eSales BI/CRM User’s Guide Table of Contents Overview ............................................................................................................................................................................. 4 eSales BI/CRM Setup ......................................................................................................................................................... 4 Manage Users / Roles ..................................................................................................................................................... 4 Adding A User ............................................................................................................................................................ 5 Deleting A User .......................................................................................................................................................... 5 Manage Alerts / Notifications ......................................................................................................................................... 6 Manage Opportunities ..................................................................................................................................................... 7 New Entry ................................................................................................................................................................... 7 Rearranging Entries..................................................................................................................................................... 7 Editting An Existing Entry.......................................................................................................................................... 7 Deleting An Existing Entry ......................................................................................................................................... 7 Manage Goals ................................................................................................................................................................. 7 Entering A Counterperson Goal .................................................................................................................................. 8 Entering A Salesperson Goal ...................................................................................................................................... 8 Entering A Owner Goal .............................................................................................................................................. 9 Editting An Existing Goal Entry ................................................................................................................................. 9 Deleting An Existing Goal Entry ................................................................................................................................ 9 Sales Groups ................................................................................................................................................................... 9 Adding A New Sales Group Label............................................................................................................................ 10 Editting A Sales Group Name ................................................................................................................................... 10 Deleting An Existing Sales Group ............................................................................................................................ 10 Setting Up Codes For A Sales Group ....................................................................................................................... 10 Login To ePartConnection Setup As A Salesman ............................................................................................................ 10 Setting Up The Salesman Accounts .................................................................................................................................. 12 Manually Adding Accounts .......................................................................................................................................... 12 Importing/Exporting Salesman’s Accounts .................................................................................................................. 13 Login To eSales BI/CRM ................................................................................................................................................. 14 Owner Login Screen ......................................................................................................................................................... 16 User Activity ................................................................................................................................................................. 17 Changing The Search Criteria ................................................................................................................................... 17 Viewing Calls/Visits Details ..................................................................................................................................... 17 User Schedule ............................................................................................................................................................... 18 Selecting A User To View ........................................................................................................................................ 18 Day Schedule View................................................................................................................................................... 19 Week Schedule View ................................................................................................................................................ 19 Month Schedule View............................................................................................................................................... 20 Timeline Schedule View ........................................................................................................................................... 21 Viewing Appointment Details .................................................................................................................................. 22 Entering A Customer Note From An Appointment .................................................................................................. 23 Search CRM By Field ................................................................................................................................................... 25 Selecting Salespersons To View ............................................................................................................................... 25 Selecting A Search Field & What To Search For ..................................................................................................... 25 Customers ..................................................................................................................................................................... 28 Selecting Salespersons To View ............................................................................................................................... 28 Search By Ranking.................................................................................................................................................... 28 Search By Name/Number ......................................................................................................................................... 28 1 eSales BI/CRM User’s Guide Search Notes ................................................................................................................................................................. 29 Drilling Down Into Notes ......................................................................................................................................... 30 Emailing Search Results ........................................................................................................................................... 32 Map ............................................................................................................................................................................... 34 Email Notifications ....................................................................................................................................................... 36 GPS Tracking ................................................................................................................................................................ 38 In-Out Time Tracking ............................................................................................................................................... 38 Map Breadcrumbs ..................................................................................................................................................... 39 Sales & Profit ................................................................................................................................................................ 42 Explanding/Viewing The Sales & Profit Information............................................................................................... 43 Collapsing The Sales & Profit Information .............................................................................................................. 43 Alerts & Notifications ................................................................................................................................................... 44 Salesman Login Screen ..................................................................................................................................................... 45 Alerts & Notifications ................................................................................................................................................... 46 Schedule ........................................................................................................................................................................ 47 Day Schedule View................................................................................................................................................... 47 Scheduling A New Appointment .............................................................................................................................. 48 Adding A Task .......................................................................................................................................................... 50 Editing A Task .......................................................................................................................................................... 50 Deleting A Task ........................................................................................................................................................ 50 Week Schedule View ................................................................................................................................................ 50 Month Schedule View............................................................................................................................................... 51 Timeline Schedule View ........................................................................................................................................... 52 Viewing Appointment Details .................................................................................................................................. 53 Entering A Customer Note From An Appointment .................................................................................................. 54 Customer List ................................................................................................................................................................ 56 Importing Customers From Excel ............................................................................................................................. 56 Downloading A Sample Excel Sheet ........................................................................................................................ 58 Choosing A File To Import ....................................................................................................................................... 61 Customer Navigation .................................................................................................................................................... 63 About Customers....................................................................................................................................................... 64 ePartConnection ........................................................................................................................................................ 65 eOffice....................................................................................................................................................................... 65 Business Intelligence................................................................................................................................................. 