Sales Management Plus User Manual

Transcription

1 Sales Management Plus User Manual Updated November, 2017 Product Information, Tutorial Videos & Training Customer Support or

2 Sales Management Plus User Manual Table of Contents ***NOTE: Each Chapter & Section heading below are hyperlinks to that page Ctrl + Mouse Click will direct you to the desired section Chapter 1 Download and Install SMP Download and Install SMP Install SMP Connecting to SMP Troubleshooting the First Connection UPGRADE SALES MANAGEMENT PLUS Chapter 2 The Home Page Overview Tools Options Change Password Sync with Outlook Check for Returned s Returned Addresses Company Information Company Website(s) Exit Templates Selecting the Template Selecting the Graphs Configure Graph Menu List and Graphs Available for the Home Page Chapter 3 Customers UNDERSTANDING THE FUNCTIONS OF CUSTOMER INFORMATION: Adding a New Customer Keeping Track of Customers Updating a Customer Logging Information for a Particular Customer Maintaining Contacts Move a Contact from one customer account to another Using Marketing Lists Add or Remove a Contact in a Marketing List Using the Marketing Interests Checklist Add or Remove Contacts in a Checklist Using Enhanced Marketing Interests Using the Social Media Tab Sending an from the Customers Form Viewing the Sales Tab Identify a competitor for a product grouping. To Identify a Competitor, Enhanced Competitor Module Viewing the Sales Details Tab i

3 View sales information broken out by product categories Set a Total Potential and Total Goal for the Customer and Product Level Viewing the Quotes Tab Viewing the Open Orders Tab Tracking Customer Activities Add an Activity, Edit an Existing Activity, Using Tasks Add a Task a Task Logging New Phone Calls Logging Customer Meetings Logging Customer Information Requests Viewing and Editing Projects Adding Additional Information Linking Customer Information Chapter 4 Activity Review UNDERSTANDING THE FUNCTIONS OF ACTIVITY REVIEW: Creating Employee Groups Adding a Single Activity Adding a Group of Tasks at Once Reviewing an Existing Activity Reviewing Existing Activities Criteria-All Criteria Task Specific Criteria Customer Meeting Specific Criteria Phone Call Specific Chapter 5 Market Analysis UNDERSTANDING THE FUNCTIONS OF MARKET ANALYSIS: How to Run a Query for an Account Manager and YTD Sales How to Run a Query Using Customer Lists Selecting Filter Criteria Customer & Products Tab Sales & Goals Tab Columns Filter Tab Enhanced Grid Controls Creating Customer Lists Create a Customer List Open an Existing Customer List Delete a Customer List Delete one or more customers from an existing Customer List Add a displayed list of customers to a previously saved customer list View Detailed Sales Information ii P a g e

4 Sales Management Plus User Manual Chapter 6 Project Management UNDERSTANDING THE FUNCTIONS OF THE PROJECT MANAGEMENT: To open the Project Review screen, click on How to Add and Edit a Project How to Review a Project Add a New Project In the Project Details frame, Using Project Quick Add Project Review Screen Displaying a Project List Filtering a Project List Using the Copy Project Function Using the Load Projects Function Enhanced Grid Controls Chapter 7 Goal Setting UNDERSTANDING THE FUNCTIONS OF GOAL SETTING: Product Level 1 for a Customer How to Run a Query by Account Manager for Current Yr Goals How to Run a Query by Customer List and Product Level How to Use the Adjust All and Run a Query by Branch Customer Filter Tab Columns Filter Tab Enhanced Grid Controls Setting Goals at Different Levels Setting Goals on Different Product Levels for a Customer Goal and Potential Adjustment Setting Goals Offline Important Considerations Getting Started Completing the Reports Uploading Completed Offline Goal Setting Worksheets Useful Steps for Setting Goals Chapter 8 Part Analysis UNDERSTANDING THE FUNCTIONS OF PART ANALYSIS: Filter by Product Levels Filter by Vendor SMP allows the user to filter by Vendor ID or Name in order to determine the total sales for a particular manufacturer (Figure 8-2) Filter by Part Filter Type AND Statement OR Statement Missing Pairing Enhanced Grid Controls Using More Filter Criteria Managing Fields in the Grid Creating Customer Lists iii

5 Create a Customer List Chapter 9 Business Comparison UNDERSTANDING THE FUNCTIONS OF BUSINESS COMPARISON: How to Perform a Business Comparison Enhanced Grid Controls SELECTING FILTER CRITERIA Creating Customer Lists Create a Customer List Chapter 10 Business Totals UNDERSTANDING THE FUNCTIONS OF BUSINESS TOTALS: EXAMPLE: How to Run a Query by Account Manager The Business Totals screen has two displays: Selecting Product Levels Enhanced Grid Controls Chapter 11 Quotes UNDERSTANDING QUOTES IN SMP: Using the Quotes Subject Area Associating an Imported Quote to a Project Chapter 12 Open Orders UNDERSTANDING OPEN ORDERS IN SMP: Using the Open Orders Subject Area Chapter 13 Data View UNDERSTANDING DATA VIEW IN SMP: Types of Reports and Available Data Points Creating a New Report Using a Saved Template Editing an Existing Template Creating Graphs Save and Export Functions Notes Regarding Printing/Exporting Graphed Data Chapter 14 Generating Reports UNDERSTANDING GENERATING REPORTS IN SMP: Steps to Generating a Report: Customer Information Activity Review Market Analysis Customizing Pivot Tables Project Management Goal Setting Part Analysis Business Comparison iv P a g e

6 Sales Management Plus User Manual Business Totals Mailers Reports (QDE Reports) Chapter 15 Mailers UNDERSTANDING THE FUNCTIONS OF MAILERS: How to Create a Marketing List and Send Out a Marketing Piece Filter Criteria Frame Creating a Marketing List Saving a Marketing List Save a Marketing List Open an Existing Marketing List Delete a Marketing List Using Marketing Lists Send Out a Marketing Piece Labels Merge Letter Send an Electronic Mailer Creating HTML Code for Message Export to Excel Export Lists with Excel SUBSCRIPTION MARKETING Create an Opt-in Marketing Lists Chapter 16 Data Load Overview Note that because Data Load is not available to all users and must be turned on for select users by the SMP Team, not everyone will see the data load button on their menu ribbon Data Load consists of two main areas, Load Data and Reprocess POS Data, as seen below Loading New Customer, Contact, POS, Quotes and Open Order Data from the Business System Editing Data and Correcting Data Errors in the Review Data Tab Submitting Data in the Review Data Tab Reprocessing POS Data Previously Loaded into SMP v

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8 Sales Management Plus User Manual Chapter 1 Download and Install SMP Download and Install SMP To download Sales Management Plus, users should visit our web site, and click on Client Login, and choose SMP Web Administration. On the home page for SMP Web Administration, users will need to enter valid SMP login credentials. Once successfully logged in, users will be directed to the Downloads page. From here, users can click the SMP link to start the SMP Client download process. Also available on this page are SMP Documentation and recorded SMP Training sessions. To run SMP, users must have: Windows Vista OS or higher (including Win 7, Win 8 and Win 8.1) Microsoft.Net Framework version 4.5 or higher Office 2007 SP 2 or higher NOTE: data between SMP servers and a user s software is encrypted for security purposes. Install SMP To install SMP, 1. Download the SMP file from our website, per the instructions above 2. Save the file to your desktop and the software will download to your computer 3. When download is complete, double-click to Run & Install the software 4. Accept the License Agreement terms to continue installation process 5. Double-click the icon on your desktop to launch SMP 6. Or go to the Start Menu Programs SMP folder Sales Management Plus Connecting to SMP The connection screen will open, which is where you enter the information that the program needs to connect to your SMP application and authenticate you as a user. To fill out the Connection dialog box (Figure 1-1), 1 1 P a g e

9 Figure 1-1: SMP Login Box 1. Enter the Connection window information. You can get the following information from you SMP administrator; the information will be sent to you via from This will provide you with a temporary password to log into SMP the first time where you will then be prompted to change your password. *NOTE: Information is case-sensitive. Domain Login Name Password 2. Click Login to make the connection to SMP, or Exit if you wish to cancel your connection. Troubleshooting the First Connection If you have trouble making the first connection, Verify the login information is correct o The easiest way to load your information the first time is to copy and paste the information from the password directly into the Connection box. You will have to use your keyboard commands for the copy and paste (Copy: Ctrl C, Paste: Ctrl V) Verify internet connection Check with your network Administrator to verify your firewall settings New virus software can block certain types of outgoing and incoming internet traffic, which could stop information from freely traveling back and forth from your machine to our servers. Make sure the following ports are open: TCP ports 443 (HTTPS), 1433, and 1434 UDP port 1434 This will allow your machine to communicate with our servers via the Internet. 1 2 P a g e

10 Sales Management Plus User Manual UPGRADE SALES MANAGEMENT PLUS Sales Management Plus is continuously improving the SMP application. We will perform these updates and apply them automatically to the SMP application. After an update has been applied to the SMP Application, a message will appear after logging into SMP (Figure 1-4) and the application will perform the update. SMP Application updates will be provided on a regular basis and can occur while the user is logged into SMP. 1. If an upgrade occurs while the user is logged into SMP, there will be a notification of the update process in the bottom right-hand corner of SMP. For example, if the SMP Application update is 76% complete, the user will see this from your Home Page (Figure 1-2). Figure 1-2: SMP Application Update - Percentage Complete 2. When the SMP Application update has been deployed there will be a notification of the completed update in the bottom right-hand corner of SMP. The SMP Application will display, which the user can see from the Home Page (Figure 1-3). To apply the updates to the SMP application, the user must exit SMP. Figure 1-3: SMP Application Update Complete On a rare occasion required updates will be deployed to the application. When this occurs, the user will be able to successfully log in; however, the Downloading required update window will pop up (Figure 1-4). Please allow the update to finish downloading. When it is done, the login box will open and the user can log back into the application. NOTE: The user has the option to Quit SMP but the user will not be able to use the SMP Application until the required update is downloaded. Figure 1-4: Downloading required update 1 3 P a g e

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12 Chapter 2 The Home Page Overview When you first open SMP you are presented with the Home Page (Figure 2-1). The SMP Home Page is designed to give the user an overview of the information that is the most pertinent to them. Applying the different controls, users have the ability to customize their home pages to provide the following information: 1. Quick overview of your business including your Sales, Goals and Potentials 2. Your top Open Tasks 3. A graph of your Projects over the last 6 months 4. Number of days since you last synchronized with MS Outlook 5. Number of Returned s (result of broadcast er sent through SMP) 6. Last Month Processed (the latest month of data loaded in SMP) 7. Total number of Customers in the application (based on your access/permissions level in SMP) NOTE: This count does not include vendors or competitors 8. Total number of Contacts in the application (based on your access level in SMP) 9. Navigation buttons that allow you to open up a particular module in SMP (Figure 2-3) Figure 2-1: Home Page 2 1 P a g e

13 Tool Bar On the top left of the screen there is a list of information that is provided to the user (Figure 2-2). The list displays the date, the subscriber that is logged in, number of days since last synchronized with MS Outlook, returned s, the last month that the data was processed, number of customers and contacts in the particular user s application based on their permission level, and a calendar. The information automatically updates for the user and cannot be customized. Figure 2-2: Home Page Information Below the list of information described above are the navigation buttons that will take the user to the different forms within SMP (Figure 2-3). The navigation buttons appear in every form in SMP and allow the user to move from form to form. The button highlighted in orange indicates the current form being used. Note: the Add/Remove buttons functionality found at the bottom of the navigation button ONLY adds/removes buttons for the current session. This information is not retained for future logins. 2 2 P a g e

14 Sales Management Plus User Manual Figure 2-3: Navigation Buttons Tools Click on the Tools navigation button information (See Figure 2-4): to open up the following list of Options Change Password Check for Return s Returned Addresses Company Information Company Web site(s) Exit 2 3 P a g e

15 Figure 2-4: Tools Options Allows users to select default screen and customer search options as well as complete the settings for the SMP database. General tab Set default branch and area code; set Address-By default; Option to use Templates; Set Maximum Records to Show in Customer Selection List (See Figure 2-5) o Maximum Records to Show in Customer Selection List Determines whether you use Customer Search Option 1 or Option 2 (See Chapter 3 To Search for a Customer) Figure 2-5: General Options tab tab User settings To use the ing tools in SMP (e.g. Broadcast , ing an Activity) the user must fill in these options: 2 4 P a g e

16 Sales Management Plus User Manual o o o o Display Name and Address Reply To Name and Address SMTP Server Display Name and Address - The user can use any name and any valid address. For example, instead of Display Name Tom Smith, the user can use Marketing Department ; and instead of tomsmith@gosmp.com, use a general department such as marketing@gosmp.com. SMTP Port The user can leave this blank for default setting Server Authentication - If your company requires authentication when sending out mail through your company server, check the This server requires authentication box and provide the User Name and Password. Prefer Microsoft Outlook - The Prefer using Microsoft Outlook for sending checkbox allows each user to choose how he or she would like SMP Customer Meeting s to behave. NOTE: this option is not available to users who have Outlook Agent Permissions, as all meetings will be sent via the user s Outlook, once the Agent is configured for meeting synchronization. Unchecked Box - By leaving the box UN-CHECKED, users who choose the button from within an SMP Customer Meeting will get an SMP popup window containing the meeting information as it was entered into SMP. The user can choose to edit the info on-screen (e.g.: add more details to the meeting , add/remove recipients, etc.) but the will be sent out via SMP using the user s defined SMP Options. The will be sent with an attached.ics (universal meeting file). NOTE: the SMP Options tab must be filled out in order for this to function properly. Please consult your IT team regarding proper settings related to SMTP servers, ports and authentication information before using this functionality; if you are unsure of these settings, please use the MS Outlook option to send . Checked Box - By checking the box, users who choose the button from within an SMP Customer Meeting will get an Outlook new message window with an attached.ics (universal meeting file). Both the body of the , as well as the.ics file will contain all the meeting information, as it was entered into SMP. This option allows the user to access Outlook Contacts, Spell Check and other Outlook features before sending the mail. In addition, the user will be able to edit anything in the subject or body of the P a g e

17 Figure 2-6: Settings tab Change Password The user has the ability to change their current password to a new password. Figure 2-7: Change Password Sync with Outlook User can access Synchronizing with MS Outlook box in order to synchronize SMP/Outlook contacts. User also has the option to synchronize their SMP/Outlook tasks. See Outlook Synching chapter for instructions on how to use this tool. o NOTE: If a user is granted access to Outlook Agent, synching from within SMP is disabled and will be hidden from the tools menu. Check for Returned s Users can check for returned (failed) s as a result of sending out an er in SMP. Select the mail box to check for the returned s by choosing a Default Folder from your MS Outlook Inbox. Click Check Mail Box and SMP will find all the returned addresses. 2 6 P a g e

18 Sales Management Plus User Manual Figure 2-8: Check for Returned s Returned Addresses After checking for Returned s, open up this tool to identify the Returned Addresses. It includes the Customer name, Account Manager and Contact address and name. The user can click on the hyperlinked Customer name to open up the account in the customer form and make necessary changes to the contact s address. Company Information Look up your company information including the different branch locations and employees listed at each location. NOTE: This is read-only. Company Website(s) User can access internal company sites or database from within the SMP application. For example, your company can include a toolbar button that takes the user directly to their company s home page. See Figure 2-8 Figure 2-9: Company Websites Exit Use this tool to exit the SMP Application. 2 7 P a g e

19 Templates On the top of the screen just to the right of Home you will see a drop down list allowing the user to select a template (Figure 2-4). Figure 2-10: Select Template Selecting the Template This drop down menu gives the user the option to choose a home screen layout. There are five different options: 1. 4 Panel: Customizes the home screen with 4 panels that the user can customize with graphs and lists of their choice (This is the template used in figure 2-1) 2. 4 Panel-Long: Customizes the home screen with 4 wider panels that the user can customize with graphs and lists of their choice 3. 5 Panel: Customizes the home screen with 5 panels that the user can customize with graphs and lists of their choice 4. 6 Panel: Customizes the home screen with 6 panels that the user can customize with graphs and lists of their choice 5. 9 Panel: Customizes the home screen with 9 panels that the user can customize with graphs and lists of their choice NOTE: New configurations will be made available as more KPIs are released in future updates of SMP Selecting the Graphs After selecting the template, select the Graphs and/or Lists that you wish to display on your home screen by right-clicking on the panel you wish to change and selecting an option from the pull-down menu. A description of all the graphs and lists are in the List and Graphs Available for the Home Screen section of this chapter. For the purpose of displaying all of the functionalities we will demonstrate the Organizational Sales Performance List and the Organizational Sales Performance Graph. The Graph and List panels are controlled by buttons that will appear on top of each panel. For a List panel, three buttons will display at the top: 2 8 P a g e

20 Sales Management Plus User Manual Run - To change the criteria for a List panel you must click on the run button in order to refresh the data displayed. Drag and Drop - The drag and drop button allows you to switch the position of two panels. Click on the button and hold it down while dragging it to the panel that you wish to move it to. If there is already a graph or list there, the two will switch places. Export to Excel button.. - To export the displayed grid data to Excel, click on the export to Excel For a Graph Panel, three buttons will display: Run Drag and Drop In the Graph panel, the Run button and the Drag and Drop button have the same functions as in the List panel Configure Graph. - The configure graph button opens up the configure graph menu. From this menu you can change the graph s type, size, color, and more! Please see the section on Configure Graph Menu for more information on how to customize your graphs.. Configure Graph Menu Configure the graph menu by selecting the chart type that best portrays the data to be displayed on the home page. Any of the graphs can be formatted to any of the chart types, so it is important to select a chart type appropriate to the data being displayed. List and Graphs Available for the Home Page To change or remove a graph from the home page, right click on the panel you wish to change then select an option from the pull-down menu. 2 9 P a g e

21 Figure 2-11: Appendix List & Graph Options Available Lists and Graphs 1. Common a. My Task List b. My Projects c. My Opportunities (Projects) Summary Graph d. My Opportunities (Projects) Task List e. My Opportunities (Projects) Summary 2. KPI Lists: a. Account Sales Performance List b. Account Sales Performance List Gainers c. Account Sales Performance List Largest d. Account Sales Performance List Losers e. Account Sales Performance List Prod Lvl 1 Graphs: a. Account Sales Performance Graph b. Account Sales Performance Graph Gainers c. Account Sales Performance Graph Largest d. Account Sales Performance Graph Losers e. Account Sales Performance Graph Prod Lvl f. Organizational Sales Performance List g. Organizational Sales Performance Graph h. Key Account Performance List i. Key Account Performance Graph j. Vendor Sales Performance List k. Vendor Sales Performance Graph Important Information about Sales Data Calculations in KPIs All list and graph controls that show sales report sales based on last completed month/period to date. For example, if a user s organization sends data nightly, the list and graph controls showing 2 10 P a g e

22 Sales Management Plus User Manual sales data will ONLY show sales as of the last FULL month of data submitted (this applies to YTD, LYTD, Curr Qtr, Last Qtr, Curr Qry LY, Curr Month, and Curr Month LY. Curr Month settings = last full month of data loaded. Months/periods are automatically closed by the application when an organization submits data for the next month/period. For organizations that only send data monthly, this will not impact sales data calculations. Administrative Management of User Views and Profiles Management teams can specify and lock-down select user s Home-Page Key Performance Indicators (KPI s) complete with set filters. To have the Sales Management Plus Home Page controls to lock down users views, a user must be flagged as an SMP Admin inside the Web Administration site. To set and lock the SMP Homepage, Admins need log into the SMP database with their credentials. 1. From the Home Page, set the KPI s exactly as you d like the user to see them, complete with set filters and such. 2. Select Save Current View 3. Type a description for the default view you ve created and Save a. Note: you may repeat this process any number of times to create multiple profile views for different types of employees P a g e

23 4. Once you ve created a default (and any subsequent profiles), you must next select which users will see that default for their Home Page. Select Manage Overrides 5. Select from a list of Available Profile Overrides 6. Check off which users the selected override should apply 7. Select save a. Repeat steps 5 and 6 to manage profiles for additional SMP users P a g e

24 Sales Management Plus User Manual The next time one of the above checked users logs into Sales Management Plus, they will see the pre-determined sales view as their Home Page view. To Inactivate a Profile Override: 1. Select Manage Overrides 2. Choose the Profile Override you would like to inactivate 3. Select inactivate and then save The next time the users who had the recently inactivated Profile Override in place log into Sales Management Plus, they will see the same Profile Override that was most recently assigned to them, 2 13 P a g e

25 however, they can make any changes to that, and those changes will save, UNLESS that user has been assigned a different Profile Override. Important Information about Views, Profiles and Overrides If a user, with a set Profile Override, changes the view on their homepage, the next time they log into Sales Management Plus, they will see the Profile Override assigned to them. Users can have only one Profile Override assigned. Not all users within a database need a Profile Override assigned to them P a g e

26 Chapter 3 Customers To open the Customers screen, click on the following: UNDERSTANDING THE FUNCTIONS OF CUSTOMER INFORMATION: 1. View individual entity (customer, vendor, competitor, other [prospect]) information including address, phone, fax numbers, account manager and default branch 2. Search by Name or Assigned Customer ID Number 3. Search for Inactive Entities by Customer ID Number 4. Manage contact information for individuals within a company 5. Review comprehensive sales data for an individual company 6. Gain quick access to the customer s activities, projects, quotes (optional), open orders (optional) and hyperlinks for documents, files or websites 7. Includes profiling fields that help to define a specific customer as well as the individual contacts 8. NOTE: A user has access to an account if: a. The account is assigned to a branch in the user s territory. b. The user is the listed Account Manager for the account. c. The user has specifically been granted access to that customer account using the Additional Customer Access tab in the SMP Admin website. This tab is available only to SMP Administrators. d. The account is marked as a vendor or competitor. The Customers screen consists of four major functions: Searching for a Customer, Adding a New Customer, Keeping Track of Customers and Logging Information for a Specific Customer. The following figure shows the screen of the Customers form. 3 1 P a g e

27 Figure 3-1: Customer screen Customer Search Users have the ability to locate a customer using the search feature. (Figure 3-2) Figure 3-2: Search Feature (Option 1) The number of customers that users have access to will determine what method of customer Lookup they should use. SMP is an application table driven program. If users have access to a large number of customers, every time they hit the Customer Look-up pull-down it can slow SMP down considerably. SMP has built two different methods of accessing customers in SMP. Decide which one will work best for you. NOTE: We recommend using Option 1 if you have access to less than 1000 customers. By default the SMP customer search feature is set on Option 1. Option 1: This option works well for those users with an accessible customer list count under Account managers and Branch managers who see just accounts that fall within their level of access would benefit, in terms of application responsiveness, from using this option. (Figure 3-3) Figure 3-3: Search Feature (Option 1) 3 2 P a g e

28 Sales Management Plus User Manual a. From the Home Page, go to Tools Options b. Set the Maximum Records to Show in a Customer Selection List (circled in Red) to a figure lower than the user s customer list count is typically a good number to use. (Figure 3-4) Figure 3-4: SMP Options To Search for a Customer, 1. Type in the first few letters or numbers of the customer name, company ID or contact name 2. SMP will start to display all the customer starting with those letters 3. Hit enter on the keyboard once the correct customer name, company ID or contact name is found 4. SMP will display the customer s information Option 2: This option works well for those users with an accessible customer list count over Regional managers, specialists, Executive managers and administrators usually have access to enough accounts to benefit from using this option. a. From the Home Page, go to Tools Options b. Set the Maximum Records to Show in a Customer Selection List (circled in Red in Figure 3-4) to a figure lower than the user s customer list count. 500 is typically a good number to use. c. This will enable the only customers that fall within the user s filter criteria to show in the Customer Look-up 3 3 P a g e

29 d. This speeds up the process of using SMP since the entire table does not have to be loaded every time a customer is searched e. This option provides the user with a Select button as shown in Figure 3-5 Figure 3-5: Search Feature (Option 2) To Search for a Customer, 1. Click on the Select button and a customer search box will open (Figure 3-6) Figure 3-6: Customer Select window 2. Type in the first few letters or numbers of the customer name, Assigned ID or contact name a. SMP defaults to do a look-up by customer name; to search by customer name start typing the letters of the name (Figure 3-6) b. To search by company ID start typing the ID code c. To search by either contact first name or last name start typing the letters of the name d. NOTE: Users will only be able to search for inactive customers by Assigned ID in the Customer subject area. Users should use Market Analysis to search for all inactive customers, or to identify inactive customers by Customer Name. 3. Hit enter on the keyboard and a list of customer names, company IDs or contact names will open in the window (Figure 3-6) 4. Click on the correct customer name, company ID or contact name and click Select Customer 5. SMP will display the customer s information 3 4 P a g e

30 Sales Management Plus User Manual NOTE: Users can change the reference name (Ref Name) in order to change the customer name that appears in the Look-up pull-down. This does not change the actual customer name in the application, but it allows users to distinguish between customers with common names. Adding a New Customer SMP allows users to add new customers who are not currently doing business with your company. After the customers are added users can track, follow-up and market to them as potential customers. Once the customer purchases from the user, the sales information updates and transfers to the account. NOTE: Only administrator users of SMP should add new customers to SMP so they update accordingly with the user s business system. To Add a New Customer, 1. Open the Customers screen and click Add Customer Figure 3-7: Add Customer 2. A blank screen with the cursor blinking in the Customer box will open 3. Choose to let SMP assign a temporary number or manually enter an account number. If the customer is in the business system, but not currently doing business, users should manually enter the assigned Business System customer ID. (Figure 3-8) Figure 3-8: Add New Customer window 4. Enter the account name in the Customer information fields. Users can change the reference name to reflect a more unique name for the customer, if necessary. The Reference name is what SMP uses to search for the customer name in the Look-up window. (Figure 3-9) 3 5 P a g e

31 Figure 3-9: Customer Name 5. Add the appropriate information including customer contacts Figure 3-10: Customer Profile fields (pre-determined by your SMP Administrator) 6. Click Save and the new customer will be successfully added to the application Figure 3-11: Customer Save button 3 6 P a g e

32 Sales Management Plus User Manual Keeping Track of Customers The information used to keep track of specific customers is imported from the user s business system. These are qualities for a particular customer usually pre-defined by the user s company. Figure 3-12: Customer Heading Information The Customers screen displays the following information used to track customers, Basic information for a company including address, phone and fax numbers. Social Media Information including company web site, company Facebook page, company LinkedIn account and twitter handle. NOTE: personal social media information can be stored at the contact level. Account number, account manager, store location (branch location) and SIC codes Profiling Fields o These are important fields that are pre-defined by the user s company o Profiling a customer helps the user and the user s marketing department to refine searches and filters for marketing and analysis o Examples used in Figure 3-10 are Customer Type, Industry Type, Account Mode and Target Program General Classification (SMP defaults to Customer classification) o Even though SMP refers to this form as the Customers form, users do not have to limit entries to the purchasing customers. Users can add Vendor s, Competitor s etc. o This classification is important when users are preparing a marketing list and they want to make sure only the customers are marketed to DUNS number Updating a Customer Users have the ability to update the customer information in SMP to be more accurate than what is stored in their business system. To Change Customer Information, 3 7 P a g e

