CRM USER MANUAL V1.1

Transcription

1 1 CRM USER MANUAL V1.1

2 2 Content WELCOME!... 3 Company... 3 Letterhead... 5 Logo... 5 User... 7 Policy... 7 Cart... 8 Quote... 8 Order Invoice CREATING MANUAL QUOTE INVOICE ENTERED SCREEN Open Order The order was created and not converted to Invoice is called open order MY Quotes Proforma Invoice Reports: FOLLOW UP Report Datewise Followup Report: Customer wise follow up Report Quote wise Report PRODUCTWISE REPORT Invoice Report: TAX Report campaign :... 30

3 3 WELCOME! Thank you for using select CRM subscription based CRM service and software solutions provider. This is our User s Manual, which will assist you in using the hosted version of our software. Our interface has been designed to make navigation and data entry as simple as possible. Our system is a team sales and support tool, automating many procedures and providing a means of tracking sales and support issues in a collaborative environment. The first step to using our software is customizing all of the settings and information for your particular business, which includes some decisions that you must make before using the software. We have developed a Quick Start Guide that is valuable for those of you who are already somewhat familiar with CRM software as a hosted service. Our system is very user friendly, those of you who are Internet savvy and use many web-based applications such as or frequently. First login into below link. You would have received the username and password from select software Company The first screen represents your company information to be entered. The * represents the mandatory columns which we need to fill up. The registered address of the company. PAN No, TIN Number should be entered.

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5 5 Letterhead The second screen represents the Letterhead. It is mandatory for every company to have the Letter head. Your company Letterhead which is in any file format to be uploaded in this screen. whenever you print the report the given image will be taken as default letterhead. Logo The third screen represents the Logo. You can upload your company logo in this tab. All the invoices and quote will be sent with this default Logo.

6 6 The fourth screen represents the company users information. You need to enter name of users who is going to use the CRM application. You need to specify whether it is active or not. When the user left your company you must update the active status to No.

7 7 User Policy The fifth screen represents the Policy information. You need to specify the validity for cart. How many days the cart will be valid. How many days the quote is valid. How many days the order is valid. What is the Delivery period? When is the first follow up could happen. These are the initial setup you have to specify for your company.

8 8 The below screen shows the example for policy screen entry. Cart The software allows online shopping customers to accumulate a list of items for purchase, described metaphorically as placing items in the shopping cart or add to Cart. Upon checkout, the software typically calculates a total for the order. Quote Quotes in e-cart represent the proposed prices of your company s products and services. You create a quote from an opportunity and its products. Each opportunity can have multiple associated quotes, and any one of them can be synced with the opportunity. When a quote and an opportunity are synced, any change to line items in the quote syncs with products on the opportunity, and vice versa. The seventh tab represents the screen for initializing Quote information. The quote No prefix is. The starting number, static text Code to open quote from admin.

9 9 The sample entry is given below.

10 10 Order To Generate Orders retrieve selected data from Opportunities and creates Orders and Order Products. You can also create Contracts and relate them to the Opportunities. The eight tab represent the order master screen. You need to fill up the Order information.

11 11 The sample entry for order is given below. Invoice A commercial instrument issued by a seller to a buyer. It identifies both the trading parties and lists, describes, and quantifies the items sold shows the date of shipment and mode of transport, prices and discounts(if any), and delivery and payment terms. In certain cases an invoice serves as a demand for payment and becomes a document of title when paid in full.

12 12 The above Invoice screen is the master invoice screen where every user has to enter the master details for the invoice generation. The below screen give example for entering the master screen for invoice.

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14 14 CREATING MANUAL QUOTE We have the option for creating the manual quote. Once we press the manual quote in the product screen we get the following screen.

15 15 In the Please specify the id of the customer whom you want to send this quote. If the user exists then click Load address button after entering the id. Then the Buyer and consignee will be filled with the existing values. Please enter the information for Buyer and Consignee. If buyer and consignee are same then click the above button which has mentioned as CLICK IF CONSIGNEE and BUYER IS SAME. After entering the consignee and Buyer information you need to come to the next screen where you need to select currency used. You can select INR. In the description you specify the description of quotation( for ex.one user License for windows server) You have to specify the list price. In the less/more% specify the %discount you want to give.(for ex.2% or 5%). In the sales tax you have to select the appropriate value from the existing list(for ex. Local Sales In the Service Tax you have to select the appropriate value from the existing list(for ex. Service If you want to add another Product then Add Product and you can add another product and follow the same procedure. Quotation Name : You need to specify the quotation name as WindowsforITC. So that we can recollect the quotation name in the future. In the revised quote from the popup menu non revised/revised. When you create the first time then it is known as non revised. When we modified the quote then it should be changed as revised. In the Valid upto you need to select the date. You need to specify whether it is valid for next 5/10/20 days valid. In the Delivery we need to specify within how many days we will be able to deliver(for example 1/3/4/5). In the payment column we need to specify whether it is 100% advance.

16 16 After that you need to submit the quotation. Then you can verify whether all the changes are reflecting in the screen. If you want to change the value then you need to go to EDIT button and modify the values. Then the quotes which you had created will be displayed here. You can edit the listed quote and modify the values. Once you select any quotation the following screen will appear.

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18 18 If you press PRINT QUOTATION tab the quotation will be printed on the printer. If you press DELETE QUOTE you will get the screen if you said ok the quote will be deleted. If you press QUOTE the quotation will be ed to the concerned person. If you press PLACE ORDER then the following screen appears. If you press continue then next screen will appear.

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21 21 If you press save and generate invoice button you will get the following screen. INVOICE ENTERED SCREEN

22 22 If you print the invoice then it will generate pdf file. If you want to edit the invoice screen the press the EDIT INVOICE button. You can edit the invoice and save it. If you press my account screen the following screen will appear.

23 23 Open Order The order was created and not converted to Invoice is called open order. MY Quotes My quotes are the quotes created by the user and the order is not yet created. These quotes are still waiting for the confirmation from the customers. Proforma Invoice Proforma Invoice is not a true invoice it is simply a document that declares the seller s commitment to provide the goods or services specified to the buyer at certain prices. Proforma invoices are not recorded as an account receivable by the seller nor are they recorded as an account payable by the buyer. Reports: FOLLOW UP Report In the followup report when you press start date it will bring the calendar tab. You can choose the start date. Goto the Enddate tab then similar calendar will appear. So that you can select the end date.

24 24 Datewise Followup Report: In the column it display the values of QuoteNo & Date, Company, Product, Name, Contact Number, Comments, Priority and Scheduled date In the follow up screen you can select the select company drop down menu and select the company which gives the transaction for that company. Customer wise follow up Report The customer wise report will display as below. Qutoation no &Date, Name, Contact no, Comments, Next Date, Priority, Product, Equirey Ref and Scheduled date.

25 25 Quote wise Report The following quote wise report display Company name, Quote No, Quote Date, Contact details Enquiry Ref, Product, status and followup. You need to select the start date, end date and the customer name and press Go then you will get the report similar to the following report.

26 26 PRODUCTWISE REPORT If you select the Publisher and product you can get the report similar to the following report.

27 27 Invoice Report: In the Invoice report the customer name should be selected. The start date and end date to be specified. After that if you press the GO you will get the report similar to the below report.

28 28 TAX Report The tax report give the details regarding the taxes occurred between the given start date and end date. We can also export this report in the excel sheet. In the tax report if you give the start date and end date and press go then Voucher Number, Date, Particulars, VoucherRef, Basic amount, SalesTaxEx, Service Tax ES etc.. will be displayed.

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30 30 campaign : In the above screen we can send the campaign to all the customers.