Sales Orders User Manual

Transcription

1 Sales Orders User Manual This manual is designed to guide you through the Sales Orders Module in ipoint Control. The Sales Orders Module is where you keep track of all your Sales Orders for your various clients. This guide will walk you through the processes of: Converting proposals to sales orders Creating change orders Reporting on sales orders and change orders Invoicing sales orders and change orders Ordering, staging, and delivering products on sales order Creating tasks for Sales Order Project To being, click the Sales Order icon on your ipoint Control dashboard to take you to the Sales Order List. 1

2 Creating Sales Orders 4 Info Tab 4 Docs Tab 5 Options Menu 5 Designer 6 Creating a Change Order 7 Designer 7 Adding Products 7 Removing Products 9 Editing Products 10 Change Order Tab 10 Locking 11 Deleting 11 Discount Applied Button 11 Reporting 11 Client Contracted Proposal 12 Change Order Report 13 Client Combined Proposal 15 Sales Order Summary 16 Invoicing 17 Summary Invoicing 17 Scheduled Payments 17 Line Item Invoicing 18 Change Order 21 Summary Invoice 21 Line Item Invoice 21 After Invoicing 22 Remaining Balance Invoices 23 Contract Balance Invoice (Summary) 23 2

3 Total Balance Summary Invoice 23 Total Balance Line Item Invoice 24 Product Manager 25 Product Details 26 Selecting Multiple Products 26 Requesting Product 27 Creating a Purchase Order 28 Allocating from Inventory 28 Multiple Products 29 Single Product 31 Manual Stock Override 31 Removing Product 32 Transferring Product 33 Multiple Products 33 Single Product 33 Delivering Product 34 Multiple Products 34 Single Product 35 Printing Tracking Labels 35 Multiple Products 35 Single Product 36 Reports 36 Stock Report 37 Delivery Sheet 37 Project 38 Creating Tasks 38 Parts Used 40 Project Time 41 3

4 Creating Sales Orders Once your proposal has been accepted by your customer, it s time to create a sales order. To create a sales order, find the desired proposal and click the green Convert to Sales Order button on the Proposal Info tab of the Proposal Details screen. Please note that every sales order must be created from a proposal. You will be asked to confirm the creation of a sales order, reminding you that once you invoice a sales order or create a change order you cannot revert the sales order back to a proposal. Info Tab After you confirm, your proposal will be converted into a sales order and you will be taken to the Info Tab of the Sales Order screen. The proposal status will automatically be changed to Accepted, but all other data will remain as it was on the proposal. You can edit the everything in the first two columns of data including the customer, tax rate, proposal name, sales staff, proposal class, etc. You cannot edit the modifiers, except that you can check the boxes that indicate if they print on the reports. You can also add a Next Install Date to the sales order to indicate the next time you will be installing equipment form his sales order. 4

5 Docs Tab All of the documents you attached to your proposal will also be attached to the Sales Order, including any of the proposal s reports you chose to add. You can add more files or delete the existing ones in the Docs tab. To add a file, click and rag it into the leftmost box. Click the Preview button to view the document and the Delete button to remove it from the sales order. Options Menu Just like a proposal, you can duplicate this sales order into a new proposal by clicking the Clone this Proposal or the Clone With Contact Info buttons. You can link this order with another sales order to combine the orders into one project and have a single product list for both orders. If you haven t invoiced this order yet and you haven't created a change order then you can switch the sales order back to a proposal by clicking the Revert to Proposal button. 5

6 Designer! You can access the designer for your sales order by clicking the Designer button in the top right corner. Here you can view your products and summary numbers just as would with a proposal. You can also still use the Options Menu of the Designer to filter and sort your products, run reports, add/re-order locations, view summary numbers, and view any modifiers you have on this sales order. You can t, however, use the advanced tab to update product data from the master product records and ipoint remind you of this if you try. 6