33 1. The Customer name is the name that comes directly out of your business system; however, a customer is usually known by a different or more common name. Updating the Ref name will change the customer name that appears in the Look-up dropdown when searching for a customer in any of the modules but does not change the actual Customer name. This is convenient with customers that have the same name. For example, your business system might have two accounts both called Smith & Sons Company. You can alter one of the account s Reference Name to read Smith Company or Smith Sons. 2. You have the ability to add a website address as well as update the phone numbers and mailing address for the customer. Changes made to this information will not be affected when sales information is updated from your business system. 3. Any item that is grayed out is not updatable a. Assigned ID b. Store branch c. Account manager d. Updated date e. DUNS number NOTE: The Store Branch and the Account Manager can be changed by the SMP administrator for the user s company. 4. Deactivating/Reactivating a Customer a. Users can Deactivate a customer by deselecting the Active button and SMP will ask the user to confirm deactivation (Figure 3-13) Figure 3-13: Active Checkbox in the Customer form b. If users want to check deactivated customers or need to reactivate a customer, open the Market Analysis form: i. Filter criteria to set Active criteria to Inactive Only ii. Click Run iii. Click on the Customer name which will direct the user back to the Customer form iv. Check the Active box - this will reactivate the customer NOTE: Users can only deactivate customers 3 8 P a g e

34 Sales Management Plus User Manual Logging Information for a Particular Customer There are seven tabs in the Customers screen that can be managed to view and log information for an individual customer (Figure 3-14): Figure 3-14: Customer Tabs for Logging and Viewing Information Contacts - enter and maintain information specific to each contact Sales shows Product Level 1 sales figures, GP and GP% for the last 3 years; can identify a competitor for a product grouping Sales Details shows Product Level 3 sales history Quotes view quotes from the company s business system for the customer (please note this data is optional and will not appear in all databases) Open Orders view open orders from the company s business system for the customer (please note this data is optional and will not appear in all databases) Activities log and view activities for the customer Projects Review projects the customer is associated with as well as the projects for which the customer is the primary account; can add a new project from the customer field; activities and tasks within a project can be assigned to one or many associates/vendors/customers Info & Notes log general notes and information on the customer (i.e. credit limit or average days out); enter the employee count here and SMP does a potential calculation and loads it on the sales page NOTE: Employee count helps estimate available business. Notes can be used to track general information on the customer, including a link to voice notes recorded by SMP Mobile users about the customers. Voice Notes can be transcribed using a built-in speech recognition program, or by manual transcription of the notes. Please see the chapter on Audio Management for more information. Links set hyperlinks to files or folders designated on the user s PC or Network; convenient and quick access to documents related to the user s account; can also include a URL path to a website Maintaining Contacts Once users have selected or added a customer, they can view, update or add contacts. Contacts have their own listing with information specific to them. If no alternate information is entered for a contact, SMP will draw from the company information. Maintaining accurate information for each individual contact is critical. Figure 3-15 shows an example of contact information for Coffey Lab. While all the other contacts for Coffey Lab are located in Seattle, WA, Al Smiley is located in Redmond, OR. If the user had left out the Alternate 3 9 P a g e

35 Address for Al Smiley, all of his communications would have been sent to an address where he might not receive mail. Users can add as many contacts to a customer as they wish. SMP updates the application when users change customer information, including adding a contact. Review contacts periodically to ensure correct information. Figure 3-15: Contact Information for a Customer To Add a Contact, 1. Add the contact s first name in the white box (Figure 3-16) Figure 3-16: Adding a New Contact 2. Click Add 3. Add the contact s last name 4. The Addr By is how you refer to a contact in communications. It will default to the contact s First name but users can change this if necessary NOTE: Do not leave the Addr By blank because the greeting may be used when sending out a Mailer in SMP 3 10 P a g e

36 Sales Management Plus User Manual 5. Enter a Title 6. Enter the phone and fax numbers in the personalized contact information box to the right of the contact list (Figure 3-16) i. Under the field for phone numbers, there are three additional fields to record extra contact information such as Mobile and Home phone numbers (Figure 3-16) 7. Enter an address and an alternate physical address if necessary. i. Note that the application will not allow for entry of addresses that are malformed. This includes address entry containing spaces (before, in or following the address) in the address field. The address must also feature symbol and a suffix including. such as.net. If the user does not enter a correctly formed address, the application will return an error. The user will need to correct the address to proceed. 8. Methods for sending correspondence (next to the OK to Recv) i. The OK to Receive boxes are checked by default ii. Each box permits a specific type of correspondence with the contact iii. If the user s customer does not wish to receive correspondence by one or all of these methods, deselect that type(s) 9. Select the pull-down options from the profile fields for the contact i. Figure 3-17 has example profile fields (circled in Red): Functional Role, Buying Role and Lead Source ii. Profiling here is beneficial because it increases the flexibility on how users manage their application 10. Add notes specific to your contact, using the contact Notes box immediately below the Alt Address information. i. Notes can be used to track general information on the contact, including a link to voice notes recorded by SMP Mobile users about the contact. ii. Voice Notes can be transcribed using a built-in speech recognition program, or by manual transcription of the notes. This feature is available only on the mobile app. Please see the chapter on Audio Management for more information. 11. Opt the contact into any existing Marketing Lists using the Mktg List Tab and checkboxes; do the same for Marketing Interests in the Mktg Interests tab. i. This information, much like the profile fields can be beneficial because it increases flexibility for searching/querying contacts with certain common attributes. 12. Use the Social Media Tab to add details about the individual s social media contact points, if applicable users can add links to a contact s personal Facebook page, LinkedIn account, twitter handle, Skype address and Instant Message (IM) address. 13. Now you have successfully added a contact 3 11 P a g e

37 Figure 3-17: Contact Information for Albert Smiley NOTE: When you enter or update contacts, be sure to maintain accurate profiles. SMP allows users to customize sorting, labeling and categorizing of their customers and contacts. The customization gives users greater flexibility to manage their application. Sales Management Plus establishes programmable fields based on the user s business needs. As a result, their programmable fields are unique to the users business application. To Move a Contact from one customer account to another, 1. Select the contact you wish to move by clicking on the box next to their First Name 2. Click on Move Contact (Figure 3-18) Figure 3-18: Move Contact toolbar option 3. SMP will ask you to select the customer account to which you want to move the contact to: Click Ok a. Enter the customer account to which you want to move the contact b. Click Select Customer 3 12 P a g e

38 Sales Management Plus User Manual Figure 3-19: Select Customer window 4. SMP will ask you if you are sure you want to move the contact from the current customer account to the selected customer account (Figure 3-20) 5. Click Yes and the contact will be successfully moved to the selected customer account Figure 3-20: Move Contact Confirmation Using Marketing Lists SMP makes marketing to customers easy with marketing lists. Users can create marketing lists using analytical tools in SMP or from scratch. Marketing and sales departments may have already prepared lists, or users can create a list for their own use. See Mailers in Chapter 12 for more information on using and creating marketing lists. To Add or Remove a Contact in a Marketing List, 1. Select the contact 2. Click the Mktg Lists tab in the contact s personalized contact information box 3. Check the On List box to add a contact to that particular marketing list that will be of interest to them or uncheck to remove the contact (Figure 3-21) 4. NOTE: SMP recommends that users always ask a customer prior to adding them to a marketing list 3 13 P a g e

39 NOTE: Selecting the Web Enabled option allows customers to add or remove themselves from marketing lists on your company website, if the Opt-in marketing option is available. See Mailers in Chapter 12 for more information on Opt-in/Opt-out web enabling. Figure 3-21: Adding/Removing Contacts in a Marketing List Using the Marketing Interests Checklist The Marketing Interests tab shown in Figure 3-22 allows users to further refine their marketing efforts for their contact by selecting additional information the contact would be interested in receiving. The company s SMP administrator will set up the list of marketing interests. Figure 3-22: Marketing Interests Checklist To Add or Remove Contacts in a Checklist, 1. Select the contact 2. Click the Mktg Interests tab in the contact s personalized contact information box 3. Check the box next the contact s marketing interest or uncheck the box to remove the contact from that interest category Using Enhanced Marketing Interests SMP provides SMP Administrators with the option to implement enhanced Marketing Interests, allowing for up to 600 unique Marketing Interests to be selected for a Customer s Contact. To use Enhanced Marketing Interests, SMP Administrators need to contact their SMP Account Manager or support@gosmp.com to have the functionality enabled. Additional Marketing Interests can be added inside the SMP Web Administration utility, once the Enhanced Marketing Interests option has been activated. SMP Administrative permissions are 3 14 P a g e

40 Sales Management Plus User Manual required to add/manage all marketing interest options. Once they are added via the SMP Web Admin utility, the values will show in two places within your Sales Management Plus Database: 1. The Customer Subject Area: for each contact, within the Marketing Interests Tab 2. The Mailers Subject Area within the Check List tab Using the Social Media Tab The Social Media tab allows users to further refine their marketing efforts for their contact by adding additional information about how to connect with contacts via Social Media. These include a contact s personal Facebook page, LinkedIn profile, twitter handle, Skype name and Instant Messenger (IM) address P a g e

41 Sending an from the Customers Form SMP provides users with the ability to send an to a contact directly from the customer form by clicking the button to the left of the contact s address (Figure 3-23). The Outlook engine will load with the contact s address already entered. Use the options in the SMP contact screen to effectively communicate with customers. SMP uses Outlook as the client, so users have the same abilities as Outlook; including a Send folder to store sent . Figure 3-23: ing in SMP Viewing the Sales Tab The Sales tab displays current year sales figures and gross profit percentage as well as the past two years performance for the selected customer. All the sales figures are divided into individual product levels (Figure 3-24). Users have the option to log Notes via the Notes field and can manage notes specifically about the Customer and Product Group from this area. To add/manage Customer Product Group Notes, 1. Click on the click to add notes message next to the Product Group where notes are to be added. A text box will pop up on screen. 2. Add new notes, edit existing notes or add to existing notes within the text box P a g e

42 Sales Management Plus User Manual 3. When notes are complete, click SAVE at the bottom right to save changes; click cancel or X (in the right corner of the screen) to exit out of the notes window without saving changes. 4. If notes are present for a given Product Group, a Y icon will appear next to the click to add notes box, indicating notes are present. 5. Notes can be reported out to Excel using the Prod Lvl Monthly Totals with Notes report found here within Customers, or within Market Analysis. The Potential and Goals set in the Sales tab are also displayed on this screen. Users cannot update "Market Potential" themselves, but SMP can do an automatic calculation by using the SIC Code and the number of employees. Users can update "Potential" in the "Goals form" only. However, users cannot update the Potentials or Market Potential in this Customer Information form. Users can sort, ascending or descending, by any of the column headers in the Sales tab (i.e. Prod Lvl 1, Sell or Potential). SMP also provides users will the ability to identify a competitor for a product grouping. To Identify a Competitor, 1. Go to the Competitor column of the Sales tab 2. Select a name from the pull-down menu (Figure 3-25) 3. Competitors are predetermined by your SMP Administrators Figure 3-24: Sales Tab 3 17 P a g e

43 Figure 3-25: Competitor Selection list in the Sales tab Enhanced Competitor Module SMP has created an Enhanced Competitor Module that will allow users to truly track not just your competitors, but also the competitor sales representatives who work for them. This module allows you to: Add multiple competitors for a single customer Add multiple competitors for the same product level Flag specific competitor sales representatives for your customer on a global level as well as by product level Add Notes for each competitor on both a global level and on a product level Run competitor centric reports so your team can focus on which competitor may be having the greatest influence on your customers **Contact your SMP Account Manager to activate this feature for your SMP Database** To receive the benefit of SMP s Enhanced Competitor Module, your SMP Database needs to have competitors and their sales representatives loaded. You can add the competitor companies one at a time, or contact your SMP Account Manager to help with an upload process. To add the competitor companies to your database one at a time, complete the following process: Add competitors to your database Add competitor relationships to your customers Add competitor relationships to product levels Add Competitors to your database 1. Open the Customers Subject Area 2. Select Add Customer 3 18 P a g e

44 Sales Management Plus User Manual Figure 3-26: Add Customer 3. Add the Competitor s Company information 4. **IMPORTANT** Select Competitor under the Gen Class area Figure 3-27: Flag as Competitor 5. Add Contacts for the Competitor Company the same way you would add them for any other entity 6. Companies Flagged with a Gen Class of Competitors will be available for selection as part of the Enhanced Competitor Module Add Competitors to your Customers 1. Select the customer you would like to add competitors to 2. Select the Sales Tab 3. You MUST first select all competitor companies that are applicable to any and all product lines. You will only be able to select from this list for a particular product level. Figure 3-28: Edit Competitors 4. Select the applicable competitor/sales reps 5. Users can fill in estimated Market Share and Notes for each Sales Rep a. Note User must have the row highlighted to add notes/market share 6. Hit SAVE when you have finished entering the information 3 19 P a g e

45 Figure 3-29: Select Competitors by Customer Add Competitor by Product Level 1. Highlight the product level you would like to update competitors for 2. Select the Click to Edit box 3. Similar to the above instructions for including competitors at the global customer level, you can select the competitor/sales rep as well as enter estimated sales dollars by product category and notes specific to the selected product category 4. NOTE: For every competitor salesperson, only the first three Product Levels added will display in the reports (see Reports details below for more information). Figure 3-30: Select Competitors by Product Group Reports There are three reports that pull Enhanced Competitor Module information. They are located within the Market Analysis Report Selection Box and will run based on the customers users have filtered on inside the Market Analysis subject area. The Three Reports are: Enhanced Competitor Report by Comp Salesperson Enhanced Competitor Report by Competitor Company 3 20 P a g e

46 Sales Management Plus User Manual Enhanced Competitor Report by Customer NOTE: For every competitor salesperson, only the first three Product Levels added will display in the reports. Viewing the Sales Details Tab The Sales Details tab allows users to view more specific sales data about a particular customer. Potentials and Goals for each customer at each product level can be set here. Users can sort, ascending or descending, by any of the column headers in the Sales tab (i.e. Prod Lvl 1, Sell or Potential). To view sales information broken out by product categories, 1. Choose a product grouping from the options available under the Select Prod Lvl 1 pulldown menu. SMP will display the sales information by product categories for Prod Lvl 2-3. (Figure 3-26 shows more detailed sales figures for Enclosures) Product Level 2 and 3 supply users with additional information on which products or manufacturers fall within this breakout. 2. From the Sales tab, click on one of the hyperlinked Product Level 1 product groups. SMP will automatically open the Sales Details tab with the chosen product level 1 group selected Figure 3-31: Sales Details Tab To Set a Total Potential and Total Goal for the Customer and Product Level, 1. Go to the Goals form and set the Potential or the Goal (Sell/GP/GP %) 2. SMP can load the Market Potential for all customers if your SMP administrator provides them with the following information: 3 21 P a g e

47 a. Company SIC Code b. Number of Employees NOTE: SMP Administrators must notify your account manager at SMP if you want the Market Potential displayed in your application. Viewing the Quotes Tab The Quotes tab allows users to view details regarding active Quotes (which are referred to in some systems as Bids) from the company s business system (or ERP). The data is presented in a grid view, with the Quote number hyperlinked. Clicking on the Quote number will open the quote details, which can then be exported to excel. In addition, all quote detail can be shown in a popup window by using the show all quote detail option in the upper right of the form. Once the popup is show, the user will have the option to take all data out to Excel as well. Data in the tab will be displayed as a grid filters exist at the grid level, and pins allow for the data to be pinned at the left (similar to how freeze panes works in MS Excel). Users have the following grid options in each of the new subject areas: Sort by any column (click once = A-Z/low-high; click twice = Z-A; high/low) Group by any column (click/hold column name and drag/drop up into the drag a column header here to group. white area at the top of the screen. Filter use the funnel icon on the right side of each field to filter the grid data (filters follow similar logic to those seen in MS Excel). o Users can select a single item, blanks, non-blanks, or custom to apply custom filtering; selecting all removes all filtering that is already in place P a g e

48 Sales Management Plus User Manual Pin use the pin icon on the far right side of each field name to freeze panes at that field, allowing the field at the pin point to be continuously viewed even when scrolling the grid to the right to view additional columns of data. Click the pin icon on the desired field to pin field in place. NOTE: the first pinned field will be moved to the far LEFT of the grid. Pin pointing down indicates pinning is in place o Pin pointing to the left indicates pinning is not in effect. o Pinning down MULTIPLE fields freezes each field in place and allows the view of multiple frozen fields at the left side of the screen, while you scroll to view additional fields down the grid. NOTE: Quotes data can be brought in as part of the regular scheduled batch data uploads from the ERP, and can be scheduled in coordination with your company s SMP Account Manager and your company s internal IT Team. Viewing the Open Orders Tab The Open Orders tab allows users to view details regarding active Open Orders from the company s business system (or ERP). The data is presented in a grid view, with the Order number hyperlinked. Clicking on the Order number will open the order details, which can then be exported to excel. In addition, all order detail can be shown in a popup window by using the show all order detail option in the upper right of the form. Once the popup is show, the user will have the option to take all data out to Excel as well. Data in the tab will be displayed as a grid filters exist at the grid level, and pins allow for the data to be pinned at the left (similar to how freeze panes works in MS Excel). Users have the following grid options in each of the new subject areas: 3 23 P a g e

49 Sort by any column (click once = A-Z/low-high; click twice = Z-A; high/low) Group by any column (click/hold column name and drag/drop up into the drag a column header here to group. white area at the top of the screen. Filter use the funnel icon on the right side of each field to filter the grid data (filters follow similar logic to those seen in MS Excel). o Users can select a single item, blanks, non-blanks, or custom to apply custom filtering; selecting all removes all filtering that is already in place. Pin use the pin icon on the far right side of each field name to freeze panes at that field, allowing the field at the pin point to be continuously viewed even when scrolling the grid to the right to view additional columns of data. Click the pin icon on the desired field to pin field in place. NOTE: the first pinned field will be moved to the far LEFT of the grid. Pin pointing down indicates pinning is in place o Pin pointing to the left indicates pinning is not in effect. o Pinning down MULTIPLE fields freezes each field in place and allows the view of multiple frozen fields at the left side of the screen, while you scroll to view additional fields down the grid. NOTE: Open Order data can be brought in as part of the regular scheduled batch data uploads from the ERP, and can be scheduled in coordination with your company s SMP Account Manager and your company s internal IT Team. Tracking Customer Activities Activity tracking allows users to add tasks, record phone calls, record customer meetings and log information requests for themselves as well as other users in the company. The Customer Activities tab shows a listing of various activities that pertain to the particular customer. An activity will list active contact names as well as inactive contact names in order to identify the responsible parties for the activity regardless of their current involvement in the company P a g e

50 Sales Management Plus User Manual Figure 3-32: Activities Tab The Customer Activities tab lists the customer s activities, which include the following items: Activity Number Overdue (there are two red exclamation marks if the activity is past its due date) Activity Type Complete (box will be checked if it the task or information request is complete) Subject Contact (customer contact involved with the activity) Owner of the Task Assigned By (employee who Assigned the activity) Sales Purpose Start Date Due Date Users can further refine this list by selecting or deselecting Type of activity from the list (Figure 3-33). Users can also select the Purpose, Status, Contact and Activity # to identify the activity they wish to find. Once the filters are selected (or deselected), click the Refresh button and the new list of activities will be displayed. Users can also sort by any of the column headers (i.e. sort by Start Date in descending order). Figure 3-33: Activity Types and other Criteria for narrowing activity list To Add an Activity, 1. Click Add (circled in Red in Figure 3-33) 2. Choose one of the four activity types from the pop-up window (Figure 3-34) 3 25 P a g e

51 Figure 3-34: Activities Dialog Box 3. Fill in the appropriate information for the activity 4. Click Save and Close To Edit an Existing Activity, 1. Click on the hyperlink for the activity to be edited Figure 3-35: Activity Type Click on hyperlink to open up the activity 2. The appropriate window for that activity will open 3. Make the necessary changes 4. Click Save and Close 5. If you press ESC (escape button on keyboard) while you are editing a Task or an Info Request activity, you will be prompted with the option to save or discard the changes made. The following four sections describe the four types of activities found in the Customer Activities tab P a g e

52 Sales Management Plus User Manual Using Tasks SMP displays tasks on the home page if users have chosen the display option that includes their Top 50 Open Tasks (see Opening Screen in Chapter 2 for more information). Users can synchronize their tasks as well as customer contacts with Microsoft Outlook. When assigning a task to an associate, users can the task directly to them by clicking in the Task window. Figure 3-36: Activity Task Window To Add a Task, First, designate the task: 1. Click Add 2. Click Task-Add New from the Activities dialog box 3. Select the Subject from the drop-down box, or create your own subject 4. The customer name automatically displays in the Customer field 5. Select a Contact: If there are no contacts listed for the customer, this drop-down will be blank. Users need to add contacts prior to continuing. 6. Assign the task to yourself or co-worker Next, detail the task: 1. Choose the Start and Due Dates 2. Change the Status to the appropriate option 3. Select the Project, if this activity is part of a pre-existing project 3 27 P a g e

53 a. This will allow the task to appear in the Project form under the Activities tab (see Project Management in Chapter 6 for more information) b. When users open an activity that is part of an inactive project, the project will still be included in the list of projects in the Project drop down box 4. Set the Reminder if you plan to synchronize your tasks with Microsoft Outlook (see Outlook Synchronizing documentation for more information) 5. Type a description of the task in the body window a. SMP allows users to copy text and paste it into the task body window. You can use your key strokes or Right mouse click to copy, cut & paste. 6. Click Save and Close To a Task, 1. Add a task using the steps above 2. Click (circled in Red in Figure 3-37) Figure 3-37: ing a Task a. SMP will open the SMP Task message with all the task s information in the message window (Figure 3-39) b. SMP will automatically fill in the address of the Assigned To person or users can enter an address from their Address book 3 28 P a g e

54 Sales Management Plus User Manual Figure 3-38: SMP Task Message c. Type in the CC address if necessary d. Click Send and the Task will be sent 3 29 P a g e

55 Logging New Phone Calls Logging phone calls will help users to keep track of important conversations with customers. Users can take notes on the phone call, including who was called, how long the conversation lasted and when the call took place. To Log a Phone Call, First, designate the subject in the Call Log window (Figure 3-40): 1. Click Add 2. Click Phone Call Log New from the Activities dialog box 3. Select the Subject from the pull-down list or type in your own subject Figure 3-39: Phone Call Log Window 4. The customer s name automatically displays in the Customer field Second, select the people involved in the phone call: 1. Select the name of the person placing the phone call from the Salesperson list 2. Select the appropriate Status of the phone call a. Selecting In Progress will activate the timer and log the minutes of the phone call. Users can pause and reset the timer of the phone call. 3. Enter the Contact s name a. Users can record multiple entries for each contact in the phone log since it often takes more than one call to complete a task 4. Enter the date of the phone conversation 3 30 P a g e

56 Sales Management Plus User Manual Last, fill in the information about the phone call: 1. Enter the length of time of the phone call, if the user did not choose In Progress before making the call 2. Select the Purpose of the call a. Pre-sales call b. Post-sales call 3. Select the Project if this activity is part of a pre-existing project a. Users can choose to log information about the products, competition and potential dollar amount involved b. When users open an activity that is part of an inactive project, the project will still be included in the list of projects in the Project drop down box 4. Select the TCO Reduction to track activities that result in lowering the Total Cost of Ownership for the customer a. When entering TCO Reduction information for a customer meeting or phone log activity, users can now indicate whether the reduction was a one-time or annual savings. b. Users can also enter a quantity of items and either a new price, old price or an amount per item saved 5. If appropriate, select Billable 6. Enter any notes about the conversation in the Notes field 7. Click Save and Close Logging Customer Meetings Logging customer meetings helps users keep track of important meetings with customers. Users can record who represented the customer and who represented your company. This form also provides the users with the ability to log the meeting as part of a joint sales call, what program to apply it to, and which manufacturers representative attended. To Log a Meeting, First, designate the subject in the Meeting Log Window (Figure 3-41): 1. Click Add 2. Click Customer Meeting Log New from the Activities Dialog box 3. Select the Subject from the list or create your own subject 4. The customer s name automatically appears in the Customer field Next, select the people involved in the meeting: 1. Select the name from the Contact drop-down list a. The name should be the primary contact at the meeting 2. Select the names of additional contacts at the meeting a. If contact names are unavailable for selection, users must add the contacts names to the Contact tab 3. Select the names of all participants from the user s company a. Select names from the Salesperson and Addl Salespeople lists 3 31 P a g e

57 Figure 3-40: Customer Meeting Log Window Finally, complete the details of the meeting: 1. Enter the Date and the approximate Time Spent for the meeting 2. Enter a Joint Sales Call Program if necessary along with the Rep a. The list of reps for the Joint Sales Program includes only active reps in the SMP application (inactive reps will not show up on the list) 3. Select the Purpose of the meeting a. Pre-sales purpose b. Post-sales purpose 4. Select the Project, if this activity is part of a pre-existing project a. Users can choose to log information about the products, competition and potential dollar amount involved b. When users open an activity that is part of an inactive project, the project will still be included in the list of projects in the Project drop down box Select the TCO Reduction to track activities that result in lowering the Total Cost of Ownership for the customer 6. If appropriate, select Billable 7. Enter any notes about the conversation in the Notes field 8. Click Save and Close 3 32 P a g e

58 Sales Management Plus User Manual Logging Customer Information Requests Users have the ability to jointly keep track of publications, such as catalogs and brochures, which are sent to customers with Customer Information request forms (Figure 3-42). Figure 3-41: Customer Information Request Window To Add a Customer Information Request, First, designate the subject of the information request: 1. Click Add 2. Click Information Request Make New from the Activities dialog box 3. Select the Subject from the pull-down list, or create your own subject 4. The customer s name automatically appears in the Customer field Next, select the people involved in the information request: 1. Select the name of the Salesperson assigned to this customer or responsible for following up on this request 2. Select a name from the Assigned To field, if users ask a co-worker to put together the information and send it to the customer 3. Change the Status accordingly 3 33 P a g e

59 4. Select the names of Contacts for the customer who requested the information 5. Select more names in Copy Cntcts, if more than one person was sent the information 6. Select the Purpose of the information a. Pre-sales purpose b. Post-sales purpose 7. Select the Project if this activity is part of a pre-existing project a. Users can choose to log information about the products, competition and potential dollar amount involved b. When users open an activity that is part of an inactive project, the project will still be included in the list of projects in the Project drop down box Last, add details to the information request: 1. Type the Publication number or name into the Publication field 2. Select the Pub Number, if the user entered a publication number, or Pub Description, if the user entered a publication name 3. Click Add to bring up additional fields 4. Select the method the publication was sent a. Electronic format b. Print format 5. Select the quantity (Qty) that was sent 6. Select the data the information request was Sent 7. Enter the Web Link address, if the information was sent via web link Viewing and Editing Projects Projects are a set of tasks and activities that lead toward a set goal. Activities and tasks within a project can be assigned to one or many associates, vendors, partners or customers. In the Projects tab of the Customers form, users can review all projects the customer is associated with as well as the projects for which the customer is a primary account, and add new projects. The Projects tab screen includes the Project Reference name, Project Manager (PM), Project Type, Decision Data, Priority, Status, Date Entered, Data Updated, Product Level 1, Potential $, and Probable $. (Figure 3-43) 3 34 P a g e

