ACTIVANT STANPAK. SalesFORCE Web Order Entry. Version 8.0

Transcription

1 ACTIVANT STANPAK SalesFORCE Web Order Entry Version 8.0

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. QANTEL is a registered trademark and QICLOOK is a trademark of Qantel Technologies, Inc. Activant Solutions Inc Southfront Road Livermore, CA Version 8.0 Publication Date: ii

3 Table of Contents 1 - OVERVIEW 5 SalesFORCE Web Tools 5 System Requirements 7 About this Manual WEB SITE ADMINISTRATION 9 Overview 9 Log In 9 Overview Page STANPAK SYSTEM ADMINISTRATION 14 SNPM Salesman Notification Processor Maintenance 14 Setup 15 Main Screen Fields 16 WM - Web Order Planner Maintenance 21 Overview 21 Option SO System Options WEB DATA TRANSFER 23 The Web Data Transfer PC Setup SALESFORCE CUSTOMIZATION 24 Overview 24 Office Contacts 24 Daily Processing: Contacts 29 Rules 29 Text 31 Options 31 iii

4 Setup: Options and Personalization Settings 33 PC Version of Web-based Mail Form 34 Maintenance & Daily Processing: Personalization Settings DAILY OPERATIONS 36 Daily Operations for Administrators 36 SNP - The Salesman Notification Processor 36 Web Transfer Client 37 WP Web Order Planner Processor 38 Daily operations for Sales 38 RunningSalesFORCE Web Order Entry 38 Customer List Access 39 BCBI Listing 40 All Items Listing 41 7 APPENDIX SALESFORCE WEB ORDER ENTRY TRAINING 43 Overview 43 iv

5 1 - OVERVIEW SalesFORCE Web Order Entry offers Web order entry services to your sales staff at home or on the road. Our tightly integrated Web solution is both inexpensive and easy to implement because we developed the Web programs and backend enterprise solution to work together. The Stanpak solution automatically creates a custom web page for each customer, showing the items previously purchased and making it easy for them to place orders. Your salesman selects the customer and enters the order. Each sales person has his own login and password and sees only his own customer information. SalesFORCE WebOE offers your sales staff the following features: Multiple Ship-To addresses per customer Multiple units of measure per item Listing of all the products previously purchased by category with last sell and YTD sell information Complete listing of stocked products from your item file Ability to find and add new items to orders from the product listing by category Ability to see cost and enter or adjust sell prices SALESFORCE WEB TOOLS Sales orders are transferred from our Web Server to your sever using the same tools as WebOE. Once the order is placed, the customer is automatically sent an acknowledgement. Each sales person has his own login and password and sees only his own orders, backorders, order changes, messages and customer contacts. Activant Stanpak s suite of SalesFORCE Web Tools were designed to improve communication and coordination of effort with your outside sales force. Our tightly integrated Web solutions are both inexpensive and easy to implement. The data is accessible from any Internet connection, using a Personal Computer or a Personal Digital Assistant (PDA- Palm or Pocket PC). There are three separately licensed products: 1. SalesFORCE Notification: extend access to customer information in Stanpak to your sales staff in the field. 5

6 2. SalesFORCE Web Order Entry: offer Web order entry services to your sales staff at home or on the road. 3. SalesFORCE Proforma Review: review proformas on-line- approve orders, make changes and/or add notes and then upload it to the your server. (Available Summer 2003) We have designed a web-based administration control panel to allow you to customize elements within your Stanpak Web Applications. You will use this same Administration Control Panel for all of your Stanpak Web Applications. This manual will focus on SalesFORCE Web OE set-up and daily administration. Each sales person has his own login and password and sees only his own orders, backorders, order changes, messages and customer contacts. SalesFORCE Web Tools advantages include: Improve communication and coordination of effort by sharing of information Drive cost out of your operation and reduce sales support Free more time for selling Cuts down time office staff spends answering sales questions Cuts down time sales staff spend calling office for information More accurate information available to sales reps and customers Take full advantage of new technology - Internet, cell phone, digital cell service & PDAs Sales reps can pick up messages and get information on the Internet from home on their PC Or connect to the Internet via digital or dialup cell service with their PDA on the road. 6

