Adding Sales Rep Groups

The following steps will explain in detail how to add a new Sales Rep Group.

The topic has the following sections: General Tab, Detail Tab, Fields Tab, Activity Tab, Notes Tab, Sales Reps Tab and Customers Tab.

General Tab

1.First click on the Sales Rep Groups topic from the Contact Manager topic in the Main Menu.  This will open the Find Sales Rep Groups search form.  In this Find Sales Rep Groups form click the New Sales Rep Group button in the lower left hand corner of the form.  This will bring you to the Sales Rep Groups form, cleared so you may enter a new Sales Rep Group.  The cursor will be flashing at the top of the form in the Group ID field under the General Tab.

2.VisionCore will automatically assign a unique Sale Rep Group ID for each Sales Rep Group since the program comes with the feature that allows automatic assigning of Sales Rep Group IDs in the Starting Numbers form.  You may disable this automatic assigning of Sales Rep Group ID numbers by going to VisionCore's Main Menu, clicking on the following: the Company Preferences Topic, the General Tab, the Starting Transactions Numbers box, the Cards Tab, the little white box to the right of the Sales Rep Group Rep ID field that has a check mark it and the word Enable to the right of it.  With the Auto Sales Rep Group ID field disabled, you may assign a unique Sales Rep Group ID which can be 20 alphanumeric characters in length.  For example:  Joe Smith might be referenced as SMITJ01 using the first four letters of the last name, the first letter of the first name and then 01.  There are many different naming conventions to choose from when creating your ID's.  Some companies use the phone number or just a unique number for their ID's.  When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.

3.You can then enter the Group name.  It is not necessary to add a Group name but this will give you another avenue to search for that sales rep group in the future.  If you enter a Group name, that information will print on the reports throughout the program.  An example of a Sales Rep Group name is the Jefferson Reseller Company.

4.The next step is to select a Sales Rep Group Type.  The Type field is a great way to categorize and group your Sales Rep Group contacts.  There are a few default types that have been added when you created a new data file.  Of course, you can edit this list by clicking on the Ellipse button next to this field, which will open the Sales Rep Group Type form.

5.You can then fill in all the basic Sales Rep Group information like Salutation, Title, First Name, Last Name, Address, City, Zip Code, County,Country, Other Names, Phone, Fax, E-mail, and Web Site.  Most of this is the main data that will be displayed on the order transactions created for this sales rep group.

Special Zip Code Feature

You will notice as you Tab through these fields the program will skip over the City and State and bring you to the Zip Code field combo box.  The zip code combo box will list every zip code you have entered up to this point.  If you enter a zip code that you have not used before, a message will appear asking if you want to add the add zip code.  If you choose to add the zip code then the Zip/Postal Code form will open.  You will then need to fill in the city, state, county and country and click the Ok button to add it to the Zip Code records.  The city, state, county and country will now be automatically filled in and you will never have to enter that information twice.  From now on in any form that uses zip codes you will be able to select and use the one you just entered saving you data entry time.  You can add, delete and edit zip codes from the Zip/Postal Code form at any time.

Special address Feature

You will notice as a small colored Globe to the right of the address box.  If you have Internet access, once you have completed the address, City, State, and Zip Code fields, and, you click on the globe, you will be automatically brought to the Yahoo Web site showing the location of your Sales Rep Group on a map!

Detail Tab

The Sales Rep Group Information area has several fields like Manager, Assistant, Office, Department and Profession that are optional fields to be filled in as you see fit.

In the Source field you can enter additional information on who or what source the Sale Rep Group was referred to you by.  This can be helpful if you track how a Sales Rep Group found out about your business or how you found out about them in terms of a magazine ad, Web site, direct mailing, friend or referral.

Log History

The Entered field will reflect the date this Sales Rep Group was first input into the program.  Click the little clock button in the Sales Rep Group History area to change the date field view to display the exact time the Sales Rep Group was entered in the date field.  Then click the little date button to view the date again.

The Modified date will reflect the date this Sales Rep Group file has been changed in any way.  Click the little clock button in the Sales Rep Group History area to change the date field view to display the exact time the Sales Rep Group was modified in the date field.  Then click the little date button to view the date again.

Web Setup

1.The VisionCore will need to be addressed if you have purchased and installed the VisionCore Web product.

2.Enable access to Web site.  If you check the box, customers will be able log into your Web site.  This feature is also convenient because it quickly enables you block or unblock your customers' access to your site.

3.The Username displays the username you and your customer have agreed upon for your customer.

4.The Password  field displays the Password you and your customer have agreed upon for your customer.

Fields Tab

The User Fields area is used to store the names of different contact methods used like Phone, Fax, E-mail, Web Site, and any other contact information that you use.  Under the Field tab, simply click on the drop down button (the arrow head pointing down) to select the type of user field you wish.  Then, type in the Value (whether it be a phone number, an E-mail address, etc.) in the Value field.  As you can see, you may add a number of User Field by clicking the ellipse button beside the word Field.

Activity Tab

The Activity tab displays a single line item list of all the activities that have been entered for the selected sales rep group.  Clicking on the ellipse button next to a specific activity will open the Sales Rep Groups Activity form displaying the details of that activity.  All the fields in the sales rep group activity are read only.

Notes Tab

The Notes tab displays a single line item list of all the notes that have been entered for the selected sales rep group.  Clicking on the ellipse button next to a specific contact will open the Sales Rep Group Notes form displaying the details of that contact .  All the fields in the sales rep group contact list are read only.

Sales Reps Tab

The Sales Reps Tab contains the following read-only fields: Sales Rep ID, Full Name, City, Commission Type and Percent.  This is a convenient form in that it associates the Sales Reps with the Sales Rep Groups.

If you would like further detail on and/or to edit/review a Sales Rep, you may click on the Ellipse to the left of the Sales Rep's ID field and be brought to the Sales Rep form with that Sales Rep's information populating the form.  To return to the Sales Rep Group form from the Sales Rep form, you only have to hit the "Close" button.

Customers Tab

The Customers Reps Tab contains the following fields to be filled in: Customer ID, Name, City, and Sales Rep.  This is a convenient form in that is associates the Customers the Sales Reps are responsible for.  When you are through filling out all of the information about your Sales Rep Group you may click on the New button to add another Sales Rep Group or click the Close button to save the Sales Rep Group and return you to the previous open form.