desired. 28

29 RELATED PRODUCT This option is used to automatically build quotes based on a group of inventory items that may be sold collectively, or as an assembly. This helps to speed the quotation process. All inventory items to be grouped as a related product must be built into Driven-CRM and exist individually. This option allows you to link all of these individual inventory items to be included as part of the group. For example: XYZ sells small business server packages to their customers. This server is sold as a group with other items. The actual server inventory item is the trigger item and would have the Options and Accessories selector set. They would then access the related products tab and link the following inventory items to the small business server: Mouse and Keyboard, Monitor and Installation and Configuration Labor would all be added under the Related Products section below with the necessary quantities pre-selected: Type in the Add Linked Item area to perform a search and choose the items to add as a related product to this inventory item. You will have the option to modify the following fields: QUANTITY: Enter the number of these items as sold in this package. WAREHOUSE: Select the warehouse that this item will release from automatically when used on an order or assembly build. SORT ORDER: If desired you can number each of the related products to display in a particular order on a quotation or on your shopping cart. 29