7 ! In order to add/remove/edit products in a sales order, you need to create a change order. Creating a Change Order To create a new change order click the New Change Order button on the Change Order Tab of the Sales Order Details screen. You will be prompted to add a description for the change order and once you supply one you will be ready to add and remove products from the sales order Designer Adding Products After creating the change order, you will be brought to the designer to edit the sales order. As with your proposal, you can add products by clicking the Add Products button in the top right corner. Here you can filter and search to find the product you would like to add just like when you created the proposal. Once you ve selected the product, assign it to a location and group and click the Add & Refresh button to add it to your change order. 7

8 All of the additional products you add will appear in blue so you can easily spot them. You can edit these products just as you would in a proposal by clicking on them and making any changes in the product pop over screen. 8

9 Removing Products With a change order, you can also remove products from the sales order. Unlike proposals, you cannot just delete the product because ipoint needs the record of the change order as it affects product ordering, invoicing, and project tasks.. To remove a product, click on it to bring up the popover options. Here you can click the Remove this Item button. After the item has been removed from the sales order, it will appear with a line through it. A new version of the product will also be added, but with a negative quantity to negate the original product. You can add the product back to your sales order by clicking on the product with the negative quantity and clicking the Restore This Item button. Any project task created from the removed product will automatically be archived. If you restore the item then the task will be un-archived. 9

10 Editing Products There are limited areas you can edit on existing sales order products. You can edit the Unit Cost from the Options tab of the popover, you can edit and add notes from the Notes tab, and you can edit and add photos on the Media Tab.!! To edit any other information about a product, such as the quantity, you will need add a new product in the change order. Change Order Tab The Change Order tab is where you can view all the change orders for this sales order. Next to the New Change Order button it shows you what change order you are currently on. Beneath that is the list of all change orders associated with his sales order sorted with the most recent ones at the top. Here you can see the change order number, it s description, who created it, when they created it, and the amount the change order increased/decreased the sales order by. 10

11 Locking After you ve finished designing your change order, you can lock it from the Change Order Tab of the Sale Order Details screen. To lock the change order, simply click on the padlock button. Locking a change order locks all of your product additions and subtractions, making the change order unchangeable. Only your company s administrator(s) can unlock a change order to be edited again.!! Deleting You can delete a change order with all of it s product changes by clicking the Delete This Change Order button when the change order is unlocked. Be cautious of deleting change orders as this CANNOT be undone. Discount Applied Button By default, the discount rate you enter for your proposal will NOT be applied to the change orders. To apply the discount rate, click the Discount Is Not Applied button. To remove the discount, click the Discount Is Applied button. Reporting!! The Reports tab of the Sales Order Details screen is where you can run all the reports for this sales order. These reports all run the same way as the proposal reports except for the Client Contracted Proposal, the Change Order Report, Client Combined 11

12 Proposal, and the Sales Order Summary which are covered below. For information on any of the other reports, please see the Reporting section of ipoint s Proposals UserManual.* Client Contracted Proposal This is the original client proposal that was approved and converted into a sales order. It doesn t include any alterations made by change orders. You can sort,edit, print, and this report just as you did the client proposal.* 12

13 Change Order Report! The change order report can be accessed from the and Reports tab, the Change Order tab and the Designer. From the Reports tab and the Designer you can only access the current change order report, but from the Change Orders tab you can run the report for any change order. 13

14 This report is the same format as the client proposal, but it only shows the products that were added or removed via the change order. Below you can see the change order report where we added the speakers and accessories but removed the projector (negative numbers are noted by being within parentheses). You can sort,edit, print, and this report just as you did the client proposal.* 14

15 Client Combined Proposal This report shows all your change orders and the original proposal all together in one report. Any products that were removed from the sales order will show up twice, once showing it added to the order and once showing it removed. You can sort,edit, print, and this report just as you did the client proposal.* 15

16 !!! Sales Order Summary The sales order summary report is a great way to view the contracted amounts due, all change order amounts, any invoices, and any payments on the sales order. When you click the Summary button on the Reports tab, the pdf of the report will automatically open for you. 16