7 SYSTEM REQUIREMENTS In order to use the SalesFORCE Web applications, you must have the following tools available: Web Data Transfer version or later Stanpak version or later In addition, your sales representatives must use a web browser from the following group: MS Internet Explorer version 5+ running at a minimum screen resolution of 800 x 600 pixels or greater. Pocket PC PDA running Pocket Internet Explorer. Palm PDA running a web browser. To be able to use Web Data Transfer v for Customer Web Services, you will need the following: Stanpak version or later Your Stanpak server must be running UNIX Enterprise (networked version) or Linux PC Requirements: A PC networked to your Activant Stanpak server with access to the Internet by dial up, ISDN, cable, DSL or T1. This is the PC that you will install the Web Data Transfer Client on so you can transfer files between your Stanpak server and the Web Site. This PC should have: Windows 95(SP2)/98/NT/2000/XP Microsoft Internet Explorer, Version 5.5 (Service Pack 1) or higher In addition, you need: Capability to download programs from the Activant Stanpak website ( address for Stanpak to send information to A primary website on any server (optional but desirable) A web site account at our Web Hosting Provider (Internet Data Management, Inc. Please contact IDMI (330/ x100) who will process your application. You can contact IDMI by at support@idmi.net. Your hosting fee will be billed by Activant Stanpak. 7

8 ABOUT THIS MANUAL This manual is organized into six parts: Web Site Administration (setup) Stanpak System (setup) Web Data Transfer and PC (setup and processing) SalesFORCE Personalization (admin and sales) Daily Operations SalesFORCE Web Order Entry training notes 8

9 2 - WEB SITE ADMINISTRATION OVERVIEW A web-based administration control panel has been created to allow you to customize elements within your Stanpak Web Applications. Administration Control Panel pages are password-protected; they are accessed with the Admin User ID and Password supplied when you set up your first Stanpak Web Application. LOG IN Your administrative log in page is located at: (substitute with your domain registered at IDMI). Figure 1- SalesFORCE Web Tools Login Enter your Administration User ID and Password and click the Accept button. 9

10 Figure 2 - Administrative Login When you successfully sign in, an active session is started on the web server. Active sessions use a 20-minute timeout value. This means that if your browser records no activity at this site for 20 minutes (no page-to-page navigation), you will have to sign back in to continue. To close your session, close the browser window (i.e. exit the browser with File > Exit). OVERVIEW PAGE After successful log in, you will see the Web Applications Overview page as below. Figure 3- Administration Overview Page Select (click on the name of) the application you wish to edit settings for. 10

11 WEB SITE SETUP Set basic information for all of your applications via the administration page. Login with your administration username, and select All Applications link. Next, choose the Basic Settings link to set your company name, home page, and color scheme as seen below. CONTACT AND PASSWORD SETUP Figure 4 - Web site setup: basic settings Select the SalesFORCE Web Tools link on the Administrative overview page to set Contact and password information for the Office Contacts, and Personalization tools. Next, you will see the following menu: Figure 5 - SalesFORCE Web Tools Administration Main Page Setting the contacts and/or password information from the links on this page will ONLY affect your Personalization and Office Contacts features. Please note that SalesFORCE Web Order Entry has separate contact information, and SFN has separate password information. 11

12 CONTACT SETTINGS Figure 6 - SFWT Contact Information Administration Select the Contacts link from the SFWT Administration page. Fill in the name of the person from your company who will be the individual that you would like your sales reps to contact with questions (i.e.: Sales Manager). The contact information will appear in the left frame on your end user site as shown. Figure 7 - Contact Information on End User site 12

13 PASSWORD SETTINGS Select the Password link from the SFWT Administration page (Figure 5 - SalesFORCE Web Tools Administration Main Page) to set the password information that will permit access to the SFWT Office Contacts configuration. You will be presented with the form below (Figure 8). Fill in the user ID and password that you will use for Administration of Office contacts information. Figure 8 - Office Contacts Password Settings 13

14 3 - STANPAK SYSTEM ADMINISTRATION SNPM SALESMAN NOTIFICATION PROCESSOR MAINTENANCE Please note: This program needs to be set up for both SalesFORCE Notification and SalesFORCE Web OE. The SNPM program is used to define which information is made available for sales people via the Salesman Notification Processor (SNP) system. Each salesperson must be individually configured. The SNPM program controls various parameters: Web Login ID Web Login Password Addresses Control Parameters for various download categories. Each salesperson can be configured to receive different information. The SNPM program main screen contains several fields representing the information that sales people may receive permission to view. 14