60 Sales Management Plus User Manual Figure 3-42: Projects Tab To View Projects, 1. Click on the hyperlinked Project Reference name a. SMP will open the project in the Project Add/Edit form (see Project Management in Chapter 6 for more information) To Add Projects, 1. Click on the Add New Project button (circled in Red in Figure 3-43) in the Projects tab a. SMP will automatically open up the Project Add/Edit form with the customer information displayed b. For example, by clicking on the Add New Project button in the Coffey Lab customer screen, the Project Add/Edit form will automatically open with Coffey Lab s information displayed in the appropriate fields i. The Project Reference name, Customer name, Account Manager and Project Manager will appear after using the Add New Project button ii. The Project Reference name will be highlighted so the user can immediately begin to type in their Project Ref name, which will show up under the Projects tab in the Customers form iii. See Project Management in Chapter 6 for more information 3 35 P a g e

61 Adding Additional Information The Info & Notes tab allows users to log general notes and information on the customer such as credit limit, average days out, square footage of customer buildings and employee count. (Figure 3-44) Users can enter the employee count here and SMP will do a potential calculation and load it on the sales page. Employee count helps estimate available business. For example, if a contractor buys approximately $40,000 of electrical products per employee, users can enter the employee count here and SMP will calculate a potential earning amount and save it to the sales information. The Info & Notes tab has the ability to hold additional text, values and programmable fields. These Programmable Fields are pre-defined by the user s company, while the notes can be managed by any user with access to the customer. Figure 3-43: Info & Notes Tab Linking Customer Information SMP allows the user to set hyperlinks to files or folders designated on their PC or Network, provides quick and convenient access to documents related to the customer account. Users can also include a URL path to a web site. (Figure 3-45) Figure 3-44: Links Tab To Set Hyperlinks to Files or Folders Designated on the PC or Network, 1. Setting a link to a folder a. Open the document on your desktop b. Copy the link address c. Paste the address into the Links tab d. Click Add and the link will be saved to the list 2. Setting a link to a file a. Click Browse in the Links tab b. Select the file and click Open 3 36 P a g e

62 Sales Management Plus User Manual c. Click Add and the link will be saved to the list 3. Click on the Go>> hyperlink (circled in Red) to access the file, folder or website To Set a URL Path to a Web Site, 1. Enter the URL path in the white field in the Links tab and click Add 2. Links on your own hard drive cannot be accessed by anyone else 3. Links on the shared or network drives can be accessed by users from the Links tab in the Customers form The Local checkbox (in between the link address and the date it was added) is a visual reminder of which items are only viewable on the user s PC P a g e

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64 Chapter 4 Activity Review To open the Activity Review screen, click on the following: UNDERSTANDING THE FUNCTIONS OF ACTIVITY REVIEW: 1. Add and modify activities; including tasks, phone calls, customer meetings and information requests (find the same activities under the Customers module when adding an activity) 2. Monitor activities and determine the status of project action items 3. View activities by priority, due date, status etc. 4. Filter by Customer lists as well as Project names to better manage your activities 5. Select specific customer criteria for viewing (i.e. subject, contact, timeframe) a. The contact can be the primary contact in the activity as well as an additional contact 6. Click on the hyperlinked Activity Type which will open up the individual activity for updating/modifying 7. Managers can view all activities assigned to a group of employees rather than running reports individually 8. Status allows users to view their open activities separately from their completed activities 9. Create Microsoft Excel reports of the activity data if the user needs to use the information outside SMP (See Generating Reports in Chapter 11 for more information) The Activity Review screen is made up of two frames: a List frame (upper half) and the Filter Criteria frame (lower half). It allows the user to view activities at corporate, customer, territory or account manager levels which is explained further in the Reviewing Existing Activities section. However; users must add activities before reviewing them. The next section explains how to add an activity and how to set filter criteria to review existing activities. 4 1 P a g e

65 Creating Employee Groups To Create a Group, 1. Click on the Groups button and the Employee Groups box will pop up Figure 4-1: Activity Groups 2. Click the Create New Group Name button and fill in the information, then hit Save & Close Figure 4-2: Group Name Information 3. Select the new employee group from the pull-down list so you can add new group members 4. Select the employee name from the pull-down list and click Add 4 2 P a g e

66 Sales Management Plus User Manual Figure 4-3: Adding Employee Group Members 5. Once all the necessary group members have been added to the list, click Save & Close 6. Users can edit an existing group by selecting the group and then editing the Employees in the list a. To remove employees from the list, uncheck the Active box next to the name that should to be removed b. Click Save & Close to save any changes to the group list Figure 4-4: Adding New Employee Groups 4 3 P a g e

67 7. Users can remove an employee group a. Select the group and then click the Delete Group button b. SMP will ask if you are sure you want to delete the group, click Yes Figure 4-5: Deleting Employee Group The following example (Example 1) explains how to add an activity task so that users can review the activity in the next example. If the activity already exists in the application, skip to Example 2. EXAMPLE 1A: Adding a Single Activity After opening the Activity Review screen, click on the Add Activity tab and SMP will display the following frame: Figure 4-6: Add Activity 4 4 P a g e

68 Sales Management Plus User Manual 1. Select the customer you wish to add an activity for. We have chosen Coffey Lab as our customer. 2. We are going to add a Task activity for Coffey Lab by clicking on Task Add New. 3. An Activity Task screen will pop up for the user to fill out (Figure 4-7) Figure 4-7: Activity Task 4. Fill out the Activity Task form (see Customer Information in Chapter 3 for more information) a. Fill in or select the Subject for the Task b. The Customer field is automatically filled in for you c. Users can choose from a list of Status options d. While users can start a task for themselves, they may also assign a task to a coworker i. Select an employee name from company list preloaded into the Assigned To field e. Change the Due Date accordingly f. Add notes using the Notes tab g. Add file or web links using the Links tab 5. Hit Save and Close a. Allows users to save the activity in the application b. If the user wishes to not save any of the changes made on an existing activity or save the new activity then hit Cancel to delete the activity (as long as you cancel a new activity before saving it, it won t be saved in the application) or discontinue editing the activity 6. Sending an Activity through 4 5 P a g e

69 a. The user can send an of the activity and all its contents to internal company employees by clicking (see Customer Information in Chapter 3 for more information) 7. Using the Add Follow-Up Button a. Clicking Add Follow-Up will open a task quick-add window which will allow users to select a subject from the pre-defined SMP Task subject dropdown, add notes, assign the task and add a due date in a single, easy-to-navigate window. i. Complete the subject, using the drop-down list or by typing in a subject ii. Click the notes area to open a Notes window, where notes can be added iii. Use the drop-down list to select a person to assign the task to, if necessary. iv. Use the drop-down calendar to add a due date v. Use save and close to save the task and close the window, returning the user to the original activity vi. Use Cancel and close the window, returning the user to the original activity EXAMPLE 1B: Adding a Group of Tasks at Once After opening the Activity Review screen, click on the Add Activity tab and SMP will display the following frame: Figure 4-8: Add Activity 4 6 P a g e

70 Sales Management Plus User Manual 1. Select the Customer List you wish to use an SMP Task will be added for EACH Customer on the Customer List. Note that the screen is slightly different than the SMP Task added in Example 1A. 2. An Activity Task screen will pop up for the user to fill out. 3. Fill out the Activity Task form (note that the Customer will be automatically filled in on each SMP Task once the data is saved). a. Fill in or select the Subject for the Task the same subject will be used for each Task assigned to each Customer. b. Users can choose from a list of Status options c. While users can start a task for themselves, they may also assign a task to a coworker i. Select an employee name from company list preloaded into the Assigned To field 1. Note: users can select the first option on the drop-down list of [Account Manager] to assign each Task to the customer s primary Account Manager. ii. Change the Due Date accordingly iii. Add notes and complete other fields as necessary. 4. Hit Save and Close a. Allows users to save the activity in the application 4 7 P a g e

71 b. If the user wishes to not save any of the changes made on an existing activity or save the new activity then hit Cancel to delete the activity (as long as you cancel a new activity before saving it, it won t be saved in the application) or discontinue editing the activity EXAMPLE 2: Reviewing an Existing Activity SMP users can access an activity that has already been added to the application for reviewing or editing by running a list of activities. If users want to open existing activities, click on the Criteria All tab and SMP will display the following frame: Figure 4-9: Criteria-All Filter Tab 1. To find an activity that is already in the application, the user can use this criteria to refine their search 2. Using the task from Example 1, we already know some of the Criteria fields a. Fill in the following criteria fields (Figure 4-8): i. Customer we assigned the task under the customer account of Coffey Lab ii. Activity Type we created an activity Task iii. Subject our subject was EXAMPLE 1; if users are using similar subjects for their activities then they can use the wildcard to bring up all the activities (for example, typing EXAMPLE% will bring up a query with all subjects that start with Example ) 1. Note: only subjects for ACTIVE activities show by default in the Subject drop down list, or when using a wildcard. If a user needs to query inactive activity Subjects, the Active drop down should be changed to both or inactive only, whichever best suits the user s needs. iv. Owner we assigned the task to Jack Boman so he is the owner of the activity we created v. Assigned By the person that assigned this task to Jack Boman is Tom Smith; he is the person that is logged into the SMP application vi. Status was marked In Progress thus the task is Open 4 8 P a g e

72 Sales Management Plus User Manual Figure 4-10: Activity Task Only query for Example 1 3. Based on the Criteria that was completed in Figure 4-8, a list of activities relating to those fields were created a. Refining the search makes it easier to locate your activity, as you can see from the example above b. Users can also select less criteria which will result in a broader list of activities to choose from 4. Click on the Activity Number to open an existing activity of any type. a. Users can then edit any details for the activity as long as they have permissions to view the customer associated to said activity. b. For existing activities that were added OR edited via SMP Mobile, users may notice the voice notes button is active this indicates there are active voice notes for the activity recorded via SMP Mobile. i. Clicking the voice notes button will open the voice notes dialogue box, and allow users to play back the voice notes, translate the voice note to text (if speech recognition profile is loaded) or listen and self-transcribe the voice note. Voice notes can also be deleted from this dialogue box. ii. For more information on voice notes and speech recognition profiles, please see the chapter on Audio Management. Please read on for more detail on the Activity Review screen. 4 9 P a g e

73 Adding an Activity To add an activity, 1. In the Filter Criteria frame, click the Add Activity tab (Figure 4-10) Figure 4-11: Add Activity frame 2. Select a name of a single customer from the Customer box, or a group of Customers from the Customer List drop-down. Note: using a Customer List ONLY allows the user to add Tasks. 3. If a single customer is selected, click one of the four activity buttons to add a new activity. We chose Task Add New in the example (Figure 4-10) a. Type or select a subject, Select the status and Input any notes i. To paste notes into the Activity box, users must use key strokes ii. Ctrl+V to paste; Ctrl+C to copy; Ctrl+X to cut b. Users have the option of adding the task to an existing project c. Once the user fills in all the appropriate information hit Save and Close and the task will be added to the user s list of activities d. Users can also the activity 4 10 P a g e

74 Sales Management Plus User Manual Figure 4-12: Activity Task window Please see Customer Information in Chapter 3 for more information on how to add an activity. This chapter also describes the function of each activity. Reviewing Existing Activities To generate results using the Filter Criteria frame, 1. Click on the Criteria-All tab to display the Filter Criteria 2. There are many filtering options such as Customer, Activity Type, Status and Time Frame 3. The users have the option to choose the many categories to Sort By (located at the bottom right of Criteria frame) NOTE: Any time the user changes their filter sort they will have to hit the run button to show the new query. NOTE: The Activity Review totals have previous values when a query returns no records in the List frame. Figure 4-12 stipulates how the user can generate a specific list of activities by choosing different criteria P a g e

75 4 Example Profile Fields Figure 4-13: Activity Review screen Filter by Status of the activity: -Completed -Open Enhanced grid controls have been added to all fields in all grids throughout SMP. These controls allow the user to filter using single-value select or custom filtering. Available functions include: equals does not equal greater than or equal to less than or equal to like not like contains does not contain ends with begins with P a g e

76 Sales Management Plus User Manual Activity Review grid controls appear below the field name as separate controls, as in the screen shot below. Note only one filter criteria may be applied to a field in Activity Review. The Alpha box on the far left allows the user to choose the operand value from a list. The drop down arrow, on the right, appears when the user hovers on the Alpha box and after you have chosen an operand. The Clear Filter appears on the far right and also appears when you hover on the Alpha box and after you have chosen an operand. If a user clicks this button, SMP will remove any filter previously placed on the field P a g e

77 USING MORE FILTER CRITERIA Setting more filter criteria allows users to refine their searches and obtain more specific results. However; setting too many filter criteria can limit the search to the extent that SMP cannot find results that match the criteria set. The Activity Review screen includes the main filter (Criteria-All) and specific filters based on activity type (Task Specific, Phone Call Specific, Customer Meeting Specific and Info Request Specific). The specific filters appear as a separate tab in the Filter Criteria frame when the activity type is selected. The sections below describe each filter s available criteria which can be seen in Figure 4.8. Criteria-All This filter allows the user to search for results using general criteria and control the display of results. The available criteria in the filter are: Customer Select from an alphabetized list of customer names Territory Lvl Select from Corporate, Region, Multiple Branch Set or Branch Territory Select a sales territory Acct Mgr Select from an alphabetized list of account managers (alphabetized by first name) Zip Code Select from a list of commonly used zip codes, some with Plus 4 numbers DUNS# Enter the Dunn & Bradstreet number SIC Code Select from two lists of Standard Industrial Codes, one in the "Between" field and one in the & field to create a range of numbers to search; a query on SIC code will provide the user with an error if a customer has a non-numeric SIC code Profile Field 1 through 4 Defined by your company during SMP implementation; for example, users can insert Customer Type and then select from a list of general customer types (i.e. Industrial, User etc.) (see Figure 4.7 for where to find these profile fields) Customer List Select from a list of customer list names that are created by the user (see Market Analysis in Chapter 5 for information on how to create a Customer list) Project Name Select from a list of project names that are created by the user (see Project Management in Chapter 6 for information on how to create and manage projects) Activity Type Select the type of activity (All, Tasks Only, Phone Calls Only, Customer Meetings Only, Info Request and Marketing Mailers); Users can also set the activity type by using the checkboxes in the View field (see View below) Activity Number Select an activity number (listed in descending order) Subject Select the subject name from an alphabetized list Contact Select the contact name (alphabetized by first name) Owner Select the activity owner s name (alphabetized by first name) Assigned By Select the person that created and assigned the task (alphabetized by first name) Grp (Group) Select the group name from an alphabetized list 4 14 P a g e

78 Sales Management Plus User Manual Sales Purpose Select the sales purpose (Pre-Sales or Post-Sales) Status Select the activity status (i.e. Open, Completed, In Progress) Time (Hours) Choose between < (less than) and > (greater than) and select an amount of time (calculated in both hours and minutes) TCO Rdctn $K Choose between < (less than) and > (greater than) and select a total cost overrun (TCO) amount (in thousands of dollars) Start Date Select On (check the box before the From date) to specify a date or enter dates in From and To fields to search for a range of dates Due Date Select On (check the box before the From date) to specify a date or enter dates in From and To fields to search for a range of dates Completed Date Select On (check the box before the From date) to specify a date or enter dates in From and To fields to search for a range of dates View Select which type of activities to review (Tasks, Phone Calls, Customer Meetings, Info Requests or Mktg Mailers); Users can also set activity types by using the Activity Type list (see Activity Type above) Display Enter a number in the Top Records field to specify how many results to view at a time and then select Active Only, Inactive Only or Both records to view from the Active list Sort By Select an option to sort the filter results (options are the same as the column headings in the List frame which is the top half of the Activity Review screen); Select "Asc" (ascending) or "Desc" (descending) order to display the results Date Range Enter dates in From and To fields to search for a range of dates Criteria Task Specific This filter allows the user to search using additional criteria specific to customer tasks. Select Task Only in the Activity Type criteria field and a task specific tab will appear in the Criteria frame. The available criteria in the Customer Meeting Specific filter are: Assigned To Select from a list of account managers (not alphabetized) Assigned To Grp Select from a list of groups (not alphabetized) Enter text to search for in the Notes field of a task 4 15 P a g e

79 Criteria Customer Meeting Specific This filter allows the user to search using additional criteria specific to customer meetings. Select Customer Meetings Only in the Activity Type criteria field and a Customer Meeting specific tab will appear in the criteria frame. The available criteria in the Customer Meeting Specific filter are: Joint Sales Call Program Select the joint sales call program Joint Sales Call Rep Select the joint sales call representative Project Select from a list of project names (not alphabetized) Product Level 1 Select from a list of Level 1 product categories Products Enter a product name Competition Select from a list of your company s preloaded competitors Potential $K Choose between < (less than) and > (greater than) and select a potential dollar amount (in thousands of dollars) Billable $K Choose between < (less than) and > (greater than) and select a billable dollar amount (in thousands of dollars) Criteria Phone Call Specific This filter allows the user to search using additional criteria specific to phone calls. Select Phone Calls Only in the Activity Type criteria field and a Phone Call specific tab will appear in the criteria frame. The available criteria in the Phone Calls Specific filter are: Project Select from a list of project names (not alphabetized) Product Level 1 Select from a list of Level 1 product categories Products Enter a product name Competition Select from a list of your company s preloaded competitors Potential $K Choose between < (less than) and > (greater than) and select a potential dollar amount (in thousands of dollars) Billable $K Choose between < (less than) and > (greater than) and select a billable dollar amount (in thousands of dollars) 4 16 P a g e

80 Chapter 5 Market Analysis To open the Market Analysis screen, click: UNDERSTANDING THE FUNCTIONS OF MARKET ANALYSIS: 1. Analyze current and potential buyers for a specific product or manufacturer line 2. Generate lists to view actual and projected sales figures for a specific product level or customer 3. Analyze sales, potential sales and profitability for customer or product groups 4. Analyze sales by corporate level, territory level, branch, salesperson or other profile fields established by the user s company 5. Sort lists by sales or profit parameters 6. View sales details for specific customers 7. Create customer lists (a Target List), for reporting or marketing, based on the analytical results 8. Create multiple Microsoft Excel reports with the Market Analysis form (see Generating Reports in Chapter 11 for more information) The Market Analysis screen consists of two frames: the List frame and the Filter Criteria frame. The List frame displays a list of customers with columns of sales and profit figures. Users can specify which customers and columns are displayed by selecting parameters in the Filter Criteria frame. By default, the Filter Criteria frame specifies all the customers which are assigned to users based on their access levels. To display a list of all your customers, click after opening the Market Analysis screen. SMP automatically calculates the sales and profit totals for all the customers shown in the List frame. To see your numbers in ascending or descending order, click on Sell, GP or GP%. In Figure 5-1 the customers are in descending order by 2014 YTD Sell $ (circled in Red) so users can view their largest accounts first. (See Figure 5-1) Below are a few examples of how to run queries in the Market Analysis form. 5 1 P a g e

81 Figure 5-1: Market Analysis screen EXAMPLE 1: How to Run a Query for an Account Manager and YTD Sales Suppose a sales manager wants to know what a particular account manager s largest accounts are. The sales manager can run an analysis in this form to get the information. We will run a query for Jane Austin s accounts based on YTD (year-to-date) sales that are greater than $15,000. After opening the Market Analysis screen, 1. Select the account manager in the Filter Criteria frame a. Under the Customers & Products tab b. Select Jane Austin from the company s preloaded list of employees (Figure 5-2) 5 2 P a g e

82 Sales Management Plus User Manual Figure 5-2: Customers & Products Filter tab Account Manager Jane Austin selected 2. Select the Sales threshold value in the Filter Criteria frame a. Under the Sales & Goals tab b. Select $15,000 from the 2008 YTD Sell option box (Figure 5-3) Figure 5-3: Sales & Goals Filter tab YTD Sell >$15, Once the filter criteria are set, click a. Jane Austin s 2008 YTD Sales that are greater than $15,000 will be displayed in the list frame (Figure 5-4) 5 3 P a g e

83 Figure 5-4: Query Results for Jane Austin's 2008 YTD Sales Greater than $15,000 The List Frame in Figure 5-4 shows seven of Jane Austin s largest accounts. Each account consists of sales greater than $15,000 for 2008 YTD (year-to-date). The regional manager can analyze these sales by comparing the Customer Totals for last year s sales, 2008 projected sales, 2008 YTD sales and 2008 Goals. For example, Jane Austin has already produced almost $135,000 in sales for the first quarter of The regional manager can see that Jane Austin has already exceeded her 2008 Goal of $112,882. EXAMPLE 2: How to Run a Query Using Customer Lists Suppose a company notices that a competitor developed a new product line in Lamps and they are doing very well in sales. The VP of Sales decides to start tracking all of the company s customers who purchase lamps to make sure that their sales are not decreasing. Instead of running a new query in Market Analysis every time the VP of Sales decides to track the lamp sales, a customer list can be developed and used to track this information. After opening the Market Analysis screen, the user will create a list of the customers purchasing lamps. To create a list of these customers, 1. Select the appropriate Territory Level and Territory under the Customers & Products filter tab a. For this example, the VP of Sales is concerned about the company s established lamp customers on the East Coast b. Select Multibranch for the Territory Level and EastCoast for the Territory (Figure 5-5) 2. Select the Product Level 1 a. Select Lamps to run a query based on those customers whom have purchased only Lamps 5 4 P a g e

84 Sales Management Plus User Manual Figure 5-5: Customers & Products tab - Territory Level, Territory & Product Level 1 selected 3. Under the Sales & Goals tab, select 100% for the YTD vs. Prev. YTD Sell for Comparisons (Figure 5-6) a. We want to see which of our established lamp customers are not purchasing as much lamps this year as they were last year b. Choose < 100% to determine what customers are purchasing less than 100 percent YTD compared to last year s YTD sell i. Click on the > next to YTD vs. Prev. YTD to change the sign to less than ( < ) ii. Select 100% from the pull down option list Figure 5-6: Sales & Goals tab - YTD vs. Previous YTD Sell <100% 4. Under the Columns filter tab, select the information that needs to be displayed in the List frame (Figure 5-7) a. Select Years: 2007 YTD and 2008 YTD b. Select For each year: Sell and Gross Profit c. Select Comparisons for YTD Sell as % of Prev. YTD Sell Figure 5-7: Columns tab - YTD Sell as % of Prev. YTD Sell comparison 5 5 P a g e

85 5. Click Run and a list of Customers will be displayed in the List frame (Figure 5-8) Figure 5-8: List of customers purchasing <100% of what they purchase last year in Lamps 6. The VP of Sales now has his list of 112 Customers to target for Lamp purchasing this year a. By comparing this year s sells to last year s sells, the VP can determine where the company is losing the most business b. In Figure 5-8, 112 customers are purchasing less than 100% of lamps that they purchased last year c. Click on the YTD/PYTD (circled in Red) at the top of the list in order to sort the accounts in descending order, which will give the user the top accounts to target d. The VP may even choose to deselect the least important customers before creating the Customer List The VP of Sales can choose to do this every time these Customers need to be pulled up. SMP will display the list after the VP selects the correct filter criteria and hits Run, then a report can be generated from the current list displayed. However, when retrieving this information continuously, it is easier to create a Customer List from the first the query is built. To create a new Customer List from the query displayed in Market Analysis, 1. Click on and SMP will open the Customer Lists dialog box (Figure 5-9) 5 6 P a g e

86 Sales Management Plus User Manual Figure 5-9: Creating Customer Lists 2. Click Save As and SMP will open the List Information dialog box (Figure 5-10) Figure 5-10: List Information for the Customer List 3. Fill in the List Name and Description fields; check off checkboxes if you want the list to be either/both private (only viewable to your login and/or read only (other users can see and open the list but cannot save changes to the list). 4. Click Save in the List Information box and then Click Close in the Customer Lists dialog box 5. Now the VP of Sales can open Market Analysis and open the Customer List without having to run a query every time a. After opening the Market Analysis screen, click on 5 7 P a g e

87 b. Select the Customer List to be opened by clicking on the blank box next to the Customer List name c. Click Open after selecting the Customer List (Figure 5-11) 6. NOTE: Users have the ability to query on existing customer lists in the following forms a. Market Analysis b. Goal Setting c. Activity Review d. Project Review Figure 5-11: Opening a Customer List Please read on for more detailed information about the Market Analysis form. 5 8 P a g e

88 Sales Management Plus User Manual Selecting Filter Criteria In the Filter Criteria frame, users select values and specify how lists are sorted for display in the List frame. The filtering of lists is based on the and concept finding all the customers that meet one filter criteria and another criteria. For example, a regional manager may want to view a list of the largest accounts that are assigned to one particular account manager. To create this list in SMP, the regional manager would select the Account Manager s name in the Filter Criteria and a sales threshold value. The following figures show where these filter criteria can be found. There are three filter tabs in the Filter Criteria frame. Each has a list of predefined options set by the user s company under the pull-down menus. To view these options, click the arrow next to the field you wish to select for filtering. Customer & Products Tab Filtering customer profiles allows users to qualify accounts to be included on the list and analyze those certain market segments. 1. Organization Filters a. Allow users to specify customers based on which organization within the company handles the customers accounts b. Territory: Select the Territory Level and then select the specific Territory c. Account Manager: the list of sales reps that are responsible for a particular account(s) NOTE: this field is multi-select; when users pull down on the list, select boxes will appear next to each value, allowing users to select multiple values as part of the query. i. In Figure 5-12, Jane Austin was selected as the Account Manager, which will show all accounts belonging to her in the List frame Figure 5-12: Customer & Products Filter tab 2. Segmentation Filters a. Allow users to specify customers based on industry and geographical segments b. Customer: the Customer s Name c. Zip Code: view all customers in a specific zip code i. Users also have the option to view all those customers Not in a specified zip code by checking the box for the Not option d. SIC Code: Select the Standard Industrial Classification number which is established by the Office of Management and Budget that identifies the company s industry i. Related industries are close in numbering ii. SMP allows users to select a range of SIC Codes to specify all the customers in a set of closely related industries 5 9 P a g e