66 Upper Heading Sales Information Cells Section................................................................................................... 66 Monthly Sales Bar Graph Table Section ............................................................................................................... 67 Month/Year To Date Sales Bar Graphs Section.................................................................................................... 67 Line Code Sales Information Section ................................................................................................................... 67 Notes ......................................................................................................................................................................... 68 Opportunities................................................................................................................................................................. 69 Map ............................................................................................................................................................................... 70 Counterman Login Screen ................................................................................................................................................ 71 Sales Dashboard ............................................................................................................................................................ 71 Goals MTD (Month To Date) ................................................................................................................................... 72 Goals YTD (Year To Date) ....................................................................................................................................... 72 Sales Dollars ............................................................................................................................................................. 72 Profit Dollars ............................................................................................................................................................. 72 Number Of Invoices .................................................................................................................................................. 73 Avg Line Items.......................................................................................................................................................... 73 Percent Returns ......................................................................................................................................................... 74 2 eSales BI/CRM User’s Guide Award Table.............................................................................................................................................................. 74 Alerts & Notifications ................................................................................................................................................... 75 Schedule ........................................................................................................................................................................ 76 Day Schedule View................................................................................................................................................... 76 Scheduling A New Appointment .............................................................................................................................. 77 Week Schedule View ................................................................................................................................................ 78 Month Schedule View............................................................................................................................................... 79 Timeline Schedule View ........................................................................................................................................... 80 Viewing Appointment Details .................................................................................................................................. 81 Entering A Customer Note From An Appointment .................................................................................................. 82 Customer List ................................................................................................................................................................ 84 Customer Navigation .................................................................................................................................................... 85 About Customers....................................................................................................................................................... 86 ePartConnection ........................................................................................................................................................ 87 eOffice....................................................................................................................................................................... 87 Business Intelligence................................................................................................................................................. 88 Upper Heading Sales Information Cells Section................................................................................................... 88 Monthly Sales Bar Graph Table Section ............................................................................................................... 89 Month/Year To Date Sales Bar Graphs Section.................................................................................................... 89 Line Code Sales Information Section ................................................................................................................... 89 Notes ......................................................................................................................................................................... 90 Opportunities................................................................................................................................................................. 91 Map ............................................................................................................................................................................... 92 3 eSales BI/CRM User’s Guide Overview The Autologue eSales Business Intelligence (BI) Customer Relationship Management (CRM) website is designed to display a variety of information based upon whether you are logged in as an owner/administration, salesman or counterman. Sales dashboards for customers by salesperson as well as by counterman get shown from their login home pages. Alerts and notification parameters are setup by management to alert personnel when customers have a drop off in sales or are returning merchandise more frequently. CRM about the customer information is readily available for viewing which build and strengthens your customer relationship/loyalty by capturing their business and personal information. eSales BI/CRM Setup Before the eSales BI/CRM can be used, management will need to perform a few steps within the ePartConnection setup website (http://setup.epartconnection.com). Using your assigned Store ID and password, log into the ePartConnection setup website. The left hand side of the screen will display a list of menu page links available. Look for the following menu options as shown: Manage Users / Roles Management will need to first setup all their employees and define their roles which will determine what information they can view when they are logged into the eSales BI/CRM. 4 eSales BI/CRM User’s Guide Click on the Manage Users / Roles menu link and the following screen will be displayed: Adding A User Enter the employee name, their password, a code (counterman or salesman) and select their role (administration, counter, sales) from a drop down selection list by clicking on the down arrow. Click on the Submit button to save the entered user name. Note: At least one counter user must be setup in order to setup goals in a later step! Deleting A User To delete an existing user shown within the table, double on the user’s name to highlight/select it and press the <Backspace> or <Delete> key to remove the name and then click on the Submit button to save the entered user name. The role that is assigned determines what information the user can view when they are logged in. 5 eSales BI/CRM User’s Guide Manage Alerts / Notifications Management can setup specific alerts for customers who haven’t made a purchase within a specific number of days, whose sales have dropped below an average based on a specific number of days, or have returns over a specific percentage based on a specific number of days. Up to 4 different notifications can also be setup for reminders of upcoming meetings, gatherings or training sessions scheduled. Each alert/priority defined can have a priority of high, medium or low. This determines which alerts/notifications are displayed first (highest to lowest). Click on the Manage Alerts / Notifications menu link and the following screen will be displayed: Click within the desired section and enter in the specific parameters to setup alerts for and/or the specific notification message and then click on the Submit button at the bottom of the page to save the entries. If the All Salesman option is check marked within the section, then it will apply to all salespersons. Otherwise if unchecked, it will only apply to the specific salesperson(s) added. 6 eSales BI/CRM User’s Guide Manage Opportunities Management has the ability to direct their customers to specific webpages/websites to promote special events, special pricing, problem solving solutions, etc. These opportunities must be linked to a webpage/website. Click on the Manage Opportunities menu link and the following screen will be displayed: New Entry To add a new opportunity entry, click within the blank Description field and enter in a description of the opportunity. Next, click within the blank Web Page field and enter in the web page URL. Click on the Add and then click on the Save Opportunities buttons to save the new entry. Rearranging Entries Menu items can be rearranged by clicking on the Up / Down buttons beside each entry. Editting An Existing Entry Clicking on the Edit button allows you to modify an existing opportunity entry. Once all the information has been modified, click on the Update and then click on the Save Opportunities buttons to save the edited entry. Deleting An Existing Entry To delete an existing entry, click on the Delete button beside the opportunity menu entry to be removed and then click on the Save Opportunities button at the bottom of the page to save the change. Manage Goals Management can setup monthly sales goals for each of their counterpersons, salespersons and also for owner (store). These monthly goals will be reflected on the dashboards for each employee type. The yearly goals will be based on the entered monthly goals multiplied by twelve. Click on the Manage Goals menu link and the following screen will be displayed: 7 eSales BI/CRM User’s Guide Entering A Counterperson Goal To enter a counterperson goal, click on the Select Role drop down selection list and click on the Counterperson menu selection. The screen will redraw and display a table with six entry fields for setting up counterperson monthly sales goal information. Under the Counterperson column heading, click on the field to view a drop down selection list of all counterpersons and click on the specific counterperson to setup the monthly goals for. Click within the Profit Dollars column heading and enter the monthly goal amount including the decimal. Click within the Sales Dollars column heading and enter the monthly goal amount including the decimal. Click within the Return % column heading and enter the monthly goal for return percentage including the decimal. Click within the Invoice Count column heading and enter the monthly goal for the number of invoices. Click within the Avg Item Count column heading and enter the monthly goal for the average item count per invoice including the decimal. Click within the Award % column heading and optionally enter in a commission percentage including the decimal for the counterperson. Commissions are based upon the sales dollars above the monthly sales dollars goal. If no commissions are used, simply enter a zero within the field. Once all the information has been entered, click on the Add button at the end of the row and the entered sales goal information will be saved. Entering A Salesperson Goal To enter a salesperson goal, click on the Select Role drop down selection list and click on the Salesperson menu selection. The screen will redraw and display a table with three entry fields for setting up salesperson monthly sales goal information. Under the Salesperson column heading, click on the field to view a drop down selection list of all salespersons and click on the specific salesperson to setup the monthly goals for. Click within the Profit Dollars column heading and enter the monthly goal amount including the decimal. Click within the Sales Dollars column heading and enter the monthly goal amount including the decimal. Once all the information has been entered, click on the Add button at the end of the row and the entered sales goal information will be saved. 