15 REL: REV: DEVELOPMENT SALESMAN NOTIFICATION MAINTENANCE SALES ID: 01 USER LOGIN ID: 02 USER PASSWORD: 03 STANPAK ID: 04 INTERNET #1: 05 INTERNET #2: 06 NOTIFY METHOD: 07 ITEM PRICE CHANGES (Y/N): SORT METHOD: 08 SALES NOTICES (Y/N): 09 NEW DOWNLOAD (Y/N): 10 CUSTOMERS ON CREDIT HOLD (Y/N): 11 CHANGES IN ORDERS (Y/N): 12 STATES OF BACK ORDERS (Y/N): 13 NEW ORDERS (Y/N): 14 CUSTOMER CONTACTS (Y/N): 15 STOCK OUTS (Y/N): 16 CUSTOMER CALL MESSAGES (Y/N): Figure 20 -SNPM Main Screen SETUP Enter the program name SNPM at the selection prompt. The SNPM main screen will display, and prompt for a SALES ID.» Enter a valid Sales ID. When a valid Sales ID has been accepted, the data fields on the screen will be populated with the stored information corresponding to the ID number. REL: DEVELOPMENT 01/01/03 REV: SALESMAN NOTIFICATION MAINTENANCE SNPM SALES ID: 10 PROSPECT ACCTS 01 USER LOGIN ID: SALES 02 USER PASSWORD: STANPAK9 03 STANPAK ID: PETER 04 INTERNET #1: PETER@STANPAK.COM 05 INTERNET #2: 06 NOTIFY METHOD: 1 07 ITEM PRICE CHANGES (Y/N): Y SORT METHOD: 1 08 SALES NOTICES (Y/N): Y 09 NEW DOWNLOAD (Y/N): Y 10 CUSTOMERS ON CREDIT HOLD (Y/N): Y 11 CHANGES IN ORDERS (Y/N): Y 12 STATES OF BACK ORDERS (Y/N): Y 13 NEW ORDERS (Y/N): Y 14 CUSTOMER CONTACTS (Y/N): Y 15 STOCK OUTS (Y/N): Y 16 CUSTOMER CALL MESSAGES (Y/N): Y Figure 91 -SNPM Main Screen with Sales ID 15

16 The system will prompt: Enter <FIELD #>, or TAB:» Enter a field number (#1-16) to change Sales ID information. OR» TAB if the displayed information is accurate for the Sales ID. MAIN SCREEN FIELDS When setting up the system, please remember to keep a list of all program control parameters to distribute later to your sales reps! SALES ID: This field must contain a valid SALES ID from Stanpak. This field corresponds to field #07 (FROM SALESMAN) in the FTM (File Transfer Maintenance) program. This will be a numeric field (ie 24).» Enter a valid SALES ID to view stored field data for the sales person. 01 USER LOGIN ID This field is set by the administrator to any alphanumeric user identification string. This field is similar to the USERID field in the FTM (File Transfer Maintenance) program.» Enter USER LOGIN ID that corresponds (but does not have to match) the SALES ID. 02 USER PASSWORD This field is set by the administrator to any alphanumeric sequence. This field is similar to field #02 (ACCESS PASSWD) in the FTM (File Transfer Maintenance) program.» Enter the password for this USER LOGIN ID. 16

17 03 STANPAK ID» Enter the ID from Stanpak, as used in the MAIL program. If you are not using the in Stanpak, then please skip to INTERNET #1 This field is set by the administrator and may contain any valid internet address that a user has already established. (i.e., user@aol.com)» Enter an external (non- Stanpak) account for this ID. 05 INTERNET #2 This field is set by the administrator and may contain any valid internet address that a user has already established. (ie: user@yahool.com)» Enter an external (non- Stanpak) account for this ID. 06 NOTIFY METHOD You may select one of two methods for field #06 (NOTIFY METHOD). Selecting option 1 for Web Report causes information to be included in the transfer file. You may also select N, causing information to be excluded from the salesman transfer file. If field # 06 is set to N (do not include information in transfer file), no data will be available for the SALES ID in his/her transfer file regardless of the settings in fields #08-#16. The N setting for NOTIFY METHOD overrides the subsequent field settings if they are set to Y. 17

