Multi-Family Sales & Best Practices

Transcription

1 Multi-Family Sales & Best Practices

2 GOLD LEVEL OUR SPONSORS Justin Wirpel, Principal SILVER LEVEL Tod Greenberg Vincent Virga, CEO & Founder Mohawkflooring.com ASK-MOHAWK Keshia Pack, ecommerce Business Solutions Manager BRONZE LEVEL Austin Ojukwu, President & CEO Floor Sight Phone: (800) Fax: (813) Greg Gubrud PayLEX Financial Services RFMS Credit Card Services ONTOP Systems, Inc : Main : Cell 2

3 Contract Pricing Contract pricing is a tool you can use to set specific pricing for a customer (either main or branch) with start and end dates to the terms of the pricing. When a contract is set and an order or estimate is created and you select a product on the clients contract BidPro or Order Entry will import this selling price and prevent you from selecting any other price. This program is available for purchase and is not included with RFMS. Launch contract pricing under the utilities menu in BidPro or Products Click green plus sign to add a contract 3

4 Select the customer here and enter the effective and expiration dates on the right Tag the product(s) you wish to add to the contract Note: Contracts are established at the line level, only tag the color(s) you want to include in the contract for your customer. Click here to import products into this contract Use the $ icon to enter a price for the tagged proucts There are additional ways to price products using the gross margin (% button) as well. 4

5 BidPro Build Bid Pro templates and estimates to include overages After exporting from Bid Pro, open the estimate to make the final selections or adjust for field measure changes. Double click on the line you wish to edit BEFORE EDIT Click F8 to browse to product or inventory The Allowed portion is the customer s allowance. You can track the difference as an overage when you export to Order Entry. The overage can be charged to the Sold to/ship to or third party. 5

6 AFTER EDIT The line is now repriced, note the difference between the allowed and actual unit prices and total prices After saving the line the difference is shown here. This can be made into an overage order upon export if the billing of the overage will go to the homeowner 6

7 Quick copy You can use quick copy to make a copy of a past template or estimate. 1) Highlight the job you want to make a copy of 2) Click Quick Copy button on toolbar Select your copy option. Check additional options, tag lines and click Copy 7

8 Products bundles Products can be built to have associated products sold with them. When browsing products, if this product has a bundle, the bundle button will be illuminated 8

9 Copy lines The copy lines button can be used to copy lines which you need to copy the product or quantity Copy info within an estimate This option allows copying information onto all tagged or specified lines. Select the appropriate parameters and destination lines and click the OK button to continue. 9

10 Adding Attachments Use the paper clip button to add attachments to your bid 10

11 Price levels If you have price levels set up you can see the price levels when you re editing a line estimate with attachments When printing in Bid Pro you can your bid as well. After configuring, click PDF to your estimate 11

12 Word merge (BidPro/Quotes/Order Entry)*NEW FEATURE* This button allows you to send your job to Word for easy editing Choose your template and output directory then click Merge and Open Export/export and append Click this to export to Order Entry. The following screen is displayed 12

13 When exporting an Estimate with an Overage When you export an Estimate to Order Entry and there is an overage attached, the following dialog box will appear. Read the text carefully and click Create Overage if that is what you wish to do. If you elect to create an overage, you can specify a different customer name to be used for the overage. That way, you can have an original order that is billed to one company or person, and have the additional amounts billed to a second company or person (builder upgrades, for example). If you do not opt to create an overage, the entire Actual Costs amount will be exported to the order. If you do choose to create an overage, it will automatically be added and associated with the main order. Range edit from utilities menu You can edit your estimates in bulk using Range Edit. Select the Utilities Menu in Bid Pro Select Range Edit 13

14 Enter what you want to be changed here Filter the estimates you ll be changing in the lower half of this screen. Oder Entry Create Billing Groups Billing groups can be used for multiple phase jobs. They allow for partial billing and combined financials. Think of a billing group as a folder where these are 2 separate orders and the billing group allows you to connect them together. For builder work, this means adding all the individual orders for one lot into one BG. Click on the Billing Group Icon 14

15 First, create a new billing group. This box is displayed AFTER you click the billing group icon shown above. Use this option to add the SECOND (and subsequent) orders to the billing group created on the first order. After you have created the billing group, new or existing orders can be added to it by clicking the green + This box comes up alowing you to choose what you want add to your billing group. 15