8 eSales BI/CRM User’s Guide Entering A Owner Goal To enter an owner goal, click on the Select Role drop down selection list and click on the Owner menu selection. The screen will redraw and display a table with three entry fields for setting up an owner’s monthly sales goal information. Under the Owner column heading, click on the field to view a drop down selection list of all owners and click on the specific owner to setup the monthly sales goals for. Click within the Profit Dollars column heading and enter the monthly goal amount including the decimal. Click within the Sales Dollars column heading and enter the monthly goal amount including the decimal. Once all the information has been entered, click on the Add button at the end of the row and the entered sales goal information will be saved. Editting An Existing Goal Entry Within any of the role screens, clicking on the Edit button allows you to modify an existing entry within the goals table. Once all the information has been modified, click on the Save Goals button and the modified information will be saved. Deleting An Existing Goal Entry Within any of the role screens, clicking on the Delete button at the end of the row will remove the existing entry within the goals table. Sales Groups Management can setup specific sales groups to include specific manufacturer product lines to display sales data for by counterpersons, salespersons and also for owner (store). Click on the Sales Groups menu link and the following screen will be displayed: 9 eSales BI/CRM User’s Guide Adding A New Sales Group Label To add a new sales group label entry, click within the blank field to the left of the Add button. Enter in a sales group description and then click on the Add button. Click on the Save button at the bottom of the page to save the change. Editting A Sales Group Name To edit an existing sales group name entry, click on the Edit Name button to the right of the Sales Group name. Click within the Sales Group field, enter the desired changes and then click on the Update button. Click on the Save button at the bottom of the page to save the change. Deleting An Existing Sales Group To delete an existing sales group entry, click on the Delete button to the right of the Sales Group name and the Sales Group will be removed from the table. Click on the Save button at the bottom of the page to save the change. Setting Up Codes For A Sales Group To setup the specific line codes for a sales group, click on the Add Lines button to the right of the Sales Group. The screen will now display a table of line codes that have been assigned. To add a new line code, click within the blank Line Code field column, enter in the desired line code and then click on the Add button. Click on the Save button at the bottom of the page to save the change. Line codes can be edited or deleted using the Edit or Delete buttons. Login To ePartConnection Setup As A Salesman The salesman will now log into the ePartConnection Setup website, using the Store ID and “salesman” password that was setup in the Manage Users / Roles step. 10 eSales BI/CRM User’s Guide A Sales Report screen with a limited menu tab of options will now be displayed as shown: The Salesman Login screen displays a limited menu tab of options. 11 eSales BI/CRM User’s Guide Setting Up The Salesman Accounts Click on the My Accounts menu link and the following screen will be displayed: Click on the My Accounts menu tab option. Click on the Import/Export CSV buttons to add or export the salesman’s accounts information. Manually Adding Accounts Within the Add Accounts screen, click within the Customer Number field and enter the customer number for the account being added and press the <Tab> key. With the cursor positioned within the Ranking field, enter in a ranking code (A-Z or 0-9) and press the <Tab> key. With the cursor positioned within the Store Id field, enter in your stores ePartConnection store ID and press the <Tab> key. With the cursor positioned within the Password field, enter in the password for the customer number entered and click on the Submit button to save the entered information. Click on the Connect button to test if the login connects correctly. If the entered account information is correct, a new browser window will pop up with the customer automatically logged into the ePartConnection website. If the information entered was incorrect, a new browser window will pop up but the ePartConnection login screen will be displayed and the customer account will NOT be automatically logged in. 12 eSales BI/CRM User’s Guide Check mark the Remove accounts before importing option to clear out all existing accounts before importing. The Connect button is used to test if the login information was entered correctly. Importing/Exporting Salesman’s Accounts The salesman’s accounts can also be imported into the Add Accounts screen by clicking on the Browse… button and selecting the ASCII CSV (comma separated value) file and then clicking on the Import CSV button. The CSV file should contain the following fields of information: Customer Number, Ranking Code, ePart Store ID, Password. Note: By default, when importing account information, the information is added to/updates the existing salesman’s accounts table information. If you want to replace the existing table information, click on the check box to the left of the Remove accounts before importing menu option field to check mark the field and then perform the importing as previously described. The customer accounts information can also be exported from this screen by clicking on the Export CSV button. An accounts.csv ASCII CSV file will be automatically downloaded and saved into the users download folder. The file will contain the following fields of information: Customer Number, Ranking Code, ePart Store ID, Password. Note: AConneX users must enter customers into the appropriate store’s (the store in “Store ID” column) Trading Partners table within the ePartConnection Setup. 13 eSales BI/CRM User’s Guide Below is a sample of an ASCII CSV accounts.csv file: The salesman would then log out of the ePartConnection Setup website by clicking on the Logoff menu tab button. Login To eSales BI/CRM Begin by logging into the Autologue eSales BI/CRM website (http://autobi.autologue.com/crmowner/login.aspx), using the Store ID and password assigned to you and then clicking on the Login button. 14 eSales BI/CRM User’s Guide There are 3 different types of information screens that get displayed based upon the users login credentials they entered when logging in. One is for the owner/administration, and there are also ones for the salesman and the counterman. Each will be shown and discussed below in their respective sections. 15 eSales BI/CRM User’s Guide Owner Login Screen When an owner has logged in using their owner password, the following screen will be displayed: The screen shows a Welcome and the users name based upon the login credentials. This is the owner’s home screen. Here the owner has the ability to perform the following: User Activity – View a summary of user’s scheduled calls/visits by date selection User Schedule – View all users scheduled calls/visits on the calendar by date selection Search CRM Information By Field – Identify specific customers using search criteria from CRM information Display a list of all customers Search Notes – Search notes by user and/or date range View a map plotting the locations of the customers who have scheduled appointments for the day Setup Email Notifications & Business Hours For Scheduler – Create internal email recipient list, identify administrator users and set business hours for scheduler View a salespersons in & out times for scheduled appointments (GPS Tracking) View a salespersons actual driving route plotted on a map (GPS Tracking) View Sales & Profit View Alerts & Notifications 16 eSales BI/CRM User’s Guide User Activity To view a user’s activity (calls/visits), click on the User Activity button and the following screen will be displayed: By default, all Users are selected and the From/To activity dates will be from the beginning of the current month through the current day. If there were any calls or visits scheduled for users within the current month, each user will be listed and as well as the number of calls and visits they performed within the date period shown. Changing The Search Criteria To report only on specific users within the User Activity screen, click on the down arrow button at the end of the Users field and check mark only the specific users you want to report on from the drop down selection list. To change the date range to show activity for, click within the From/To fields and enter in the specific dates. Optionally you can click on the calendar buttons to the right of the From/To fields and then click on the specific dates to select the date. Now click on the Search button and the screen will then redraw the screen with the new report results. Viewing Calls/Visits Details With the screen displaying the number of calls/visits for each user, you have the ability to “drill down” and view the details of each call or visit by clicking on the cell that shows the number of calls/visits. The screen will now show a list of the customers and the number of times they were called/visited. To view the details of the call/visit for a customer, click on the cell that shows the number of calls/visits. 17 eSales BI/CRM User’s Guide The screen will now display the details of the visit/call along with any additional note that was added. User Schedule From the owners home screen, to view a schedule for a specific user, click on the User Schedule button and the following screen will be displayed: By default, no users are selected and the schedule screen will therefore be blank. Selecting A User To View You have the ability to select a specific user to view schedule information for by clicking on the down arrow button at the end of the Users field and then clicking on the specific user you want to report on from the drop down selection list. Now click on the Search button and the screen will then redraw the screen with the schedule information for the selected user. 18 eSales BI/CRM User’s Guide Day Schedule View By default, the screen will display a daily schedule view as shown: Click on the left or right arrows to view the previous/next day’s schedule information. The screen defaults to a “Day” schedule view. Click on the down arrow to select a specific calendar day to view. Click on the icon to pop up a customer notes entry window. The day schedule view shows all appointments only for the specific day. Click on the left or right arrow buttons of the grey heading bar to view the previous or next day’s schedule information. Click on the down arrow button to select a specific calendar day to view. Week Schedule View To have the screen display a weekly schedule view, position the cursor over the Week column tab and click on it. 19 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Week” tab to view a weekly schedule view. The weekly schedule view shows all appointments only for the current week. Click on the left or right arrow buttons of the grey heading bar to view the previous or next week’s schedule information. Month Schedule View To have the screen display a monthly schedule view, position the cursor over the Month column tab and click on it. 20 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Month” tab to view a monthly schedule view. The monthly schedule view shows all appointments only for the current month. Click on the left or right arrow buttons of the grey heading bar to view the previous or next month’s schedule information. Timeline Schedule View To have the screen display a three day timeline schedule view, position the cursor over the Timeline column tab and click on it. 21 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Timeline” tab to view a 3 day timeline schedule view. The timeline schedule view shows all appointments only for a 3 day period. Click on the left or right arrow buttons of the grey heading bar to view the previous or next day’s schedule information. Viewing Appointment Details With the schedule screen displaying appointments in any of the four different views (day, week, month, timeline), you have the ability to view the appointment details by placing the mouse pointer over the grey appointment cell (anywhere except the customer name) and left clicking on it. Note: Be sure the mouse pointer stays as an arrow before clicking. If the pointer turns into a finger pointer (), it will not display a pop up window of the appointment details! 