17 Invoicing ipoint lets you create invoices for sales orders directly from the Billing tab of the Sales Order Details screen. Here you can create line item invoices for your products, create summary invoices based on a percentage of the total or a set dollar amount, and create separate invoices for any change orders. The Billing tab shows you the contracted total and remaining balance of the original proposal as well as the total and remaining balance of the whole sales order including all change orders. You can also see any invoices for this sales order in the bottom left portal and any payments in the bottom right portal. Summary Invoicing Scheduled Payments Summary invoicing is used when you would like to invoice for a set dollar amount or a percentage of the total, such as a 50% deposit. You can create a summary payment schedule in the proposal or you can add it in the Billing tab of the sales order. When you are ready to invoice one of the payments, just click the green Invoice button next to that payment and confirm that you would like to create an invoice. 17

18 This will take you to the Invoicing Module* where you can see your newly created summary invoice. The invoice will be broken down into taxable and non-taxable line items (there may also be a small tax adjustment line item as seen below). Here you can edit the invoice as needed or you can save, print, or the invoice. To go back to your sales order hit the back button (you might need to hit it twice). Back on the Billing tab, you you can now see that the scheduled Deposit payment has been invoiced since the green Invoice button has been replaced with the blue text, Invoiced. Line Item Invoicing Use line item invoicing when you want your invoices to display every product of the Sales Order. Click the Create Line Item Invoice Button to create a line item invoice. 18

19 You will be brought to the Create Invoice screen where you can select exactly which products you would like to invoice for. The red X in the Labor column means that no labor time is needed for that product. You can select what you would like to invoice for by marking the checkbox in the Select column for each product. You can also select a whole grouping of products by pressing the + button in the grouping header. You can deselect the group by pressing the - button. You can sort and group your products by clicking the Options button and selecting either Labor Phase, Group, or Location to sort by. When you sort by one of these options, the list of products will also be grouped by that criteria so you can easily invoice all distributed audio products or all products for the basement using the + button. Also in the Options menu, you can select or deselect all products in the sales order. 19

20 Once you have selected the products you would like to invoice for, it s time to create the invoice. This is done through the Options menu by clicking once of the blue buttons. The New Parts Only Invoice button will create an invoice for just the parts of all the selected products, the New Labor Only Invoice button will create an invoice for just the labor costs of the selected products, and the New Parts & Labor Invoice button will create an invoice for all costs for the selected products. When you create a new invoice you will be taken to the Invoicing Module* where you can see and edit your newly created line item invoice. The invoice will be broken up into locations and within each location there is a line item for the parts cost of each product and a separate line item for the labor costs of each product. There will also be summary line items for any modifiers you entered in the proposal. To go back to the Create Invoice screen, press the back button (you might need to press it twice). Back on the Create Invoice screen, you will notice that your invoiced products have a green checkmark in the parts and/or labor column. This way you can easily see what s been invoiced and what you still need to invoice for. Also, when you click the + button or press the Select All button, only products that haven t been fully invoiced will be selected. You can click on the green check mark to view the invoice for that product s part or labor charge. 20

21 Change Order Products from your change orders aren t included in your summary invoices or in your line item invoices; their invoices need to be created separately. To create an invoice for a change order, click the green Invoice button next to the change order you would like to invoice. For change orders you can choose whether to invoice them with either a summary invoice or a line item invoice by clicking the respective button. Summary Invoice By clicking the Summary Invoice button, ipoint will create a new invoice and take you to the Invoicing Module* to view/edit/print it. Your invoice will have two line items, one for taxable charges and one for non-taxable charges (there may also be a third tax adjustment line item). Line Item Invoice By pressing the Line Item Invoice button, ipoint will create an new invoice and take you to the Invoicing Module* to view/edit/print it. This invoice will be grouped by 21

