The following steps will explain in detail how to add a new Sales Rep.
The topic has the following sections: General Tab, Detail Tab, Activity Tab, Field Tab, Notes Tab, History Tab, Customers Tab and Special Pricing.
1.First click on the Sales Rep topic from the Contact Manager topic in the Main Menu. This will open the Find Sales Rep search form. In this Find Sales Rep form click the New button in the upper left hand corner of the form. This will bring you to the Sales Reps form, cleared so you may enter a new Sales Rep. The cursor will be flashing at the top of the form in the Group ID field under the General Tab.
2.You can then enter the Group ID number by selecting one from the combo box. The Group ID number will enable you to associate the Sales Rep with a particular Group such as associating the Sales Rep John Smith to his Sales Rep Group ID that is his Group ID for his Company by the name of Jefferson Reseller Company. This will provide data for running reports to see how a particular Sales Rep Group (like the Jefferson Reseller Company) is performing to a performance plan. The name of the Group will appear to the right of the Group ID field.
3.You may now use the combo box to associate the Sales Rep ID with the appropriate Group ID, if not already completed in Step 2 above. Note that VisionCore will automatically assign a unique Sale Rep ID for each Sales Rep since the program comes with the feature that allows automatic assigning of Sales Rep IDs enabled. You may disable this automatic assigning of Sales Rep 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 ID field that has a check mark it and the word Enable to the right of it. With the Auto Sales Rep ID field disabled, you may assign a unique Sales Rep 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.
4.You can then fill in all the basic Sales Rep 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.
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 on a map!
SetUp Details
1.If you selected for Commission to occur, then you select the amount of Commission in terms of Percent.
2.There is an Active checkbox, if it checked that means that the Sales Rep is an active Sales Rep.
1.First enter General Information like manager, Assistant, Office, Department and Profession. These fields are optional and can be used to enter any kind of information you wish. They are not used anywhere else in the program except this form.
2.In the Source field you can enter additional information on who or what source the Sale Rep was referred to you by. This can be helpful if you track how a Sales Rep 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.
3.The next step is to select a Sales Rep Type . The Type field is a great way to categorize and group your sales rep 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 Type form.
Log History
The Log History area is read only and the information displayed here is calculated and displayed for your reference. Each field is detailed below.
1.The Entered field is a read only field and it automatically reflects the date this Sales Rep was first input into the program.
2.The Modified date is a read only field and it automatically reflects the date this customer's file has been changed in any way.
Web Setup
The VisionCore will need to be addressed if you have purchased and installed the VisionCore Web product.
1.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.
2.The Username displays the username you and your customer have agreed upon for your customer.
3.The Password field displays the Password you and your customer have agreed upon for your customer.
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.
The Activity tab displays a single line item list of all the activities that have been entered for the selected Sales Rep. Clicking on the ellipse button next to a specific activity will open the Activity form displaying the details of that activity. All the fields in the Sales Rep activity are read only.
The Notes tab displays a single line item list of all the notes that have been entered for the selected Sales Rep. Clicking on the ellipse button next to a specific customer notes will open the Sales Rep Notes form displaying the details of that contact notes. All the fields in the Sales Rep contact notes list are read only.
The History Tab shows you the related History of the Sales Rep with regards to Invoices, Customers, and Commissions for example.
The Customers Tab contains the following read-only fields for your review: Customer ID, Name, City, and Sales Rep. This is a convenient form in that is associates the Customers with the specific Sales Rep. If you would like further detail, review or edit a Customer, you may click on the Ellipse to the left of the Customer ID you are interested in. This will bring you to that Customer's data in the Customer form. You may easily return to the Sales Rep form by clicking on the "Close" button in the Customer form.
The Special Pricing Tab contains the following read-only fields for your review: Customer ID, Item No, Modified Description, Sales Price, Special Price and Commission. This is a convenient form in that is associates the Sales Rep with their Customers who have Special Pricing/Commissions. When you are through filling out all of the information about your Sales Rep you may click on the New button to add another Sales Rep or click the Close button to save the Sales Rep and return you to the previous open form.