89 3. Distributor Specific Filters a. SMP customizes this portion of the Filter Criteria frame for the user s company to reflect the specifics of how they do business b. Many of the options, known as Profile Fields, are pre-defined by the user s company (these are also shown in other SMP screens) c. The criteria in Figure 5-12 includes General Class, Customer Type, Industry Type, Program, and Inside Sales, Warehouse Space, etc. as examples i. NOTE: these fields are multi-select; when users pull down on the list, select boxes will appear next to each value, allowing users to select multiple values as part of the query. 4. Customer Status Filters a. Competitor: allows users to specify customers based on competitor fields that are pre-defined by the user s company b. Select: allows users to include and exclude specific customers in the list displayed i. Uncheck the customers needed to be included or excluded ii. Choose the Selected Only or Deselected Only to run a list based on the customers selected c. Active: allows users to run a list of customers that are Active, Inactive or Both 5. Product Category Filters a. SMP divides products into a four-level hierarchy of increasingly narrow product categories with the fourth level being the individual products b. Allows users to create a list of accounts based on specifications associated with the type of products they may buy c. Users can filter market analysis lists based on the top three product levels: Product Level 1, Product Level 2 and Product Level 3 d. Users must first select Product Level 1 before choosing a Product Level 2, and users must first select Product Levels 1 and 2 before choosing a Product Level 3 Sales & Goals Tab Filtering by categories under this tab allows users to create a list of accounts based on specifications associate with their sales & financial performance. (Figure 5-13) 1. Financial Filters a. Year-to-date Sales, Cost, Potential, GP, GP% and Share b. Previous Year Sales, Cost, Potential, GP, GP% and Share c. Projected Sales, Cost, Potential, GP, GP% and Share d. Current Year Goal Sales, Cost, GP, GP% and Share e. Next Year Goal Sales, Cost, Potential, GP, GP% and Share f. Market Potential g. GP/Inv: Gross Profit per Invoice h. Comparisons for Sales and GP i. Year-to-date versus Previous Year-to-date ii. Projected versus Previous Year iii. Projected versus Goal 5 10 P a g e

90 Sales Management Plus User Manual Figure 5-13: Sales & Goals Filter Tab Columns Filter Tab This gives users the ability to select and deselect what they want to view in the List frame. By checking or un-checking the white boxes next to the criteria, the List frame will automatically display or get rid of that feature. NOTE: The fields listed below and to the right of Market Potential (General section; right column) will represent an organization s Customer Profiling Fields. The names of the profiling fields for a given company database may or may not match those shown below. (Figure 5-14) Figure 5-14: Columns Filter tab Enhanced Grid Controls Enhanced grid controls have been added to all fields in all grids throughout SMP. These controls allow the user to filter using single-value select or custom filtering. Available functions include: equals does not equal greater than or equal to less than or equal to like not like contains does not contain ends with begins with P a g e

91 The enhanced grid control filters can be used by pulling down on the filter key in each grid field, then selecting option of choice, or the custom option to set a custom filter of the users choosing. The filter key appears next to all field names, as shown in the screen shot. When clicked, filters appear as shown in the screen shot below. The Custom option then opens up a new popup window that allows the user to select the operand(s) of their choice and then declare a value against which to apply the operand. Note that multiple conditions can be added for the same custom filter on a given field, and when multiple conditions exist, the user can select whether the filters can be deemed and or or functions. NOTE: SMP will allow users to save a group of customers based on standard filtering found in the bottom of the subject area AS WELL AS the enhanced grid controls. For example, if a user only wants to see customers with a branch of 1 or 2, the user can set the criteria using Enhanced Grid Controls, execute the filter and save this filtered group of customers as a customer list. Creating Customer Lists An important feature in SMP is its ability to perform comprehensive analysis on a customer base and then create customer and marketing lists based on the results. Instead of filtering lists of the same customers, users can create customer lists in which SMP enables them to save, recall and modify. Users can use these to create and send a marketing piece (See Mailers in Chapter 12) and they allow users to monitor and track marketing efforts. Saving a customer list allows users to see how sales trends have changed since the marketing piece was sent out. By creating a Customer list based on a promotion that was sent out, users can track any changes in Sales on a regular basis P a g e

92 Sales Management Plus User Manual NOTE: SMP will allow users to save a group of customers based on standard filtering found in the bottom of the subject area AS WELL AS the enhanced grid controls. For example, if a user only wants to see customers with a branch of 1 or 2, the user can set the criteria using Enhanced Grid Controls, execute the filter and save this filtered group of customers as a customer list. To Create a Customer List, 1. Open the Market Analysis screen and select the criteria in the filter frame that the user wants to view 2. Click and a list of customers will be displayed in the List frame 3. Click on and a dialog box will pop open (Figure 5-15) a. The dialog box has columns List Name (name of Customer List), Info (a link to the List Information box See Figure 5-16), Owner (created the List), End Date (taken from the List Information box), Accessible (how many customers you can view in this list based on permission levels) and Total (the number of customers in the list) Figure 5-15: Customer Lists Dialog box 4. Click Save As in the dialog box and SMP will open a List Information dialog box (Figure 5-16) 5 13 P a g e

93 Figure 5-16: List Information Dialog box 5. Fill in the List Name and the Description fields 6. Select Expires if the list needs a specific end date a. This will automatically remove the Customer List by that date b. If left blank the list will remain until manually deleted 7. Select Private and/or Read Only checkboxes a. Selecting Private makes the list only viewable to your login b. Selecting Read Only makes the list viewable, but not editable by other user logings 8. Click Save in the List Information box then Close in the Customer List box To Open an Existing Customer List, 1. Click on and SMP will open the Customer List dialog box 2. Select a customer list to open by clicking in the List Name select box (circled in Red) (See Figure 5-17) 5 14 P a g e

94 Sales Management Plus User Manual Figure 5-17: Select a Customer List to Open 3. Click Open and SMP will close the dialog box and display the selected List of Customers To Delete a Customer List, NOTE: In order to delete a Customer List you must have created it OR be your company s SMP Administrator 1. Click on and SMP will open the Customer List dialog box 2. Select the customer list to delete by clicking in the List select box on the left of the screen (Figure 5-17) 3. Click Delete and SMP will remove the selected list from the Customer List dialog box To Delete one or more customers from an existing Customer List, 1. Open the Customer List 2. Deselect the customers that the user wants to remove from the list by un-checking the box next to the Customer name (Figure 5-18) 5 15 P a g e

95 Figure 5-18: Deselect Customer(s) from a List (Uncheck the box) 3. Choose Selected Only from the Select criteria field (Figure 5-19) Figure 5-19: Selected Only Filter option 4. Hit and SMP will generate a new Customer list of just those selected 5. Click on and select the correct Customer List by selecting the box next to the name 6. Click Save. SMP will ask the user if they want to replace the existing list, click Yes (Figure 5-20) 5 16 P a g e

96 Sales Management Plus User Manual Figure 5-20: Replace an Existing Customer List For Marketing Purposes, users may want to combine the results of two filtered queries into a single customer list. For example, the user may want to view a combined list of two account managers customers. To add a displayed list of customers to a previously saved customer list, 1. Click on and SMP will open the Customer List dialog box 2. Select a Customer list to add the additional customers (Figure 5-21) 5 17 P a g e

97 Figure 5-21: Add a New List of Accounts to an Existing Customer List 3. Click Add To and SMP will open a confirmation dialog box (Figure 5-22) 4. NOTE: If users are trying to select a customer list to Add To, do NOT click on the hyperlink Customer List Name; users must only click on the box next to the Customer List name. Figure 5-22: Append Existing List Confirmation box 5. Click Yes and SMP will add the displayed New List of customers to the selected saved Customer List 5 18 P a g e

98 Sales Management Plus User Manual View Detailed Sales Information When reviewing a list of customers, users may need details on the sales figures for a particular customer. The detailed data for each customer is linked to its entry in a customer list. To access the data from the List frame, double-click the hyperlinked Company Name (Figure 5-23). SMP will transfer the user to the Customer Information screen, and then click on the Sales Details tab (Figure 5-24). Click to return to the Market Analysis screen. Figure 5-23: Market Analysis Hyperlinked Customer Name Figure 5-24: Sales Details in the Customer Information form 5 19 P a g e

99

100 Chapter 6 Project Management UNDERSTANDING THE FUNCTIONS OF THE PROJECT MANAGEMENT: 1. Define the decision making process for a project 2. Document project information 3. Track all the participants of a project 4. Identify products associated with the project 5. Outline the action items, then assign them to the appropriate person in order to move the project forward 6. Create a Microsoft Excel report of the data of a particular project or projects as well as a summary report of a list of projects (see Generating Reports in Chapter 11 for more information) 7. Project management is accessible from the Project Add/Edit screen, Project Review screen and the Customer screen under the Projects Tab To open the Project Add/Edit screen, click on To open the Project Review screen, click on To open a project in the Customer screen, click on, and then click on the Projects tab Figure 6-1: Project tab Essentially a project is a set of related activities. If managed successfully, the project could result in better customer relationships and increased sales. A project can be a targeted marketing campaign to introduce new products, or it can focus on a particular customer for job management or business product conversions. 6 1 P a g e

101 Below are two examples of how to add a project and how to review projects. EXAMPLE 1: How to Add and Edit a Project Suppose a company s sales for lamp and lighting products are down. The sales manager gives the account manager a project to increase the lamp and lighting sales. The lead project manager will be working with other account managers, many of the company s largest customers and a major manufacturer of the new products. The first part in managing this project is to create it in SMP. To Add a New Project in SMP, 1. Click on to open the Project Add/Edit screen and then click on located at the top left on the toolbar. 2. Enter and select your largest lighting customer (we chose Coffey Lab) in the Select Customer dialog box that pops up (Figure 6-2) Figure 6-2: Select Customer 3. The Project Add/Edit screen for Coffey Lab will open; Enter the correct information in the Project overview fields (Figure 6-3) a. Change the Project Ref to an appropriate and easily recalled name (i.e Demo- Coffey Lab- Lighting and Lamp Sales) b. Assign the Project Mgr as Jack Boman, since he is the one leading the project c. Set the Decision Date for sometime before the results have to be presented to the sales manager at the quarterly sales meeting d. Set the project Type to Project e. Set the Priority to high since future growth in lamp and lighting sales is crucial to Coffey Lab f. The Status defaults to Open g. Select the appropriate Sales Process e.g.: SMP Standard Process h. Select the appropriate Sales Stage e.g.: Lead (which generates a percentage of win at 10%; this triggers an automatic calculation against the probable $, and is displayed in the Adj. Probable $ on the far right). 6 2 P a g e

102 Sales Management Plus User Manual 4. NOTE Project Type, Priority, Status, Sales Process and Sales Stage can all be managed by the company s SMP Administrator to ensure the drop down options match the company s needs or sales processes. Figure 6-3: Project Overview fields Now the user will enter the products, influences, other customers and other team members that are key players in the success of this project. In order to increase lamp and lighting product sales, Coffey Lab needs to offer a new line of longer life lamps and power efficient lighting fixtures. 5. Under the Products tab enter the new line of lamps and lighting fixtures a. Click Add (circled in red) and select the product level 1 group ( Lighting and Lamps ) then press okay, this will add it to the Products list b. Enter the best estimates for the market potential (Potential $) on each of these products and the percentage of business the company needs to acquire (Probable %) for the project to be considered a success (Figure 6-4) c. The Probable $ will be calculated for the user Figure 6-4: Potential & Probably Calculations for Products 6. Enter the key players for that particular project: a. Enter the manufacturer reps and their contact information under the Influences (Contacts) tab since they will be providing technical details and the marketing materials for the new product lines. i. Select a contact from the pull down option list (preloaded by the user s company) and click Add ii. If the contact does not exist, then create one by clicking on Add New which will take the user back to the Customer Information form to create 6 3 P a g e

103 the new contact (see Customer Information in Chapter 3 for more information) 7. Define Additional Customers that are involved in the project s success. In our example we would add the other top ten lamp and lighting customers we would want to target for lamp and lighting sales growth. a. Select the Customer from the pull down option list and click Add 8. Define Additional Salesmen of the project team besides the account manager and project manager (in the project overview fields). For this example it would be the other Account Managers for each of the customers we added under the Additional Customers Tab. a. Select the employee name for the pull down option list (preloaded by the user s company) and click Add (circled in red in Figure 6-5) Figure 6-5: Adding Additional Salesmen 9. Enter key tasks that need to be completed a. Very helpful for tracking purposes b. Under the Activities tab click Add and then Task Add New (Figure 6-6) i. Complete the task s criteria fields (see Customer Information in Chapter 3 for more information on adding an activity) ii. Assign the task to the appropriate account manager and give a due date to ensure the task is completed iii. Click Save and Close and the task will be added to the project s list of activities c. Customer Meetings, Phone Calls and Information Requests may also be logged under the project s activities (circled in red in Figure 6-7) d. Logging activities will ensure the completion of tasks on time e. Keeping track of activities will influence the increased sales of lamps and lighting 6 4 P a g e

104 Sales Management Plus User Manual Figure 6-6: Adding a Task Figure 6-7: List of Activities 6 5 P a g e

105 10. Scan in and save any vital documents for the project and put their link in the Links tab (Figure 6-8) a. Set a link within the project to access related documents (i.e. Marketing Brochure) i. Click Browse and select the document ii. Click Open iii. The document link will be entered into the white field iv. Click Add v. The document will added to the list of links in this tab b. Later, the user can conveniently and quickly access these documents from within the project i. Click on the Go>> hyperlink for the link (circled in red) c. Can include a URL path to a website i. Enter the URL path in the white field in the Links tab and click Add d. Links on your own hard drive cannot be accessed by anyone else e. Links on the shared/network drives can be accessed by users from the project f. The Local checkbox (in between the link address and the date it was added) is a visual reminder of which items are only viewable on the user s PC Figure 6-8: Setting Links 11. In order to better communicate with project team members, log important notes in the Notes section Figure 6-9: Project & Activity Notes 11. Click Save and the new customer will be successfully added to the application 6 6 P a g e

106 Sales Management Plus User Manual EXAMPLE 2: How to Review a Project Suppose a regional manager gives the account managers a yearly performance review based on the status or outcome of the projects assigned to them. The regional manager would need to be able to keep track of which projects are associated with what account manager, as well as the status of that project. Open the Project Review Screen, 1. In the Criteria frame of the form, select the account manager (Figure 6-10) for which accounts you would like to see and click 2. In the List frame, the list of projects for the chosen account manager will be displayed (Figure 6-10) a. We chose all projects for Jane Austin (circled in Red) then hit b. We chose to sort by Priority (circled in Red) by clicking on the column header Priority. Data can be sorted by any column by clicking on the header. Figure 6-10: Project List for Jack Boman sorted by Priority Based on the criteria information, three projects are displayed for this account manager. The Project list includes the project reference name and the overview detail from the Project Add/Edit screen. To view the detailed information of a project from the list, click on the Project Reference name and the project will open in the Project Add/Edit screen. Please read on for more detailed information on Project Management. 6 7 P a g e

107 To Add a New Project Open the Project Add/Edit form, 1. Click on 2. Select a Customer in the Customer Look-up screen (Figure 6-10) Figure 6-11: Select Customer window 3. Complete the project overview fields (Figure 6-12) a. Project Ref is the name of the project Users can change the Project Reference name by typing it in this field b. The Account Manager defaults to that customer s account manager c. Project Manager defaults to the user s name but it can be changed d. Set the Decision Date i. Note that the decision date for a project automatically adjusts to the current date when a project status is changed to Won, Lost or Cancelled. e. Set the project Type options are preloaded by the user s company f. Set the project s Priority options are preloaded by the user s company g. Status defaults to open when the user first begins a new project i. Options are preloaded by the user s company ii. When a project is flagged as Won the Probable % will automatically change to 100% for each product listed in the project iii. When a project is flagged as Lost the Probable % will automatically change to 0% for each product listed iv. Note that when a project status is changed to Won, Lost or Cancelled, the decision date for a project automatically adjusts to the current date. h. Sales Process options are preloaded by the user s company. The SMP Standard Process and related Stages are automatically loaded for the user s company i. Sales Process is set to Default for all projects i. Sales Stage options are preloaded by the user s company (note that use of this field, coupled with Sales Process, generates a percentage of win at XX%; this automatic calculation is logged against the probable $ and is displayed in the Adj. Probable $ on the far right). 6 8 P a g e

108 Sales Management Plus User Manual i. Sales Stage is set to none 100% by default for all projects Figure 6-12: Project Overview fields In the Project Details frame, 4. Users can add and track action items, log phone calls and meetings, and record information requests for the project under the Activities tab a. Click Add (Figure 6-12) and choose the type of activity to add to the project (see Customer Information in Chapter 3 for more information on activities) b. Fill out the Activity box and Save and Close, this will add it to the list of activities in your project Figure 6-13: Adding an Activity 5. Define key products and the potential sales impact on the project under the Products tab 6 9 P a g e

109 a. User can specify which products are involved with the project and who the competition is b. Set the total Potential $ and the Probable %, then SMP will calculate the Probable $ when the project is complete; It will also keep a running figure of the Probable $ c. To add a Product: (Figure 6-13) i. Click on Add and select a Product Level 1, 2 or 3 for the current project ii. Type in the various products within that Product level and select the competition (optional) iii. Potential $: enter the estimated total amount that the customer will purchase of that product iv. Probable %: enter an estimated percentage of the sales the user is confident of getting v. Probable $: SMP calculates this (Potential $ * Probable %) Figure 6-14: Products tab - Sample Calculation 6. Log the various Influences (Contacts) from the customer(s) who play a role in the project a. Select a contact from the pull down option list (preloaded by the user s company) and click Add b. If the contact does not exist, then create one by clicking on Add New which will take the user back to the Customer Information form to create the new contact (see Customer Information in Chapter 3 for more information) 7. Define Additional Customers that are involved in the project s success a. Select the Customer from the pull down option list and click Add 8. Define Additional Salesmen of the project team besides the account manager and project manager (in the project overview fields) a. Select the employee name for the pull down option list (preloaded by the user s company) and click Add 6 10 P a g e

110 Sales Management Plus User Manual 9. Link vital documents, folders or websites from the project under the Links tab (Figure 6-14) a. Users can set hyperlinks to files or folders designated on the PC or Network i. Setting a link to a folder 1. Open the document on your desktop 2. Copy the link address 3. Paste the address into the Links tab 4. Click Add and the link will be saved to the project ii. Setting a link to a file 1. Click Browse (circled in Red) in the Links tab 2. Select the file and click Open 3. Click Add and the link will be saved to the project b. Convenient and quick way to access documents related to the project i. Click on the Go>> hyperlink (circled in Red) to access the file, folder or website c. Users can include a URL path to a website i. Enter the URL path in the white field in the Links tab and click Add (circled in Red) d. Links on your own hard drive cannot be accessed by anyone else e. Links on the shared/network drives can be accessed by users from the project f. The Local checkbox (in between the link address and the date it was added) is a visual reminder of which items are only viewable on the user s PC Figure 6-15: Project Links 12. Log an unlimited amount of important data in a text format under the Notes section 13. Click Save and the new customer will be successfully added to the application 6 11 P a g e

111 Figure 6-16: Save button Using Project Quick Add Users now have the ability to quickly-add projects in succession using the Project Quick Add feature, found both in Customers-Projects tab and Project Add/Edit. In the Customers subject area, the Project Quick Add feature exists next to the current add project option. NOTE: when using Project Quick Add from the Customers subject area, the customer the user is viewing will be the default customer for the project. In the Project Add/Edit subject area, Project Quick Add feature exists below the subject area buttons in the upper left of the screen. NOTE: when using Project Quick Add from the Project Add/Edit subject area, the Customer will default as BLANK. Users will be forced to select a customer before data can be saved. To use Project Quick Add (PQA): 1. Strike the Project Quick Add button in the desired subject area. 2. The PQA popup will appear on-screen. NOTE: because the PQA form populates all data before opening, it may take a few moments for the popup to appear. Please take note of the message in the lower left SMP status bar indicating that SMP is loading Project Quick Add P a g e

112 Sales Management Plus User Manual NOTE: If the ready message is displayed in the lower left SMP status bar but the Project Quick Add popup did not appear, the popup window may have minimized to the tray; please be sure to check the icon tray for extra SMP windows if the window does not appear at the forefront of the screen. The popup window will be named Project Quick Add and if clicked, the window will come to the forefront. 3. Once open, the PQA window will allow users to define key data points about a project, including: a. Customer b. Project Reference c. Project Type d. Project Manager (which will default to the user s name) e. Sales Process & Related Stage f. Project Priority g. Project Status h. Date Entered (defaults to the current date) i. Decision Date (defaults to the current date) j. Product Levels and dollars (Prod Lvl 1 only) k. Project Notes 6 13 P a g e

113 l. Project Quick Task Add (including subject user-defined OR from a list task notes, assigned to, and due date) i. NOTE: when selecting to add notes to a task, the notes popup window may be minimized to the tray; please be sure to check the icon tray for extra SMP windows if the window does not appear at the forefront of the screen. The popup window will be named Task Notes for [task subject] and if clicked, the window will come to the forefront. 4. PQA is intended to save users time and allow them to add multiple projects without reloading the Project Add/Edit screen for every new add. To accommodate this, an additional checkbox exist at the bottom of the form which allows the user to determine if the form should reset upon add of the existing project a. Checking this box means all values on the form will be wiped out for the next project, AFTER the user clicks add project to add the existing PQA data to SMP. b. Leaving this box un-checked means all data on the form EXCEPT Customer Name and Project Reference will be retained. This is ideal for Vendor Planning Sessions where the same products and action items are involved for multiple projects, but for different customers. c. NOTE: if the user s primary preference is not to clear the form and said box is unchecked the user still has the option to clear the form before adding a new project by clicking the RESET FORM button in the bottom left of the screen. d. NOTE: SMP will remember the user s preference for reset, meaning if the user checks the reset box, PQA will default to resetting the form every time PQA is used, until/unless the user changes the box to un-checked. 5. In addition, PQA is set up so that users can easily tab through all sections on the form, and using arrow keys on the keyboard, can quickly move through dropdown options. Mouseclicking in each box is not required. 6. Once a user has added all necessary info for a project (remembering that Customer is a required field), the user can then: a. Click cancel, which will throw a warning message, but allow the user to exit the PQA window. b. Click Add Project to add all project data to SMP. i. Upon clicking add project, the data will be saved to SMP and PQA will remain open data will be populated if auto-reset (bottom right of popup) is unchecked; form will be clear of previous data if auto-reset is checked. ii. The user can continue to add projects via PQA as desired. iii. Once all necessary projects are added, the user can strike Cancel or close (red X in upper left) to close the form. iv. If data already exists in the form, the user will receive a popup warning indicating there is unsaved data on the form. Clicking Yes will allow the user to exit. Clicking No will return the user to the PQA window. When projects have been saved to SMP, users can access them and/or edit them in the same way they always have either via query in Project Review, via the Select List in Project Add/Edit, or via Customers-Projects. This allows for interim project updates to products, sales process, decision 6 14 P a g e

114 Sales Management Plus User Manual date, adding new activities, editing existing activities, linking additional customers or salesman to the project and so on. NOTE: Please note projects can also be auto-added via Quote Import from the company s business system (which is not applicable to all companies). In instances where this occurs, users will notice that the Project Reference Name (Ref Name) is a combination of the customer name + the Quote Number from the Business System (e.g.: ABC Supply Quote 12345). The quotes are read each time they re passed to SMP; if changes were made since the project s initial creation, the project will be updated accordingly (e.g.: addition of new products, removal of old products, change in decision date, etc.). The Quote number will also be shown in the top of the project screen for quick reference; this is also hyperlinked to allow the user one-click access to open the quote details, should the original details need to be reviewed, exported to Excel or ed. Project Review Screen From the Project Review screen the user can access all of their active and inactive projects. It allows the user to keep track of the status of active projects and view the results of completed projects. Users can filter project lists in order to focus on specific areas of the business. Once a list of projects is obtained in this form, users can view the details of any project on that list. The Project Review screen contains two frames: the List frame and the Criteria frame (Figure 6-15). The List frame displays the lists of projects along with their overview data from the Project Add/Edit screen. The Criteria frame is used to specify which projects will be displayed in the List frame P a g e

115 List Frame Filter Criteria Frame Figure 6-17: Project Review screen A second tab in the Project Review screen allows users to choose which fields to display on the Project Review grid. NOTE: only fields displayed will be exported when the Export to Excel option is used. Displaying a Project List After opening the Project Review screen, click and the screen will display a list of all the currently open projects that are available based on the user s access level. The project reference name is displayed in blue as a hyperlink, which takes the user to the Project Add/Edit screen by 6 16 P a g e

116 Sales Management Plus User Manual double-clicking on that project. The rest of the information displayed comes from the overview fields of the project add/edit screen. Filtering a Project List By selecting filter criteria, users can specify which projects they want included in the project list. Once the filter criteria is selected, click and the List frame will update to display a list of projects that meet the criteria set by users. Types of filters include: 1. Organization filters: projects selected are based on responsible territory or account manager 2. Segment filters: projects selected are based on customer s name, Dunn & Bradstreet number or SIC Code 3. Distributor Specific filters: projects selected are based on criteria specified by the user s company (profile fields preloaded by the user s company) 4. Project Detail filters: projects selected are based on the criteria fields from the Project Add/Edit screen 5. Other filters: number of projects displayed can be limited and users can sort their project list in ascending or descending order based on a number of project details Using the Copy Project Function From Project Review, users have the option to copy an existing project using the Copy Project feature. The user can choose which parts of the project to copy over to a new project. A copy project button now exists in Project Review and the function can be executed by clicking in the select area to the left of a project displayed in the results area. o The copy project functionality contains several copy options: Users can copy the complete project meaning all general project details (as seen at the top of the project); all task type activities; all products data 6 17 P a g e

117 including probable, probable % and probable $; influences; additional customers; additional salesmen; and links (using the select all function on the copy project popup) Users can copy only the general project details (using the deselect all function on the copy project popup). Users can copy the general project details (as seen at the top of the project) and then, using a pick list, can determine what other info to copy, including all task type activities; all products data including probable, probable % and probable $; influences; additional customers; additional salesmen; and/or links. This is accomplished by checking and/or un-checking the desired information the user wishes to copy. Using the Load Projects Function From Project Review, users have the option to mass-upload a list of Projects to SMP from a spreadsheet. The Load Projects button now exists in the upper left of the Project Review screen to allow upload, but first, users must begin by completing the import template. 1. Select Reports within Project Review. 2. Choose the Project Load Template Report and click OK to run (this will generate the template out to Excel) P a g e

118 Sales Management Plus User Manual 3. The template will have three tabs a. Tab one contains instructions for completing the workbook b. Tab two contains Project Header information c. Tab three contains Product information for each project (note: users may add multiple Products for a single Project). d. ***Please follow the instructions carefully. All pieces must be correct for the upload to process successfully. 4. Save the workbook to your computer or network. 5. Select the Load Projects Button in the upper left. 6. A popup will appear. This allows the user to browse to the location of the saved project import workbook, and determine if default tasks should be added to the Projects (if applicable) when the Projects are imported P a g e