22 location and include separate parts and labor line items for each product. It will also include summary line items for any modifiers you entered on the proposal. After Invoicing Once you ve invoiced the change order, the green button on the billing tab will disappear and there will be blue text that reads, Invoiced. You can click on the blue Invoiced to go to the change order s invoice. You can also see that the change order has been invoiced from the Change Orders tab where you will see when it was invoiced, the status of the invoice, the amount that was invoiced, and any remaining balance on the invoice. Once you ve invoiced the change order, it will become locked and you will need to create a new change order to edit the sales order. 22

23 Remaining Balance Invoices Contract Balance Invoice (Summary) If you are using summary invoices, you can create an invoice with the Contract Balance Invoice button that invoices for the remaining balance on the original proposal. This will not include any charges for any change orders. Once you press the button and confirm you d like to create a new invoice, you will be taken to the Invoicing Module* where you can view/edit/print the invoice. There will be two line items on the invoice, one for taxable charge and one for non-taxable charges. Total Balance Summary Invoice If you are using summary invoices, you can create a invoice with the Total Balance Invoice button that will invoice the whole whole remaining balance of the sales order, including all change orders. Once you press the button, click the Summary Invoice button and confirm you d like to create a new invoice. You will be taken to the Invoicing Module* where you can view/edit/print the invoice. There will be two line items on the invoice, one for taxable charge and one for non-taxable charges. 23

24 Total Balance Line Item Invoice If you are using line item invoices, you can create a invoice with the Total Balance Invoice button that will invoice the whole remaining balance of the entire sales order, including all change orders. Once you press the button, click the Summary Invoice button and confirm you d like to create a final invoice. You will be taken to the Invoicing Module* where you can view/edit/print the invoice. This invoice will be grouped by location and include separate parts and labor line items for each product. It will also include summary line items for any modifiers you entered on the proposal. 24

25 Product Manager The Product Manager tab of the Sales Order Details screen shows you all the product requests for the sales order. You can click on any request to take you to the Purchase Request Manager screen* to see what products have been requested, their status, and their purchase order. To create new product requests, click on the Product List button. After you ve clicked the Product List button, you will be taken to the Product Manager screen. Here you will see all the products from the order, their unit costs, and the quantity ordered. The Product Manager allows you to request product for your sales order, allocate product from your inventory, create purchase orders for products, print barcode labels, transfer product, and mark it as delivered to the customer. You can sort and group the list by clicking the Options button and selecting one of the drop down sort options. 25

26 Product Details For each product you can click the Details button to show you more information about that product. The Inventory tab shows you where your product is and also if you have any of the product currently in stock. The tracking tab shows you all the times the product has been transferred from one location to another.!! The Purchase Order tab shows you any PO information for the product (reference number, status, notes, quantity received, etc.) and lets you navigate to the Purchase Order with the Go to Purchase Order button. If you use line item invoicing, the Invoice tab will display information about the invoice that product is included on (invoice number, date, status, balance, etc.). You can also view the invoice by clicking the Go to Invoice button.!! Selecting Multiple Products Before you can make the request for product, you must first select the products from your list that you would like to request. You can quickly select as many products as you 26

27 ! like by checking their checkbox in the Select column. You can also select groups of products by clicking the + button in their summary line which is demonstrated below where we selected all TruAudio products by clicking the + button on the TruAudio line. Through the Options menu, you can also select or deselect all the products at once by clicking the respective Select All or De-Select All button. Requesting Product Once you ve selected the products it s time to submit your request. In the Options menu, enter in the date you need the product by and click the Submit Product Request button. This will create a new product request in ipoint s Inventory Module* where your purchasing manager can see it and fulfill the request. You can easily see which products you have requested by looking at the Req. column of the Product Manager screen. Any product with that column checked has been requested. 27