16 Notice each order is listed within the billing group. To open an order double click on the order. Splitting / Exporting Lines in Order Entry Notice This example I have wood has wood and carpet and on the carpet same on order. the same order. Click EXPORT the Export button to begin the process. 16

17 Click Inventory Button Search for the material needed. Look at the Store Code, ON ORDER records, and Available. Store Code indicates the physical location of the materials ON ORDER means the material is not yet received from the supplier Available is the quantity available to sell. Double click the desired line or click hand icon on the toolbar to select. Scheduling via Order Entry and Schedule Pro Select File, Select Alerts Filter screen for 1) To be scheduled 2) Choose Bulls Eye search 17

18 Highlight the order to schedule 1) Tag Line to Schedule 2) Click Schedule Job for this order number The Schedule New Job Screen will appear with all the details of the order populated Quantity Available Already Scheduled Jobs Job To Be Scheduled Options Dates, Tracking, Crew Options Quadrant 1: Quantity Available for reference Quadrant 2: Jobs already scheduled Quadrant 3: Order/Job to be Scheduled Quadrant 4: Scheduling Details like Date, # of Days, Status, Who Scheduled it, Crew 18

19 To Schedule a job 2. TAG all lines OR TAG lines individually 19

20 3. START DATE- IF the "Est. Delivery Date" field from the Order is already filled in this date will automatically populate CHANGE/ENTER Date Info into START DATE a. Enter # of Days for Job to be done b. Change/Enter Time Slot (All Day, AM, PM etc) 4. Enter Tracking Information Status Defaults to Schedule Requested Scheduled By Enter your name 5. Select Crew a. Click on F8 Key to pick a crew b. Highlight CREW and Select (Finger Icon or Double Click) 20

21 Editing scheduled day Drag and Drop Job DRAG and DROP onto the DATE and Installer

22 Batch Inventory Allocation The Batch Inventory Allocation routine runs automatically when work orders are printed from the Schedule Pro Quick Schedule Module. System Options Min. Carpet Roll Balance To Leave >Utilities>System Options>Order Entry>Inventory Category-Configuration This option is for the Inventory Allocator. It is where you can input the minimum amount of carpet roll balance to leave on inventory. To adjust the minimum amount, Type in a new value or use the up and down arrows to change the number of minimum amount. Based on preset rules including the Bidpro template for the room, the allocator looks at existing inventory and assigns it to the jobs in the most efficient way. If Bid Pro is not used the system will assume a maximum of two cuts are allowed. If a seam is allowed in the room the allocator will create a second line for the material. Once the routine is completed, a report is printed of jobs the system was not able to allocate. The rules are currently hardcoded and there is no user interface. 1. Create a Template in Bid Pro. 2. Include the number of roll cuts the property management company allows. a. One or two are allowed. If no number is entered, the system assumes two cuts are allowed. b. Vinyl is always allocated with a maximum of one cut. 3. Export the job to a customer order. (Start here if not using Bid Pro) 4. Schedule the job. The line status should be none. 5. From the Quick Schedule Screen, tag jobs to be allocated. 6. Print schedule pro work order. 7. The system runs through the inventory for the same store as the order and automatically assigns rolls to the lines a. No cuts smaller than 3 ft b. Don t leave a roll with less than 12 9 (12.75) c. Items just go by the quantity 22

23 8. Inventory is automatically assigned to the lines and the line status is changed to cut. If inventory is to be cut or a second roll is used, the system creates an additional line. 9. If no inventory is available to match the lines, a report is printed at the end of the routine showing those lines. 10. Service lines are cut at this time also. Allocation Scenarios 1. The oldest inventory records are allocated first. 2. Areas on lines are not taken into consideration. a. If specific cuts are desired, create a line for each cut. 3. If cut is equal to 12.75, then it can use a down to If balance of roll is less than 12.75, it won t assign a. For example, with only 1 roll at 15.00, and is needed roll allocator will not assign 5. It will always try to use smaller pieces first. For example if a cut is need and inventory available is: i. Roll A ii. Roll B iii. Roll C The assignment will be on roll B and on roll A, then next smallest area) Note it will randomly take this cut, in this example, it just needs to find 45 2 different rolls by any means, ie, 30/15, 20/25, or even as small as 3/42 (assuming 2 cuts per total feet from up to If there are 2 rolls of identical size, allocator chooses OLDEST one first 23

