NetSuite Quick Reference Guide

Transcription

1 NetSuite Quick Reference Guide (For help with any NS topics not found here, please visit Suite Answers: Entering Customer Information After conclusion of Sales Process on Showroom, floor-direct the customer to enter their information into the Kiosk. You or the customer can enter the information into the Kiosk. After all fields are entered the customer information will be saved into NetSuite. An with a link to the customer will be sent to all Sales Reps in the location. Return to your workspace and follow the link sent to your to assign the customer to your Sales ID. If you are not currently logged into NetSuite the link will bring you to your NetSuite login *Important* Please check to see if the customer already exists in the system before entering their information. If you are not working with the customer in the queue, do not click on the link, it will assign the customer to you. Please be cautious of the customer link you are following from your . If you are entering customer information from your workspace directly, ensure that enter the customer as a lead, save the lead so that it becomes assigned under your rep ID and follow these instructions: 1. Open and log into NetSuite. 2. From the home screen go to the list toolbar. 3. Relationships dropdown a. Lead New 4. This will take you to the Lead Form, Note that all of the Orange Asterisk Fields are Mandatory Fields 5. Enter the customer information and then click SAVE 6. The screen will refresh and the customer s lead number will appear before their name. Make note of this number if you are going to 2020 for design, this number is necessary to link the 2020 file to the customer you created in NetSuite. Changing Preferences in 2020 for Customer information / Entering Customer Number into a Design **This only needs to be completed the first time only** 1. Open Go to File Menu. 3. Preferences. 4. Overall Settings. 5. Check box that says Show design information dialog when creating a new design. 6. Click OK **This Will Save The Preferences for all Future Drawings** Every time you start a new design, you will see The Design Information Dialog Box. 7. Enter the customer number into the COMPANY box on the Customer Tab of the dialog box 8. In an existing drawing go to the Home Tab. 9. Click Design Info. 10. Enter the customer number into the COMPANY box on the Customer Tab of the dialog box. 11. Click OK. 12. Enter you Designer number in the Designer ID box on the Design Tab.

2 13. Complete Drawing in 2020 as required. 14. When Setting the Cabinet Style in Style and Design be sure to Click on the Price Level Tab and Select the Cabinet Style in this Tab as well. If this tab is not completed the style will not import into NetSuite. 15. Save.kit file when design is complete. 16. To export file to NetSuite follow the export 2020 directions. Exporting 2020 Files to NetSuite 1. In 2020 Click the Presentation Tab. 2. Click Reports. 3. The report Dialog Box will open. 4. Click on Application Integration and then OK. 5. The Application Integration Dialog Box Opens. 6. Make sure the applicable catalogs are checked, and the drop down box at the bottom reads NetSuite Upload. 7. Click Run. 8. Filezilla runs automatically. 9. An error message will pop up saying invalid port, just click OK. 10. Turn Filezilla on by using the drop down box next to Quickconnect. Click on 11. In the left window find the file named for your drawing with the extension.xml. For Example; if your.kit file was named Smith1028 then look for a file named smith1028.xml. 12. Drag the.xml file from the left window of Filezilla to the right window by left clicking and holding the file while moving it to the right window. Or double click on the required file. Both achieve the same result. 13. Once the file completes the transfer, Filezilla will read Directory Transfer Successful in the top window. 14. You can now exit Filezilla and return to NetSuite. Opening your Quote in NetSuite 1. Once the transfer is complete within a few minutes you will receive an from 2020NS@solidwoodcabinets.com that will read Load complete Successful. This means that the quote has been successfully generated in NetSuite. 2. Open up the and view the attachment. Read the lines to see if any codes have not successfully transferred over. 3. Go back to NetSuite and Click on the Sales Tab at the bottom of the lead record and you will see the uploaded quote from Click Edit on the correct quote. 5. Review the Line Items against the floor plan or Item List from 2020 to ensure all of the items have successfully transferred. In this screen you can also apply the correct multiplier to the order using the multiplier drop down (Be patient, this may take a few seconds to update). 6. Do not forget to add items that do not come over e.g. sink, cutout, soft close etc. 7. Click on the Shipping Tab and Complete the correct shipping information and cost. If you have not entered the customer s address information you can do this by pressing the PLUS next to the ship to window. 8. Click on the accounting Tab to apply the appropriate Sales Tax to the Order 9. Then you can Save by clicking the Save Button, you can also Save and Print using the same button.