28 Creating a Purchase Order You can also create a purchase directly from the Product Manager screen. Once you ve selected the products you would like to order, click the Create PO from Selected button in the Options menu. Note that ipoint will only create one PO at a time, so make sure that all selected products are from the same vendor and belong on just one purchase order. ipoint will take you to the Purchase Order* screen where you can view and edit the order. You can see exactly which products have been ordered directly from the Product Manager screen. The quantity of each product that has been ordered will appear in the Ordered column. You will also see that the ordered products are also marked as requested in the Req. column. Allocating from Inventory Some of the products you are preparing for the sales order might already be in your inventory. You can check your available stock levels for each product from the product manager by clicking the Show Stock button. You can hide the stock levels as well by clicking the Hide Stock button. 28

29 Multiple Products To allocate inventory stock to this sales order for multiple products, you first need to select the products you want to allocate. If you want to allocate as much product as possible from your inventory, go ahead and select all the products in your sales order. After you ve selected your products, go to the Options menu and select a transfer location from the drop down list. This is the location you want to stage the product before it is sent our for delivery. Next, click the Allocate Selected From Stock button. 29

30 ipoint will transfer as much product as possible to your selected staging location. You can see exactly how much of each product has been staged by looking at the quantity in the Staged column. By comparing that amount to the quantity ordered you can see if you need to order more product. 30

31 Single Product You can allocate stock from inventory for a single item by clicking on the product s Details button and going to the Inventory tab. You can see how much of this item is in inventory from the Available Stock tab label. From the Available Stock tab you can see exactly where the product is and you can apply that stock to this sales order by clicking the blue Apply From Stock. Your transfer quantity will be automatically set to the amount needed on the order and you select which location you would like to stage the product at. When you re done, click the Save Transfer button to allocate the stock from inventory. Manual Stock Override If you know that you have the product in stock and your inventory counts are incorrect, you can manually override your in-stock quantities by clicking the Details button and going to the Available Stock tab. Click the Manual Stock Override button and enter the product s location, quantity, and click the pink Commit button. That quantity will automatically be allocated to the selected product. 31

32 Removing Product! After you have allocated products to the sales order, you can also remove them from the sales order by clicking Remove on the This Item tab of the Details pop-up. Next you enter in the quantity your are un-allocating, select their location, and click the Save Remove button. Notice that Qty Sold will turn red whenever the item is only partially allocated. 32

33 Transferring Product For product that you have in inventory, or for any product you ve received from your purchase orders, you can move them from location to location right from the Product Manager screen. Multiple Products Once you ve selected the products you would like to move, go to the Options menu, select the location you would like them transferred to, and click the Transfer Selected button. This is really helpful if you are ready to send the products out for delivery and you want to move all the products from your staging area to your technician s vehicle. Single Product You can also transfer each product individually by selecting the product s Details button. From the This Item tab, click the blue Transfer and select the location and quantity you would like to transfer. When done, press the pink Save Transfer button. 33

34 ! You can also click the blue Remove button to un-allocate the the product. product will then be listed as available stock. Delivering Product Multiple Products This Once your products have been delivered to the customer, it s easy to update ipoint with this information. First, select the products that have been delivered, then go to the Options menu and click the Deliver Selected button. From the Product Manager screen, you will now see the quantity of each product that has been delivered to the customer. 34

35 Single Product You can mark individual products as delivered through the Inventory tab of their Details pop-up. Simply click the blue Deliver to mark the product as delivered. Printing Tracking Labels ipoint utilizes QR code scanning to make the transferring of products simpler. From the Product Manager screen, you can print out the QR code labels to attach to your products. Multiple Products You can print out the QR code tracking labels for multiple products through the Options menu by clicking the Print Tracking Labels button. You can print labels for all of the products in this sales order, all selected products, or all staged products. You also can pick if you want to print them on 8.5 x 11 label sheets or if you want to print them inline on individual labels. After you ve made your selections, you will be prompted to print the labels. 35

36 !! Single Product You can print tracking labels for individual products from either the Inventory or Tracking tab of the product s Details pop up. Click the Print Avery QR Label to print the label on an 8.5 x 11 label sheet or click Print In-Line QR Label to print them on individual labels. You will then be prompted to print your labels.!! Reports From the Product Manager screen you can access the stock report and the delivery sheet from the Options menu. Both reports are sorted in the same fashion as your current list, so remember to re-sort if necessary before running the reports. 36