24 Batch Processing In Order Entry, select File, then select Batch Processing You can then process picking tickets, work orders or cut lines from this screen. Use the binoculars button to filter the screen down. Tag job(s) you want to process. Note you need to do the processes individually. When you re ready to process, click the printer at the top. You will then be able to print selected documents. Select Print 24

25 The batch processing screens are similar to the customer orders browse screens. Orders are listed when picking tickets or work orders is selected and lines are listed when Cut lines is selected. Records Available Picking Tickets or Picking Sheets Orders available for processing are ones which are: Not delivered Either an Original order or a Claim Have order lines in a cut status. Use the find option to decide which lines to process. If Include Rolls, Items and Services are all checked, the Picking Sheet only shows Roll and Item Inventory, but will post Rolls, Items and Services. If the user decides to only check Include Rolls, for a Roll Report, then only Order Lines with Rolls will be posted. Then for a second report only checks Include Items, then only Order Lines with Items will be posted. Services would be skipped entirely. Picking Tickets act the same always. So, if only Include Rolls is checked, but Picking Tickets Stage Orders is used, only those Orders that have Roll Inventory to process will be selected, but all eligible Lines on the Order will be processed. Check Start Tagged to go to the browse with all the found orders tagged. Work Orders Not delivered Either an Original order or a Claim Cut Lines cut, (staged or delivered in errm) already will not be listed. Use the find option to decide which lines to display. Choices are: Choose to include rolls, items and services. If ready to cut only is chosen only lines ready to cut will display. 25

26 If not chosen, Inventory Lines in None, Gen PO, On Order or Reserved Status will be displayed and the status will show in pink. These Lines cannot be tagged for processing. The intent here is alert the user that there are Lines in the target filter that are not ready in the event that these Lines were overlooked for ordering. Check Start Tagged to go to the browse with all the found lines tagged. Tool bar No editing is available from the tool bar. View highlighted order or line View lines on highlighted order. View notes on highlighted order or line Once records are tagged, use the Printer Icon button to start processing. Use to find a specific range of records or a specific record. Alternately click the Find Tab on the left hand side. This find works the same as the ones for Customer Orders and Quotes. The list stays when switching between processes until the batch processing screen is closed. Reset the browse list to include all records. Tagging options Records are selected to be processed by tagging. Left click on a record or highlight a record and click the tag/untag button or Right Click and then click tag/untag. Using tag all is usually done after using the find feature to narrow the list. Once records are selected by tagging, clicking the Printer Button process batches. Processing order is important! Once a Line is Delivered / Staged, it cannot be picked up again unless the user sets the Line back to cut, so do not choose one of the selections to deliver lines if you want to run another picking document. 26

27 Providers Matrix Setting Up the Providers Matrix If you have installers or subcontractors that have multiple piecework pay rates or multiple hourly rates for prevailing wage jobs these rates can be managed in the Provider Matrix. To set up an installer or subcontractor in the Matrix select Accounting File Human Resources Utilities Providers Rates Matrix To add a new rate click add/insert This is where the rates for an installer or subcontractor can be added. It is also where you can search for rates once the rates have been created. 27

28 General can be used for piecework or hourly rates. If you have a contractor that requires certified payroll you would select certified payroll the units are only h Enter the Rate Description F8 to select the installer or subcontractor Put in the piece rate or hourly rate. F8 to select the Product Code If it is piece work skip this section if its hourly input the overtime multipliers. F8 to select the Private Service 28

29 Batch Jobcosting This feature allows job costing multiple customer orders simultaneously. Select the appropriate parameters from the fields available and click Process. All Customer Orders that fall under the selected parameters will be processed. Criteria for Batch Job Costing: Finds the greatest Date from Providers. Finds the greatest Order Date from Order Header (including Overages). Finds the first day of the month after the last Journal Close. The greatest of these three will be used for Job Costing. For Batch Job Costing go to Order Entry, select Reports, then select Batch Job Cost Once selected It will bring you to the Batch Job Cost screen shown below. This following list defines the fields seen in that screen: 29

30 30

31 31

32 All Materials are the property of RFMS, Inc. and may not be reproduced without permission. 32