Training Guide. Sales Staff

Transcription

1 Training Guide Sales Staff

2 Policy Changes PRICING COUNTER BRANCH MANAGER INSIDE SALES OUTSIDE SALES Selling Price Only PURCHASE ORDERS x x x x JOB & CALLING QUEUES For Self For All Staff For Self For Self DROP SHIPS x CREATE/CANCEL TRANSFERS x x OVERRIDE HAZARD CERT x x x

3 What to Expect Because we are still in the transition phase, you will notice some unfinished or undesirable results while practicing. We are aware of the following issues, which will be resolved before we go live. These issues include: Lack of Pricing on Certain items There may be items with all the correct information, except they show a $0.00 price. This is because we receive these prices VIA a nightly data transmission from corp and that service has not yet begun in Eclipse. Wrong Quantities This system is showing our real customers and stock, but is only based off a snapshot from a few weeks ago. That being said, quantities may be correct on some, but not others as we begin to create dummy sales orders. Excessive Pop-ups What used to be a side note in AccuTerm is now a yellow pop-up window. These are being cleaned up daily, but some cannot be removed yet, as the information is still required for business with AccuTerm. We are aware that they are VERY annoying, but they will disappear by go-live. What Should be Reported While we are aware of many problems (even in addition to what you see above), we simply cannot catch every single problem that may appear in the system. While you are practicing in the system, it would be a huge help to inform Jamie of anything that does not look right. This will spare issues when there are real customers waiting for help. Some issues may include: Outdated Customer Info HazMats- The system will stop you (and require manager override) if you try to sell refrigerant to a customer who has not provided us any proof of CFC certification to do so. Authorized Buyers Should be FULL names, not nicknames, phone numbers or miscellaneous notes. This feature is meant to protect the company in case of a customer dispute, so accuracy is important. Whether the customer always requires a PO or not. Misclassified/Missing Products A product may not show up in search results because of incorrect wording or keywords Spelling Errors in customers, vendors, or products. If you do see any of these issues, please or call Jamie at ext. 111 or Jamie.rempel@johnstonesupply.com. Make sure you have details (where you saw the problem, what account, etc. ) so that we can be sure it gets fixed!

4 SOE Screen Anatomy Before you can create a sales order, you need to know what is involved. Most of this has been covered in your previous training, but this page may be helpful in order to understand instructions in this document. Toolbar Order Summary Pane In the Order Summary pane, you can easily view and edit: Purchase Orders, Release Numbers (job name), Authorized Buyers, Contact Info and some shipping information. In the example above, the second line item is backordered, so the system has added a shipment that can be seen in the summary pane (see p. -) Tabs Currently viewing the body tab, where most of your order will be completed Toolbar Currently viewing the status tab, where orders are generally completed Order Summary Pane Enter instructions pertaining to shipping/delivery. These will print on ship tickets Enter any notes pertaining to the order that are NOT meant for the customer to see. Currently viewing the header tab, which is not used very often, since most info can also be entered in the Order Summary Pane. The system will not let you exit an order without entering a PO # if the customer always requires one.

5 SOE Screen Anatomy (cont d from last page) Currently viewing the totals tab, which is typically only used for a Cash Customer who is picking up an item now. Otherwise, you will collect payments in a separate screen called the close counter order. (see page -) Currently viewing the status tab, where orders are generally completed The detail scheduling tab is not used very frequently it simply provides more details on the status of each line item in an order.

6 Navigating SOE Screens This system provides multiple options for selecting windows and fields. The intent is to make things easier, but it can confuse the training process. Review these options and use the method you re most comfortable with. To exit any window, you may: Click the icon in the top right corner Press the key Go to File > Exit To exit a Sales Order, you may use any of the methods above, or: Choose Next Item from the toolbar to save and continue to another order Choose Complete & Exit from the toolbar to save and close your order Using Toolbars A toolbar is just a grouping of shortcuts to your menu options. The options will change based on usefulness within the screen you are in. In any window that displays a list with a blue highlight: You can use the arrow keys to navigate and the enter key to select. Or you can use your mouse to click. Any field that has a? symbol to its right requires a response chosen from a list. Click on the box or press the F10 key to display the list. Once you become familiar with the options, you can type either the abbreviation (WC) or full name (WILL CALL) and press enter. To replace information that is already in one of these fields, select the field and type over it OR select the field and delete the info, then choose from the list.