18 07 ITEM PRICE CHANGES (Y/N)» Enter N to exclude item price changes in the transfer file for this SALES ID. OR» Enter Y to display Item Price Changes for this ID in the web transfer file. If you select Y for field #07, the cursor will be placed in the SORT METHOD FIELD. SORT METHOD» Enter 1 to sort by category. OR» Enter 2 to sort by vendor. 08 SALES NOTICES» Enter N to exclude Sales Notices in the transfer file for this SALES ID. OR» Enter Y to display Sales Notices for this ID in the web transfer file. 09 NEW DOWNLOAD» Enter N to prohibit this SALES ID from viewing new in the transfer file. OR» Enter Y to allow this sales person to view new in the transfer file. 10 CUSTOMERS ON CREDIT HOLD» Enter N to exclude information for customers on credit hold in the transfer file for this SALES ID. OR» Enter Y to display customers on credit hold for this ID in the web transfer file. 18

19 11 CHANGES IN ORDERS» Enter N to exclude changes in orders from the transfer file for this SALES ID. OR» Enter Y to display changes in orders for this ID in the web transfer file. 12 STATES OF BACK ORDERS» Enter N to exclude states of back orders in the transfer file for this SALES ID. OR» Enter Y to display states of back orders for this ID in the web transfer file. 13 NEW ORDERS» Enter N to exclude new orders from the transfer file for this SALES ID. OR» Enter Y to display new orders for this ID in the web transfer file. 14 CUSTOMER CONTACTS» Enter N to exclude customer contact information in the transfer file for this SALES ID. OR» Enter Y to display customer contact information for this ID in the web transfer file. 15 STOCK OUTS» Enter N to exclude stock outs in the transfer file for this SALES ID. OR» Enter Y to display stock outs for this ID in the web transfer file 19

20 16 CUSTOMER CALL MESSAGES» Enter N to exclude customer call messages in the transfer file for this SALES ID. OR» Enter Y to display customer call messages for this ID in the web transfer file. When you are satisfied with the displayed information for this Sales ID, <TAB> to return to the menu. You have now completed set-up for the Sales Notification Processor Maintenance Program. You will only edit this program when you are adding, restricting or deleting information for a new or existing sales rep. Please remember that SNPM is used in both SalesFORCE Notification and SalesFORCE Web OE. 20

21 WM - WEB ORDER PLANNER MAINTENANCE OVERVIEW For the purposes of setting up SalesFORCE Web Order Entry, the only setting in WM (Web Order Planner Maintenance) that needs to be set up is the distributor code in option SO. This code is given to you by IDMI during the configuration of your web server. If you also have installed the Web Order Entry feature, you may have already set up the distributor code. Optionally, you can also set up the Hours between Warning and Transfer User fields. OPTION SO SYSTEM OPTIONS A systems option is the configuration for the setup of interaction between Stanpak and the web server. 1. Distributor Code STANPK 2. Hours between Warning 4 3. First Transfer User BOBLIR 4. Second Transfer User JONSMI 5. Third Transfer User ADMIN 6. Fourth Transfer User ALEXMI Enter <OPTION>, or TAB:» Enter <OPTION> to select. OR» Press <TAB> to return to the customer listing menu. Distributor Code Hours Between Warning Transfer Users The 6-character alphanumeric distributor code can be obtained from IDMI during your web server setup. This field represents the amount of time that you set to pass before the system will prompt to remind you to check for new WebOE orders posted to your site. These fields represent your employee s user name(s) who you wish to be notified when 21

22 the Hours Between Warning time has elapsed. When the specified number of hours has passed since the last transfer (FTP) of web orders, the users name(s) that you specify as transfer users will have a warning message appear on their screen to remind them to download new orders. 22

23 4 - WEB DATA TRANSFER THE WEB DATA TRANSFER PC SETUP As part of the setup process, you must install the latest version (v or higher) of the Web Data Transfer Client on one PC that is networked to the Stanpak server and that also has an Internet connection. You may have already installed the Web Data Transfer Client if you are actively running other Activant Stanpak web applications. Note: To identify the version of the Web Data Transfer Client, look under the Help menu for About WDT If you need to update your version of the Web Data Transfer Client, it is available for download in the File Center section of the Activant Stanpak Customer Web Site. For details about installing and setting up the Web Data Transfer Client, see the Web Data Transfer Client manual available in the Documentation section of the Activant Stanpak Customer Web Site. 23