22 eSales BI/CRM User’s Guide The appointment details will pop up on the screen as shown: Left clicking on the grey appointment cell will display a pop up window of the appointment details. To remove the appointment details pop up window, click anywhere else on the screen. Entering A Customer Note From An Appointment With the schedule screen displaying appointments in the day view, you have the ability to enter a customer note by placing the mouse pointer over the customer notes icon () and left clicking on it. 23 eSales BI/CRM User’s Guide A customer note pop up window will now be displayed on the screen and will display any note entry information for the customer as shown: A note can be added by clicking on the (Add ) button, then clicking within the blank field that is now displayed above all the previous notes information, enter in the new notes information and then clicking on the Save () icon to save the entered note. You also have the option to both save the entered note and have it emailed by clicking on the Save and Email () icon. Existing note entries display the actual note, the creation/last modification dates, and the names of who created/modified the note entry. An existing note entry can be modified by clicking on the edit note () icon. A note can be emailed by clicking on the envelope () icon. Clicking on the trash can () icon will delete the note entry. Click on the close () icon to close the customer notes pop up window and you will be returned to the schedule screen. 24 eSales BI/CRM User’s Guide Search CRM By Field From the owners home screen, to access customer reports for all or just a specific salesperson, click on the Search CRM by Field button and the following screen will be displayed: By default, no salespersons are selected and the Search CRM screen will therefore be blank. The Search CRM screen allows you to search for customers (which includes the owners/employees and family) by a single field entry such as favorite sport/car, birthday, hobbies, state, etc. for a single or multiple salespersons. Selecting Salespersons To View You have the ability to select one or more salespersons to search customer information for by clicking on the down arrow button at the end of the Salesperson field and check mark only the specific salesperson’s you want to report on from the drop down selection list. Selecting A Search Field & What To Search For You have the ability to select one customer record field to search customer information for by clicking on the down arrow button at the end of the Search In field. Click on any one of the fields available from the drop down selection list that you want the search based upon. 25 eSales BI/CRM User’s Guide Click on the down arrow button to display a pop up selection list of search fields. Once a Search In field has been selected, click within the Search for field and enter in a specific value to be searched for and then click on the Search button and the screen will then redraw the screen with the matching customers that have matching data. Note: The search value is not case sensitive and can be substring of a field value. Example, entering “full” will match the city of “Fullerton”. It searches all CRM information for customers, which includes the owners/employees and family fields. 26 eSales BI/CRM User’s Guide Click within the Search for and enter a value to search the selected Search In field for. Click on the Search button. The matching search results will then be displayed here. 27 eSales BI/CRM User’s Guide Customers From the owners home screen, to access all customers or just customers for selected salespersons, click on the Customers button and the following screen will be displayed: Click within the Search by ranking and enter a value to search for. Click on the Search button. By default, all customers are displayed on the screen. Besides each customer name that is listed will be their assigned salesperson (shown in parenthesis) and their assigned Ranking code (shown in yellow). Selecting Salespersons To View You have the ability to select one or more salespersons to view customers for by clicking on the down arrow button at the end of the Salesperson field and check mark only the specific salesperson’s you want to report on from the drop down selection list. Search By Ranking Within the Customers screen, you have the ability to search for customers by a specific ranking code. Click within the Search by ranking entry field and enter the ranking code to search by and then click on the Search button. The screen will then display only the customers with a matching ranking code. Search By Name/Number Click within the Search by name/number entry field and enter a customer number or any portion of the customer’s name to search by and then click on the Search button. The screen will then display only the customers with matching data. 28 eSales BI/CRM User’s Guide Search Notes From the owners home screen, to search for a note entry, click on the Search Notes button and the following screen will be displayed: Click on the down arrow button to have the results Display or Email. By default, all Created By (users who created notes) are selected and the From/To dates will be from the beginning of the current month through the current day. This screen is set to Display which means the search results will be displayed to the screen only. The screen only displays results when you click on the Search button. 29 eSales BI/CRM User’s Guide Displays the number of note entries. Double click on an entry to drill down. After clicking on the Search button, the screen will display a Created By column that lists users who have created notes within the selected date range. Besides each user name that is listed, there will be a Notes column that will display the number of note entries they have entered. Drilling Down Into Notes You have the ability to view or “drill down” into each of the number of note entries listed by User by clicking on the number of notes column to the right of the user name. 30 eSales BI/CRM User’s Guide The screen will now display a list of customers along with the number of notes that were entered for the customer listed: Displays the number of note entries by customer. Click to view the actual note entries. To view the note information for the customer, click on the number of notes column to the right of the customer name. 31 eSales BI/CRM User’s Guide The screen will display the note entry information for the customer as shown: Click on the envelope button to email a note. Click on the trash can button to delete the note entry. Click on the edit button to modify a note. The note entry displays the actual note, the creation/last modification dates, and the user names of who created/modified the note entry. A note can be emailed by clicking on the envelope () icon. The existing note entry can be modified by clicking on the edit () icon. Clicking on the trash can () icon will delete the note entry. Emailing Search Results To have the search results emailed, click on the down arrow button at the end of the Display field and the following selection list will be displayed: Click on the Email selection and then click on the Search button. 32 eSales BI/CRM User’s Guide The note results will now be displayed on the screen in an email format as shown: By default, the Email display option actually displays the notes information as the email would look. Within the Email To field , all the email recipients that have been setup will be displayed. You have the option to remove any of the email names before clicking on the blue Email Notes button to actually send. When the blue Email Notes button is clicked, the following pop up window will be displayed: This window informs you that the notes information was emailed. Click on the OK button to remove the pop up window. 33 eSales BI/CRM User’s Guide Map From the owners home screen, to view a map of the salespersons scheduled appointments for the current day, click on the Map button and the following screen will be displayed: Click on the search button to display a map plotting customer locations. By default, no map information is displayed. To select specific Users to display map information for, click on the down arrow button at the end of the Users field and check mark the specific users you want to see information for. To display a map for the days scheduled appointments with the customer locations plotted, click on the Search button. 34 eSales BI/CRM User’s Guide The screen will now display a map plotting the locations of the customers who are scheduled for appointments as shown: Displays the number of appointments scheduled for today. Click on the plus/minus buttons to zoom in/out of the map. Click on the plot points to view a pop up of the customers address information. The top of the map will display the number of appointments that are scheduled for the current day. Clicking on the plus (+) will zoom in map. Click on any of the plot points to see a pop up window that shows the Customer’s name and address information. 35 eSales BI/CRM User’s Guide Email Notifications From the owners home screen, to setup the scheduler business hours for your store and/or frequent email recipients, click on the Email Notifications button and the following screen will be displayed: Enter the from and to business hours and then click on the Apply button. Click on the plus to enter in a new email recipient click on the Apply button. To setup the scheduler business hours, click within the From field and enter the time the business opens. Click within the To field and enter the time the business closes. Now click on the Apply button to save the entered times. Note: This sets the hours the eSales mobile application will send GPS signals to conserve battery life on mobile devices after business hours. To enter in a new email recipient, click on the () plus sign to the left of the Add new record. The screen will now display a blank row: 36 eSales BI/CRM User’s Guide Click within the Name field and enter in the recipients’ full name. Click within the Email field and enter in the recipients’ email address. If the person is in administration, click on the Admin check box field. Click on the () check mark sign to save the record. Note: All names that have the admin field check marked will automatically receive a daily email of all notes entered within the past 24 hours! 37 eSales BI/CRM User’s Guide GPS Tracking From the owners home screen, to view GPS tracking information for your salesmen’s appointments, click on the GPS Tracking button and the following screen will be displayed: The In-Out tab is used to view scheduled versus actual in and out appointment times. The Map Breadcrumbs tab is used to view the salespersons actual route taken (represented by lines and waypoints) on a map grid for scheduled appointments. By default, the In-Out tab screen is shown with no Users selected so the screen will therefore be blank. Owners have the option to view Users in and out times for scheduled appointments based upon a GPS mobile tracking device. They also have the option (via the Map Breadcrumbs tab) to view a map that shows the users “breadcrumbs” (lines that shows the actual route taken on a map grid via the GPS mobile device). The GPS mobile device will upload the vehicles coordinates every 2 minutes so this information can be captured and viewed. In-Out Time Tracking The In-Out tab screen is used to view and compare users scheduled versus actual in and out times for their appointments. Owners have the option to view users in and out times for scheduled appointments based upon a GPS mobile tracking device. They also have the option (via the Map Breadcrumbs tab) to view a map that shows the users “breadcrumbs” (lines that shows the actual route taken on a map grid via the GPS mobile device). The GPS mobile device will upload the vehicles coordinates every 2 minutes so this information can be captured and viewed. 38 eSales BI/CRM User’s Guide You have the ability to select one or more users to view in-out information for by clicking on the down arrow button at the end of the Users field and check mark only the specific users you want to report on from the drop down selection list. To change the date range to show activity for, click within the From/To fields and enter in the specific dates. Optionally you can click on the calendar buttons to the right of the From/To fields and then click on the specific dates to select the date. Now click on the Search button and the screen will then redraw the screen with the in-out schedule information for the selecting salespersons. The screen will show the User, the Customer Name with whom the appointment was scheduled for, the Expected In time the appointment was scheduled to start, the Expected Out time the appointment was scheduled to end, the Actual In time the user arrived at the customer’s location, the Actual Out time the user left from the customer’s location. Map Breadcrumbs The Map Breadcrumbs tab screen is used to view a map that shows the salespersons “breadcrumbs” (lines that show the actual route taken on a map grid via the GPS mobile device) for a particular days scheduled appointments. To begin viewing this information click on the Map Breadcrumbs tab screen. 39 eSales BI/CRM User’s Guide By default, the Map Breadcrumbs tab screen is shown with no salespersons selected so the screen will therefore be blank. You have the ability to select one or more salespersons to view in-out information for by clicking on the down arrow button at the end of the Salesperson field and check mark only the specific salesperson’s you want to report on from the drop down selection list. To change the date to show activity for, click within the Date field and enter in a specific date. Optionally you can click on the calendar button to the right of the Date field and then click on the specific date to select. Now click on the Search button and the screen will then redraw the screen showing a map with GPS waypoints (start – green, stop – red, waypoint - blue) plotted for scheduled appointments for the selecting salespersons. 