119 7. Once the form is complete, click Load to load projects. a. If errors are found, these will be raised by SMP, and must be corrected in the workbook (and the workbook re-saved) before the project import can be attempted again. b. Once Project Import completes, users will receive a confirmation message. Enhanced Grid Controls Enhanced grid controls have been added to all fields in all grids throughout SMP. These controls allow the user to filter using single-value select or custom filtering. Available functions include: equals does not equal greater than or equal to less than or equal to like not like contains does not contain ends with begins with. The enhanced grid control filters can be used by pulling down on the filter key in each grid field, then selecting option of choice, or the custom option to set a custom filter of the users choosing. The filter key appears next to all field names, as shown in the screen shot. When clicked, filters appear as shown in the screen shot below. The Custom option then opens up a new popup window that allows the user to select the operand(s) of their choice and then declare a value against which to apply the operand. Note that multiple conditions can be added for the same custom filter on a given field, and when multiple conditions exist, the user can select whether the filters can be deemed and or or functions P a g e

120 Chapter 7 Goal Setting To open the Goal Setting screen, click on one of the following: UNDERSTANDING THE FUNCTIONS OF GOAL SETTING: 1. Independently set current year and following year goals for Sales, Gross Profit and Gross Profit percent as well as Sales Potential, Market Potential and Share for your customer accounts (NOTE: This form does not include vendors or competitors) 2. The user can set overall goals and potentials on different levels, such as a customer level (shown in Figure 7-1), a particular product level 1 for a customer (shown in Figure 7-2) or a particular product level 3 for a customer 3. Shows the user a comparison between Next Year s Goals vs. Previous Year Projected Sales 4. Provides the user with a quick way to adjust all their goals 5. Customize the screen using the Columns filter tab options (Figure 7-12) 6. Create a report that will generate in Microsoft Excel showing what is displayed on the screen (see Generating Reports in Chapter 11) 7. The layout of this screen is designed to give users a clear representation of what they did the preceding year so that they can use this information to set new goals for the goal setting year Click Run to view Customer Goals. Click on the product group hyperlink for a particular customer and view its product categories Figure 7-1: Overview of All Customers in the Goals screen 7 1 P a g e

121 Product Level 1 for a Customer Users can view goal setting for product categories by clicking on the All Products hyperlink (shown in Figure 7-1). Figure 7-2 shows a product level 1 goal setting screen for a particular customer. Click on Selected Customers to go back to the screen for all customers. Click on Selected Customers to view ALL customers again Figure 7-2: View of Customer (Acme Electric) in Product Level 1 screen Below are a few examples on how to run queries in the Goal Setting form. 7 2 P a g e

122 Sales Management Plus User Manual EXAMPLE 1: How to Run a Query by Account Manager for Current Yr Goals Account Managers can individually set their current year goals, sales and potentials for all of their customer accounts. Management may view these numbers by running a query in this form by account manager. After opening the Goal Setting screen, 1. Select the account manager (Accnt Mngr) by which accounts you would like to view (Figure 7-3) a. If you are an account manager, the screen will default to your name in the account manager criteria field b. We chose Jane Austin as our account manager 2. Select the Goal Year as the current year to set your goals (Figure 7-3) a. Goals can be viewed from previous years b. We chose to view goals for 2008 set by Jane Austin c. If the user wants to set their next year s goals, they can change the goal year to 2009 and add their numbers Figure 7-3: Setting Goal Year and Account Manager 3. Once users have selected the appropriate goal year and account manager, they are ready to run their query (Figure 7-4) a. Click located on the toolbar at the left of the screen b. The screen will display a list of Jane Austin s customer accounts for the 2008 goal year c. The account manager s 2008 goals and potentials as well as the previous year s (2007) goals will be displayed d. In order to view the accounts in order of the top sales, click on the word Sell under 2008 Goals (circled in red in Figure 7-4) and it will automatically arrange the accounts for the user 7 3 P a g e

123 Figure 7-4: Query for Jane Austin's 2008 in Ascending Order of Top Sales EXAMPLE 2: How to Run a Query by Customer List and Product Level 3 Users can run queries by an existing Customer List (see Market Analysis in Chapter 5 for more information on how to create one) as well as Product Levels. After opening the Goal Setting form, 1. Select the Customer list users want to based their query on a. In our example, we use the JA Concern Accounts (Figure 7-5) 2. Select the Level 3 Product users want to use to run their query a. First select Product Levels 1 and 2. Product Level 1- Fuses and Product Level 2- Buss (For Bussman) b. We chose to view the goals, sales and potentials for Low Peak Bussman Fuses (Figure 7-5) 7 4 P a g e

124 Sales Management Plus User Manual c. Hit on the toolbar on the left side of the screen. d. Click on Sell (circled in red in Figure 7-5) under the 2008 Goal to view the accounts in descending order. (Information can be rearranged in ascending or descending order by any of the categories listed in the columns simply by clicking on the header for that column.) Figure 7-5: Query for 2008 JA Concern Accounts target list for Low Peak Bussman Fuses 3. There is another way for users to view a list of product level 2 and 3 categories for a particular customer a. Select the Product Level 1 category (Fuses) and click Run b. Click on the hyperlink Fuses (Figure 7-6) c. The screen will display the product level 2 and 3 categories for that customer (Figure 7-7) 7 5 P a g e

125 2 3 1 Figure 7-6: Product Level 1 for 2008 JA Concern Accounts target list & EastCoast territory Figure 7-7: Product Level 2& 3 for 2008 JA Concern Accounts target list & EastCoast territory 7 6 P a g e

126 Sales Management Plus User Manual EXAMPLE 3: How to Use the Adjust All and Run a Query by Branch This form provides users with the ability to adjust their goals quickly. This example demonstrates how to use the Goal and Potential Adjustment for a particular branch. After opening the Goal Setting form, 1. Select the branch by which to run a query a. Choose Branch as the Territory Level b. Choose a particular branch as the Territory; We have chosen Branch 1-Newport Beach (Figure 7-8) 2. Select the Goal Year by which to run a list of accounts a. We have chosen Goal Year 2008 in our example (Figure 7-8) 3. Click on the toolbar on the left side of the screen. Figure 7-8: Select Goal Year and Territory 4. Now that the parameters have been set, the goals and potentials can be adjusted a. Click the button located in toolbar on the left of the screen b. The following dialog box will pop open (Figure 7-9) Figure 7-9: Goal & Potential Adjustment box 7 7 P a g e

127 5. Determine what value to adjust, what value to base your adjustment on and the percentage of your adjustment a. We chose to adjust our Goal Sell for 2008 at a 10% adjustment over the 2007 total sales (Figure 7-9) b. This quick adjustment gives us a head start on the goal setting for 2008 c. A summary of what is going to be performed is displayed at the bottom of the dialog box d. Hit Adjust e. Now that the adjusted values are set users can go back and fine-tune their goals Figure 7-10: Query for Goal & Potential Adjustment in Example 3 Please read on for more detailed information on how to use the Goals Setting form. See EXAMPLE 4 on Setting Goals at Different Levels (at the end of this chapter). 7 8 P a g e

128 Sales Management Plus User Manual Customer Filter Tab Filter the user s goals by territory, account manager or product level (Figure 7-11). After selecting your options or making changes in this tab, users must hit to see the results. Figure 7-11: Customers Filter tab Goal Year 1. The year users want to set their goals, sales and potentials 2. Displays the previous year s goals, sales and potentials Product Levels 1. Set an overall goal for your customer, regardless of the Product Levels 2. Set goals for all customers for a particular Product Level 1 by selecting it from the dropdown 3. Set goals for all customers for a particular Product Level 3 by selecting all three Product Levels (cannot set goals at Product Level 2) Columns Filter Tab Give users the ability to decide which information to display on the screen and what goals to calculate. The columns users select will be saved and shown on the goal setting screen until a change is made. Make your decisions by selecting or de-selecting the checkboxes next to the filter criteria (Figure 7-12). Unlike the Customers Filter tab, the screen changes automatically based on the information the user has chosen to display. Figure 7-12: Columns Filter tab General 1. Users can include these specific items to be shown on their screen (Figure 7-12) 2. The options include Assigned ID, Branch ID, Account Manager, DUNS, SIC Code and Number of Employees 7 9 P a g e

129 For each year 1. Market Potential: calculated field based on the SIC code and number of employees. This is informational only and based on industry standards, it can only be calculated if the user s company has provided the correct information (both the SIC code and the number of employees). 2. Potential: an estimated guess of the particular customer s total potential based on the user s knowledge of total sales for that customer 3. Share: the user s profit of the customer s business based on the customer s potential a. For the previous year, the share is calculated using the user s actual or projected sales b. For the goal year, the share is calculated using the user s Sell goal c. For example: If a customer s potential is $150,000 and you set your goal at $45,000, then your share of the potential sales is 30%. You will aim to get 30% of the customer s business. Goals to Set 1. Choose which goal will be calculated 2. Sell, GP and GP% must all be checked for this selection to be made a. Option 1: Set Sell and GP to calculate GP% b. Option 2: Set Sell and GP% to calculate GP c. Option 3: Set GP and GP% to calculate Sell When Editing Potential 1. When editing the Potential, SMP can automatically calculate the Share or Goal Sell 2. Only available when Potential, Share and (Goal) Sell are all displayed 3. Calculate Goal Sell: set a potential and a share goal will calculate the Sell Goal for the user 4. Calculate Share: set a potential and a sell goal will calculate the Share for the user Enhanced Grid Controls Enhanced grid controls have been added to all fields in all grids throughout SMP. These controls allow the user to filter using single-value select or custom filtering. Available functions include: equals does not equal greater than or equal to less than or equal to like not like contains does not contain ends with begins with. The enhanced grid control filters can be used by pulling down on the filter key in each grid field, then selecting option of choice, or the custom option to set a custom filter of the users choosing. The filter key appears next to all field names, as shown in the screen shot. When clicked, filters appear as shown in the screen shot below P a g e

130 Sales Management Plus User Manual The Custom option then opens up a new popup window that allows the user to select the operand(s) of their choice and then declare a value against which to apply the operand. Note that multiple conditions can be added for the same custom filter on a given field, and when multiple conditions exist, the user can select whether the filters can be deemed and or or functions. Setting Goals at Different Levels After selecting the customers and columns to display, users can begin to set or edit their goals. Users can edit the columns in white, but not the columns that are grayed out. When setting goals and potentials at different levels, a higher level goal or potential may never be less than the sum of the lower level goals or potentials that make it up, although it may be more. In order to make sure that a higher level goal or potential is not less than the sum of the lower level goals or potentials, remember the following tips: 1. If lower level goals or potentials are added or increased, the higher level goal or potential will be increased to be the sum of the lower goals or potentials. 2. If lower level goals or potentials are removed or decreased, the higher level goal or potential will not be changed. 3. If a higher level goal or potential is increased, no change will be made to lower level goals or potentials. 4. If a higher level goal or potential is decreased below the sum of the lower level goals or potentials, the lower level goals or potentials will be decreased proportionately so that their sum is equal to the higher level goal or potential. 5. If a higher level goal or potential is removed, all the lower level goals or potentials will also be removed P a g e

131 EXAMPLE 4: Setting Goals on Different Product Levels for a Customer Setting goals and potentials for product level 3 for a customer can have affects on the product level 1 numbers for that customer. Following these guidelines will help users set their goals and potentials without problems. The steps below show the user how to properly adjust their goals in relation to the guidelines above. 1. If a customer Acme Eng. has no overall goal and a goal of $50,000 is set for the Product level 1 group of Fuses, the customer s overall total goal will be set to $50,000 (Figure 7-13 and Figure 7-14). Now, if $10,000 was added to the Product Level 1 group of Enclosures for Acme Eng., then the customer s total goal will be now set to $60,000 (Figure 7-15 and 7-16). Figure 7-13: $50,000 Goal Set for Product Level 1 (Fuses) Figure 7-14: SMP displays $50,000 for Customer Goal Sell Total 7 12 P a g e

132 Sales Management Plus User Manual Figure 7-15: $10,000 Increase in Product Level 1 Goal Setting for Enclosures Figure 7-16: SMP displays $60,000 for Customer Goal Sell Total 2. If the user removes $5,000 from the Product Level 1 group of Fuses, then the customer s total goal will still remain at $60,000 (Figure 7-17). Figure 7-18 still shows Acme Eng. s customer total to be $60,000. The remaining $5,000 will automatically be pulled into the unspecified field (circled in red in Figure 7-17) P a g e

133 Figure 7-17: $5,000 Decrease in Product Level 1 Goal Setting for Fuses Figure 7-18: Acme Eng Goal Sell Total still remains to be $60, If Acme Eng. s total goal is increased to $70,000, then no change will be made to the Product level 1 goals (Figure 7-19). The remaining amount will be added to the unspecified field P a g e

134 Sales Management Plus User Manual Figure 7-19: Customer Goal Sell Total is $70,000 (increased by $10,000) but the sell amount for Enclosures and Fuses remains unchanged 4. If Acme Eng. s total goal is reduced to $50,000 (decreased by $20,000), then the total goal for Enclosures and Fuses will be reduced proportionately (Figure 7-20). The lower level goals are automatically decreased proportionately so that their sum is equal to Acme Eng. s total goal P a g e

135 Figure 7-20: Customer Goal Sell Total set for $50,000 (decreased by $20,000): Product Levels are reduced proportionately (Enclosures is reduced to $9., & Fuses is reduced to $40,909.09) 5. If Acme Eng. s total goal of $50,000 is removed completely, then the total goal for Enclosures and Fuses will also be removed P a g e

136 Sales Management Plus User Manual Goal and Potential Adjustment This is a quick way to adjust the user s goals based on a Value to Adjust Base Value Adjustment Percentage. To open the Goal and Potential adjustment dialog box click on toolbar at the left of the screen. which is located on the Figure 7-21: Goal & Potential Adjustment box 1. Determine what value you want to adjust: Potential, Goal Sell or Goal GP 2. Determine what value to base your adjustment on: a. Goal setting Year Goal or Potential the same value the user is adjusting b. Prior Year s Goal or Potential use your prior year s goals or potentials as a basis for setting goals or potentials for this year c. Prior Year s Total Sell (or Projection) set goals based on the prior year s total (or projected if the year is not over) sales figures 3. Adjustment is the percentage by which users want their goals to be changed (i.e. An adjustment of 10% means a 10% increase in sales) 4. A Summary of what will be performed is displayed at the bottom of the dialog box 7 17 P a g e

137 Setting Goals Offline Sales Management Plus users have the option to set their Goals and Potentials using an offline Goal Setting Worksheet. Once completed, users will then have the ability to load those Goals and Potentials back into SMP. Important Considerations Using the Offline Goal Setting Worksheet allows users to set Goals/Potentials EITHER at the Customer level OR at Product Level, not both. Uploading the Offline Goal Setting worksheet will override any existing Goals/Potentials that may have been previously added. While uploading the Offline Goal Setting Worksheet into SMP, users must keep those columns found in Gray consistent with the way they were exported (i.e. do not edit or delete those columns). o Only the data found in columns highlighted in yellow will import back into SMP. After uploading Goals/Potentials into SMP, users will be able to manually manipulate those within the framework of SMP. Getting Started After logging into Sales Management Plus, open the Goals and Potentials subject area. Users can select whichever customer filtering technique they like. For Example: Users can filter on Territory, Account Manager or Customer List. - Hit RUN so that the desired Customers are displayed - Select REPORTS - Select one the Offline Goal Setting Worksheet OR the Offline Goal Setting Worksheet SubGoals o From the Product Level version, users can then select to run for all prod level 1 s (default), or can choose the radial circle for prod level 3, and select the product category of their choosing P a g e

138 Sales Management Plus User Manual Figure 7-222: Goal & Potential Generate Report box Completing the Reports Offline Goal Setting Worksheet This report allows users to set Goals/Potentials based on the filter criteria selected in the Goals subject area. Any columns found highlighted in Gray are necessary for the import of this worksheet back into SMP and should not be edited or removed from the worksheet: The columns highlighted in Yellow are the only columns from this worksheet that will be imported back into SMP: Users will type their Potentials and/or Goal Sell and/or Goal GP into the worksheet. The worksheet will then be ready for upload into SMP. Offline Goal Setting Worksheet Subgoals This report allows users to set Goals/Potentials at Product Level 1 or 3, depending on the data selected in the Generate Reports window. Any columns found highlighted in Gray are necessary for the import of this worksheet back into SMP and should not be edited or removed from the worksheet: The columns highlighted in Yellow are the only columns from this worksheet that will be imported back into SMP: Users will type their Potentials and/or Goal Sell and/or Goal GP into the worksheet. The worksheet will then be ready for upload into SMP P a g e

139 Uploading Completed Offline Goal Setting Worksheets Once the Offline Goal Setting Worksheet is completed to the user s satisfaction, the user can log into Sales Management Plus and load the goals and potentials. Once logged in, select the Goals and Potentials subject area, and click on Import Goals. A dialogue box will appear that will allow the user to point to the appropriate excel workbook file for upload. If there is more than one worksheet inside the workbook, the dialogue box will allow you to select the appropriate worksheet for upload. Once a file and worksheet are selected, SMP will provide a summary of the file the user has selected, which will include number of rows in the file, if the goals are for Product Level or Customers, and the year to be uploaded. Users should validate the data before proceeding. As stated in the dialogue box, the goals and potentials loaded via the Import function will overwrite any existing goals and potentials. Figure 7-233: Import Goals & Potentials box Once all parameters are set, the user should click Load to upload the goals. The time for upload will depend on the number of items in the worksheet and the size of the user s database. Useful Steps for Setting Goals 1. Select the year, customers and product group (optional) for which you will set goals 2. If you haven t already set your goals or potentials, use the Adjust All function to quickly create some numbers a. If you have Potentials for the prior year, set Potentials for these customers based on the prior year s Potentials b. Set Sell and GP goals base on the prior year s goals or on the actual sales and GP 3. Refine the Potentials for the customers the user has selected a. Focus on the largest customer accounts as well as the opportunities and sort by Potential or by Goal Sell b. Go down the list of customers and augment the Potentials based on the user s knowledge of each customer account 4. Refine the Goal Sell for the customers the user has selected 7 20 P a g e

140 Sales Management Plus User Manual a. Focus on the largest customer accounts as well as the opportunities and sort by Potential or Goal Sell b. Go down the list of customers and augment the Goal Sell based on what users think they can sell to the customer c. SMP can calculate the Goal Sell for users here if they want to set the Goal by changing the Share (for example, if users want to increase the percentage of the business they got from the customer, set the Share to the percentage they wish to increase to) 5. Refine the Goal GP or the Goal GP% for the customers the user has selected a. Decide to set the profit goals in dollars (GP) or in margin (GP%) by displaying the appropriate column b. If users display Sell, GP and GP% they must set the Goals to set option based on what they want calculated for them (the one SMP calculates for the user is grayed out) c. Focus on the largest customer accounts and sort by Goal Sell d. Go down the list of customers and augment the goals based on the user s knowledge of the account and the products 7 21 P a g e

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142 Chapter 8 Part Analysis To open the Parts Analysis screen, click on one of the following: UNDERSTANDING THE FUNCTIONS OF PART ANALYSIS: 1. Analyze product sales by Part number, Product type, Purchaser, Order line items, Time frame and Account Manager 2. Users can enhance their searches by selecting SKU or Part Number as well as Part Description as a filter 3. Users can easily run queries for a manufacturer by selecting vendor name or ID as a filter 4. Users can identify what products the customers are buying and more importantly the ones they are not buying 5. In the case of recalls, users can determine what customers need to be notified 6. There is a Wildcard: % (for example, if users want a listing of all parts which begin with SQD they would type SQD% in the Part field box Figure 8-1) 7. After you run a query, parts will show up from all customers not just the active ones (complete history of product sales) 8. Create a report in Microsoft Excel of what is displayed on the parts analysis screen (see Generating Reports in Chapter 11 for more information) 9. Create a target marketing list of your contacts for the list of customers displayed in the Part Analysis screen (see Mailers in Chapter 12 for more information) The Part Analysis screen is made up of two frames: a List frame (upper half) and the Filter Criteria frame (lower half). It allows the user to view products at customer, corporate, territory and account manager levels as well as Product levels and part numbers. The following sections explain the filter criteria for Part Analysis. Below in the Filter by Part Type section are examples on how to create three different queries in the Part Analysis form. 8 1 P a g e

143 Figure 8-1: Parts Analysis screen Filter by Product Levels SMP allows the user to filter by product levels in order to determine the total sales for a particular type of part (Figure 8-2). The product levels must be chosen in numerical order in order to run a query. 1. Select the appropriate Invoice Date range for the products 2. The user can filter by Product Level 1 a. Select Product Level 1 category b. Click Run (located at the top on the toolbar) to display a product level 1 query 3. The user can filter by Product Level 2 and Product Level 3 by following the same steps as Product Level 1 a. Select Product Level 1 category (i.e. AB-Industrial Controls) b. Select Product Level 2 subcategory (i.e. NEMA Products) c. Select Product Level 3 part/manufacturer (i.e. Signaling) d. Click Run to display a product level 3 query 8 2 P a g e

144 Sales Management Plus User Manual Figure 8-2: Product Level filters - This filter will result in a list of customers who purchase just Allen Bradley Signaling products Filter by Vendor SMP allows the user to filter by Vendor ID or Name in order to determine the total sales for a particular manufacturer (Figure 8-2). 1. Select the appropriate Invoice Date range for the products 2. Select the Vendor ID or Vendor Name to search by manufacturer 3. Users can filter by the Vendor ID a. Select the Vendor ID b. Click Run to display a query 4. Users can filter by the Vendor Name a. Select the Vendor name b. Click Run to display a query Filter by Part Filter Type SMP allows the user to filter by a specific part number(s) in order to analyze product sales (Figure 8-3). Users can determine what parts their customers are buying and what parts they may need or want. Filter the parts information using the following queries: 1. Select the appropriate Invoice Date range for the products 2. Select the Part Field to query by: a. SKU b. Internal Part Number c. Part Number d. Part Description *NOTE: Eclipse business systems provide users with the Internal Part Number. SX Enterprise (SXe) business systems provide users with the SKU. Both are the unique numeric identifier for parts loaded into the business system and SMP. 3. AND Statement allows the user to determine if a customer has purchased two parts 8 3 P a g e

145 a. For example, users can determine if their customer is buying lamps AND ballasts from their company b. Select the Part Field to Query (SKU, Internal Part Number, Part Number or Part Description) c. Set the Part Filter Type to the AND Statement (Figure 8-3) Figure 8-3: Part Filter Type - AND Statement d. Input the part for Lamps in the Part 1 field and for Ballasts in the Part 2 field i. In this example, the Part Number is being used to run the query 1. Input the Part Number for Lamps 2. Input the Part Number for Ballasts Figure 8-4: Input Part Numbers into criteria fields e. Once the user has input the filter criteria, click Run and the query will be displayed on the screen i. As shown in the Figure below, Beazley Manufacturing has purchased Lamps AND Ballasts from the user s company 8 4 P a g e

146 Sales Management Plus User Manual Figure 8-5: Query for Purchasing Lamps (SQD 94) AND Ballasts (F44W) 4. OR Statement allows the user to determine if a customer has purchased any of the selected parts a. Allows the user to filter for all orders that contain Part #1 OR Part #2 OR. all the way up to Part #6 b. Select the Part Field to Query (SKU, Part Number or Part Description) c. Set the Part Filter Type to the OR Statement (Figure 8-6) 8 5 P a g e

147 Figure 8-6: Part Filter Type - OR Statement d. Input the part(s) in the appropriate fields i. For example, users want to know which of their customers are purchasing Fuses, Enclosures, Fittings and Conduits ii. Input these four parts into the appropriate fields. In this example, the Part Number is being used as the part field to query. a. Fuses ETR% b. Enclosures FRZ% c. Fittings BUSS FRN% d. Conduit HOFF A16% iii. Remember: Use the Wildcard % to pull up all parts beginning with the product number (SKU or Description) Figure 8-7: Input Part Numbers into criteria fields e. Once the user has input the parts into the Criteria fields, click Run and a query will be displayed on the screen i. Figure 8-8 shows a list of customers that have purchased at least one of the above four parts from the users company 8 6 P a g e

148 Sales Management Plus User Manual Figure 8-8: Query for Purchasing any of the Listed Parts (ETR, FRZ, BUSS FRN and HOFF A16) 5. Missing Pairing allows users to determine if a customer has purchased one part (Purchased Part) but not a second part (Not Yet Purchased) a. Users can locate customers who have purchased a product but not the commodity items needed to use the item i. For example, a customer is purchasing lamps but not the ballasts to operate the lamps ii. Run a query to find out which customers fall in this category b. Select the Part Field to Query (SKU, Part Number or Part Description) c. Set Part Filter Type to the Missing Pairing (Figure 8-9) 8 7 P a g e

149 Figure 8-9: Part Filter Type - Missing Pairing d. Input the SKU, Part Number or Part Description for Lamps that customers are purchasing in the Purchased Part field (Figure 8-10) e. Input the part number for Ballasts that customers are not purchasing in the Not Yet Purchased field (Figure 8-10) f. In this example, the Part Number field is being used as the part field to query. The Wildcard % is being used to search all products that include these part numbers. i. Lamps SQD 94% ii. Ballasts - %F44W% Figure 8-10: Input the Part Number into criteria fields g. Once the user has the part numbers in the criteria fields, click Run and a query will be displayed on the screen i. Figure 8-11 shows the list of customers who have purchased Lamps from the user s company but not yet purchased Ballasts from them 8 8 P a g e

150 Sales Management Plus User Manual Figure 8-11: Query for Purchasing Lamps (SQD 94) but NOT Purchasing Ballasts (F44W) 8 9 P a g e

151 Enhanced Grid Controls Enhanced grid controls have been added to all fields in all grids throughout SMP. These controls allow the user to filter using single-value select or custom filtering. Available functions include: equals does not equal greater than or equal to less than or equal to like not like contains does not contain ends with begins with. The enhanced grid control filters can be used by pulling down on the filter key in each grid field, then selecting option of choice, or the custom option to set a custom filter of the users choosing. The filter key appears next to all field names, as shown in the screen shot. When clicked, filters appear as shown in the screen shot below. The Custom option then opens up a new popup window that allows the user to select the operand(s) of their choice and then declare a value against which to apply the operand. Note that multiple conditions can be added for the same custom filter on a given field, and when multiple conditions exist, the user can select whether the filters can be deemed and or or functions P a g e

152 Sales Management Plus User Manual NOTE: SMP will allow users to save a group of customers based on standard filtering found in the bottom of the subject area AS WELL AS the enhanced grid controls. For example, if a user only wants to see customers with a branch of 1 or 2, the user can set the criteria using Enhanced Grid Controls, execute the filter and save this filtered group of customers as a customer list. Using More Filter Criteria Setting more filter criteria allows users to enhance their searches and obtain more precise results. However; setting too many filter criteria can limit the search and SMP may not be able to find the results that match your criteria. The following figure shows the Customers filter criteria in the Part Analysis form. Figure 8-12: Customer filter tab Customer Select from an alphabetized list of customer names Territory Lvl Select from Corporate, Region, Multiple Branch Set or Branch Territory Select a sales territory Acct Mgr Select from an alphabetized list of account managers (alphabetized by first name) Zip Code Select from a list of commonly used zip codes, some with Plus 4 numbers DUNS# Enter the Dunn & Bradstreet number SIC Code Select from two lists of Standard Industrial Codes, one in the "Between" field and one in the & field to create a range of numbers to search General Class select from one of the four gen classes of customer Customer, Competitor, Vendor or Other. Note: this filter is blank by default value, meaning customer general classes of all types will be returned if no value is selected. Profile Field 1 through 4 Defined by your company during SMP implementation; for example, users can insert Customer Type and then select from a list of general customer types (i.e. Industrial, User etc.) 8 11 P a g e

