ACTIVANT STANPAK. SalesFORCE Proforma Review QicSTART. Version 6.0

Transcription

1 ACTIVANT STANPAK SalesFORCE Proforma Review QicSTART Version 6.0

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. Activant Solutions Inc Southfront Road Livermore, CA Version 6.0 Publication Date:

3 QicSTART Guide Introduction SalesFORCE Proforma Review SalesFORCE Proforma Review allows sales reps to review their Proformas via the Web on a home PC. They can make pricing changes, add notes to line items on orders and approve orders. These recommended changed are ed to a designated office contact person for final review and processed using the OCP (Price Confirmation Program) on the Stanpak solution. It is important to understand that when orders are approved through Proforma Review, the orders are not final the Proformas that are submitted by salespeople in SalesFORCE Proforma Review are ed back to the office where an appointed employee/manager reviews the sales repapproved orders. At that time, the (twice) approved orders are finally entered into Stanpak by office staff. Proforma Workflow Overview Web Administration Setting Setup 1. Set up Contacts and Text sections for Proforma Review Questions and Approval contact person. 2. Set up FROM addresses for sales reps that do not have their own address. Stanpak Setup 3. Set up sales reps to run Proforma Review by entering Y in SNPM (Field 17). Daily Send Proforma Reviews to the web 4. Run SalesFORCE Web Proforma Review Processor (SSP) on Stanpak. 5. Run Web Data Tranfer (WDT) on the Web Data PC. Daily Sales reps review orders on the web and send to office 6. Sales reps review, revise and approve orders on the web. They submit approved orders ( to Approval Contact). Daily Approval Contact Person reviews submitted orders. 7. Approval contact reviews sales person approved orders sent by Reviewed orders are entered into OCP (PricingConfirmation) on Stanpak. Page 3 of 11

4 Proforma Review QicSTART Place Order Contact your Stanpak inside sales representative. Please note that you must be running SalesFORCE Web OE in order to run Proforma Review. Also, due to the size of the files, SalesFORCE Proforma Review can only be run on a PC. Review Download Manuals Installation Manual Access and review the SalesFORCE Web Tools manuals available on Set up Stanpak Server 1. Check that you are running UNIX Enterprise (networked version) or Linux and that you are or Stanpak release level or later. 2. If you have not done so already, download and install the Web Product Upgrade Patch /17 from the Stanpak Web Site. 3. Set up Sales Reps for Proforma Review in the Salesperson Notification Processor Maintenance (SNPM). a. Type SNPM at the selection prompt. b. Follow the screen prompts and enter Y for each sales rep that you want to use the program. See the section on the Salesperson Notification Processor Maintenance Program (SNPM) in the SalesFORCE Web Tools manual for more information. Page 4 of 11

5 Set Up Website Admin Please note that you will use the same Administration Control Panel for all of your Stanpak Web Applications, including Web OE, Balance of Accounts, SalesFORCE Notification, SalesFORCE OE and SalesFORCE Proforma Review. Set up your Web Administration settings by: 1. Log on to your administrative login page: (Substitute with you registered domain name. 2. Enter your Admin User ID and password (supplied by IDMI) and click the Submit button. After you successfully login, you ll see the Web Applications Overview page. 3. Click the SalesFORCE Proforma Review, then click Contacts: a. Under Questions, fill in the fields with the information on the person in your office who will be responsible for answering questions on SalesFORCE Proforma Review: i. Name ii. iii. Phone number address b. Under Proforma Approvals, fill in the following: i. FROM address to be used for sales reps that do not have their own address. Note that replies to these s will be sent to the address indicated in the FROM field. ii. iii. iv. address of the Approval Contact Person. Please note that you can set up multiple recipients in this field, simply by separating the e- mail addresses with commas or semi-colons. Check off the bos if you want the Approval Contact Person listed above to receive the in addition to other addresses that the sales reps set up in their Personalized Settings. Click Accept. 4. Click on Text. Fill in the following open text boxes with messages appropriate to your company. i. Pre-text. ii. iii. Post text Click Accept. Your Web Administrator setting for Proforma Review are now complete. At this point, you can review and revise your administrative setting for other SalesFORCE Web Tools or move on to the next step. Page 5 of 11