37 Stock Report The stock report shows all the products in your sales order, their quantity, their installation location, their cost, whether they ve been requested, and the quantities that are ordered, staged, and delivered. You can click the Options button to print, save, or view the report. This report is really helpful to see what needs to happen to get the products delivered. Delivery Sheet The delivery sheet shows only the selected products, so remember to select them before running the report. On this report you can see the products, their quantity, their installation location, and the product cost. The delivery sheet also has a space to initial when the product is received which is useful so your customers can indicate that they ve received each item. You can click the Options button to print, save, or view the report. 37

38 Project For every sales order, you can have an associated project which contains a list of tasks that need to be completed. These are the installation tasks for the products in the sales order and once you add them to a project, you can create a work order for your technicians. The Project tab of the Sales Order screen gives you a quick glimpse of what s going on with your project. The top panel shows the general project information and allows you to view the project with the Go to Project button*. The left panel displays the list of tasks in the project and allows you to create tasks from the sales order products with the Create Tasks button. The middle panel lists all the parts that were added from the project or a work order. The right panel lists all the time spent working on this project. Creating Tasks To create tasks from this sales order, click the blue Create Tasks button. This will take you to the Create Tasks screen. Here you will see all the products associate with your 38

39 ! sales order. You can sort and group the products by phase or location from the Options menu. To add tasks, you first need to select which products you would like to add as tasks to the project. You can select tasks individually by marking the checkbox in the Select column. You can select whole rooms or phases at a time by clicking the + button in the sort header. You can deselect the same way with the - button. You can select all products by clicking the Select All button from the options menu, or uncheck all products by clicking the De-Select All button. To add the selected products as tasks to the project, press the blue Add to Project button in the Options menu. 39

40 Once you ve created a task from a product, that item will no longer appear on the Create Tasks screen. Any notes you added to the product on the Designer screen will show up in the Item Description/Task Description column. you can also add additional notes in the product s Additional Task Description box. Parts Used The Parts Used section displays the list of all the parts that were added on at the project or work order level. Here you can see the item, the quantity, the price, any notes added, the serial number, and how many were delivered. You can also see if the item has been invoiced as it will have a dollar sign. You can delete items from the project by clicking the X button. You can view more information about the item and edit the notes and serial number by clicking on it. A Pop-up will appear where you can see even more information and also click the View WO button to go to the work order where the part was added.!! Through the Options Menu you add these additional parts to an existing invoice by selecting the invoice from the drop down list and the clicking the Add to Selected Invoice button. You can add the parts to a new invoice by clicking the Create New Invoice button. You can also add these parts to the current change order by clicking 40

41 the Add to Change Order button. Note that you need to have an unlocked change order to add the parts. If you don t currently have an open change order for this sales order, ipoint will alert you to create one before you can add the additional parts. When you add the parts to a change order, a new window will appear where you can select just the parts you want to addd to the change order. Here you select the items you want to add by marking the checkbox on the far right of the part. You also select the location and group for the part. Once you set this information, click the Add Selected to Sales Order button. Or you can click the Cancel and Close button if you don t want to add the parts to the change order after all. Project Time In the Project Time section you can see all the instances where your technicians clocked in and out of the job. You can see when they clocked in/out, how much time they accrued, who the user was, and the type. You can also tell if the time has been invoiced already because it will have the dollar sign. You can also tell if any notes have been added to the instance as it will have the blue thought bubble next to it. You can view more information and edit the time instance by clicking on it. A pop-up will appear where you can view/edit this information as well as access the invoice or work order by clicking the respective green button. 41

42 ! Through the Options menu you can also invoice for the time recorder. To add the time to an existing invoice, select the invoice from the drop down list and then click the Add to Selected Invoice button. To add the time to a new invoice, click the Create New Invoice button. 42