24 5 - SALESFORCE CUSTOMIZATION OVERVIEW Some aspects of SalesFORCE Web Order Entry can be customized for your company. The following should be set by the Administrator: Office Contacts Rules regarding the number of items or customers displayed and whether sales reps can change pricing Text for s Other aspects listed under options can be changed by each individual salesman. These include: Start-up page after logging in program type From address for web-based s copy defaults for web-based s OFFICE CONTACTS SalesFORCE Web Tools Office Contacts offers the sales rep a quick and easy way to find phone numbers and addresses of important office contacts. The rep will access the Office Contacts page by clicking the 'Contacts' link in the menu bar at the top of the page. Figure 9 - Menu Bar 24

25 The listing will appear as below. SETUP: OFFICE CONTACTS Figure10 - Office Contacts You must enter contact information that you wish to be available via your Office Contacts list. In order to do this, you must have Office Contact Administration privileges. Please see - Office Contacts Administration for details. 25

26 MAINTENANCE: OFFICE CONTACTS To edit the initial list of contacts, click the 'Edit This List' link below the listing. You will then be prompted for the Administration login information. Sign in with your 'Contacts Administration' User ID and Password. This User ID and Password are created and changed through your Web Administration settings. These values are case-sensitive (UPPER/lower case matters). Figure 11- Office Contacts Administration A new 'session' is started when you successfully sign in. You can continue editing your contacts list as long as the session is open/active. A session will be closed (and you will have to log back in to continue editing office contacts) after any one of the following occurs: 1. The browser is inactive for 20 minutes. 2. The browser is closed. 3. You select the option to end the session (click 'end your editing session' on the following page). 26

27 ADD/EDIT/DELETE OFFICE CONTACTS Use this page to add contacts, select contacts for editing, delete contacts, and move a contact up or down in the listing. Figure 12 - Add/Edit/Delete Office Contacts To add a new contact, click the 'Add New Contact' button. You will be presented with an 'Add Contact' page. (see below) To edit an existing contact, click the 'Edit' link to the left of the contact to edit. You will be presented with an 'Edit Contact' page. (see below) To delete an existing contact, click the 'delete' link to the right of the contact. There will be no warning message when deleting contacts; the contact is deleted as soon as you click 'delete'. To move a contact up the list, click the 'Up' link to the left of the contact. To move a contact down the list, click the 'Down' link to the left of the contact. There will be no confirmation message when moving contacts; the contact is moved as soon as you click 'Up' or 'Down'. Note: You can also change a contact's location in the list by changing the contact's 'Rank'. (see the 'Edit This Contact' page) EDIT AN EXISTING CONTACT Click on the 'Edit' link to the left of the contact you wish to edit. Contact data is then presented in an editable form. There are no pre-set limits to the length of the data, and no validation of data (ex. we do not verify that the phone number is complete or that the address is a valid address). 27

28 Figure13 - Edit a Contact Rank: This is the relative ranking of this contact on the list. The first contact on the list will have a rank of '1'. The rank is automatically assigned when a new contact is added, and the list might be renumbered by the program to maintain sequencing. The program will save integer (non-decimal) values, but you can type in decimal values. For example, if you want to force a contact to display between the 6 th and 7 th contact on the list, enter 6.5 (or similar value) as the rank. To make a contact the first item on the list, any value less than 1 will move the contact to the top of the listing. Group: The Department or Group for this contact Name: Contact First and Last Name Phone: Contact Phone Number address for this contact. This will become a clickable hyperlink on the Office Contacts page, making it simple for a sales rep to use the page to send messages. Make your changes and click 'Submit' to accept your changes and return to the Add/Edit/Delete Office Contacts page. Click 'Reset' to return the form to its default state (as it appeared when the page was loaded). Click 'Back to listing' to return to the Add/Edit/Delete Office Contacts page without accepting your changes. ADD A NEW CONTACT Click the 'Add New Contact' button on the Add/Edit/Delete Office Contacts page to add a new contact. A form similar to below is presented: 28