7 Creating a Sales Order Start by entering a company name (or account number) into the Quick Sales Order Entry box. You ll notice that the fewer characters you enter, the more results you get. On the other hand, if your search for a customer yields no results, try taking out a few letters. You may have just missed a space or made a typo. BRUWAY Select the desired account. You may see 2 different types of symbols next to your customer names. The symbol that looks like a stack of cash represents a bill-to customer (the company s general account that gets charged for orders). The truck symbol is represents a ship-to customer (a specific job or location that you may ship items to). Next, you ll be prompted to pick an authorized buyer from the company s list. This MUST be the actual person placing the order, just like in our current system.! IF YOUR CUSTOMER IS NOT ON THE LIST, YOU MUST CONTACT MARYDALE TO GET THEM ADDED.

8 Creating a Sales Order Face-to-Face Click this arrow to open the Order Summary Pane. To delete an item: right click and select delete line item The Sales Order Entry Body tab will now display. We are going to use the Order Summary Pane to speed up the sales order process. The pane lets you fill in basic information without having to move between tabs as much. Click on the arrow on the left side of your screen to display the pane. Fill in the PO Number (if required). If you d like, you can also enter a job title into the Release Number field. To add items to the order: Enter the desired quantity Click on the product description field to the right (you can also press the tab OR enter key) and type the part number OR a description of the item. Select the desired item. The system will populate the b/o and availability fields based on current inventory. If an item is unavailable, but a substitute item is in stock, the product relationships window will pop-up. You can automatically replace the unavailable item by selecting a suggested substitute. You can also view related and required items. This window can be pulled up anytime within sales order entry by clicking the icon in your toolbar.

9 Creating a Sales Order Face-to-Face Once you are satisfied with the all of the items listed on your order, it is time to move to the status tab. This is where you indicate what will happen with the items that were just ordered. Order Statuses for Will Call & Pick Up When the customer is taking possession of the material at the counter now or at a later time you want to be notified through the Customer Calling Queue when any quantity of any line item becomes available you want to be notified through the Customer Calling Queue when all line items are available you want to be notified through the Customer Calling Queue on a specific date, regardless of inventory availability you want to cancel a specific generation (If there s only one generation, the whole order will cancel) Choose Order Status Pick Up Now Call When Available Call When Complete Call When Specified Cancel See a complete list in the appendix.! TO PUT AN ITEM ON WILL CALL, SELECT PICK UP NOW AS THE ORDER STATUS, AND WILL CALL AS THE SHIP VIA.

10 Creating a Sales Order For Delivery To enter a sales order for delivery, you will begin the same way as if it were for pick-up. Type the customer s name in the Quick Sales Order Entry widget and follow the prompts Enter quantities and products in the body tab Next, move to the status tab (as seen below). Most of our customers are going to want their materials as soon as possible, so we will most often be using the Ship When Available Order Status. Because the item in this example is currently available and we ve chosen Ship When Available, the Ship Date has automatically been populated with today s date. Order Statuses for Delivery Orders When Choose Order Status you want to ship an entire order on a specific date Ship When Specified you want to ship the order when all items are available Ship When Complete you want ship any available items on the order as soon as they're available (this could mean a lot of shipments) Ship When Available you want to ship a line item as soon as the requested quantity becomes available Ship Item Complete the material is being shipped directly from the vendor or is being picked up from the vendor's site you want to cancel the order Direct Shipment Cancel See a complete list in the appendix. The shipping address can be viewed and edited in the top right corner of any tab within the SOE window. If needed, click Edit, change the address, then click OK.

11 Creating a Sales Order For Delivery Next, change the ship via status to indicate how the order will be delivered. Will Call prints a pick ticket so that the item can be ready for pick up at a later date Pick Up Now prints a pick ticket so that the item can be ready for immediate pick up. Our Truck the item will be shipped and delivered by a Johnstone truck Salesperson the item will be hand delivered by a customer s salesperson Truck the item will be shipped by an unspecified common carrier UPS/FedEx there are 7 different Ship Vias that specify a type of delivery provided by UPS & FedEx Best Way Should be avoided, as it is not specific. This is for purchasing to use on incoming shipments If your customer needs or wants to pay at the time of the order, go to the totals tab. Once this information is complete, review your information and exit the order. A pick ticket will print according to your input, and the warehouse crew will complete the process. Add Freight Under the ship date totals section to the left. This amount will be added to the less payment column if the customer is not COD. If the customer IS COD, this total will show up under the total screen. Any freight charged to us must be charged to the customer. Even though we don t make profit on freight, rounding up to the nearest rounded dollar is considered acceptable. No customer can be excluded from these freight charges without permission from upper management or a written explanation/justification in the internal notes field.