40 eSales BI/CRM User’s Guide Click on any of the plotted GPS waypoints (start – green, stop – red, waypoint - blue) to see the Salesman name and the date/time when they were at that particular location on the map. 41 eSales BI/CRM User’s Guide Sales & Profit From the owners home screen, to view the sales and profit information for salespersons & counterpersons, click on the Sales & Profit button and the following screen will be displayed: Click on the down arrow button to view/expand the sales & profit information for the specific salesperson/counterperson. The screen will display a collapsed listing of all salespersons and counterpersons. 42 eSales BI/CRM User’s Guide Explanding/Viewing The Sales & Profit Information You have the ability to display/expand the sales and profit information for any of the listed salespersons and counterpersons by clicking on the down arrow button at the end of the specific salesperson/counterperson as shown: Click on the up/down arrow button to view/collapse the viewing of the sales & profit information for the specific salesperson/counterperson. Award table information for counterperson only displays when setup. The screen will now display the expanded view of sales & profit information for the specific salesperson and/or counterperson whose arrow buttons were clicked on. When an award percentage has been setup for a counterperson, an award table that contains the actual sales amount, goal amount, the difference (goal – actual), award percentage and the award dollar amount earned when the sales goal has been met. Note: The award table only displays when setup. Collapsing The Sales & Profit Information The viewing of sales & profit information can be removed/collapsed from being viewed by clicking on the up arrow buttons. 43 eSales BI/CRM User’s Guide Alerts & Notifications From the owners home screen, if any alerts or notification has been setup and/or met, they will be displayed below the Alerts & Notifications heading section as shown: The screen shows all alerts & notifications below the respective heading section. The screen above shows an example of an alert for customers who haven’t made a purchase in the past 5 days, whose purchases are trending down, and who are over returning merchandise. Notifications are always listed first and alerts second. 44 eSales BI/CRM User’s Guide Salesman Login Screen When a salesman has logged in using their salesman password, the following screen will be displayed: The screen shows a Welcome and the users name based upon the login credentials. This is the salesperson’s home screen. It shows the sales & profit dollar figures for the current month versus last year’s current month, the percentage of change between the two, month to date sales goal dollars and the percentage of the goal, year to date versus last year to date, the percentage of change between the two, year to date sales goal dollars and the percentage of the goal based upon their customers. Here the salesperson has the ability to perform the following: View alerts & notifications Display a listing of their customers View a map of scheduled customer locations for the day View their upcoming scheduled calls/visits on the calendar View opportunities 45 eSales BI/CRM User’s Guide Alerts & Notifications From the salesman’s home screen, if any alerts or notification has been setup and/or met, they will be displayed below the Alerts & Notifications heading section as shown: The screen shows all alerts & notifications below the respective heading section. The screen above shows an example of an alert for customers who haven’t made a purchase in the past 5 days, whose purchases are trending down, and who are over returning merchandise. Notifications are always listed first and alerts second. 46 eSales BI/CRM User’s Guide Schedule From the salespersons home screen, to view the scheduler, click on the Schedule menu bar. Day Schedule View By default, the screen will display a daily schedule view as shown: Click on the left or right arrows to view the previous/next day’s schedule information. The screen defaults to a “Day” schedule view. Click on the down arrow to select a specific calendar day to view. Click on the icon to pop up a customer notes entry window. The day schedule view shows all appointments only for the specific day below the SCHEDULER heading. Any entered tasks are listed below the NON SCHEDULED TASKS section heading. Click on the left or right arrow buttons of the grey heading bar to view the previous or next day’s schedule information. Click on the down arrow button to select a specific calendar day to view. 47 eSales BI/CRM User’s Guide Scheduling A New Appointment To schedule a new appointment, double click on a specific time slot shown on the schedule and the following screen will be displayed: The screen will now display a New Appointment pop up window with the Subject field defaulted to Sales Visit and the appointment Type field defaulted to Visit. With the cursor positioned within the Subject field, you have the option to change the default value of Sales Visit and press the <Tab> key. With the cursor positioned within the Start time field, you have the option to change the default date and time and value press the <Tab> key. With the cursor positioned within the End time field, you have the option to change the default date and time and value press the <Tab> key. With the cursor positioned within the Type field, you have the option to change the default value of Visit by clicking on the down arrow at the end of the field to view a drop down selection list of either Visit to Call. Click on the desired type and press the <Tab> key. With the cursor positioned within the Customer field, click on the down arrow at the end of the field to view a drop down selection list of all the salespersons customers. Click on the customer you want to set up an appointment for and press the <Tab> key. With the cursor positioned within the Description field, you have the option to enter in a description and press the <Tab> key. If the appointment is going to be a recurring occurrence, click on the Recurrence check box field. 48 eSales BI/CRM User’s Guide The bottom of the New Appointment pop up window will now display some additional field in regards to the recurrence as shown: Additional fields are displayed when the Recurrence field is check marked. By default the Weekly and the current day will be set. You have the option to change any of these values to match the frequency of your recurring appointment. Once all your fields have been setup, click on the Save button. The appointment will now be displayed within the time slot setup within the SCHEDULER. 49 eSales BI/CRM User’s Guide Adding A Task To add a new task under the NON SCHEDULED TASK heading section, click on the new () button and the following screen will be displayed: Click on the button to add a new task. Enter the task information here. The screen will now display a new blank entry task field below NON SCHEDULED TASK heading. With the cursor positioned within the blank task field, enter the task information and then click on the blue add () icon to save the entered information. Editing A Task To edit an existing task under the NON SCHEDULED TASK heading section, click on the blue edit () icon and enter the new task information and then click on the blue update () icon to save the changes. Deleting A Task To delete an existing task under the NON SCHEDULED TASK heading section, click on the trash can () icon to the right of the task to be deleted. The task entry will then be removed from the screen. The screen will now display a new blank entry task field below NON SCHEDULED TASK heading. Week Schedule View To have the screen display a weekly schedule view, position the cursor over the Week heading tab and click on it. 50 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Week” tab to view a weekly schedule view. The weekly schedule view shows all appointments only for the current week. Click on the left or right arrow buttons of the heading bar to view the previous or next week’s schedule information. Month Schedule View To have the screen display a monthly schedule view, position the cursor over the Month heading tab and click on it. 51 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Month” tab to view a monthly schedule view. The monthly schedule view shows all appointments only for the current month. Click on the left or right arrow buttons of the heading bar to view the previous or next month’s schedule information. Timeline Schedule View To have the screen display a three day timeline schedule view, position the cursor over the Timeline heading tab and click on it. 52 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Timeline” tab to view a 3 day timeline schedule view. The timeline schedule view shows all appointments only for a 3 day period. Click on the left or right arrow buttons of the heading bar to view the previous or next 3 day timeline schedule information. Viewing Appointment Details With the schedule screen displaying appointments in any of the four different views (day, week, month, timeline), you have the ability to view the appointment details by placing the mouse pointer over the grey appointment cell (anywhere except the customer name) and left clicking on it. Note: Be sure the mouse pointer stays as an arrow before clicking. If the pointer turns into a finger pointer (), it will not display a pop up window of the appointment details! 53 eSales BI/CRM User’s Guide The appointment details will pop up on the screen as shown: After viewing the appointment details pop up window, click anywhere else on the screen to remove the pop up window and return back to the scheduler screen. Entering A Customer Note From An Appointment With the schedule screen displaying appointments in the day view, you have the ability to enter a customer note by placing the mouse pointer over the customer notes icon () and left clicking on it. 54 eSales BI/CRM User’s Guide A customer note pop up window will now be displayed on the screen and will display any note entry information for the customer as shown: A note can be added by clicking on the (Add ) button, then clicking within the blank field that is now displayed above all the previous notes information, enter in the new notes information and then clicking on the Save () icon to save the entered note. You also have the option to both save the entered note and have it emailed by clicking on the Save and Email () icon. Existing note entries display the actual note, the creation/last modification dates, and the names of who created/modified the note entry. An existing note entry can be modified by clicking on the edit note () icon. A note can be emailed by clicking on the envelope () icon. Clicking on the trash can () icon will delete the note entry. Click on the close () icon to close the customer notes pop up window and you will be returned to the schedule screen. 55 eSales BI/CRM User’s Guide Customer List From the salespersons home screen, to access a listing of all their assigned customer accounts, click on the Customer List button and the following screen will be displayed: Click within the Search by ranking and enter a value to search for. Click on the Search button. By default, all the salespersons assigned customers are displayed on the screen. Besides each customer name that is listed will be their assigned Ranking code (shown in yellow). You have the ability to filter the customer list by entering specific values within the Search by ranking and/or Search by name/number fields and then clicking on the Search button. Importing Customers From Excel You have the ability to import your customer’s “about” fields information using an Excel spreadsheet. 56 eSales BI/CRM User’s Guide Click on the Import Customer CRM Info from Excel button and the following screen will be displayed: Click on the Choose File button to select the import file. Click on the Import button to perform the import. Click on the download link to view a sample Excel spreadsheet. From the Excel Import (Customers) screen, you have ability to select a file that can be used to import specific CRM information into existing customers. You also have the ability to download a sample Excel spreadsheet that shows you the “about” fields information that can be used to import into existing customers. 57 eSales BI/CRM User’s Guide Downloading A Sample Excel Sheet To download a sample Excel sheet file, click on the download link and a Customers.xlsx file will be downloaded and saved on the PC. Open the file with Excel to see the list of the available input fields as shown: Header row with all the available input fields for the selected sheet. Tab with various sheets available for importing. The sample file can be used as your input file by filling in the rows below the field headings with the customer’s “about” information and saving the file under the same or a different filename. It contains 3 different tab sheets (Owner, Employee, Customer) that contain specific field information for each owner, employee, and customer. The sample above shows the field headings and their sample contents for the Owner tab. 58 eSales BI/CRM User’s Guide Header row with all the available input fields for the selected sheet. Tab with various sheets available for importing. The sample above shows the field headings and their sample contents for the Employee tab. 59 eSales BI/CRM User’s Guide Header row with all the available input fields for the selected sheet. Customer sheet. The sample above shows the field headings and their sample contents for the Customer tab. Click within the next open row to begin entering information under the respective field headings for each of the specific sheets and then save the file as an Excel workbook (including all 3 tab sheets). 