29 Figure 14 - Add a New Contact Group: The Department or Group for this contact Name: Contact First and Last Name Phone: Contact Phone Number address for this contact. This will become a clickable hyperlink on the Office Contacts page, making it simple for a sales rep to use the page to send messages. Make your changes and click 'Submit' to accept your changes and return to the Add/Edit/Delete Office Contacts page. Click 'Reset' to clear all form fields (returning the form to its default state). Click 'Back to listing' to return to the Add/Edit/Delete Office Contacts page without adding this contact. DAILY PROCESSING: CONTACTS You may always access the contacts that have been stored by selecting the Contacts option on the blue menu bar at the top of the page. This will provide you with information (group, name, phone, ) for that contact. You may select the hyperlink in this listing to create a new mail draft addressed to that person. The mail program that is launched when you select this link will depend on your personalization settings. RULES Rules settings changes the number of items and customer to display on pages at one time. Select the Rules link from the SalesFORCE Web Order Entry administration page and fill in the settings. These settings allow you to control how much information is displayed in SalesFORCE Web Order Entry queries. 29

30 Maximum number of items to display on a page at a time ('All Items') when an item category is selected: When a sales rep is creating an order and selects a category from the 'All Items' category list, it is possible that a category has an unusually large number of items associated with that category. This could cause the server to attempt to retrieve and display more rows than can be reasonably handled over the Internet. Enter a value here that represents the maximum number of items you would expect for any one category. The default is 250, but your number might be much smaller. If the number of items in a category exceeds this number, an exception message will appear when the sales rep selects the offending category. NOTE: The application will limit the maximum number of rows to 251 if you enter any number larger than 250. Maximum number of customers to display on the customer listing page when first displaying the list: Sales reps are able to quickly navigate their list of customers by limiting the list to groups based on the alphabet (#ab, cde, fgh, ). When the customer listing is first displayed, the list in not limited to one of the selectable groups. A performance issue arises for sales reps with a very large number of customers. The larger the list, the slower the retrieval and display on the Internet. To improve the initial load time, enter a number that represents to the maximum number of rows that will display the first time the customer list is loaded, and let the sales rep navigate the customer list using the alpha groups. Maximum number of (All Items) search results to display on a page at a time: Enter the maximum number of search results to display on the search page at any one time. The larger the number, the slower the search and display. 'Previous' and 'Next' links will appear if the actual number of items matching the search request exceeds the number you enter here. Sales Reps are allowed to change prices when placing orders (check for Yes, uncheck for No): Check this box if sales reps are able to change prices when adding items to Sales Force Web Order Entry orders. Uncheck this box if sales reps are not allowed to change prices when placing orders through SalesFORCE Web Order Entry. 30

31 TEXT The text that appears in Notifications/Alert s can be changed using Text settings. Select the Text link from the SalesFORCE Web Order Entry administration page. Figure 15 - SalesFORCE Web Order Entry Text Settings Order Alert Pre-Text: The text that appears at the top of Order Notification/Alert s sent to your office. This will also appear at the top of copies that Sales Reps receive if they select the option to receive copies of orders they place. Order Alert Post-Text: The text that appears at the bottom of Order Notification/Alert s sent to your office. This will also appear at the top of copies that Sales Reps receive if they select the option to receive copies of orders they place. OPTIONS Each sales rep can personalize aspects to the way SalesFORCE Web Tools operates by editing and saving settings that apply only to that sales rep. The sales rep maintains these settings. Personalization settings are accessible through a link on the Options page (near the bottom of the page). Access the Options page by clicking the 'Options' link in the menu bar at the top of the page. 31

32 The Options page will appear similar to the picture below. Figure 26 - SalesFORCE Web Tools Options 32

33 SETUP: OPTIONS AND PERSONALIZATION SETTINGS If the sales rep has not set up personalization settings for the first time, the following message will appear near the top of the Options page. Click on the link to edit SalesFORCE Web Tools Personalization settings. The following page will appear. Figure 27 - SalesFORCE Web Tools Settings Setup Edit your settings and press the Accept button to save your changes. Press the Cancel button to ignore your changes and return to the Options page. If you choose to Accept your changes, a message will display confirming that your settings have being saved. Start-up page after logging in: Select the page you would like to appear immediately after logging into SalesFORCE Web Tools. The default is 'Application Options'. 33

