Call Reason
Codes (add those that use the Job Class(es) for your Sales Jobs)
Sale Reason
(actually codes for why the sale wasn’t made)
Recording
from the Job Summary
This module is set up to use the standard approaches to call taking, creating jobs and assignments.
There are certain Reference Books and Employee skills that need to be created/updated.
When leads (Sales Jobs) are completed the standard Invoice form becomes a Quote form in which you may enter the information quoted.
The Quote form does not allow for entering cost items etc, but merely allows the posting of quoted items.
The printed invoice becomes a printed QUOTE.
NOTE: Since there is no AR activity for quotes, the Invoice/Quote form does not provide for ‘Posting’.
The Sales Tracking information is maintained as follows:
· Quote # = Invoice #
· Salesperson = assigned tech
When a Sales Lead “class” of job (a Sales Job) is created the Sales Person field is filled in from the Primary Tech info.
· Quoted $ = Invoice Total
· Job Progress = Job Progress
Use the same methods for maintaining the Sales Job progress (assigned, dispatched, completed, etc)
All other Tracking information is entered in the Job Summary form (which now becomes the Sales Tracking Summary form).
There is a new Sales Tracking report that will give you all of the flexibility needed to track your closing rates and average sales by any type of groupings.
This report may be exported as a text file for use in external spreadsheets, etc. It may also be used to create marketing lists as well.
Sales Status – Quoted, Not Quoted
Sales Result – Sold, DNS, Pend, etc
Sales Reason – (used for indicating why a sale hasn’t been made) One Legger, Price, etc
Sale Unit -- (type of equipment quoted) Uses standard equipment book
Sale Unit Type – (further description of quoted equipment) Standard, Deluxe, etc
Pay Items (Payroll)
User Groups – Payroll Tab (see example below)
All Invoice related forms, managers and reports eliminate lead tracking records
The Job Manager and Dispatch Screen will show these records – but may be filtered in/out by using the Job Class filters.
Most of the Job/Call related reports have options to include/exclude these records, and have additional grouping and sorting choices.
Phone Call Report - options to include/exclude these records
**********************************************************************************************************
MODIFIED
– VERY IMPORTANT
**
Job Class – now has a flag for ‘IsSaleEst’
This
is the key
to operating this module, and all other forms, managers and reports are keyed
to this flag.
**
ALL JOBS THAT ARE LEADS (Sales Jobs) MUST USE A JOB CLASS THAT HAS BEEN
FLAGGED THIS WAY.
**********************************************************************************************************
Job Class Reference Book
If you do not have a ‘Sales’ Job Class in use already – use this for your leads. If you do, create a new Job Class for your Sales Jobs, and be sure to mark the IsSaleEst flag.
You may elect to have more than one Job Class that can be used for leads:
Ex: Sales-Res, Sales-Com, Sales-HVAC, Sales-Plmb
However, use these Job Classes sparingly; as you may create Job Types to further identify the type of Sales Lead.
Once these Job Classes have been created/modified you need to examine your Job Types reference book to be sure that the appropriate Job Type (those that are for Sales Jobs) are attached to the proper Job Class (those marked as IsSaleEst). These may be existing or new Job Types.
Call Reason Codes (add those that use the Job
Class(es) for your Sales Jobs)
Be sure that these Job Type codes are also tagged as ‘IsService’
Sale Status
Sale Result
Sale Reason (actually codes for why the sale wasn’t
made)
Sale Unit Type
Employee Setup
Once you have determined the set up of these ‘books’ – you should make adjustments to your Employee setup. Identify those employees that will be taking Sales Calls/Leads, and make the adjustments to their setup.
(accessed by selecting Job Summary from drop down menus)
Note: The Job Summary option has been added to the Invoice and Invoice Manager
Note that there are separate check boxes for [] Sold and [] Credit Reject.
There are independent of each other, and should both be used when a sale was made, but lost because of a credit reject. It is possible to pull these in a report that could be used if you are able to find an alternative financing option.
The Quote $ comes off of the Invoice/Quote, but the ACTUAL $ is entered manually.
The Status field is not the same as the Job Status field.
Both line items are from the standard price book.
The first is a GENINST task and the second a GENDISC task.
Find the Sales Tracking report in the Management Reports folder
You may select to print either a Report or Call Sheet.
The report shows closing rates, total sales and average sales for each grouping selection
A Call Sheet is given to a Sales Person before going on the Call.
Before you can record commissions for your Sales Jobs make the following changes:
User
Groups
In the PayRoll Tab, mark the items as shown. This will enable you to record and pay commissions.
(Allow Access to Payroll Data, Access Miscellaneous Wages).
Reference
Book – Pay Items
We strongly recommend using the Job Manager, with a filter condition of your Job Class that was created for tracking Sales Jobs, to identify the Sales Jobs that need to have commissions recorded.
Once the Sales Jobs are identified you may either open the Job Summary, or select the Commissions option from the drop down menu.
Recording from the Job Summary
Select the Commissions Option:
This will show you the quoted and actual sale amount for the job.
Then enter the appropriate information for the commission(s)
The ‘Earned Date’ is the Completed Date of the Sales Job (may be changed) and the ‘Release Date’ is the date that the commission was paid.
You could use the Comments section to enter the actual Installation Job number for reference.
Commission Report
For tracking commissions from Sales Jobs – mark the ‘Sales Jobs Only’ option