153 Managing Fields in the Grid The Part Analysis form features a Columns Tab, allowing users to select which fields to show in the grid results area. The following figure shows the Customers Columns criteria in the Part Analysis form. At the upper left of the Columns tab, the user can choose to show all columns, or un-check this value and ONLY add the columns that are relevant to the user s needs. In addition, each section heading features a bold option with a checkbox, allowing the user to easily select/deselect the entire section through a single checkbox. For example, all branch data will be shown if the Branch box is checked; if the box is unchecked all Branch data will be hidden/omitted from the grid. NOTE: There is a left-to-right scroll bar present due to the volume of available fields. NOTE: Not all fields are applicable for all client databases. All fields shown in the grid will be shown in Excel if the user runs the Part Analysis report via the Reports button within the Part Analysis screen. Creating Customer Lists An important feature in SMP is its ability to perform comprehensive analysis on a customer base and then create customer and marketing lists based on the results. Instead of filtering lists of the same customers, users can create customer lists in which SMP enables them to save, recall and modify. Users can use these to create and send a marketing piece (See Mailers in Chapter 12) and they allow users to monitor and track marketing efforts. Saving a customer list allows users to see how sales trends have changed since the marketing piece was sent out. By creating a Customer list based on a promotion that was sent out, users can track any changes in Sales on a regular basis. NOTE: SMP will allow users to save a group of customers based on standard filtering found in the bottom of the subject area AS WELL AS the enhanced grid controls. For example, if a user only wants to see customers with a branch of 1 or 2, the user can set the criteria using Enhanced Grid Controls, execute the filter and save this filtered group of customers as a customer list. To Create a Customer List, 1. Select the criteria in the filter frame that the user wants to view 2. Click and a list of customers will be displayed in the List frame 3. Click on and a dialog box will pop open (Figure 5-15) 8 12 P a g e

154 Sales Management Plus User Manual a. The dialog box has columns List Name (name of Customer List), Info (a link to the List Information box See Figure 5-16), Owner (created the List), End Date (taken from the List Information box), Accessible (how many customers you can view in this list based on permission levels) and Total (the number of customers in the list) Figure 8-13: Customer Lists Dialog box 4. Click Save As in the dialog box and SMP will open a List Information dialog box (Figure 5-16) Figure 8-14: List Information Dialog box 5. Fill in the List Name and the Description fields 6. Select Expires if the list needs a specific end date b. This will automatically remove the Customer List by that date 8 13 P a g e

155 7. Select either/both the Private or Read Only list preferences 8. Click Save in the List Information box then Close in the Customer List box 8 14 P a g e

156 Chapter 9 Business Comparison To open the Business Comparison screen, click one of the following: UNDERSTANDING THE FUNCTIONS OF BUSINESS COMPARISON: 1. This form shows a comparison between product levels as a percentage of one another 2. Analyzes the sales potential of a product category using actual sales figures for a comparable product category 3. Allows users to define areas where there is definite room for potential sales growth 4. Compare how much a customer purchases of one product (Comp Total $) with how much they purchased of another product (Target Total $) 5. Comparing the Targeted Product as a percentage of the Compare With product allows you to calculate a dollar figure that the customer should be purchasing (Calc Target $) as well as the Potential Sale dollar amount 6. Recognize situations that allow users to target marketing efforts where they can do the most good 7. Create a Microsoft Excel report containing your business comparison data to use outside of SMP (see Generating Reports in Chapter 11 for more information) 8. Create a target marketing list of your contacts for the list of customers displayed in the Business Comparison screen (see Mailers in Chapter 12 for more information) Below is an example of how to run a Business Comparison. 9 1 P a g e

157 EXAMPLE: How to Perform a Business Comparison In this sample industry we know that when Contractors buy enclosures, they also buy fuses. The Business Comparison form allows us to determine if our customers are buying enclosures as well as fuses. We figure that for every $200 of Enclosures a customer purchases they should also be purchasing at least 5% of that amount in fuses. In order to determine any potential sales growth with our customers, we will run a query to find out which customers are not buying at least 5% of fuses for every $200 of enclosures they are purchasing. After opening the Business Comparison screen, 1. Define the Business to Compare With (Figure 9-1) a. Select Enclosures from the filter list in Prod Level 1 criteria field b. Select $200 from the filter list in the Greater Or= criteria field 2. Define the Business to Target (Figure 9-1) a. Select Fuses from the filter list in Prod Level 1 criteria field b. Select 5% from the filter list in the Less Or= criteria field NOTE: Users can select their product category by Product Level 1, 2 or 3. However; for the example we have chosen to display by Product Level 1 category. Figure 9-1: Set Business to Compare With and Business to Target 3. The screen defaults to the Current Year as well as the Greatest Potential to Sort By a. Users may change these criteria accordingly 4. Click Run and SMP will display a list of customers to target (Figure 9-2) 9 2 P a g e

158 Sales Management Plus User Manual Figure 9-2: Query Results for Business Comparison example - Customers that are not buying at least 5% of Fuses for every $200 of Enclosures they are purchasing a. Customers at the top of the list have the greatest potential for sales growth b. For example, the first customer on the list purchased $10, of Enclosures but purchased no fuses. Their potential is ($10, *.05) $ (as shown in Figure 9-2). Thus, we have the opportunity to start selling at least $ in fuses to this customer In order to run a successful query of a Business Comparison, users must be very knowledgeable with their product sales. If users are not familiar with their product category sales, they can make an educated guess for the Business to Target percentage. Take your best customer, knowing that they purchase ALL product lines from you and do a calculation using their data. This will help users determine what percentage they should set their Business to Target. 9 3 P a g e

159 Figure 9-3 shows a sample of the Business Comparison screen. Comparisons are specified in the Filter Criteria frame and comparison lists are displayed in the List frame. Figure 9-3: Business Comparison screen 9 4 P a g e

160 Sales Management Plus User Manual Enhanced Grid Controls Enhanced grid controls have been added to all fields in all grids throughout SMP. These controls allow the user to filter using single-value select or custom filtering. Available functions include: equals does not equal greater than or equal to less than or equal to like not like contains does not contain ends with begins with. The enhanced grid control filters can be used by pulling down on the filter key in each grid field, then selecting option of choice, or the custom option to set a custom filter of the users choosing. The filter key appears next to all field names, as shown in the screen shot. When clicked, filters appear as shown in the screen shot below. The Custom option then opens up a new popup window that allows the user to select the operand(s) of their choice and then declare a value against which to apply the operand. Note that multiple conditions can be added for the same custom filter on a given field, and when multiple conditions exist, the user can select whether the filters can be deemed and or or functions. 9 5 P a g e

161 SELECTING FILTER CRITERIA The Comp Total $ column (in the List frame) shows the actual sales of a selected product category. For Example, the first customer on the list has purchased $10, of lamps (Figure 9-3). The product category is defined by selecting the appropriate Product Level filters in the Business to Compare With box. After running a query, the screen will display the dollar amount that the customer is purchasing of the product. The Calc Target $ column (in the List frame) shows the expected sales of a targeted product category. For example, if a customer is purchasing lamps from our company, they should be buying lighting from us as well. The product category is defined by selecting Product Level filters in the Business to Target box. The dollar amount is determined by multiplying the Comparison Total $ by the Business to Target percentage. For example, the first customer on the list is buying $10, of lamps and we expect them to purchase at least 35% of lighting from us (Figure 9-3). Thus, the Calculated Target is ($10,561.44*.35) $3, We expect this customer to purchase at least $3, worth of lighting. The Target Total $ column shows how much of the targeted product group the customer has actually purchased from you. For example, the first customer on the list has purchased $ of lighting from us (Figure 9-3). The Potential column is the difference between Calc Target $ and Target Total $. It is based on what they are purchasing in one product and what they should be purchasing in a congruent product. For example, the first customer on the list has a Potential of $3, which means they can be buying this amount of lighting from our company (Figure 9-3). Currently, the customer is purchasing $ so their Potential is $3, This analysis is important to any business because the Potential dollar amount given to the user in the Business Comparison form is an opportunity for sales growth. Creating Customer Lists An important feature in SMP is its ability to perform comprehensive analysis on a customer base and then create customer and marketing lists based on the results. Instead of filtering lists of the same customers, users can create customer lists in which SMP enables them to save, recall and modify. Users can use these to create and send a marketing piece (See Mailers in Chapter 12) and they allow users to monitor and track marketing efforts. Saving a customer list allows users to see how sales trends have changed since the marketing piece was sent out. By creating a Customer list based on a promotion that was sent out, users can track any changes in Sales on a regular basis. NOTE: SMP will allow users to save a group of customers based on standard filtering found in the bottom of the subject area AS WELL AS the enhanced grid controls. For example, if a user only wants to see customers with a branch of 1 or 2, the user can set the criteria using Enhanced Grid Controls, execute the filter and save this filtered group of customers as a customer list. To Create a Customer List, 1. Select the criteria in the filter frame that the user wants to view 2. Click and a list of customers will be displayed in the List frame 3. Click on and a dialog box will pop open (Figure 5-15) 9 6 P a g e

162 Sales Management Plus User Manual c. The dialog box has columns List Name (name of Customer List), Info (a link to the List Information box See Figure 5-16), Owner (created the List), End Date (taken from the List Information box), Accessible (how many customers you can view in this list based on permission levels) and Total (the number of customers in the list) Figure 9-4: Customer Lists Dialog box 4. Click Save As in the dialog box and SMP will open a List Information dialog box (Figure 5-16) Figure 9-5: List Information Dialog box 5. Fill in the List Name and the Description fields 6. Select Expires if the list needs a specific end date 9 7 P a g e

163 d. This will automatically remove the Customer List by that date 7. Select either/both the Private or Read Only list preferences 8. Click Save in the List Information box then Close in the Customer List box 9 8 P a g e

164 Chapter 10 Business Totals To open the Business Totals screen, click on one of the following: UNDERSTANDING THE FUNCTIONS OF BUSINESS TOTALS: 1. Increases the user s ability to spot market trends 2. View total sales data broken down by pre-defined product categories 3. View month-by-month sales and profit figures for a company, territory, branch or account manager 4. View product category sales for previous years or the current year 5. Create Microsoft Excel reports if you need to use the Business Totals data outside the SMP environment (see Generating Reports in Chapter 11 for more information) The Business Totals screen shows a one-year view of the total sales for previous years sales or the current year through the last imported month. Sales are based on Product Level 1 or Product Level 2/3 breakouts. Figure 10-5 shows a default Business Totals screen for a distributor s Western regional territory. The user s default screen will be slightly different than the screen shown in Figure The Product Level, Territory Level, Territory and Account Manager pull-down options are customized for the user s company and the screen defaults depend on the user s access level. Below is an example of how to run a query by Account Manager in the Business Totals form P a g e

165 EXAMPLE: How to Run a Query by Account Manager Users can run a query to display an Account Manager s total sales, gross profit and percentage gross profit by product categories. 1. After opening the Business Totals screen, select the Account Manager you wish to query from the preloaded company list. (Figure 10-1) Figure 10-1: Select Account Manager Filter 2. Select the appropriate Display field a. We want to see Jack Boman s total sales, gross profit and percentage gross profit b. Select Display 2 (Figure 10-2) Figure 10-2: Select the Display filter 3. Select the Year to be displayed on the screen a. Options are current year and up to two years previous the current year b. We want to see Jack Boman s numbers for 1 year previous to the current year c. Select 1 Year Prev (Figure 10-3) Figure 10-3: Select the Year filter 4. Now that the Criteria fields have been selected, we will run our query a. Click Run (on the left of the screen on the toolbar) b. Jack Boman s sales, gross profit and percentage gross profit for last year will be displayed (Figure 10-4) 10 2 P a g e

166 Sales Management Plus User Manual Figure 10-4: Previous Year's Product Level 1 Sales Total, Gross Profit and Percentage Gross Profit for Jack Boman (Acct Mgr) 5. The user can view Product Level 2/3 categories as well a. Click on the Product Level 3 Totals tab and select the Product Level 1 you wish to breakdown, or b. Click on the Prod Lvl 1 hyperlink to see the breakdown of that Product level 1 category Please read on for more detailed information on how to use the Business Totals form P a g e

167 Figure 10-5: Business Totals default screen (Display 1) The Business Totals screen has two displays: The default display is the totals sales data only 1 in the Display field The secondary display is a sales and profit display 2 in the Display field o It shows month-by-month sales, gross profit and percentage gross profit for each product category (Figure 10-6) 10 4 P a g e

168 Sales Management Plus User Manual Figure 10-6: Business Sales & Profit Totals screen (Display 2) Selecting Product Levels SMP divides products into a four-level hierarchy of increasingly narrow categories. SMP customizes the categories for each distributor. The highest level, Product Level 1, generally consists of industry segments such as industrial control products, lighting products and software products. Product Levels 2 and 3 divide the industry segments into categories and subcategories. Product Level 2 breakdowns of industrial control products might include power products and sensor products. A Product Level 3 breakdown of power products might include the subcategories that are shown in Figure 10.6, including circuit protectors, condition sensors and disconnects. To display the sales data for Product Levels 2 and 3, 1. Click on the hyperlinked product in the Product Level 1 totals screen, Or, 2. Click on the Prod Level 3 Totals tab 3. The totals frame will update and display a blank Prod Lvl 2-Lvl 3 Business Totals list 4. Select an industry segment from the Product Level 1 menu 5. Click Run and SMP will display a Business Totals list with the subcategories of the selected industry segment To view the products in a specific subcategory, click on the subcategory and a Product Level 3 breakout dialog box will open. The dialog box displays the unique identifier defined by your company for the products in the subgroup and a brief description of each part P a g e

169 Enhanced Grid Controls Enhanced grid controls have been added to all fields in all grids throughout SMP. These controls allow the user to filter using single-value select or custom filtering. Available functions include: equals does not equal greater than or equal to less than or equal to like not like contains does not contain ends with begins with. The enhanced grid control filters can be used by pulling down on the filter key in each grid field, then selecting option of choice, or the custom option to set a custom filter of the users choosing. The filter key appears next to all field names, as shown in the screen shot. When clicked, filters appear as shown in the screen shot below. The Custom option then opens up a new popup window that allows the user to select the operand(s) of their choice and then declare a value against which to apply the operand. Note that multiple conditions can be added for the same custom filter on a given field, and when multiple conditions exist, the user can select whether the filters can be deemed and or or functions P a g e

170 Chapter 11 Quotes To open the Quotes screen, click on the following: UNDERSTANDING QUOTES IN SMP: 1. Quotes is an optional subject area in SMP and may not be available in all company databases 2. With Quotes, users can review Quotes provided to Customers via the company s business system 3. Users can move, filter and group data on-screen to customize the view to their liking. 4. Users can export the grid to excel, or use the Show All Quote Detail button in the upper right to view all quote details and export the details to Excel. Using the Quotes Subject Area 1. The Quote subject area provides users a grid of summarized Quote data one line/quote. See screen shot P a g e

171 2. Key function controls inside Quotes (all of these controls are located in the upper left corner of the screen) a. Reset resets the grid back to its default state b. Export Grid Data allows the user to export the grid to Excel; any sorting/grouping or reordering of columns will be reflected in the exported grid. c. Refresh refreshes the view of the data. 3. To open a Quote, click on the Quote Number/ID; please note that the customer s name is also hyperlinked, and can be clicked to open the Customer Information screen. a. Once the Quote has been opened (showing all quote detail e.g.: all items included in the quote), the user can choose to push the Quote details to excel using the excel icon in the left center of the screen (below customer s detailed information/above the items quoted). See screen shot. b. 4. Users can also Show all Quote Detail using the button of the same name, located in the top right of the form. This will open a new dialogue box showing all quote details (every line for every quote). a. Once this detail screen is opened, the user can choose to push all Quote details to excel using the excel icon in the left of the screen. See screen shot P a g e

172 Sales Management Plus User Manual b. 5. Grid Controls inside of Quotes a. Grid controls inside of the Quotes subject area allow you to customize the grid to meet your specific needs. Please note that changes to the grid will ALSO be reflected when Quotes data is accessed via a Customer or Project, as reviewed in other areas in the documentation. b. Users have the following grid options: i. Sort by any column (click once = A-Z/low-high; click twice = Z-A; high/low) ii. Group by any column (click/hold column name and drag/drop up into the drag a column header here to group. white area at the top of the screen. iii. Filter use the funnel icon on the right side of each field to filter the grid data (filters follow similar logic to those seen in MS Excel). 1. Users can select a single item, blanks, non-blanks, or custom to apply custom filtering; selecting all removes all filtering that is already in place. iv. Pin use the pin icon on the far right side of each field name to freeze panes at that field, allowing the field at the pin point to be continuously viewed even when scrolling the grid to the right to view additional columns of data. Click the pin icon on the desired field to pin field in place. NOTE: the first pinned field will be moved to the far LEFT of the grid. 1. Pin pointing down indicates pinning is in place 2. Pin pointing to the left indicates pinning is not in effect P a g e

173 3. Pinning down MULTIPLE fields freezes each field in place and allows the view of multiple frozen fields at the left side of the screen, while you scroll to view additional fields down the grid. Associating an Imported Quote to a Project Quotes in SMP can be manually associated to a project by any user who has access to the Quote and the Project. To associate an imported quote to an existing SMP Project: 1. Open the Quotes subject area, and locate the quote to be associated to an existing Project; open the Quote by clicking on the Quote Number. 2. Once the Quote is open, users will see two buttons in the upper right of the Quote. To associate to an Existing Project, choose the Existing Project button. 3. The user will then be presented with a list of Projects for the customer, and will have the option to choose which Project to tie the quote to. 4. Click associate to associate the Quote to the Project; cancel to exit P a g e

174 Sales Management Plus User Manual 5. Once the associate button is selected, the user will be redirected to Project Add/Edit and the Project selected will be shown. a. The Quote will now show on the Project via the Quotes tab. If it is the first/primary Quote associated it will also show at the upper right of the Project in the From Quote box. b. The Quote s included items will be reflected in the Products tab note that rows associated from a Quote are not edit-able, so the checkbox for active will be grayed out. c. Multiple Quotes can be associated to the same Project; if additional Quotes need to be added, the user can repeat steps 1-4 above. i. NOTE: a Quote may only be associated to one SMP Project. To associate an imported quote to an new SMP Project: 1. Open the Quotes subject area, and locate the quote to be associated to an existing Project; open the Quote by clicking on the Quote Number. 2. Once the Quote is open, users will see two buttons in the upper right of the Quote. To associate to an Existing Project, choose the New Project button. 3. The user will then be presented with a popup window to confirm associating the Quote to a new Project. Select Yes to continue; No to cancel 4. Once Yes is selected, the user will be redirected to Project Add/Edit and the Project selected will be shown so that the New Project details can be added. a. The Quote will now show on the Project via the Quotes tab. It will also show at the upper right of the Project in the From Quote box. b. The Quote s included items will be reflected in the Products tab note that rows associated from a Quote are not edit-able, so the checkbox for active will be grayed out. c. Multiple Quotes can be associated to the same Project; if additional Quotes need to be added, the user can repeat steps 1-4 above. i. NOTE: a Quote may only be associated to one SMP Project P a g e

175 Chapter 12 Open Orders To open the Open Orders screen, click on the following: UNDERSTANDING OPEN ORDERS IN SMP: 1. Open Orders is an optional subject area in SMP and may not be available in all company databases 2. With Open Orders, users can review Open Ordered entered for the Customers via the company s business system. 3. Users can move, filter and group data on-screen to customize the view to their liking. 4. Users can export the grid to excel, or use the Show All Open Order Detail button in the upper right to view all quote details and export the details to Excel. Using the Open Orders Subject Area 1. The Open Orders subject area provides users a grid of summarized Quote data one line/order. See screen shot. 2. Key function controls inside Open Orders (all of these controls are located in the upper left corner of the screen) a. Reset resets the grid back to its default state b. Export Grid Data allows the user to export the grid to Excel; any sorting/grouping or reordering of columns will be reflected in the exported grid. c. Refresh refreshes the view of the data. 3. To open an Order, click on the Order Number/ID; please note that the customer s name is also hyperlinked, and can be clicked to open the Customer Information screen. a. Once the Order has been opened (showing all quote detail e.g.: all items included in the order), the user can choose to push the Order details to excel using the excel icon in the left center of the screen (below customer s detailed information/above the items quoted). See screen shot P a g e

176 Sales Management Plus User Manual b. 4. Users can also Show all Open Order Detail using the button of the same name, located in the top right of the form. This will open a new dialogue box showing all order details (every line for every order). a. Once this detail screen is opened, the user can choose to push all Order details to excel using the excel icon in the left of the screen. See screen shot. b. 5. Key function controls inside Open Orders (all below controls are located in the upper left corner) a. Reset resets the grid back to its default state b. Export Grid Data allows the user to export the grid to Excel; any sorting/grouping or reordering of columns will be reflected in the exported grid. c. Refresh refreshes the view of the data. 6. Grid Controls inside of Open Orders 12 7 P a g e

177 d. Grid controls inside of the Open Orders subject area allow you to customize the grid to meet your specific needs. Please note that changes to the grid will ALSO be reflected when Open Orders data is accessed via a Customer or Project, as reviewed in other areas in the documentation. e. Users have the following grid options: i. Sort by any column (click once = A-Z/low-high; click twice = Z-A; high/low) ii. Group by any column (click/hold column name and drag/drop up into the drag a column header here to group. white area at the top of the screen. iii. Filter use the funnel icon on the right side of each field to filter the grid data (filters follow similar logic to those seen in MS Excel). 1. Users can select a single item, blanks, non-blanks, or custom to apply custom filtering; selecting all removes all filtering that is already in place. iv. Pin use the pin icon on the far right side of each field name to freeze panes at that field, allowing the field at the pin point to be continuously viewed even when scrolling the grid to the right to view additional columns of data. Click the pin icon on the desired field to pin field in place. NOTE: the first pinned field will be moved to the far LEFT of the grid. 1. Pin pointing down indicates pinning is in place 2. Pin pointing to the left indicates pinning is not in effect. 3. Pinning down MULTIPLE fields freezes each field in place and allows the view of multiple frozen fields at the left side of the screen, while you scroll to view additional fields down the grid P a g e

178 Sales Management Plus User Manual Chapter 13 Data View To open the Data View screen, click on the following: UNDERSTANDING DATA VIEW IN SMP: 1. Data View allows users to drag-and-drop sales and goals or invoice data points into a grid to custom-create reports and graphs from SMP data. 2. With Data View, users can custom-create reports based on required data points or custom time frames directly on screen unlike Advanced Reporting, users do not have to wait to export the data to Excel to see the layout of the report 3. Users can move, filter and group data on-screen to further customize the report or graph. 4. Users can save report templates, export data to spreadsheet programs or export data as PDF files. The Data View subject area consists of three tabs Select Template, Pre-Select Options, and Pivot Table. Types of Reports and Available Data Points Users can create seven types of reports via Data View, each with its own set of filtering and field selection options. Figure 13-1: Data Selection, Filtering and Field Options Example 13 9 P a g e

179 1. Activities which gives users the option to bring in a range data points related to activities, including projects activities are tied to, and products noted on the activity. This also features the capability to pair a customer s overall sales for current year projected, current YTD and last year actual sales with the activity data. 2. Projects which gives users the option to bring in a range of data points related to projects and related product details. This also features the capability to pair a customer s overall sales for current year projected, current YTD and last year actual sales with the project data. 3. Invoice Details which gives users the option to bring in data points from the invoiced sales data (POS) files a. Users can filter down the amount of data to be returned by selecting items from the filtering area. Filtering data includes invoice date range, customer list, territory/branch, assigned primary account manager, product group and/or vendor. b. Users can build reports that contain data points such as Bill To or Ship To Customer, Product Groups, Product Categorization rules, Product Attributes, Commodity Codes, Dates, Invoice Order/Release/Contracted information, Selling Branch, Selling Sales Person, Inside Sales Rep and/or Vendor. 4. Invoice Details by Calendar OR Fiscal Year which give the user the option to bring in data points from the invoiced sales data (POS) files, and combine it with comparison data such as year vs. year delta and variance, YTD vs. PYTD delta and variance, and so on. a. Users can filter down the amount of data to be returned by selecting items from the filtering area. Filtering data includes invoice date range, customer list, territory/branch, assigned primary account manager, product group and/or vendor. b. Users can build reports that contain data points such as Bill To or Ship To Customer, Product Groups, Product Categorization rules, Product Attributes, Commodity Codes, Dates, Invoice Order/Release/Contracted information, Selling Branch, Selling Sales Person, Inside Sales Rep and/or Vendor. c. A Note on Calendar Versus Fiscal Data: i. Calendar Data is defined by invoice dates (e.g.: January is Jan 1-31, regardless of the year/period defined by the organization in the file transfer). 1. Current month is the most recent month for which sales data was submitted to SMP. ii. Fiscal Data is defined by the year/period defined by the organization in the file transfer. (E.g.: for an organization on a fiscal calendar that begins in May, period 3 represents July sales data, not March. Likewise, an organization whose month runs from the 5 th of the current month 4 th of the next month represents their fiscal month.) 1. Fiscal Current Month is the most recent month for which sales data was submitted to SMP. 5. Sales & Goals by Calendar OR Fiscal Year which gives users the option to bring in various metrics involving sales and goals information P a g e

180 Sales Management Plus User Manual a. Users can filter down the amount of data to be returned by selecting items from the filtering area. Filtering data includes customer list, territory/branch, assigned primary account manager and/or product group. b. Users can build reports that contain data points such as: i. Time Frames: Calendar Year, Cal YTD, Cal Quarter, Cal QTD, Cal Month, Cal MTD, Cal Week, Cal WTD, Calendar Date, Fiscal Year, Fiscal YTD, Fiscal Quarter, Fiscal QTD, Fiscal Month and/or Fiscal MTD ii. Customer & Product Data: Customer Details, Customer Profiling Fields, Assigned Account Manager, Home Branch and/or Product Group. iii. A Note on Calendar Versus Fiscal Sales Data: 1. Calendar Data is defined by invoice dates (e.g.: January is Jan 1-31, regardless of the year/period defined by the organization in the file transfer). a. Current month is the most recent month for which sales data was submitted to SMP. 2. Fiscal Data is defined by the year/period defined by the organization in the file transfer. (E.g.: for an organization on a fiscal calendar that begins in May, period 3 represents July sales data, not March. Likewise, an organization whose month runs from the 5 th of the current month 4 th of the next month represents their fiscal month.) a. Fiscal Current Month is the most recent month for which sales data was submitted to SMP. 6. Open Order Detail which gives users the option to bring in various metrics regarding open order information a. Users can filter down the amount of data to be returned by selecting items from the filtering area. Filtering data includes customer list, territory/branch, assigned primary account manager, product group and/or vendor. b. Users can build reports that contain data points such as Bill To or Ship To Customer, Product Groups, Product Categorization rules, Product Attributes, Commodity Codes, Dates, date information, Selling Branch, Selling Sales Person, Inside Sales Rep and/or Vendor. 7. Quote Detail which gives users the option to bring in various metrics regarding quote information a. Users can filter down the amount of data to be returned by selecting items from the filtering area. Filtering data includes customer list, territory/branch, assigned primary account manager, product group and/or vendor. b. Users can build reports that contain data points such as Bill To or Ship To Customer, Product Groups, Product Categorization rules, Product Attributes, Commodity Codes, Dates, date information, Selling Branch, Selling Sales Person, Inside Sales Rep and/or Vendor P a g e