34 Web Form vs. Client Program. You can select to use your default program (such as Microsoft Outlook or Netscape Communicator), or to use a Web-based form to send s to contacts. This option will be applied within SalesFORCE Web Tools applications wherever there is a link to an address. You can select one option for the PC and a different option for the Pocket PC. NOTE: See the section below to see an example of the PC version of the Web-based Mail Form. FROM address when sending Web-based Form s: Enter the address to be used as the FROM address on any s created with the Web-based form. Receive copies of Web-based Form s: Make this box checked if you would like the default to be 'Yes' for receiving copies of the s you send with Web-based Forms. You still have the option on a message-by-message basis to either receive or not receive copies of the s you send. This box simply indicates what the default should be when the Form is displayed. SalesFORCE Web OE - to receive copies of orders you place with SalesFORCE Web OE: If you would like to receive copies of customer orders you place through SalesFORCE Web OE, enter the address here. If you do not wish to receive copies of orders, leave this field blank. Please verify that the address you enter is accurate; this form does not check the address for validity. PC VERSION OF WEB-BASED MAIL FORM The following page is the Web-based Mail Form for the PC. This is the form that will appear every time you click on an link within SalesFORCE Web applications. This form will be used instead of your program if you select the Personalization option to use this tool. (see section on SalesFORCE Web Tools Personalization) 34

35 Figure Web Form The 'To' address is automatically filled with the link you clicked, and cannot be changed for this . Type in a Subject and a Message. Check the 'also send (BCC) copy...' box if you wish to receive a copy of this e- mail in your box. BCC is an abbreviation for 'Blind Carbon Copy', and will not show up as part of the recipient's message (i.e. the recipient is not aware that a copy was sent to your address also). Click 'Submit' to send the message, and 'Cancel' to not send the message and return to the page from which you came. MAINTENANCE & DAILY PROCESSING: PERSONALIZATION SETTINGS Once you have your personal settings as you require, you should not have to change them unless you wish to change your start page, you need to change settings (i.e., you move from a Pocket PC in the field to a PC in the office), or your address(es) change. 35

36 6 - DAILY OPERATIONS DAILY OPERATIONS FOR ADMINISTRATORS SNP - THE SALESMAN NOTIFICATION PROCESSOR OVERVIEW Please note: this program is used for both SalesFORCE Notification and SalesFORCE Web OE in conjunction with WGEN. The Salesman Notification Processor program (SNP) is responsible for automatically generating sales information to feed the Sales FORCE Notification system. Specifically, the data is collected in various Stanpak programs and audit trail files and then placed into various Flat ASCII files for distribution to the web server. Run the SNP program on a minimum of a daily basis. Based upon the definitions in the SNPM, the SNP program will generate a Salesman Report providing the following basic information: Item Price Changes By Category or by Vendor Product Information Notices By Vendor and by Sales Group Changes in Contracts Expirations Updates Customers on Credit Hold By Customer Number Changes in Order Back Orders Substitutions Additions Deletions States of Back Orders By Customer Number by Item Number New Orders By Customer Number 36

37 Contacts By Customer Number Customer Service Change RUNNING SNP Enter the program name, SNP, from the selection prompt. The Salesman Notification Processor Main screen will display DEVELOPMENT 12/01/03 SALESMAN NOTIFICATION PROCESSOR SNP BUILDING STOCK OUTS FILE: PROCESSING FILE: I1A ITEM NUMBER: -3m Figure 22 - SNP Main Screen The system will process records and build the stock outs file. This process may take a few minutes. The system will then display a message similar to the following: 6.01 DEVELOPMENT 12/01/03 SALESMAN NOTIFICATION PROCESSOR SNP Building the INVENTORY FILE Figure 23 - SNP Main Screen When the program has finished processing items for the stock outs file, you will automatically return to the menu. WEB TRANSFER CLIENT Consult the Web Data Transfer manual for details on the process of transferring data back and for the between the Stanpak and Web servers. How often you run this process depends on the volume of sales orders you enter via the web. Running the transfer at least once a day updates your information on a daily basis. If you have a large volume of sales orders, you may find the updating information more than once a day is appropriate. 37