60 eSales BI/CRM User’s Guide Choosing A File To Import From the Excel Import (Customers) screen, click on the Choose File button and open the excel file to be imported. The selected filename will now be displayed to the right of the Choose File button. The selected filename to be imported will be displayed here. Click on the Import button to perform the import. Click on the blue Import button to perform the uploading of field information. 61 eSales BI/CRM User’s Guide Tells you how many records were successfully imported into each of the respective sheets. Once the importing process is completed, the screen will display an “N out of N Record(s) are imported successfully” message which tells you how many records were successfully uploaded into each of the respective sheets. 62 eSales BI/CRM User’s Guide Customer Navigation From the CUSTOMERS home screen and the list of customers being displayed, click on the customers blue bar and the following screen will be displayed: Customer Number, Name & Phone Number. The CUSTOMER NAVIGATION screen will now be displayed for the selected customer (whose customer number, name and phone number is displayed above the colored menu blocks). Here the salesperson has the ability to perform the following: View/Add additional business & personal information for the customer (About Customers) Automatically login to eOffice as the customer View/Add customer notes information Automatically login to ePartConnection as the customer View a sales dashboard (Business Intelligence) 63 eSales BI/CRM User’s Guide About Customers From the CUSTOMER NAVIGATION screen, click on the About Customers colored menu block and the following screen will be displayed: Click on the blue Edit button to change any of the field information. The CUSTOMER DETAIL screen will be displayed and will be displaying the entered business information (address, phone numbers, business type/hours/size, authorized signers and notes) for the selected customer. To edit any of the existing business information, click on the blue edit () icon, and then click within any of the fields within the Contact Details & Business sections and make your changes and then click on the blue save button. Note: The Phone No. 1 field cannot be edited; It can only be changed within the ePart Setup – Customer Options. 64 eSales BI/CRM User’s Guide At the bottom of the screen are Owner/Employee/Personal Details heading sections. These sections are used to enter in your customer’s owners as well as their employees CRM information: Click on the + icon within any of the detail sections to add new record information. To add CRM record information within any of the listed sections, click on the () symbol within their respective detail sections and the screen will now display a new row of blank entry fields. Enter in the details information (type, name, date of birth, email, relationship, hobbies, favorite sport, favorite car) and then click on the () symbol to save the entered information. To edit CRM record information within any of the listed sections, click on the () symbol besides the row of fields information and the fields will now be shown as entry fields. Edit any of the details information and then click on the () symbol to save the updated information. ePartConnection From the CUSTOMER NAVIGATION screen, click on the ePartConnection colored menu block and a new webpage tab will be opened and you will be automatically logged into the customer’s account within ePartConnection. eOffice From the CUSTOMER NAVIGATION screen, click on the eOffice colored menu block and a new webpage tab will be opened and you will be automatically logged into the customer’s account within eOffice. 65 eSales BI/CRM User’s Guide Business Intelligence From the CUSTOMER NAVIGATION screen, click on the Business Intelligence colored menu block and the following screen will be displayed: Upper Heading Sales Information Cells. Monthly Sales Bar Graph Table. Year To Date Sales Bar Graph. Month To Date Sales Bar Graph. Line Code Sales Information This screen is a graphical “sales dashboard” of the customers sales from the past year on up through the current date. It displays a variety of graphed sales figures as well as dollar values for the various types of returns (core/inventory/warranty). It also shows the percentage changes (positive/negative) based up comparisons from last year versus this year sales. The screen is broken up in 4 sections: 1. Upper Heading Sales Information Cells 2. Monthly Sales Bar Graph Table 3. Month/Year To Date Sales Bar Graphs 4. Line Code Sales Information Upper Heading Sales Information Cells Section Heading MTD vs LY MTD Sales Description Shows the Month To Date (MTD) sales dollar amount and the percentage difference when compared to Last Year (LY) Month To Date (MTD) sales dollar amount. The small dollar amount displayed is the current month to date sales. The large percentage figure displayed will either show in red if the percentage is down (denoted by the red down arrow) or in green if the percentage is up (denoted by the green up arrow). To view the Last Year (LY) Month To Date (MTD) sales dollar amount, hover over either of the bar graphs within the Month To Date Sales Bar graph section of the screen. 66 eSales BI/CRM User’s Guide MTD Returns vs Sales MTD Warranty vs Sales YTD vs LYTD Sales YTD Returns vs Sales YTD Warranty vs Sales YTD Core Outstanding Shows the Month To Date (MTD) inventory returns dollar amount and its percentage when compared to the Month To Date sales dollar amount. The small dollar amount displayed is the current month to date inventory returns sales. The large grey percentage figure is the return percentage (MTD Returns MTD Sales*100). Shows the Month To Date (MTD) warranty returns dollar amount and its percentage when compared to Month To Date sales dollar amount. The small dollar amount displayed is the current month to date warrant returns sales. The large grey percentage figure is the warranty return percentage (MTD Warranty MTD Sales*100). Shows the Year To Date (YTD) sales dollar amount and the percentage difference when compared to Last Year To Date (LYTD) sales dollar amount. The small dollar amount displayed is the current year to date sales. The large percentage figure displayed will either show in red if the percentage is down (denoted by the red down arrow) or in green if the percentage is up (denoted by the green up arrow). To view the Last Year To Date (LYTD) sales dollar amount, hover over either of the bar graphs within the Year To Date Sales Bar graph section of the screen. Shows the Year To Date (YTD) inventory returns dollar amount and its percentage when compared to the Year To Date sales dollar amount. The small dollar amount displayed is the current year to date inventory returns sales. The large grey percentage figure is the return percentage (YTD Returns YTD Sales*100). Shows the Year To Date (YTD) warranty returns dollar amount and its percentage when compared to Year To Date sales dollar amount. The small dollar amount displayed is the current year to date warrant returns sales. The large grey percentage figure is the warranty return percentage (YTD Warranty YTD Sales*100). Shows the Year To Date (YTD) outstanding cores dollar amount. This represents the amount of cores charged for and not yet returned. Monthly Sales Bar Graph Table Section The second section of the screen, just below the upper heading cells section, displays the monthly sales bar graph data for current and last year’s sales dollars. Note: A pop up window showing the exact dollar figures is automatically displayed whenever you “hover” the mouse pointer over any of bar code graphs. Month/Year To Date Sales Bar Graphs Section The third section of the screen, just below the monthly sales bar graph section, displays the month and year to date sales dollars versus last month and current sales dollars to date. Note: These figures are based on “to date” which means if we are 15 days into the current month and 180 days into the current year, the LY (last year) MTD (month to date) and YTD (year to date) sales figures are based upon those day amounts. Line Code Sales Information Section Heading Line Code LY MTD MTD Change MTD Returns MTD Warranty LYTD YTD Description The line code of the parts sold to the customer. Shows the Last Year (LY) Month To Date (MTD) sales dollar amount for the line code. Shows the Month To Date (MTD) sales dollar amount for the line code. Shows the percentage difference when comparing the Month To Date (MTD) versus Last Year (LY) Month To Date (MTD) sales dollar amounts. Shows the Month To Date (MTD) inventory returns dollar amount. Shows the Month To Date (MTD) warranty returns dollar amount. Shows the Last Year To Date (LYTD) sales dollar amount for the line code. Shows the Year To Date (LYTD) sales dollar amount for the line code. 67 eSales BI/CRM User’s Guide Change YTD Returns YTD Warranty YTD Core Outstanding Shows the percentage difference when comparing the Year To Date (YTD) versus Last Year To Date (LYTD) sales dollar amounts. Shows the Year To Date (YTD) inventory returns dollar amount. Shows the Year To Date (YTD) warranty returns dollar amount. Shows the Year To Date (YTD) outstanding cores dollar amount. This represents the amount of cores charged for and not yet returned. Notes From the CUSTOMER NAVIGATION screen, click on the Notes colored menu block and the screen will display any note entry information for the customer as shown: Click on the Add/+ button to add a note. Click on the envelope button to email a note. Click on the trash can button to delete the note entry. Click on the blue edit button to modify a note. The note entry displays the actual note, the creation/last modification dates, and the names of who created/modified the note entry. A note can be added by clicking on the (Add ) button. The existing note entry can be modified by clicking on the edit note () icon. A note can be emailed by clicking on the envelope () icon. Clicking on the trash can () icon will delete the note entry. 68 eSales BI/CRM User’s Guide Opportunities From the salespersons home screen, to access a listing of opportunities that have been setup by management, click on the Opportunities button and the following screen will be displayed: List of opportunities setup. The opportunities can be reminders of important information or can be links to web pages. This information is setup within the Manage opportunities section of the Setup ePartConnection webpage. 69 eSales BI/CRM User’s Guide Map From the salespersons home screen, to view a map of their scheduled appointments for the current day, click on the Map button and the following screen will be displayed: Displays the number of appointments scheduled for today. Click on the plus/minus buttons to zoom in/out of the map. Click on the plot points to view a pop up of the customers address information. By default, the screen will display a map plotting the locations of the customers who are scheduled for appointments for the day. The top of the map will display the number of appointments that are scheduled for the current day. Clicking on the plus (+) will zoom in or on the minus (-) will zoom out. Click on any of the plot points to see a pop up window that shows the Customer’s name and address information. 70 eSales BI/CRM User’s Guide Counterman Login Screen When a counterman has logged in using their counterman password, the following screen will be displayed: Award table information for counterperson only displays when setup. This is the counterman’s home screen. Here the counterman has the ability to perform the following: View a sales dashboard of his performance against monthly & yearly sales goals; When setup, view award percentage and dollar amount earned (only is displayed when setup) View alerts & notifications Schedule – View their scheduled calls/visits on the calendar by date selection Display a list of all customers View opportunities View a map plotting the locations of the customers who have scheduled appointments for the day Sales Dashboard Outlined below are the different sections of the counterman’s sales dashboard screen and an explanation of each. This screen contains a graphical “sales dashboard” of the counterman’s sales from the past year on up through the current date. It displays a variety of graphed sales figures as well as dollar values for the amount of returns. It also shows the percentage changes (positive/negative) based up the current sales figures versus the projected sales goals. If setup, will show an award table that contains the actual sales amount, goal amount, the difference (goal – actual), award percentage and the award dollar amount earned when the sales goal has been met. Note: The award table only displays when setup. 