6 Transfer Data 1. Prepare your Stanpak data for transfer by running the SalesFORCE Web Proforma Review Processor (SSP) program on your Stanpak solution. a. In Stanpak, at the WOP menu, type SSP. SSP is a Stanpak program which will build the Proforma Review files for each sales rep. Note: SSP has not been added to the WOP menu in version , it is included in the release. If you need to, you can run SSP by typing *EDIT at the prom, then run SSP. b. The program will take several minutes to run; the system will display status prompts alerting you of the progress. c. Please note, if you also want to run SalesFORCE Web OE, then also run SNP and WGEN from this same menu. 2. Contact IDMI to change your transformation spec to include SalesFORCE Proforma Review. 3. Transfer data from your Stanpak system to your Web system using the Web Data Transfer Program version or higher. a. On your PC, click Start, click Stanpak, click Web Data Transfer. A gray Data Transfer box displays. b. Under Steps to Send Files, click Send File. This will send the files you created in SSP out to your Web site. Test Run through a complete test of all SalesFORCE Proforma Review. 1. On the Stanpak system, run SSP. 2. On the Web Data Transfer PC, run WDT. 3. Sales reps will review, revise and then submit their Proformas for approval. 4. Approval Contact person reviews sales rep approved orders sent in via The last step is to release the approved order so that it can be invoiced, using Pricing Confirmation (OCP) by office staff on the Stanpak system. Page 6 of 11

7 Train 1. Train your office staff on the steps for Daily Processing of Proforma Reviews. a. In Stanpak, Run SSP. b. On the Web Data PC, Run WDT, Send files. c. Approval Contact person reviews sales pre approved orders sent in via d. The last step is to release the approved order so that it can be invoiced, using Pricing Confirmation (OCP) by office staff on the Stanpak system. 2. Train your sales reps on how to access and use SalesFORCE Proforma Review. a. Provide each sales rep with Sales Rep SalesFORCE Proforma Review Training Guide (pages 6-9). b. Remind reps that they will only see their customers data and orders. c. Discuss how often your company has decided to update the data and transfer it to the Web. d. Have each rep log in ( review, revise and submit approved orders. e. Advise reps that they can review the SalesFORCE Web Tools manual available on the Stanpak web site ( for more information. Page 7 of 11

8 Sales Rep Training Guide for Proforma Review Proforma Review allows your sales representatives to enter price change requests, and/or approve pricing for an order from a PC outside of the office. Your salespeople can then approve the entire order, and submit the order to a sales manager in your office for review. It is important to understand that when orders are approved through Proforma Review, the orders are not final. The Proformas that are submitted by salespeople in SalesFORCE Proforma Review are ed back to the office where an appointed employee/manger reviews the sales rep approved orders. At that time, the (twice) approved orders are finally entered into STANPAK by office staff. To access this feature, select Proforma Review from the menu bar at the top of the SFWT main page ( You are presented with the following screen. Approved orders are marked by an X in the column titled Approved next to the order number. Unapproved orders do not have any markings in the Approved column. If the prices displayed here are correct:» Click the 'Submit Approved Orders' button to submit your Proforma Approvals to the office. This will the list of approved orders and corresponding prices to your office for review. Page 8 of 11

9 Modifying Orders If you need to make modifications to the prices listed:» Click the Order # to enter your price changes. Once you have selected an (unapproved) order to view, you will be presented with a screen providing details about the order. 1. Enter a Price (Price) Each line item on the order will have a price associated with it as seen in the diagram above. You may change the price for a/each line item as needed, before the order is approved. 2. Enter a Unit of Measure (UOM) You may select a different unit of measure for this line item on this order. 3. Enter a Note (Note) You may enter a note for this line item 4. Approve an Order You may click the green button labeled Approve when you are satisfied with the changes you have made to the order. After an order is approved, you may not go back and make further changes. You will, however, be able to view the order again for review purposes. Page 9 of 11

10 5. Unapprove an Order You may click the red button labeled Unapprove to discard any changes you have made do the current order. The order remains in an unapproved status. You may go back to the order at a later time to make further modifications. 6. Save Changes without Approving You may select the gray button labeled Save changes without Approving to save any modifications you have made to the current order, yet have the order remain in the Unapproved status. This allows yout to come back to the order at a later time and make modifications. 7. Previous Order You may select the button labeled Previous Order to view the last order you viewed. Please note that this button will only allow you to view only the last order you worked on. You cannot use this button to view the last three or more orders that you viewed. The function only remembers a single order. 8. Next Order You may select the button labeled Next Order to view the next unapproved order. 9. Return to List You may select the button labeled Return to List to return to the list of orders (Approved and Unapproved). This brings you to the screen displayed in Figure 1 Proforma Review Main Screen. Proforma Review Workflow Diagrams Setup (In your Web Administration Site) ( System Requirements In order to use the SalesFORCE Web applications, you must have the following tools available: Page 10 of 11

11 1. Web Data Transfer version or later 2. Stanpak version or later Your Stanpak system must be running UNIX Enterprise (networked version) or Linux and you must have a PC networked to the system with access to the Internet by dialup, ISDN, cable DSL or T1. Your sales representative must use Microsoft Internet Explorer version 5 or higher with a minimum screen resolution of 800 x 600 pixels or greater. If you are not running the required level, go to Microsoft s web site to get the latest version. Page 11 of 11