38 WP WEB ORDER PLANNER PROCESSOR The WP program creates the web orders in Stanpak after they have been transferred by the Web Data Transfer Client. If you have also installed the Customer Web Order Entry feature, it creates orders for both SalesFORCE Web Order Entry and Customer Web Order Entry. In the WebOE and External Order Interface configuration of INSTALL program there is the ability to set parameters for routing information on the order and required date be imported into Stanpak. The following questions are: You have the ability to PLACE ALL IMPORTED WebOE orders on ORDER HOLD. These orders will be flagged with a REQUIRED DATE value of "SPECIAL" requiring manual release for delivery. You have the ability to SET THE DEFAULT SHIPPING ROUTE on ALL IMPORTED WebOE orders to a fixed value. This route will be used regardless if a ROUTE is provided through the interface. CLEAR this field to allow the system to use any provided ROUTE or allow the system to find its own default ROUTE. It is important to note that in order to avoid losing orders, you must be aware of timing issues with the retrieval of Web Orders from your web site. One you are fully functional on SalesFORCE Web Order Entry, you must only use one PC to retrieve your orders from the Web. Make sure that you run Web Order Planner Processor (WP) on Stanpak to process orders retrieved from the Web immediately after retrieving orders. Run WP before attempting to retrieve additional orders. If you use more than one PC to retrieve orders, it is possible to retrieve orders from one PC, and then delete those orders from another PC while attempting to retrieve news orders if you do not run WP between retrievals. The program will continuously scan for order files to be uploaded into Stanpak. The screen will display: Examining File: WPX (X=1through 9) If the system encounters an empty file the system will display: Skipping File: WPX (File is Empty) If the file contains orders, the screen will display: Begin Processing FILE: WPX Once the orders have been transferred to Stanpak, the File Transfer Order Register program, FOR, prints an order register of orders transferred from your Web site or any notebook orders. In addition to serving as an order register, this document should be run frequently and reviewed. DAILY OPERATIONS FOR SALES RUNNINGSALESFORCE WEB ORDER ENTRY 1. Log onto the main SalesFORCE Web Tools site located at: (replace 38

39 CUSTOMER LIST ACCESS with the domain name of your company set up by IDMI.) 2. Select SalesFORCE Web OE from the application from the menu bar, or the links in the center of the page. The opening page shows your customers and associated customer numbers. Click on one of the numbers to view BCBI items for that customer (See - Figure 29 - Accessing BCBI & Item Information via the Customer List). Figure 29 - Accessing BCBI & Item Information via the Customer List 39

40 BCBI LISTING Next, select a Customer Number (See Figure 29 - Accessing BCBI & Item Information via the Customer List for example), and you will be presented with the following screen. Figure 30 SalesFORCE Web Order Entry BCBI Listing Screen 40

41 ALL ITEMS LISTING Select the right tab from the frame on the left side of the order detail page to view all items in the current catalog. From this tab, you may also add a non-stock item to an order, or search the catalog by item number and/or description. Figure 31- SFWOE All Items Listing You may click on the category link to view items within that category. Figure 32 - SFWOE Category Item Listing (All Items) 41

42 You may calculate prices and/or margins by clicking on the calculator icon to the right of the item name. Figure 33 - SFWOE Price/Margin Calculator From there, you may select an item to add to the current order. Adding Non-Stock Items: Select the Non-Stock tab in the left frame to add a Non-Stock Item. Figure 34 - Adding a non stock item to your order 42

43 7 APPENDIX SALESFORCE WEB ORDER ENTRY TRAINING OVERVIEW SalesFORCE Web OE offers Web order entry services to your sales staff at home or on the road. Our tightly integrated Web solution is both inexpensive and easy to implement. This product is designed to improve sales staff productivity and increase sales reps time in the field. The following steps should serve as a guide for training your sales reps on this powerful new product. Training: 1. Distribute sales rep ID logins(s) and password(s). Each sales rep will access his/her sales data through a login page located at your web site. The page is located at: with replaced with your domain as provided by IDMI. 2. Have each rep sign in with the assigned user ids and passwords. Please note that User Ids and Passwords are case sensitive (Capital A is not the same as lower case a, Stanpak is not the same as stanpak ) 3. Remind the sales reps that each sales person will see only his own orders, messages and customer contacts. Show the sales reps how to personalize options, enter orders, review BCBI, look up non-stock items, etc. Step by step instructions are outlined this manual. 4. Discuss how often your company has decided to update the data and transfer it to the web using the SNP program and Web Data Transfer. 5. Discuss Sales Notices: how to access and how often you plan to update the notice. 43