71 eSales BI/CRM User’s Guide Goals MTD (Month To Date) This section displays line graphs that reflect the current month to date values (denoted by the light grey diamond ) versus the projected goal values (denoted by the light blue pointer ) for the following: Sales Dollars Number of Invoices Percent Returns Profit Dollars Avg Line Items Clicking within the screen section allows you to scroll up/down to view all the sales graph information. Goals YTD (Year To Date) This section displays line graphs that reflect the current year to date values (denoted by the light grey diamond ) versus the projected goal values (denoted by the light blue pointer ) for the following: Sales Dollars Number of Invoices Percent Returns Profit Dollars Avg Line Items Clicking within the screen section allows you to scroll up/down to view all the sales graph information. Sales Dollars The Sales Dollars section contains the following information: Heading MTD LY MTD % Change MTD Goal % of Goal % of Store YTD LY YTD % Change YTD Goal % of Goal % of Store Description Shows the Month To Date (MTD) sales dollar amount. Denoted by the light grey diamond symbol within the Goals MTD screen section. Shows Last Years (LY) Month To Date (MTD) sales dollar amount. Shows the percentage difference when comparing Month To Date (MTD) versus Last Year (LY) Month To Date (MTD) sales dollar amounts. Shows the Month To Date (MTD) sales dollars goal. Denoted by the light blue pointer symbol within the Goals MTD screen section. Shows the percentage when comparing Month To Date (MTD) versus MTD Goal sales dollar amounts. Shows the percentage when comparing Month To Date (MTD) versus MTD store sales dollar amounts. Shows the Year To Date (YTD) sales dollar amount. Denoted by the light grey diamond symbol within the Goals YTD screen section. Shows Last Years (LY) Year To Date (YTD) sales dollar amount. Shows the percentage difference when comparing Year To Date (YTD) versus Last Year (LY) Year To Date (YTD) sales dollar amounts. Shows the Year To Date (YTD) sales dollars goal. Denoted by the light blue pointer symbol within the Goals YTD screen section. Shows the percentage when comparing Year To Date (YTD) versus YTD Goal sales dollar amounts. Shows the percentage when comparing Year To Date (YTD) versus YTD store sales dollar amounts. Profit Dollars The Profit Dollars section contains the following information: Heading MTD LY MTD Description Shows the Month To Date (MTD) profit dollar amount. Denoted by the light grey diamond symbol within the Goals MTD screen section. Shows Last Years (LY) Month To Date (MTD) profit dollar amount. 72 eSales BI/CRM User’s Guide % Change MTD Goal % of Goal % of Store YTD LY YTD % Change YTD Goal % of Goal % of Store Shows the percentage difference when comparing Month To Date (MTD) versus Last Year (LY) Month To Date (MTD) profit dollar amounts. Shows the Month To Date (MTD) profit dollars goal. Denoted by the light blue pointer symbol within the Goals MTD screen section. Shows the percentage when comparing Month To Date (MTD) versus MTD Goal profit dollar amounts. Shows the percentage when comparing Month To Date (MTD) versus MTD store profit dollar amounts. Shows the Year To Date (YTD) profit dollar amount. Denoted by the light grey diamond symbol within the Goals YTD screen section. Shows Last Years (LY) Year To Date (YTD) profit dollar amount. Shows the percentage difference when comparing Year To Date (YTD) versus Last Year (LY) Year To Date (YTD) profit dollar amounts. Shows the Year To Date (YTD) profit dollars goal. Denoted by the light blue pointer symbol within the Goals YTD screen section. Shows the percentage when comparing Year To Date (YTD) versus YTD Goal profit dollar amounts. Shows the percentage when comparing Year To Date (YTD) versus YTD store profit dollar amounts. Number Of Invoices Heading MTD LY MTD % Change MTD Goal % of Goal % of Store YTD LY YTD % Change YTD Goal % of Goal % of Store Description Shows the Month To Date (MTD) number of invoices. Denoted by the light grey diamond symbol within the Goals MTD screen section. Shows Last Years (LY) Month To Date (MTD) number of invoices. Shows the percentage difference when comparing Month To Date (MTD) versus Last Year (LY) Month To Date (MTD) number of invoices. Shows the Month To Date (MTD) number of invoices. Denoted by the light blue pointer symbol within the Goals MTD screen section. Shows the percentage when comparing Month To Date (MTD) versus MTD Goal number of invoices. Shows the percentage when comparing Month To Date (MTD) versus MTD store number of invoices. Shows the Year To Date (YTD) number of invoices. Denoted by the light grey diamond symbol within the Goals YTD screen section. Shows Last Years (LY) Year To Date (YTD) number of invoices. Shows the percentage difference when comparing Year To Date (YTD) versus Last Year (LY) Year To Date (YTD) number of invoices. Shows the Year To Date (YTD) number of invoices. Denoted by the light blue pointer symbol within the Goals YTD screen section. Shows the percentage when comparing Year To Date (YTD) versus YTD Goal number of invoices. Shows the percentage when comparing Year To Date (YTD) versus YTD store number of invoices. Avg Line Items Heading MTD LY MTD % Change MTD Goal % of Goal % of Store YTD LY YTD Description Shows the Month To Date (MTD) average line items. Denoted by the light grey diamond symbol within the Goals MTD screen section. Shows Last Years (LY) Month To Date (MTD) average line items. Shows the percentage difference when comparing Month To Date (MTD) versus Last Year (LY) Month To Date (MTD) average line items. Shows the Month To Date (MTD) average line items goal. Denoted by the light blue pointer symbol within the Goals MTD screen section. Shows the percentage when comparing Month To Date (MTD) versus MTD Goal average line items. Shows the percentage when comparing Month To Date (MTD) versus MTD store average line items. Shows the Year To Date (YTD) average line items. Denoted by the light grey diamond symbol within the Goals YTD screen section. Shows Last Years (LY) Year To Date (YTD) average line items. 73 eSales BI/CRM User’s Guide % Change YTD Goal % of Goal % of Store Shows the percentage difference when comparing Year To Date (YTD) versus Last Year (LY) Year To Date (YTD) average line items. Shows the Year To Date (YTD) average line items. Denoted by the light blue pointer symbol within the Goals YTD screen section. Shows the percentage when comparing Year To Date (YTD) versus YTD Goal average line items. Shows the percentage when comparing Year To Date (YTD) versus YTD store average line items. Percent Returns Heading MTD LY MTD % Change MTD Goal % of Goal % of Store YTD LY YTD % Change YTD Goal % of Goal % of Store Description Shows the Month To Date (MTD) percent returns. Denoted by the light grey diamond symbol within the Goals MTD screen section. Shows Last Years (LY) Month To Date (MTD) percent returns. Shows the percentage difference when comparing Month To Date (MTD) versus Last Year (LY) Month To Date (MTD) percent returns. Shows the Month To Date (MTD) percent returns. Denoted by the light blue pointer symbol within the Goals MTD screen section. Shows the percentage when comparing Month To Date (MTD) versus MTD Goal percent returns. Shows the percentage when comparing Month To Date (MTD) versus MTD store percent returns. Shows the Year To Date (YTD) percent returns. Denoted by the light grey diamond symbol within the Goals YTD screen section. Shows Last Years (LY) Year To Date (YTD) percent returns. Shows the percentage difference when comparing Year To Date (YTD) versus Last Year (LY) Year To Date (YTD) percent returns. Shows the Year To Date (YTD) percent returns. Denoted by the light blue pointer symbol within the Goals YTD screen section. Shows the percentage when comparing Year To Date (YTD) versus YTD Goal percent returns. Shows the percentage when comparing Year To Date (YTD) versus YTD store percent returns. Award Table Heading Counter Person Actual Sales Goal Difference % Award Award $$ Description Displays the name of the counterperson. Shows the actual month to date sales amount. Shows the month to date sales goal amount. Shows the dollar amount difference between the actual month to date sales and goal amounts (Actual Sales – Goal). A positive dollar difference means the counterperson has met their goal. Shows the award percentage setup for the counterperson. Shows the calculated award dollar amount. Award dollars are calculated based upon a positive dollar difference amount multiplied by the award percentage. Note: nothing is calculated unless a positive dollar difference amount exists. 74 eSales BI/CRM User’s Guide Alerts & Notifications From the counterperson’s home screen, if any alerts or notification has been setup and/or met, they will be displayed below the Alerts & Notifications heading section as shown: The lower portion of the screen shows all alerts & notifications below the respective heading section. The screen above shows an example of alerts for customers who haven’t made a purchase in the past number of days. Notifications are always listed first and alerts second. 75 eSales BI/CRM User’s Guide Schedule From the counterperson’s home screen, to view the scheduler, click on the Schedule menu bar. Day Schedule View By default, the screen will display a daily schedule view as shown: Click on the left or right arrows to view the previous/next day’s schedule information. The screen defaults to a “Day” schedule view. Click on the down arrow to select a specific calendar day to view. Click on the icon to pop up a customer notes entry window. The day schedule view shows all appointments only for the specific day below the SCHEDULER heading. Click on the left or right arrow buttons of the grey heading bar to view the previous or next day’s schedule information. Click on the down arrow button to select a specific calendar day to view. 76 eSales BI/CRM User’s Guide Scheduling A New Appointment To schedule a new appointment, double click on a specific time slot shown on the schedule and the following screen will be displayed: The screen will now display a New Appointment pop up window with the Subject field defaulted to Sales Visit and the appointment Type field defaulted to Visit. With the cursor positioned within the Subject field, you have the option to change the default value of Sales Visit and press the <Tab> key. With the cursor positioned within the Start time field, you have the option to change the default date and time and value press the <Tab> key. With the cursor positioned within the End time field, you have the option to change the default date and time and value press the <Tab> key. With the cursor positioned within the Type field, you have the option to change the default value of Visit by clicking on the down arrow at the end of the field to view a drop down selection list of either Visit to Call. Click on the desired type and press the <Tab> key. With the cursor positioned within the Customer field, click on the down arrow at the end of the field to view a drop down selection list of all the salespersons customers. Click on the customer you want to set up an appointment for and press the <Tab> key. With the cursor positioned within the Description field, you have the option to enter in a description and press the <Tab> key. If the appointment is going to be a recurring occurrence, click on the Recurrence check box field. 77 eSales BI/CRM User’s Guide The bottom of the New Appointment pop up window will now display some additional field in regards to the recurrence as shown: Additional fields are displayed when the Recurrence field is check marked. By default the Weekly and the current day will be set. You have the option to change any of these values to match the frequency of your recurring appointment. Once all your fields have been setup, click on the Save button. The appointment will now be displayed within the time slot setup within the SCHEDULER. Week Schedule View To have the screen display a weekly schedule view, position the cursor over the Week heading tab and click on it. 78 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Week” tab to view a weekly schedule view. The weekly schedule view shows all appointments only for the current week. Click on the left or right arrow buttons of the heading bar to view the previous or next week’s schedule information. Month Schedule View To have the screen display a monthly schedule view, position the cursor over the Month heading tab and click on it. 79 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Month” tab to view a monthly schedule view. The monthly schedule view shows all appointments only for the current month. Click on the left or right arrow buttons of the heading bar to view the previous or next month’s schedule information. Timeline Schedule View To have the screen display a three day timeline schedule view, position the cursor over the Timeline heading tab and click on it. 80 eSales BI/CRM User’s Guide The screen will be redrawn as shown: Click on the “Timeline” tab to view a 3 day timeline schedule view. The timeline schedule view shows all appointments only for a 3 day period. Click on the left or right arrow buttons of the heading bar to view the previous or next 3 day timeline schedule information. Viewing Appointment Details With the schedule screen displaying appointments in any of the four different views (day, week, month, timeline), you have the ability to view the appointment details by placing the mouse pointer over the grey appointment cell (anywhere except the customer name) and left clicking on it. Note: Be sure the mouse pointer stays as an arrow before clicking. If the pointer turns into a finger pointer (), it will not display a pop up window of the appointment details! 