181 EXAMPLE: Creating a New Report To create a new report: 1. Click the start new query button; the pre-select options tab will open Figure 13-1A: New Query Button 2. Choose the type of report you d like to create using the radial circle buttons. (see Figure 11-1) 3. Select your filtering criteria to help limit the data set, as necessary; e.g.: customer list, territory, etc. NOTE: Filtering will vary based on the data selection made in step 2. (see Figure 11-1) 4. Next, using the field tree on the right hand side, select the items you d like to include in your query data. (see Figure 11-1) a. NOTE: the plus signs can be clicked to expand/view the underlying data points for a given group of data; however, the main data group box must be checked off to bring in the underlying data points. 5. As the user defines filtering and checks off the data groups, the number of data rows in the upper right of the screen information will be updated this is a visual indication of how much information will be returned based on the selected criteria. The volume of data will directly correlate to the time required to populate the Pivot Table view. Figure 13-2: Results to be Returned Tracker 6. Once the user is satisfied with the filtering and data sets selected, click Pivot Table tab at the top to compile the data for customization of the data in the spreadsheet view. While the data is being retrieved, the user will see a loading box on the screen. If the load is taking too long and the user wishes to further limit the data set to decrease load time, select cancel. Figure 13-3: Pivot Table view tab Figure 13-4: Loading Progress Box P a g e

182 Sales Management Plus User Manual 7. Once the Pivot Table completes, the basic data points selected will show in the grid; measures will exist in the data point groups on the right (called the Pivot Grid or field chooser) and can be dragged/dropped into the pivot table area. a. NOTE: the user can expand the Pivot Grid selection area on the right side of the screen to allow for complete viewing of field names. Hover on the vertical dividing bar and pull the bar to the left to expand the visual area; drag to the right to contract the visual area. b. From this point forward, Data View will behave as a standard Pivot Table does, and sorting/filtering can be executed just as it can inside a standard spreadsheet program, such as Excel. 8. Move fields around using the Column Names area boxes at the bottom right. a. Drag a field up higher or lower in order to change the ordering of filters on the grid. NOTE: re-ordering columns in the Row Area box will change the grouping of the data. Figure 13-5: Drag & Drop to Reorder Fields 9. Add or edit data views as necessary. 10. Save or export data. (for more information on save and export functions, click here) a. Using the File menu, located directly under the tab name select template, users can choose to save the report created as a template or as a PDF. b. Users can also select simply to send the data to excel, or print preview the data, which will allow for on-screen margin/setup editing BEFORE printing or saving. Basic How-To Information for Adding and Editing Data in the Pivot Table Hide/Un-hide the Field Chooser Box Users can choose to hide the field chooser box, if desired. Select View at the top and uncheck Show Field Chooser to hide it. To un-hide field chooser, select View again and recheck Show Field Chooser. Adding/Removing Information to the Pivot Table: P a g e

183 Use the Pivot Grid information on the right to drag & drop data points into the Pivot Table area in the drop data here area. 1. Expand the Pivot Grid data sets by clicking the arrow next to the data set name. 2. Click on the desired data point, and while holding down the left mouse button, drag and drop the data point onto the grid OR down into the field areas at the bottom right. 3. To remove a field, left mouse click and drag & drop the data point from the bottom right definition area back up to the Pivot Grid area on the right side of the screen. Figure 13-6: Drag & Drop Function Expanding Viewable Area of Columns in the Pivot Table 1. Hover over the column right edge; when the left/right arrows appear, click and drag right to expand the column area; click and drag left to contract the column area. Sorting and Filtering Data in the Pivot Table 1. To sort by a column of data, click on the sort arrow to the right of the column name; one click sorts ascending/a-z; two clicks sorts descending/z-a Figure 13-7: Sort Function 2. To filter data in a column, hover over the top right corner of a column header and click on the filter to open the filtering dropdown. Un-check boxes to exclude them from the data; check boxes to include them. NOTE: If a user wishes to only include a limited number of data points from the larger list, begin by un-checking select all the checking off the data points to be included. a. Filtering of data can also be done in the bottom right field definition area. Simply hover over a field and the filter funnel will appear. Figure 13-8: Filter Function 3. Note: Filtering on Product Group Data allows for multi-select by product group that is, a user can choose to see all details for one Product Group (level data) and/or only partial data a selected level 2 or selected level 3 data for other product groups. To use multi-select filtering for Product Groups: a. Hover over the top right corner of the Product Level 1 box and click on the funnel to open the filtering dropdown P a g e

184 Sales Management Plus User Manual b. Using the arrows next to each Product Level name, expand by clicking the right arrows so it points down. Figure 13-9: Filter Function c. The user can either un-check select all and simply re-check the product groups desired, or can un-check product groups to exclude. When done, click OK to apply the filters. Figure 13-10: Filter Function d. In the example above, only HID type ballasts, ABB brand distribution equipment and contractor type enclosures will be retained for use in the report. e. To clear the multi-select filter, simply hover over the top right corner of the Product Level 1 box again, click the filter icon and check off the select all box and all values will be re-added to the report. 4. To filter based on Measures (sell, cost, etc.), click on the filter icon next to the measure name on the Measure in the Field Chooser: Data Area box (lower right of the screen) P a g e

185 a. Set the minimum and maximum values for the field by either using the slider bars or entering values in the designated show values from/to fields, as seen in the screen shot below. b. Values can be manually entered in the show values from boxes or by dragging the slider bars as shown in the screen shot. c. Use the OK button to apply. d. Use the Cancel button to exit out without applying filters e. Use the Clear button to clear existing filters. 5. To sort on any column data (sell, cost, margin, quantity, etc.), right click on the desired sales field in the Pivot Table area and select which type of data you want to sort sales by. a. NOTE: Sorting once will automatically sort ascending; to sort descending, right click and choose to sort again on the same field. Figure 13-11: Sorting by Column Value P a g e

186 Sales Management Plus User Manual Roll-Up or Expansion of Data Groups in the Pivot Table 1. To roll up a group of data, click the arrow on the left side of the header cell. 2. To expand a group of data, click the arrow on the left side of the header cell. Figure 13-12: Roll-Up/Expansion Function Using the Defer Layout Update Checkbox The Defer Layout Update checkbox exists at the bottom right of the Pivot Grid area. This allows the user to choose to make grid updates as they happen or all at once. Figure 13-13: Defer Layout Function 1. Check the Defer Layout box to delay all grid updates until the update button is clicked. This is ideal if a user knows exactly what fields he/she would like to add to the bottom field area and then update the view once everything is added. a. The update button will only be active when the Defer Layout box is checked AND un-applied changes have been made. b. Click update to update the grid/display any changes. 2. Leave the Defer Layout box un-checked to update the grid as new fields are added. a. NOTE: This is the default setting. b. NOTE: Allowing the grid to update as fields are added can cause a delay as new fields are added/reorganized. In cases such as this, the user will see a thinking icon on-screen indicating data is being updated. Users must wait until the icon is gone/grid is fully updated before proceeding. EXAMPLE: Using a Saved Template To use a saved template: 1. Review the list of templates available in the template list. NOTE: templates available depend on a user s login credentials. When templates are saved, a user can decide to make it public (viewable to all), private (viewable only to the user) or admin only (viewable only by SMP Administrators). 2. Click once to select desired template. 3. Select an option from the right: a. Pivot Table View opens the Pivot Table view (for customization of the report before saving as a new template or exporting to Excel). b. Export to Excel run the report as-is. c. Deactivate deactivates the report from the template view. NOTE: the deactivate button will only be visible/usable if the user is an SMP Administrator OR owns the template highlighted for use. This prevents users who do not own a report from deactivating it from the database P a g e

187 d. Rename allows the user to rename the report. NOTE: the rename button will only be visible/usable if the user is an SMP Administrator OR owns the template highlighted for use. This prevents users who do not own a report from changing a template s reference name. Figure 13-14: Using a Template Editing an Existing Template To edit an existing template: 4. Review the list of templates available in the template list. NOTE: templates available depend on a user s login credentials. When templates are saved, a user can decide to make it public (viewable to all), private (viewable only to the user) or admin only (viewable only by SMP Administrators). 5. Click once to select desired template. 6. Select Pivot Table View to open the Pivot Table view for customization before saving as a new template or exporting to Excel/PDF. 7. Use steps under Creating a New Report to add/edit data. Creating Graphs Users can also use Data View to create graphs of the Pivot Table Data. Once the pivot data is set up to the user s satisfaction, the user can: 1. Click Chart to see charting options Figure 13-15: Chart Options Menu 2. Click show chart to show the chart and data in the window a. By Default the selected data only will be checked off this allows the user to CHOOSE the rows of data to chart this is especially helpful with hundreds of data points; users can simply choose to highlight the top X number of rows to chart. i. Selected data rows will show as a dark blue color, as opposed to unselected rows, which will appear dark blue (see Figure 11-17) P a g e

188 Sales Management Plus User Manual 3. Select Chart Series to determine if rows or column data should be charted (e.g.: if the user is showing customers and current year vs. previous year sales data, charting the columns charts the sales dollars; charting by rows charts the sales growth/decline of the customer). 4. Using the Chart Type popup menu item, choose the chart desired. a. Users can change the chart type to get the desired view of the data b. NOTE: Remember to alter the Chart Series to change graphing of column versus row data. 5. To increase the size of the chart area versus the data area, hover over the horizontal divider bar between the chart and data areas; click and drag up to increase the chart size area; click and drag down to increase the data size area. Figure 13-16: Selected Data Chart View Save and Export Functions There are four save/export/view functions available to users in Data View; all are accessible under the File menu. NOTE: Both spreadsheet and graph views can be exported P a g e

189 Figure 13-17: File Menu 1. Save as a Template: allows a user to save the data as they ve created it field selections and order of data points will be retained. When save template is selected, a user can decide to make it public (viewable to all), private (viewable only to the user) or admin only (viewable only by SMP Administrators). a. Filtering in fields (e.g.: inclusion of only certain account managers, product groups, etc.) will not be retained. b. If graphs are saved as a part of the template, the graph type will be saved as part of the template. 2. Save as a PDF: allows a user to save the data to a PDF file in a directory location designated. a. NOTE: a user can modify the output by using the Print Preview option FIRST, which will allow the manipulation of margins, etc. to improve the desired output of the file. Once the view is to the user s liking, the user can use the export to PDF icon in the upper right of the Print Preview screen to send the file to a PDF. 3. Send Data to Excel: allows a user to export the grid data, as created to Excel; data can then be further manipulated in Excel at the user s discretion, saved to a directory or distributed via Print Preview: allows a user to preview the print output of the data before sending to the printer or saving as a PDF. Print Preview functionality mirrors that of a typical print preview from the MS Office suite of products (margin editing, scale, header/footer creation, zoom, watermarks, send to PDF, print, save, etc.). Notes Regarding Printing/Exporting Graphed Data When graphs are showing on screen and Export to Excel or Save to PDF is chosen from the File menu, the graph will appear as an image at the bottom of the spreadsheet data once exported/saved. If a user wishes ONLY to send the graph to PDF or Excel, a user should drag the horizontal divider bar between the chart and data area all the way to the top before proceeding. Otherwise, both the chart AND data will be printed/exported P a g e

190 Chapter 14 Generating Reports UNDERSTANDING GENERATING REPORTS IN SMP: 1. Each module in SMP has its own set of reports that are based on the available information and the inquiries made 2. The reports are specially formatted Microsoft Excel worksheets, created by SMP, and designed for use outside the SMP environment 3. Once a report has been created by SMP, it is a fully functional Excel worksheet and can be saved, printed and edited within Microsoft Excel 4. The data in the worksheet and the format of the worksheet varies depending on the source screen and the report options that are selected when the report is generated 5. Note that generating reports from SMP to Excel will only allow a user to bring in data that meets Excel s requirements if there are too many records (rows) for the user s version of Excel to handle, the data will be truncated. In addition if there are too many characters in a given field (such as project, activity or customer notes), the data will be truncated as well. 1. As a general rule, Excel versions 11 or lower (Excel/Office 2003 or older) will allow for 65,536 rows of data, and 911 characters per cell 2. Excel versions 12 or higher (Excel/office 2007 and newer) will allow for exponentially larger numbers of rows and characters per cell. Steps to Generating a Report: 3. Choose the report to create and open the report s source screen (one of the forms in SMP) 4. Display the data that is needed in the report, such as the filtered list of customers or the selected product level categories, which can be produced by running queries from within the form 5. Click and SMP will open the Generate Report window 6. Select the report to generate and select from the options available 7. Click OK 8. SMP will open the report in a Microsoft Excel worksheet. Users can print, save or modify the report in MS Excel. The following section presents the reports that can be generated from within each form in SMP P a g e

191 Customer Information There are three reports for this module (Figure 12-1): 1. Customer Contact List: shows all contacts and contact details for every contact belonging to the selected customer. 2. Product Level Monthly Totals: shows a breakdown of the customer s sales by product level and by month for the selected year a. See Figure 12-2 for an example of this report 3. Product Level Monthly Totals w/notes: shows a breakdown of the customer s sales by product level and by month for the selected year; this report includes the Notes that are inserted into the Customer Information form a. See Customer Information in Chapter 3 for more information on the Notes section Figure 14-1: Customer form Generate Report window Figure 14-2: Example Product Level 1 Monthly Sales Total for the Customer Coffey Lab 14 2 P a g e

192 Sales Management Plus User Manual Activity Review There is one report for this module (Figure 12-3): 1. Activity Management: shows all the filtered criteria chosen by the user for the Activity list created a. Includes the start date, due date, subject, company, status, owner(entered by), assigned ID for customer, DUNS, assigned by, contact, account manager, notes, joint sales program, project name(if applicable), sales date, complete date, activity number and total time (hrs) spent on the activity b. See Figure 12-4 for an example of this report Figure 14-3: Activity Review form Generate Report window 14 3 P a g e

193 Figure 14-4: Example of the Activity Management Report 14 4 P a g e

194 Sales Management Plus User Manual Market Analysis There are many reports users can generate from this module (see Figure 12-5): 1. Market Analysis Summary: shows a summary of each customer on the list a. This report contains the same sales and profit data for the customers currently displayed in the List frame b. Includes all the filter criteria selected by the user to create the list of customers c. See Figure 12-6 for an example summary report 2. Market Analysis Summary with Addresses: formats market analysis data plus contact data for currently displayed customers for use with mapping software a. Similar to Market Analysis Summary report but it includes the contact address information 3. Product Level Excel Pivot Table: creates a customized pivot table of the market analysis data a. An interactive table that users can manage to quickly summarize large amounts of data b. Users can rotate its rows and columns to see different summaries of the data, filter the data by displaying different pages or display details for areas of interest c. The next section describes how users can customize pivot tables Figure 14-5: Market Analysis form Generate Report window 14 5 P a g e

195 Figure 14-6: Example of Market Analysis Summary Report Customizing Pivot Tables Since the pivot table is an interactive table, users can drag various fields where they want them and Microsoft Excel will automatically sort the data and calculate totals and subtotals. It is called a pivot table because users can rotate the rows and columns of the table to see different summaries of the source data. Users can also show or hide details for selected data and filter the data by displaying different pages. Pivot tables are especially useful for comparing totals, like when users have a long list of figures to summarize and they want to compare several facts about each figure P a g e

196 Sales Management Plus User Manual Figure 14-7: Example of Product Level 1 Excel Pivot Table Report Improved Pivot Table Report The Product Level Excel Pivot Table report is greatly enhanced. o We suggest running this report using a fairly large sample of data. o To Run the Pivot Table Report: 1. Open the Market Analysis Form 2. Run the query of CUSTOMERS you d like to analyze (the pivot table pulls all data for these customers, the query you run for this report is CUSTOMER based) 3. Open: File/Reports and select Product Level Excel Pivot Table 14 7 P a g e

197 Figure 14-8: Market Analysis form Generate Report window o o o The Pivot table will open in Excel and pull in the following data by default: 1. All Product Level 1 (or Product level 3 data if that is the information you selected) data 2. All Sales Data for the customers you queried against in Market Analysis NOTE: Due to limitations in Excel, the Pivot Table report has been modified to only return customer-product level combinations that actually have some type of sales data (actual sales, potentials, goals, etc.). This greatly reduces the number of rows returned, improving both performance of the report. All fields available to be included on the Pivot Table will be shown on the right of the Excel screen. For example: 1. Select just the sales data you would like to see using the checkboxes by the field names: 14 8 P a g e

198 Sales Management Plus User Manual Figure 14-9: Product Level Excel Pivot Table Report 2. Select the product levels you would like to see by simply pulling down on the Product Level dropdown menu and selecting/deselecting to return only those records needed P a g e

199 Figure 14-10: Product Level 1 data 4. Product Level Monthly Totals By Customer: shows sales and product level on a monthly basis for each customers a. Creates a separate Excel worksheet for each customer in the list (NOTE: Better to use this for smaller customer lists)) b. Great report for taking to the customer because it lets them see what they have purchased (and not purchased) from the user s company 5. Product Level Monthly Totals By Group: shows a monthly summary of the sales and product level data from all the Product Level Monthly Totals By Customer reports into a single report for all the customers currently displayed in the List frame Project Management There are five reports in this module (Figure 12-19): 1. Project Activities: shows a list of all activities related to all projects displayed in the Project Review list frame. 2. Project Reports: creates an individual worksheet combined into one workbook for every project displayed in the Project Review list frame. When run from Project Add/Edit, this report is limited to the one project being added/edited by the user. 3. Project Review Summary: shows a summary of the projects currently displayed in the Project Review list frame screen (Figure 12-20) a. Includes all the filter criteria selected by the user to create the list of projects P a g e

200 Sales Management Plus User Manual b. The summary includes all the information that is located in the Project Heading of each project (Figure 12-17). This information is shown for each project in the Project Review form (see Figure 12-18). 4. Project Review Summary at Prod Lvl 1: similar to the Project Review Summary report, but includes summary information for every product level 1 and associated potential/probable dollars. 5. Project Review Summary at Prod Lvl 3: similar to the Project Review Summary report, but includes summary information for every product level, all the way to Level 3 detail (if defined) and associated potential/probable dollars. Figure 14-11: Project Heading Information in the Project Add/Edit form Figure 14-12: Project Description in the Project Review form P a g e

201 Figure 14-13: Project Review form Generate Report window Figure 14-14: Example of Project Review Summary Report 6. Project Reports: shows individual detailed reports of the current projects displayed (Figure 12-22) a. This report can be opened in the Project Review form as well as the Project Add/Edit form b. Creates a separate Excel worksheet for each project currently displayed in the List frame of the Project Review form P a g e

202 Sales Management Plus User Manual c. Includes the Project Heading information as well as the Project Detail Information (Figure 12-21) Project Heading Project Details Figure 14-15: Project Add/Edit screen P a g e

203 Figure 14-16: Example of Project Report P a g e

204 Sales Management Plus User Manual Goal Setting There are four reports for this module (Figure 12-23): 1. Goals & Potentials Summary: shows a summary of the current contents displayed on the Goals Setting screen (Figure 12-24) a. Includes all the filter criteria selected by the user to create the Goals Setting list 2. Goal Setting Worksheet: allows users to export data in the proper format so goals can be set offline at the customer level, or the chosen single product level (level 1 or 3, based on filter criteria selected in Goals and Potentials) and then reloaded into SMP. 3. Goal Setting Worksheet: Subgoals: allows users to export data in the proper format so goals can be set offline at the Product Level 1 group, or Level 3 for the chosen Level 1 for multiple customers and then reloaded into SMP. 4. Unspecified Goal Amount: identifies the unspecified goal amounts that remain for customers at Product Level 1 or 3. Figure 14-17: Goals form Generate Report window P a g e

205 Figure 14-18: Example of Goals & Potentials Summary Report Part Analysis There is one report for this module (Figure 12-25): 1. Part Analysis: shows a summary of the parts analysis data for what is currently displayed on the screen a. Includes Customer name, branch, account manager, SIC code, invoice data, order number, quantity, part number, sell dollar amount, GP dollar amount and GP percentage Figure 14-19: Part Analysis form Generate Report window P a g e

206 Sales Management Plus User Manual b. Instructions on how to insert subtotals in a list of data via MS Excel. This will allow you to see the customer subtotals instead of just each line item per customer. i. Get rid of the heading information at the top and hide all the columns except Customer, Sell, GP & GP% ii. Go to Data Subtotal iii. Fill out the appropriate fields in the Subtotal box (Figure 12-26) iv. At each change in: Customer (column to subtotal) v. Use function: Sum (function used to calculate the subtotals) vi. Add subtotal to: Sell, GP &/or GP% (column containing values you want to subtotal) Figure 14-20: Subtotal box vii. Click OK viii. Now the user can click the minus signs ( - ) in Excel next to the bold Customer names in order to display the Customer subtotals instead of each line item (Figure 12-27) P a g e

207 Figure 14-21: Parts Analysis Report w/customer Subtotals Business Comparison There is one report in this module (Figure 12-28): 1. Business Comparison: shows the data that is currently displayed on the screen (Figure for example) a. Includes all the filter criteria selected by the user to create the comparison b. Includes the Customer name, assigned ID, account manager, credit limit and days out c. Includes the following calculations: i. Comparison Total $ - shows the actual sales of a selected product category ii. Calculated Target $ - shows the expected sales of a targeted product category iii. Target Total $ - shows how much of the targeted product group the customer has actually purchased iv. Potential - the difference between Calc Target $ and Target Total $; based on what they are purchasing in one product and what they should be purchasing in a congruent product P a g e

208 Sales Management Plus User Manual Figure 14-22: Business Comparison form Generate Report window Figure 14-23: Example of the Business Comparison Report P a g e

209 Business Totals There are three reports in this module (Figure 12-30): 1. Business Totals Display 1: shows sales totals breakout of the product groupings on a monthly basis 2. Business Totals Display 2: shows sales and profit totals of the selected product level category on a monthly basis 3. Monthly Total Account Sales by Account Manager: generates a report for each account manager with monthly sales totals displayed for each account Figure 14-24: Business Totals form Generate Report window Mailers There are two reports for this module: 1. Opt Out List: shows a list of all the customers who have opted out of receiving marketing and promotional s (Figure 12-31) P a g e

210 Sales Management Plus User Manual Figure 14-25: Mailers form Generate Report window 2. Day Planner: allows the user to print customer contacts and their information in one of the pre-defined Day planner sizes. Click on the button with the size Day Planner sheets you would like to print: P a g e

211 Figure 14-26: Example of Day Planner report for Customer Contacts 3. Export to Excel Report: allows user to print an excel spreadsheet of a list of contacts a. The report includes all the contact and customer information as well as the contact and customer profile fields Reports (QDE Reports) SMP has contextual custom reports. The reports can be accessed by clicking on the button on the bottom left of the screen. 1. Customers: allows users to see which customers are missing profile field values in the Customer form P a g e

212 Sales Management Plus User Manual 2. Marketing: allows users to see which contacts have opted out on the subscription center page; these are the contacts that choose not to receive marketing s 3. Note: additional categories and/or reports may be listed here that are specific to a users organization. Figure 14-27: QDE Reports window P a g e

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214 Chapter 15 Mailers To open the Mailers screen, click on the following: UNDERSTANDING THE FUNCTIONS OF MAILERS: 1. Transform the analysis users have created in other forms into specified and focused marketing lists that create merges, generate Call lists and send personalized e-marketing pieces 2. Send out a broadcast using text or HTML format; generate HTML code using Microsoft Word and Notepad 3. Users must first filter a customer list from Market Analysis, Parts Analysis or Business Comparison to generate a list of customers in Mailers to market to 4. In Market Analysis users can create a marketing list of all their customers and invite them to a Counter Day 5. In Business Comparison users can create a list of all customers who aren t purchasing a commodity that users know customers are purchasing elsewhere 6. In Parts Analysis users can filter those customers who purchased a product and let them know of a new product that may interest them 7. After a list is filtered in one of the three screens, click on the Mailers button and SMP will pull all contacts from those customers into a new screen (Figure 13-1) 8. Create multiple reports, such as an Excel report, a Day Planner report and an Opt-Out All report. Users also have the ability to create Merge Letters and Labels to print and send out to their customers. 9. Create and manage Market Lists in SMP. Allows users to access a saved list of customer contacts instead of running a new query every time they access the Mailers form P a g e

215 Figure 15-1: Mailers screen The Mailers screen consists of two frames: the List Frame and the Filter Criteria Frame. The List Frame displays a list of customers with columns of Contacts, Titles, s, Phone Number, OK to Receive checkboxes, Account Manager Initials and notification for those contacts who Opted Out of the user s Marketing lists. There are also three columns for contact fields that are pre-defined by the user s company. The Filter Criteria Frame contains items to Filter by as well as a Check List of marketing interests that are pre-defined by the user s company. Below is an example of how to create a Marketing List (a saved list of customer contacts) and import it into the Mailers form then use it to send out a marketing piece P a g e

216 Sales Management Plus User Manual EXAMPLE: How to Create a Marketing List and Send Out a Marketing Piece Suppose a marketing manager was assigned to send out an to the established Lighting customer contact because the company has created a new lighting product line. The marketing manager s responsibility is to let their customers know about this great new product line. Instead of sending out a mass and taking a lot of time to go through the company s customer s, the marketing manager can go into SMP and create one to send out. First the marketing manager must define who the established lighting customers are. In SMP, users can create a Marketing List which will identify all the necessary customers. To Create a Marketing List, 1. Open the Market Analysis form to create a list of all the established lighting customers 2. Select Lighting as Product Level 1 in the Customers & Products filter tab (Figure 13-2) Figure 15-2: Set Product Level 1 to search customers who purchase Lighting products 3. The marketing manager only wants to see a list of customers who are currently purchasing lighting products from the company a. Select > 1 for 2008 YTD Sell (Figure 12-3) b. This will give the marketing manager a list of customers who did buy Lighting Products in Click and a the Marketing List will be generated in the Market Analysis Form (Figure 13-4) 5. Now that the New List of customers has been created, click on 15 3 P a g e

217 Figure 15-3: Select 2008 YTD Sell to view customer that bought more than Zero Dollars worth of Lighting products Figure 15-4: Query of Customers that are purchasing Lighting products in SMP will automatically produce a list of contacts that come directly from the list of all 136 customers in the Market Analysis form (Figure 13-5) a. The list of contacts will be the individuals the marketing manager wants to market to b. The marketing manager will send a promotions to each contact on the list 15 4 P a g e