3 10. You can also print the quote by pressing the printer icon at the top of the screen next to the freight quote button. Remember this is not an order yet, but still a quote. 11. Transfer Information to the SOW to present to the customer and complete the Sale.

4 Converting a Quote to a Sale If the customer is returning you can pull up their existing quote by searching for the customer using the search bar. Once you have retrieved the correct quote, double check to make sure all of the line items are correct and proceed to converting the quote to an order following to the steps below. Once the correct Quote is selected and saved, return to the quote screen: 1. Click on Sales Order 2. If there are any items with inventory challenges a message box will pop up with information related to those individual items. 3. Review the customer information. 4. Under Financing, enter the appropriate Payment information. If you need to leave to go to Wells Fargo for an authorization number, open Wells Fargo in a new tab and come back to NetSuite with the appropriate information. 5. At the bottom of the screen, click SAVE and the order will be placed. 6. Once the order is placed, if the sale is not Wells Fargo, click on the Create Deposit Button and complete the appropriate fields to complete the deposit information. Attaching Documents to Sales Orders The following are step-by-step instructions on how to attach documents for each order. 1. Search for the Sales Order in NetSuite 2. Click on the Order Number, to pull up the order 3. Click the Communications tab 4. Under Communications, click the Files tab 5. Click New File 6. In the Attach File box, leave as Computer 7. In the File Name box, type the name of the file. If uploading each file individually, name each file accordingly (i.e, Receipt, SOW, Floorplan). If uploading as one document with all files, name the file. 8. Under Folder, click the showroom you work in 9. Click Browse 10. Locate where you saved the file(s), click on the file, and click Open 11. Click Save 12. If more than one file, repeat steps Your document(s) should now successfully be saved under the order. A small circle icon will be visible next to the word File, confirming that attachments are there.

5 Left & Right Selection When manually entering quotes and orders, in order for Reps to enter or select Left or Right, there is a Column called From Left or Right and there is a drop down which can give them an option. From 2020: It will be automatically inserted but if required it can be changed after the quote is created.

6 Item Modifications How to modify cabinets in 2020 to reflect in NS sales quote: Example is DWR3, but works for all mods. 1. To modify a cabinet in 2020 you must right click and choose attributes this brings up the attributes pop up window. Before you modify you must highlight the user code and right click choose copy so you can easily paste back in later below. (Pictured below)

7 2. Next the user changes to the desired dimension then push apply you ll notice the user code has change 3. Last, highlight user code and paste the original back in its place and click apply. 4. Click OK to complete the modification.

8 Merging Duplicate Leads or Records NetSuite provides the ability to detect and manage duplicate records. Searches performed for duplicates of customers, contacts, partners and vendors have the ability and offer the opportunity to merge duplicates into one record. Users can specify criteria for records that are duplicates, records that are not duplicates, and which record to keep as the master record. It is also possible to define how to handle duplicate search results (either delete the duplicates or merge information from duplicates into a single master record). To set these preferences, navigate to Setup > Company > Set Up Duplicates Detection Feature and set up accordingly.