81 eSales BI/CRM User’s Guide The appointment details will pop up on the screen as shown: After viewing the appointment details pop up window, click anywhere else on the screen to remove the pop up window and return back to the scheduler screen. Entering A Customer Note From An Appointment With the schedule screen displaying appointments in the day view, you have the ability to enter a customer note by placing the mouse pointer over the customer notes icon () and left clicking on it. 82 eSales BI/CRM User’s Guide A customer note pop up window will now be displayed on the screen and will display any note entry information for the customer as shown: A note can be added by clicking on the (Add ) button, then clicking within the blank field that is now displayed above all the previous notes information, enter in the new notes information and then clicking on the Save () icon to save the entered note. You also have the option to both save the entered note and have it emailed by clicking on the Save and Email () icon. Existing note entries display the actual note, the creation/last modification dates, and the names of who created/modified the note entry. An existing note entry can be modified by clicking on the edit note () icon. A note can be emailed by clicking on the envelope () icon. Clicking on the trash can () icon will delete the note entry. Click on the close () icon to close the customer notes pop up window and you will be returned to the schedule screen. 83 eSales BI/CRM User’s Guide Customer List From the counterpersons home screen, to access a listing of all customer accounts, click on the Customer List button and the following screen will be displayed: Click within the Search by ranking and enter a value to search for. Click within the Search by name/number and enter a value to search for. Click on the Search button. By default, all customers are displayed on the screen. Besides each customer name that is listed will be their assigned salesperson (shown in parenthesis) and ranking code (shown in yellow). You have the ability to filter the customer list by entering specific values within the Search by ranking and/or Search by name/number fields and then clicking on the Search button. 84 eSales BI/CRM User’s Guide Customer Navigation From the CUSTOMERS home screen and the list of customers being displayed, click on the customers blue bar and the following screen will be displayed: Customer Number, Name & Phone Number. The CUSTOMER NAVIGATION screen will now be displayed for the selected customer (whose customer number, name and phone number is displayed above the colored menu blocks). Here the counterperson has the ability to perform the following: View/Add additional business & personal information for the customer (About Customers) Automatically login to eOffice as the customer View/Add customer notes information Automatically login to ePartConnection as the customer View a sales dashboard (Business Intelligence) 85 eSales BI/CRM User’s Guide About Customers From the CUSTOMER NAVIGATION screen, click on the About Customers colored menu block and the following screen will be displayed: Click on the blue Edit button to change any of the field information. The CUSTOMER DETAIL screen will be displayed and will be displaying the entered business information (address, phone numbers, business type/hours/size, authorized signers and notes) for the selected customer. To edit any of the existing business information, click on the blue edit () icon, and then click within any of the fields within the Contact Details & Business sections and make your changes and then click on the blue save button. Note: The Phone No. 1 field cannot be edited; It can only be changed within the ePart Setup – Customer Options. 86 eSales BI/CRM User’s Guide At the bottom of the screen are Owner/Employee/Personal Details heading sections. These sections are used to enter in your customer’s owners as well as their employees CRM information: Click on the + icon within any of the detail sections to add new record information. To add CRM record information within any of the listed sections, click on the () symbol within their respective detail sections and the screen will now display a new row of blank entry fields. Enter in the details information (type, name, date of birth, email, relationship, hobbies, favorite sport, favorite car) and then click on the () symbol to save the entered information. To edit CRM record information within any of the listed sections, click on the () symbol besides the row of fields information and the fields will now be shown as entry fields. Edit any of the details information and then click on the () symbol to save the updated information. ePartConnection From the CUSTOMER NAVIGATION screen, click on the ePartConnection colored menu block and a new webpage tab will be opened and you will be automatically logged into the customer’s account within ePartConnection. eOffice From the CUSTOMER NAVIGATION screen, click on the eOffice colored menu block and a new webpage tab will be opened and you will be automatically logged into the customer’s account within eOffice. 87 eSales BI/CRM User’s Guide Business Intelligence From the CUSTOMER NAVIGATION screen, click on the Business Intelligence colored menu block and the following screen will be displayed: Upper Heading Sales Information Cells. Monthly Sales Bar Graph Table. Year To Date Sales Bar Graph. Month To Date Sales Bar Graph. Line Code Sales Information This screen is a graphical “sales dashboard” of the customers sales from the past year on up through the current date. It displays a variety of graphed sales figures as well as dollar values for the various types of returns (core/inventory/warranty). It also shows the percentage changes (positive/negative) based up comparisons from last year versus this year sales. The screen is broken up in 4 sections: 1. Upper Heading Sales Information Cells 2. Monthly Sales Bar Graph Table 3. Month/Year To Date Sales Bar Graphs 4. Line Code Sales Information Upper Heading Sales Information Cells Section Heading MTD vs LY MTD Sales Description Shows the Month To Date (MTD) sales dollar amount and the percentage difference when compared to Last Year (LY) Month To Date (MTD) sales dollar amount. The small dollar amount displayed is the current month to date sales. The large percentage figure displayed will either show in red if the percentage is down (denoted by the red down arrow) or in green if the percentage is up (denoted by the green up arrow). To view the Last Year (LY) Month To Date (MTD) sales dollar amount, hover over either of the bar graphs within the Month To Date Sales Bar graph section of the screen. 88 eSales BI/CRM User’s Guide MTD Returns vs Sales MTD Warranty vs Sales YTD vs LYTD Sales YTD Returns vs Sales YTD Warranty vs Sales YTD Core Outstanding Shows the Month To Date (MTD) inventory returns dollar amount and its percentage when compared to the Month To Date sales dollar amount. The small dollar amount displayed is the current month to date inventory returns sales. The large grey percentage figure is the return percentage (MTD Returns MTD Sales*100). Shows the Month To Date (MTD) warranty returns dollar amount and its percentage when compared to Month To Date sales dollar amount. The small dollar amount displayed is the current month to date warrant returns sales. The large grey percentage figure is the warranty return percentage (MTD Warranty MTD Sales*100). Shows the Year To Date (YTD) sales dollar amount and the percentage difference when compared to Last Year To Date (LYTD) sales dollar amount. The small dollar amount displayed is the current year to date sales. The large percentage figure displayed will either show in red if the percentage is down (denoted by the red down arrow) or in green if the percentage is up (denoted by the green up arrow). To view the Last Year To Date (LYTD) sales dollar amount, hover over either of the bar graphs within the Year To Date Sales Bar graph section of the screen. Shows the Year To Date (YTD) inventory returns dollar amount and its percentage when compared to the Year To Date sales dollar amount. The small dollar amount displayed is the current year to date inventory returns sales. The large grey percentage figure is the return percentage (YTD Returns YTD Sales*100). Shows the Year To Date (YTD) warranty returns dollar amount and its percentage when compared to Year To Date sales dollar amount. The small dollar amount displayed is the current year to date warrant returns sales. The large grey percentage figure is the warranty return percentage (YTD Warranty YTD Sales*100). Shows the Year To Date (YTD) outstanding cores dollar amount. This represents the amount of cores charged for and not yet returned. Monthly Sales Bar Graph Table Section The second section of the screen, just below the upper heading cells section, displays the monthly sales bar graph data for current and last year’s sales dollars. Note: A pop up window showing the exact dollar figures is automatically displayed whenever you “hover” the mouse pointer over any of bar code graphs. Month/Year To Date Sales Bar Graphs Section The third section of the screen, just below the monthly sales bar graph section, displays the month and year to date sales dollars versus last month and current sales dollars to date. Note: These figures are based on “to date” which means if we are 15 days into the current month and 180 days into the current year, the LY (last year) MTD (month to date) and YTD (year to date) sales figures are based upon those day amounts. Line Code Sales Information Section Heading Line Code LY MTD MTD Change MTD Returns MTD Warranty LYTD YTD Description The line code of the parts sold to the customer. Shows the Last Year (LY) Month To Date (MTD) sales dollar amount for the line code. Shows the Month To Date (MTD) sales dollar amount for the line code. Shows the percentage difference when comparing the Month To Date (MTD) versus Last Year (LY) Month To Date (MTD) sales dollar amounts. Shows the Month To Date (MTD) inventory returns dollar amount. Shows the Month To Date (MTD) warranty returns dollar amount. Shows the Last Year To Date (LYTD) sales dollar amount for the line code. Shows the Year To Date (LYTD) sales dollar amount for the line code. 89 eSales BI/CRM User’s Guide Change YTD Returns YTD Warranty YTD Core Outstanding Shows the percentage difference when comparing the Year To Date (YTD) versus Last Year To Date (LYTD) sales dollar amounts. Shows the Year To Date (YTD) inventory returns dollar amount. Shows the Year To Date (YTD) warranty returns dollar amount. Shows the Year To Date (YTD) outstanding cores dollar amount. This represents the amount of cores charged for and not yet returned. Notes From the CUSTOMER NAVIGATION screen, click on the Notes colored menu block and the screen will display any note entry information for the customer as shown: Click on the Add/+ button to add a note. Click on the envelope button to email a note. Click on the trash can button to delete the note entry. Click on the blue edit button to modify a note. The note entry displays the actual note, the creation/last modification dates, and the names of who created/modified the note entry. A note can be added by clicking on the (Add ) button. The existing note entry can be modified by clicking on the edit note () icon. A note can be emailed by clicking on the envelope () icon. Clicking on the trash can () icon will delete the note entry. 90 eSales BI/CRM User’s Guide Opportunities From the counterpersons home screen, to access a listing of opportunities that have been setup by management, click on the Opportunities button and the following screen will be displayed: List of opportunities setup. The opportunities can be reminders of important information or can be links to web pages. This information is setup within the Manage opportunities section of the Setup ePartConnection webpage. 91 eSales BI/CRM User’s Guide Map From the counterpersons home screen, to view a map of scheduled appointments for the current day, click on the Map button and the following screen will be displayed: Click on the down arrow button to select user(s). Click on the Search button to map information for the selected user(s). By default, the screen will be blank because no users will be selected. To select User(s), click on the down arrow symbol at the end of the Users entry field and a drop down selection list of all users will be displayed. Check mark all the specific user(s) you want to display map information for and then click on the blue Search button. 92 eSales BI/CRM User’s Guide If there were scheduled appointments for the day for the selected users, the screen will display a map plotting the locations of the customers who are scheduled for appointments: Displays the number of appointments scheduled for today. Click on the plus/minus buttons to zoom in/out of the map. Click on the plot points to view a pop up of the customers address information. The top of the map will display the number of appointments that are scheduled for the current day. Clicking on the plus (+) will zoom in or on the minus (-) will zoom out. Click on any of the plot points to see a pop up window that shows the Customer’s name and address information. 93
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