218 Sales Management Plus User Manual Figure 15-5: List of Customer Contacts generated in the Mailers form 7. Now the marketing manager should save the list of customer contacts in order to continue to send out promotions about the company s new lighting products. This will ensure that the marketing manager is utilizing the same list of contacts each time. a. Click on and SMP will open up the Marketing Lists window (Figure 13-6) Figure 15-6: Marketing Lists window b. Click Save As to save the new list of customer contacts c. A List Information window will open so the marketing manager can fill in the Name and Description of the Marketing List (Figure 13-7) d. Click Save & Close in the List Information box this will save the Marketing List (we saved it as 2008 Lighting Customers Demo ) e. Now the marketing manager can access the same contact list anytime a promotion or newsletter needs to be sent out these specific customers 15 5 P a g e

219 Figure 15-7: List Information window Now the marketing manager needs to send out an to all the contacts on the list. However, the marketing manager has the option to further refine the contact list using the Filter Criteria at the bottom of the screen. If users just want to target a specific group of contacts to market to, they would select a criterion that would refine the list, such as a contact profile field (i.e. Functional Role). For example, the marketing manager could choose to send an to only those customer contacts that are purchasing agents or managers. To Send Out an Marketing , 1. Filter the Marketing List of contacts with the necessary criteria a. Since the marketing manager is sending out an , the criteria for Market Via should be (Figure 13-8) i. This will filter a list of only those contacts that have an address ii. Contacts that fall under this criteria are approved by the account manager to receive marketing s through SMP Figure 15-8: Filter Criteria frame 15 6 P a g e

220 Sales Management Plus User Manual 2. Click once all the appropriate criteria is selected 3. SMP will re-create a list of customers who fall under the Market Via criteria 4. Click on and SMP will open a box asking the user if the should be logged (Figure 13-9) Figure 15-9: Logging Mailer a. To prevent logging the marketing click No b. To log the mailer in each of the included customers activities, click Yes i. A window will pop open allowing users to specify the activity ii. Allows the user to name and describe the activity as well as log what type of marketing activity it was, what date it was sent, who to contact about the particular marketing activity and create a file path to the document that was sent (Figure 13-10) iii. By logging the mailer, the activity will show up in SMP in the Activity Review form and the Customer form iv. Click Continue Figure 15-10: Mailer Activity Log window 15 7 P a g e

221 5. SMP will open the Broadcast Message Window (Figure 13-11) Figure 15-11: Broadcast Message window 6. Enter the subject of the in the Subject field: New Lighting Products Promotion 7. Click Browse if adding an attachment to find the file on the user s local computer: The marketing manager can include a promotions flyer with the or the flyer can be put on the company s web site and the customer can access it there. 8. Select a Greeting from the list 9. Click Test er before sending out the to the contacts a. The test will be sent to the Inbox folder first to make sure that the is formatted properly and that all graphics or hyperlinks (for HTML-based s) are working correctly. 10. Click Send er and a personalized will be sent out individually to each contact on the Marketing List 15 8 P a g e

222 Sales Management Plus User Manual Filter Criteria Frame Users can apply these criteria to further refine their contact list by selecting various criteria in the Filter Criteria section and the Check List section. After importing the marketing list to the Mailers screen, users can use the Filter Criteria frame to specify what type of mailer to create and which customers should receive the mailer. These criteria include the following: 1. Title: the pull-down box is populated with various titles users have input for their contacts a. Wildcard (%) can choose to filter using this in order to select contacts that have a portion of the title; for example, users may want to search for all types of engineers (i.e. electrical engineer, elec. engineer, and eng.) (Figure 13-12) Figure 15-12: Using the Wildcard (%) to search 2. >Last Mailer (Days): choose to filter out any contact who has received a mailer within a certain amount of days; this prevents over marketing your customer 3. Market Via: four ways to market to your customers Standard Mail; Fax; ; Phone. Each is assigned a prerequisite so only the contacts that will be filtered into the list must have the required information a. OK to Receive is taken directly from the OK to Recv checkboxes for each contact in the Customer Information screen (Figure 13-13) b. See Customer Information in Chapter 3 for more detailed information 15 9 P a g e

223 Figure 15-13: OK to Receive Checkboxes in the Customer form 4. Select: further refine your list by deselecting contacts (uncheck the checked box next to the contact s name) and choose the option in the Select criteria (i.e. Selected Only ) 5. Opted Out of List: users can choose to see those contacts whom have opted out of any or all the user s marketing lists as well as those contacts who did not opt out (See Subscription Center section below for more detail) 6. Profile Fields: additional filters are pre-defined by the user s company; Figure displays example contact filters called Functional Role, Buying Role and Lead Source 7. NOTE: after selecting the additional criteria in the Filter Criteria frame, users must hit Run to adjust the existing Marketing List 8. Check List: additional filters are pre-defined by the user s company; Figure displays example filters. These check list options are assigned to each contact in the Customer Information form s Contacts tab under the Marketing Interests tab (Figure 13-15). Figure 15-14: Check List filters for Customer Contacts P a g e

224 Sales Management Plus User Manual Figure 15-15: Marketing Interests for Customer Contacts (Customer form) Creating a Marketing List This section explains how to create and import a Marketing List into the Mailers form. To create a Marketing List, 1. Open one of the following forms and run a query (define a list of customers) a. Market Analysis b. Parts Analysis c. Business Comparison 2. Once a list of customers is displayed in one of the three SMP forms, users can import the list into Mailers a. Open the Mailers screen by clicking on b. SMP automatically imports the list of customer contacts from the analysis or comparison to the Mailers screen 3. Users can refine the Marketing List or delete customers by using the Filter Criteria (See Filter Criteria section below for more details on the filter components) Saving a Marketing List Users have the ability to save a list of customer contacts as Marketing Lists for future use. Once the Marketing List is saved, users can update the list, append the list, web-enable the list and resend mailers to customers on the list. To Save a Marketing List, 1. Click on and SMP will display the Marketing Lists window (Figure 13-16) P a g e

225 a. The dialog box has columns List Name (name of Marketing List), Info (a link to the List Information box Figure 13-17), Web (web enabled accessible from your subscription center), Owner Name (who created the marketing list), End Date (list expiration date), Accessible (how many customers you can view in this list based on permission levels) and Total (the number of customers in the list) Figure 15-16: Marketing Lists window 2. Click Save As and SMP will display the List Information window (Figure 13-17) a. Enter a name for the marketing list in the List Name field b. Enter a Description c. If the user s company uses the Opt-in function of SMP, selecting the Web Enabled option will make the list visible on the user s website and allow customers to add (Opt-in) and remove (Opt-out) themselves from the list i. No opt-out If users select this option, the marketing list will not be displayed on the personalized subscription center ii. Opt-out enabled Only the contacts on that marketing lists will see it displayed on the subscription center site iii. Opt-in/out enabled Contacts on that marketing list can opt out of the list and any contact (even ones not on the marketing list) can opt in P a g e

226 Sales Management Plus User Manual Figure 15-17: List Information window 3. Select Expires if the list needs a specific end date a. This is a notation to the users that the list is temporary and it can be ignored or deleted b. If it is a web enabled list, it will no longer appear in the Subscription Center after it expires 4. Click Save & Close and SMP will save your Marketing lists and return you to the Mailers screen To Open an Existing Marketing List, 1. Click on and SMP will open the Marketing Lists dialog box 2. Select a marketing list to open by clicking in the List select box (circled in red in Figure 13-18) P a g e

227 Figure 15-18: Marketing Lists window 3. Click Open and SMP will close the dialog box and display the selected List of Customers To Delete a Marketing List, (In order to delete a Marketing List you must have created it OR be your company s SMP Administrator) 1. Click on and SMP will open the Marketing Lists dialog box 2. Select the marketing list to delete by clicking in the List select box (circled in red in Figure 13-18) 3. Click Delete and SMP will remove the selected list from the Marketing List dialog box To delete one or more customer contacts from an existing Marketing List, 1. Open the Marketing List into the Mailers List frame 2. Deselect the contact that the user wants to remove from the list by un-checking the box next to the Customer name (Figure 13-19) P a g e

228 Sales Management Plus User Manual Figure 15-19: Deselecting Customer Contacts 3. Choose Selected Only from the Select criteria field (Figure 13-20) Figure 15-20: Choose the Selected Only filter option 4. Hit and SMP will generate a new Marketing list of just those selected 5. Click on and select the correct Marketing List by selecting the box next to the name 6. Click Save SMP will ask the user if they want to replace the existing list, click Yes (Figure 13-21) P a g e

229 Figure 15-21: Replace Existing Marketing List with updated Marketing List confirmation For Marketing Purposes, users may want to combine the results of two filtered queries into a single marketing list. For example, the user may want to view a combined list of all the customer contacts for one particular branch. To add a displayed list of customers to a previously saved marketing list, 1. Click on and SMP will open the Marketing List dialog box 2. Select a Marketing list to add the additional customer contacts (Figure 13-22) Figure 15-22: Select a Marketing List to add the new list of contacts to P a g e

230 Sales Management Plus User Manual 3. Click Add To and SMP will open a confirmation dialog box (Figure 13-23) 4. NOTE: If users are trying to select a marketing list to Add To, do NOT click on the hyperlink Marketing List Name; users must only click on the box next to the Marketing List name. Figure 15-23: Add to Existing List confirmation 5. Click Yes and SMP will add the displayed New List of customer contacts to the selected saved Marketing List Using Marketing Lists After creating a marketing list, there are four different ways to use them. Users have the ability to create mailing labels, merge letters to Microsoft Word, send an or create reports (i.e. Microsoft Excel report, Day Planner report). To Send Out a Marketing Piece, 1. Click on (The Mailer options are displayed in the top left corner of the screen Figure 13-24). From these buttons you can choose to send out marketing pieces using one of the following options: a. Labels b. Merge Letter c. d. Print Day Planner e. Export to Excel P a g e

231 Figure 15-24: Options for Marketing Pieces 2. After selecting any of the above, SMP gives users the opportunity to flag this action as an actual marketing activity a. If logged the activity will show up under Activity Review: Mktg Mailer b. Users can search for their flagged marketing pieces by choosing the Mktg Mailer filter option (Figure 13-25) Figure 15-25: Searching for Marketing Mailers in Activity Review c. Logging the marketing activity will prevent over marketing to customers d. A box will pop open asking the user if the activity should be logged (Figure 13-26) P a g e

232 Sales Management Plus User Manual Figure 15-26: Logging the Mailer e. To prevent logging the marketing activity click No f. To log the mailer in each of the included customers activities, click Yes i. A window will pop open allowing users to specify the activity ii. Allows the user to name and describe the activity as well as log what type of marketing activity it was, what date it was sent, who to contact about the particular marketing activity and create a file path to the document that was sent (Figure 13-27) Figure 15-27: Mailer Activity Log window iii. Click Continue and SMP will proceed to the Marketing activity to send out P a g e

233 Labels Users can print a variety of Avery labels from their marketing lists. To Create Labels, 1. Click on 2. Click Yes or No in the Log This Mailing? Dialog box (follow the steps above) 3. Select a label from the list (Figure 13-28) 4. Allows users to sort their labels by Zip Code, Customer Name or Contact List Name (Figure 13-28) Figure 15-28: Choosing and Sorting Labels 5. Click OK and SMP will automatically lay out the contacts on the chosen Label word document P a g e

234 Sales Management Plus User Manual Merge Letter Users can create standard mailers by merging letters to Microsoft Word for printing. Users also have the option to create actual mailings or to simply work with lists without mailing. To Merge Letters to Microsoft Word, 1. Click on and SMP displays the Log This Mailer? Dialog box (Follow the steps above) 2. SMP will display the Word Merge Window (Figure 13-29) Figure 15-29: Word Merge window a. Users can select Create new Merge Letter i. This will open Word as a Blank Mail Merge ii. How to insert Mail Merge options into Word (Figure 13-30) 1. Click on the arrow (circled in Red) to Add or Remove buttons and select Customize Figure 15-30: Customize Toolbar 2. Go to Toolbars tab and check the box next to Mail Merge (Figure 13-31) P a g e

235 Figure 15-31: Customize Toolbars 3. Go to the Commands tab, select Mail Merge from the list in order to show its command options 4. Click on Insert Merge Field and drag it to the Word toolbar (Figure 13-32) Figure 15-32: Customize Commands and Insert Merge Field iii. Select the fields from Insert Merge Field pull-down option P a g e

236 Sales Management Plus User Manual Figure 15-33: Insert Merge Field from Word Document iv. Selecting from the list of Merge Field options will place them automatically in the Word document; users can customize the format of the letter (See an example in Figure 13-34) Figure 15-34: Example of Merge field inserts v. When the user is ready to merge, select Merge to Printer or Merge to New Document vi. NOTE: Do NOT select Merge vii. A merging dialog box will pop open asking the user to select what records to Merge into the word document (Figure 13-35) Figure 15-35: Merge Records window P a g e

237 b. Users can also select Merge with Existing Letter Figure 15-36: Word Merge window i. Windows Explorer will open so users can locate a previously created SMP Merge Document ii. When the user is ready to merge, select Merge to Printer New Document iii. NOTE: Do NOT select Merge or Merge to c. If you select Merge to New Document, the customer contact information will be merged into the mail merge fields you inserted into your letter d. It will create a individual letter for each contact e. For example, the company information and the contact s first and last name will be inserted into the word document for you, looking something like this (Figure 13-37): Figure 15-37: Example of Customer Contact information merged into a letter P a g e

238 Sales Management Plus User Manual Sending a text or HTML marketing piece is easy with SMP. SMP allows users to send personalized s to a large number of contacts individually. To Send an Electronic Mailer, 1. Click on 2. Click Yes or No in the Log This Mailing? Dialog box (See the steps above) a. SMP recommends logging your mailers when sending an . This will ensure that if there is a problem ing your mailer you will easily be able to see who on the marketing list did not receive the SMP will display the Broadcast Message window (Figure 13-38) Figure 15-38: Broadcast Message window 4. Enter the subject of the in the Subject field 5. Click Browse if adding an attachment to find the file on the user s local computer 6. Select a Greeting from the list: a. Text-based users can select from the list of preformatted greetings b. HTML Enter [[FirstNameLastName]] when creating the marketing piece where the greeting should appear. SMP will insert the contact s name P a g e

239 automatically; for example, Dear [[FirstName]] will become Dear Tom. (Figure 13-39) Or you can include it in the HTML code (see Creating HTML Code for Message section) Figure 15-39: HTML Greeting format 7. Enter the message in the text box at the bottom of the window (for text-based) or pasted your HTML code into the box (for HTML-based) 8. Select Text Only or HTML from the Format list Creating HTML Code for Message: 9. How to create HTML code for message using Word a. NOTE: Users can use any HTML editor they want and then paste the code in the message area of the broadcast b. Create the text message in a word document (include bold print, italics, color, etc.) c. Add images (i.e. Logos) that you wish to include in the message i. First save the image to your company web site. The image can only be viewed by customers when they exist on a web site. ii. Add the image to the document from the appropriate folder and be sure that the hyperlink exists. For example, I added our SMP Logo to a word document after first saving it to our web site. When I move my mouse over the image, its hyperlink starts with our web site address. (Figure 13-40) P a g e

240 Sales Management Plus User Manual Figure 15-40: Image in Word w/hyperlink d. Save the document as a Web Page (*.htm; *html) type (Figure 13-41) Figure 15-41: Save document as Web Page (HTML format) e. Now that the word document is saved as HTML format, the code can be copied into the message part of the Broadcast i. Open up your Windows Explorer and locate the saved document ii. R. Click on the document and select Open With Notepad (Figure 13-42) P a g e

241 Figure 15-42: Open Document w/notepad iii. The document will open in Notepad with the HTML code (Figure 13-43) Figure 15-43: HTML Code in Notepad window P a g e

242 Sales Management Plus User Manual f. Highlight the entire HTML code and copy the text in the Notepad window NOTE: Use key strokes: Ctrl+C g. Paste the HTML code into the Broadcast message box and select HTML as the message Format (Figure 13-44) NOTE: Use key strokes: Ctrl+V h. Do not forget to add the Greeting into the code i. Users can add the greeting in their word document; however, the greeting will be part of the HTML code so you can spice it up ii. SMP suggests entering the greeting as part of the word document so it is in a consistent format with the rest of the message (Figure 13-45) i. Send a Test er to the appropriate address (e.g. your address) to verify the message appears how it should be Figure 15-44: Broadcast Message in HTML format P a g e

243 Figure 15-45: How to enter a Greeting in a Word document 10. Select Send er to send the immediately a. Each recipient will receive their own . SMP does not send bulk s. b. SMP recommends for large lists that the user sends out the s during a slow part of the business day. The process will be a lot faster if the user sends out the s at the end of a business day, or on the weekend. 11. Select Save Message and the will be send to the user s Draft folder in Outlook for review 12. Select Test er and an example will be sent directly to the user s Inbox so the user can review the format 13. Users must fill in the Settings before sending out a marketing piece; SMP users are prompted to do this when they first sign into SMP a. Users must fill out the following fields in the SMP Options box (Figure 13-46) i. Display Name (i.e. Tom Smith) ii. Address (i.e. tomsmith@company.com) iii. Reply To Name same as Display Name iv. Reply to Address same as Address v. SMTP Server address this is given to users by their company IT/administrator vi. SMTP Port (NOTE: not always necessary) this is given to users by their company IT/administrator P a g e

244 Sales Management Plus User Manual Figure 15-46: SMP Options dialog box for Settings NOTE: SMP recommends sending a Test er to your drafts folder first to make sure that your s are formatted properly and that all graphics or hyperlinks (for HTML-based s) are working correctly. Also note that any graphics you embed in HTML-based s must be stored somewhere on the internet. Graphics stored on your local computer but will not be seen by recipients unless stored on the internet. TROUBLESHOOTING: If you have problems sending/receiving your test er the SMTP server may either be incorrect or blocked by your company s network. Your company s IT department will be able to validate SMTP information and what ports are available. SMP uses a default port; users can change that port to one available by going to the SMP options box for settings found on the home page P a g e

245 Export to Excel Users can also export marketing lists to Microsoft Excel to create spreadsheets for use in other marketing programs. SMP will export the following fields to Microsoft Excel: Customer Name Customer ID Contact Full Name Contact First Name Contact Last Name Addrby (addressed by) Address (of contact) Phone and Fax Numbers Address Title DUNS Number Customer Profile Fields Contact Profile Fields To Export Lists with Excel, 1. Click on 2. Click Yes or No in the Log This Mailing? Dialog box (See the steps above) 3. SMP will automatically generate all the above information into an excel spreadsheet P a g e

246 Sales Management Plus User Manual SUBSCRIPTION MARKETING SMP gives users the capability to send out Marketing Mailers to customer contacts from within the program. Users can create Marketing Lists (specified lists of customer contacts) to use when sending out Marketing mailers. With customized Subscription Centers, users have the opportunity to create opt-in and opt-out marketing lists that give customers the option to belong to certain Marketing lists. To create an Opt-in Marketing Lists, 1. Run a Query in SMP and pull the list into Mailers 2. Click on and select Save As to save the new Marketing list a. The description of the marketing list does show up on the subscription center web site 3. Under the Web Enabled select on one of the three options (Figure 13-47) a. No opt-out If users select this option, the marketing list will not be displayed on the personalized subscription center b. Opt-out enabled Only the contacts on that marketing lists will see the list displayed on the subscription center site and will be able to opt-in or opt-out c. Opt-in/out enabled Contacts on that marketing list can opt out of the list and any contact (even those not on the marketing list) can opt in Figure 15-47: Web Enabled Options in List Information window When sending out an from SMP a link to your subscription center will automatically be tagged to the bottom of the Marketing . (Figure 13-48) For example: If you would prefer not to receive this or other promotional from us, please visit our subscription page The following image shows an example Marketing sent a customer contact at Coffey Lab: P a g e

247 Example Upon clicking this link your customer will be taken to your subscription center. (See Figure for an example) Figure 15-48: Example Subscription Center with Marketing Lists (Web Enabled) Here the customer would select the marketing lists he or she would like to be included in. Otherwise customers have the option of choosing to "Opt-out" of all the lists by checking on the following: Figure 15-49: Opt-out of All Marketing Lists option P a g e

248 Sales Management Plus User Manual When your customers add themselves to a new list, or unsubscribe to a list they will see the following: Figure 15-50: Thank You sent to Customer Contacts And receive a confirmation confirming the marketing lists your customer is subscribed to: Figure 15-51: Confirmation to Customers The designated person at your company will also receive an informing them of the changes that your customer would like made. If your customer opts out of all s, you will no longer be able to send them broadcast s through SMP P a g e

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250 Chapter 16 Data Load Overview The software engineers at SMP have designed Data Load to allow customers the ability to process their POS, Customers and/or Contact data from the business system at the frequency of the company s choosing. The Data Load subject area will not be available to all users. The company s SMP Administrator should discuss options for making Data Load available to select users only. Please contact your SMP Account Manager for more information on making Data Load available to select users. To open the Data Load screen, click on the following: Note that because Data Load is not available to all users and must be turned on for select users by the SMP Team, not everyone will see the data load button on their menu ribbon. Data Load consists of two main areas, Load Data and Reprocess POS Data, as seen below. Load Data Tab is where users will select customer (optional), contact (optional), and POS (optional) files from a directory available to the user for processing into Sales Management Plus. NOTE: all files loaded via Sales Management Plus Data Load should be tab delimited (ending with a file extension of.txt). If a user is unsure how to convert a file to tab-delimited, please contact the SMP Support Team for more information. Reprocess POS Data Tab is where users can reprocess prior months data, for example, to recategorize items correctly after hierarchy changes are made in the Web Administration Utility. Loading New Customer, Contact, POS, Quotes and Open Order Data from the Business System Via the Load Data tab, users can select customer master, contact master, POS, Open Orders and/or Quotes files and load them directly into SMP at the frequency of the company s choosing e.g.: nightly, weekly, bi-weekly or monthly P a g e

251 Users will need to select the appropriate File Set from the pull down menu. Note that if only one file set is available to a user s company, that file set will be selected by default. If a user is unsure which file set to select, please contact the SMP Support Team for more information. Once the file set is selected, users can choose the appropriate files for loading. Clicking the button at the end of the file specification row will open a file dialogue box so the user can locate and select the appropriate file. The SMP Team recommends a Customer Master and POS file be loaded each time a company wishes to update its information in Sales Management Plus. Contact upload from the business system is optional, and can be executed at the user s discretion. Note that users should not alter the file options found under the Format button without first speaking with the SMP Support Team or the company s SMP Account Manager, as the file options are based on file specifics determined during Implementation. Changes to the format file options may cause undesirable results in Sales Management Plus and/or cause file uploads to fail in processing. Once all necessary files are selected, the Load Files button will become active in the upper right of the screen. Next, the user should select the appropriate month and file processing parameters, based on the POS data they wish to process. The POS Month should display the most recent month available by default; however, if a user wishes to load new data for a previously loaded month, use the pull down to select the appropriate period. Note that a user may not load data for a month until a complete month file for the previous period has been successfully loaded. Additional file loading parameters are as follows: 16 2 P a g e

252 Sales Management Plus User Manual The partial month checkbox should be checked if the user wishes to load a portion of the current period s data. This should be used if the company wishes to post data more frequently than once a month. The new transactions radial circle will always be selected by default in Data Load. However, these options should only be altered if a company wishes to post data more frequently than once a month. 1. File Contains New Transactions Only: select this option if the file you are loading only contains new data since the last time data was loaded using Data Load 2. File Replaces Existing Transactions: select this option if the file you are loading is a cumulative month file and should replace transactions previously loaded o SMP recommends all customers using partial month processing run a cumulative POS file, and choose to Replace Existing Transactions whenever they load new data. This helps ensure that transaction corrections, order cancellations, etc. made in the Business System since the last POS posting are updated properly. Please contact the SMP Support Team with questions. After all file loading parameters are set for the selected period, the user should click the Load Files button found in the upper right. After this button is selected, a new tab will appear, labeled Review Data. Under this tab, the user has the ability to review the loaded data before it is submitted to SMP for processing into the user s database. This tab will also display any file setup or data errors that will prevent the file from being successfully processed into the database. The user should review subtotals to ensure the correct number of customers are in the file, to ensure the POS file subtotals for sell and cost are as expected, and use find and replace functions to correct errant data components. If errors are present in the file, information will appear as red text under the field labeled as errors: Note that the SMP Team recommends resolving all data errors before data is submitted for processing. NOTE: profile field values brought in by Data Load will be removed if, in a future data load, the value is NOT present. There is no need to manually manage the options in the SMP Web Administration. Editing Data and Correcting Data Errors in the Review Data Tab To use find and replace, click on the column you wish to search. Then right click to bring up the find/replace selection box P a g e

253 Select find to search for a given item in the table. Select replace to find and replace a given item in the table. Options including contains, starts with, ends with, and is exactly are available in the replace box, allowing users to choose how to search for information. Note that users can manually edit information in the table by clicking in any box. Data will automatically be highlighted when you click in a cell, and then you may edit the data as needed. In addition to editing data in a given field, the user also has the option to delete a row from the data. To delete a row, click in the box next to the row number to highlight the row that needs to be deleted. Then, click the delete key on your keyboard. The user will receive a warning message from Sales Management Plus before deletion occurs. To proceed with deletion, the user must click Yes to proceed. **If the user cannot resolve all errors in the file and would like to exit Data Load without submitting data, the user can click the small X in the upper right of the screen to close the Data Load subject area. Submitting Data in the Review Data Tab Once the user is satisfied that the data is correct in Review Data, the user can click the Submit File button to submit data for processing to SMP. If unresolved errors remain in the file and the submit file button is clicked, the following error will appear: 16 4 P a g e

254 Sales Management Plus User Manual Note that, as the error states, errant rows will NOT be loaded into Sales Management Plus. This can cause data discrepancies between the business system data extract and data posted to Sales Management Plus. For this reason, the SMP Team recommends resolving all data errors before data is submitted for processing. Data processing will begin as soon as the files are received by SMP. The time from submittal to posting will vary based on a number of factors, including the amount of the data submitted by the user and the size of the user s database. While submitting data is under way, the user should not navigate away from the Data Load subject area, close Sales Management Plus or disconnect from the Internet. Doing so will result in data submission failure. The user can; however, minimize Sales Management Plus to the tray and continue working on other items. Reprocessing POS Data Previously Loaded into SMP Via the Reprocess POS tab, users can reprocess data previously processed into their Sales Management Plus database. This function should be used whenever a company edits their hierarchy using the SMP Web Administration Utility. Under this tab, the user will see a list of years of available data in Sales Management Plus that are available for reprocessing By clicking on the plus sign next to a given year, the user can expand the year and see individual months. To select months or years to reprocess, the user should click the box next to the month and/or year they wish to reprocess. Note that by placing a check in the box by the year, all months in that year 16 5 P a g e