9 Legacy Orders Legacy orders are currently in NetSuite as quotes. To make revisions to an order: 1. Locate the quote 2. Convert it into a sales order 3. Revise the order Helpful Definitions 1. Lead: allows you to track all the information you need to convert a lead into a customer. Leads have no estimates, opportunities or transactions associated with them. If an estimate or opportunity is created for a lead, the lead becomes a prospect. If you create a sales transaction for a lead, the lead becomes a customer. 2. Prospect: allows you to track all the information you need to convert a prospect into a customer. Prospects have no sales orders, invoices, cash sales or other sales transactions associated with them. They can have opportunities and estimates associated with them, however. If a sales transaction is created for a prospect, or an opportunity is closed for a prospect, the prospect becomes a customer. 3. Customer: allows you to track all the information on your current customers. Customer records have item pricing when there is a project is associated with the customer. 4. Opportunity: Allows you to track specific sales conversations so you can forecast revenue and take care of your high quality prospects. 5. Quotes: Specific offers for goods and services based out of Opportunities. Quotes may be called estimates, proposals, etc. 6. Sales Orders: A sales order expresses a commitment to ship goods and or perform services. It has no accounting impact until items are shipped and an invoice or cash sale is created from the sales order to bill the customer for the items. In this phase, customer accepts the terms of your quote(s) which, in NetSuite, is a Sales Order. Leads are now confirmed as Customers in this phase. 7. Fulfillment: Delivery of your sales promise to your customer. Fulfillment of an order is shipped to completion. When an order is fulfilled, items are pulled from inventory, packaged and sent them to the recipient. 8. Receivable: Customer obligations to unpaid balances on promises fulfilled which traditionally is represented by Sales Invoices. 9. Cash Sales: A cash sale transaction records the sale of goods or services for which immediate payment is received at the time of delivery. Cash sale line items specify the goods and services sold and their sales amounts. The sum of all sales amounts plus any applicable tax equals the total amount paid for the transaction. 10. Pending Fulfillment: Sales Order with Status of Pending Fulfillment is Listed in Bill Sales Order Page but not in Fulfilled Sales Order Page.

10 There may be an instance where Sales order with status of pending fulfillment is listed in Bill Sales Order page but is not in Fulfill Sales Order page. This is because the following conditions concur: a. The Pick Pack & Ship feature is enabled; b. On the sales order history under Fulfillments and Invoices tab, there is an item fulfillment linked to the sales order and c. The said Item Fulfillment status is either Picked or Packed but not Shipped. 11. Upsell Manager: The Upsell Manager enables you to maximize your sales and marketing efforts by determining which items present a good upsell opportunity and which customers you should target. This process is also known as product affinity analysis. The Upsell Manager searches your customer transaction histories to recommend possible upsell items and categories of items. These upsell items and item categories are chosen based on their correlation. Correlation is a measure of how often two items are purchased by the same customer. 12. Groups: A group is a set of employees, contacts, customers, partners or vendors. You can create groups of records to communicate with a set of individuals. For example, invite a group to a meeting, or create folders in the file cabinet for a specific group in your organization. With groups you can do the following: a. Easily invite everyone in a group to the same event. b. Use the shared calendar to see when the group meets or has other scheduled events. c. Create folders in the file cabinet that only group members can view. d. Assign cases, leads, and support or sales territories to groups if the Support Group or Sales Group box is checked on the group record. e. If you use the Marketing Automation feature, customer, lead and prospect groups can be selected as target groups for marketing campaigns. You also send , mail or faxes in bulk to a group using the Mail Merge feature. You can divide groups into marketing test cells that allow you to test different versions of a marketing template. f. You can create groups by choosing members individually or by using a search of records. To create a group, go to Customers > Relationships > Groups. 13. Cases: Cases track issues your customers report and the responses your support representatives give. Cases are created when your customers report problems, ask questions or otherwise need to communicate with you. Cases are created in four ways: a. A support rep creates a case record in NetSuite for customer who calls in b. A customer completes an online case form c. A customer sends an to your support address d. A customer clicks the Contact Support link in the Customer Center or your Web site and fills out an external case record 14. Contacts: Contacts are individuals that you have business relationships with, including colleagues, friends, and other acquaintances that you would keep in an address book. You can enter contacts for your company, and you can enter private contacts that only you have access to. You can create a contact at Lists > Relationships > Contacts > New

11 (Administrator). You can also create a contact on a record. Contacts created for other records are listed on the Contacts sub-tab of that record. 15. Pending Approval: If a sales order has the status of Pending Approval, the order must be approved by someone with authorization before it can be processed. NetSuite Shortcuts and Icons The NetSuite home dashboard and overview screen icons can save you valuable time. Among other tasks, you can access recent records, start a new event, and create a new customer. The top-left two icons in the accompanying figure (respectively) let you access recently updated information and create or get to a shortcut you ve already made. Below that, from left to right, the icons let you create a new: Event Phone call Task Customer Contact Opportunity Sales order Cash sale Invoice Enter bills The button showing the double arrow lets you add and remove buttons from the bar.

12 PLEASE NOTE! Sales Reps must only use the common price level when exporting to If use any other is in use, the quantities double within the resulting NetSuite quote and order. (See below)

13 To view open quotes: