Tip #1310 – Transferring history from one sales rep to another sales rep

In our Tip #1309 we talked about using the Global Update feature to update customer information. When using that feature to change sales reps, history records are not updated. This allows for multiple sales reps to have history under a single customer. However, many agencies DO want to have all prior sales history assigned to the new sales rep. By using the Update History to Current Rep feature, you can easily move the history from the old rep to the new rep. The following steps outline this process.

  1. To access the Update History to Current Rep feature, select File>File Transfer/Combine>Update History to Current Rep.Main Screen
  2. If you have not created a restore point prior to selecting the Update History to Current Rep <feature, you will be prompted to do so.SnapshotStep2_Warning
  3. After the Restore Point process is complete the Update History dialog box will appear. Enter the OLD sales rep code where the history resides.
  4. Select the Update button.Step3_Warning
  5. Select the Yes button on the Caution dialog box to continue.Caution
  6. The Update History dialog box will appear while the records are being updated. This dialog box will close when the update is complete.Update History Screen 2

Tip #1309 – Did you know that by using the dynaMACS Global Update Feature you can update multiple customer records with the click of a mouse?

The Customer Global Update feature in dynaMACS allows you to perform a simple global customer update by filtering on specific fields and replacing fields with a new value. You can update the following customer fields using this feature:


Example #1

In this example we will update the current sales rep for all customers in the State/Reg code of OH442 to a new sales rep JB (Jim Black).

  1. To access the Customer Global Update feature select Edit>File Transfer/Combine>Customer Global Update.Main Screen
  2. A Restore Point warning screen will appear. If you haven’t already done so, it is STRONGLY recommended that you create a restore point before continuing. Select the Yes button to create a restore point or select the No button to continue on with the changes.Snap Shot
  3. Enter OH442 in the State/Region field under the Customer Selection Criteria on the left hand side of the screen. This will find all of the customers with this state/region assigned to them.
  4. Enter the new rep code JB in the Sales Rep field under Fields to Change in Selected Customers to the right hand side of the screen.
  5. Select the Update button.Customer Global Update Screen 1
  6. Select the Preview button to preview the Customer Global Change Audit report or you can select the Printbutton for a hard copy of the report.Printing Options
  7. Verify the changes that will be taking place by reviewing the Customer Global Change Audit Trail.Audit Trail
  8. After reviewing the Customer Global Change Audit Trail, select the Yes button to continue and complete the changes.Verify Audit Trail

Example #2

Another example of the use of the Customer Global Update feature would be to make a city name in your customer database consistent by selecting a zip code and then changing the city name. For example, in the display below we have two customers in zip code 46800 which is Fort Wayne, IN. As you can see, one customer record has the city spelled Fort Wayne while the other is spelled Ft Wayne. The following explains how to globally change the city name for that zip code to Fort Wayne making the city name consistent for all customers in that zip code.

Customer Viewer

  1. From the Customer Global Change screen enter 46800 in the zip code field under Customer Selection Criteria.
  2. Enter Fort Wayne in the City field under Fields to Change in Selected Customers.Customer Global Update Screen 2
  3. Continue with the next steps as outlined in the previous Example #1 to complete the update.

Tip #1308 – The Importance of Creating a Restore Point

The dynaMACS Restore Point feature allows you to take a “snapshot” of your dynaMACS database that can be saved and used as a “backup” should you need to revert to a prior point in time.It is highly recommended that you create a Restore Point on a regular basis such as at the beginning of each day and also prior to performing any system utilities and transactions such as those listed below:

  • Posting Sessions – eSi, Sales Entry, Commission Reconciliation
  • Customer Global Updates
  • File Transfer/Combine
  • Performing any process in which you are unsure of the effect that it will have on your overall database.

Creating a Restore Point

Warning 1

  1. From the main dynaMACS screen select File>Create Restore PointMain Menu - Create Restore Pt
  2. In the Create Restore Point dialog box enter Description for your restore point i.e Posting Mfr LJM.
  3. Select the Proceed button.Create Restore Point - Proceed
  4. While the Create Restore Point is processing the dialog box will display the status as seen below. When the Create Restore Point is complete the dynaMACS main screen is displayed.Create Restore Point - Processing

Reverting to a Restore Point

  1. From the main dynaMACS screen select File>Revert to Restore PointMain Menu - Revert to Restore Pt
    Warning 2
  2. From the Revert to dynaMACS Restore Point dialog box select the desired restore point file.
  3. Choose the Select button.Select Restore Pt
  4. Select the Proceed button in the Revert to Restore Point dialog box to continue.Restore Snapshot - Proceed
  5. While the Revert to Restore Point is processing the dialog box will display the status as seen below. When the Revert to Restore Point is complete the dynaMACS main screen is displayed. Restore Snapshot - Process

Tip #1307 – Analyzing Top and Bottom Performing Accounts

The Sales Analysis Report Generator is a powerful feature of dynaMACS that provides you with virtually limitless possibilities for generating vital sales and commission reports.

Using the Sales Analysis Report Generator we will demonstrate how you can create a sales and commission report that will summarize total agency performance and identify the top and bottom 20 customers based on year-to-date sales increase/decrease.

  1. From the dynaMACS main screen select the Reporticon and then the Sales Analysis icon.Main Screen
  2. Select Shipment for the Source of Data.
  3. Select the Column Set of Sales and Agency Commission then highlight G4.
  4. Select Sub-Totals Group of Customer then highlight C1
  5. Check the Descend By box
  6. Select Option 9 – Sales-Comp YTDs from the Descend By Options List.Sales Analysis Reports Screen 1
  7. In the Select Range or Top/Bottom dialog box select the Select Top/Bottom Range radio button.
  8. Enter 20 in the Top field and in the Bottom field and select the OK button.Select Range Dialog Box Note
  9. Check the Summarize Locations box.  This will combine individual locations into a total for the headquarters for customers with multiple locations.Sales Analysis Reports Screen 2
  10. Select the Print button.Sales Analysis Reports Screen 3
  11. The Top 20 customers are displayed with the greatest Y-T-D sales increase.
  12. A Summary of “All Other” customers is displayed
  13. The Bottom 20 customers are displayed with the greatest Y-T-D sales decrease.Sample Report

Tip #1306 – Using dynaMACS Mailing List Export

The dynaMACS Mailing List Export is a simple feature that allows you to create a customer list that can be exported for use in another program. This feature lets you target specific customers by filtering on data fields from the customer records in dynaMACS. You can also include or exclude customers that purchase from certain manufacturers.

The following example explains how to select the mailing list options in dynaMACS and export the file. In this example we will create a list of all customers in sales rep Jim Blacks territory.

Creating a List from the Mailing List Export Screen

  1. From the dynaMACS main screen select Tools>Mailing List ExportdynaMACS Main Screen
  2. In the Mailing List Export screen enter JB in the Rep field.
  3. Select the Proceed button.Mail List Export Screen
  4. The following dialog box will appear providing you with the export file location and the details of the records in the file.Export Complete Dialog Box  Note_Revised
  5. Next a Printing Options dialog box will appear. This is a confirmation of the file location and details which was displayed in the previous dialog box. You can select the Preview button to preview the details, the Print button to print the details or the Exit button to close the dialog box. Printing Options Screen
  6. To retrieve your file go to the file location which will be in the DYNAMACS/WORKING directory called DM_EXP.Filter_List

Tip #1305 – Did you know that you can add your company logo to your dynaMACS Reports?

By using the Preferences utility in dynaMACS you can set your logo to print on your reports. The logo file must be a bitmap (.BMP) and it is suggested that the bitmap format is 160 x 80 pixels.

Example of a report with your logo:

Example Report

  1. From the dynaMACS main screen select File>Preferences.Main DM Screen
  2. From the User Preference(s) screen with the Preferences field selected for #5 Default Bitmap to print on Reports, select the Browse button at the bottom of the screen to find the location and file name of the .bmp file for your logo. User Preferences Screen 1
  3. From the dialog box select the .bmp file (in this example we are using YourLogo.BMP.
  4. Select the Open button.File Manager Screen
  5. You will see the path and file name appear in preference field #5.
  6. Select the Save button and then select the Exit button.User Preferences Screen 2Note