Tip #1403 – Using Sales Entry Options to Customize Your Sales Entry Screen

To increase efficiency during sales entry, you can customize some settings temporarily for the current session or permanently for all sessions. You can even have different customized settings for each manufacturer.

Changing “Sales Entry Options” Default Settings

  1. From the dynaMACS main screen menu options select Process Sales Entry Options.DM Main Screen
  2. The Sales Entry Options window will open. Each customizable option correlates to a field on the Sales Entry screen.
  3. Select the applicable options from each drop down list and then choose the Apply button to apply these settings to the current session. Select the Save button to save these settings as the default settings for all future sessions.These default settings apply to all manufacturers without an established record in Sales Entry Options. See the next section in this document on Changing Sales Entry Options for a Manufacturer to customize sales entry for a manufacturer.Sales Entry Screen 1

Changing Sales Entry Options for a Manufacturer

The Sales Entry Options screen also allows you to create customized entry options for individual manufacturers by selecting a manufacturer, choosing the applicable options and then selecting the Save button.  Once you have sales entry options saved for a manufacturer, each time you enter sales for this manufacturer the Sales Entry screen will reflect the options chosen here for that manufacturer.

  1. From the Sales Entry Options screen select the Manufacturer radio button and enter the Manufacturer Code.
  2. Select the applicable options from each drop down list and then choose the Save button. These options will be saved for all Sales Entry sessions for that manufacturer.Sales Entry Screen 2

Field Descriptions and Available Options for Customizing Sales Entry fields:

Set Focus to Mfg After Save – Selecting Yes will save the settings so that after saving an entry the Mfg code is saved for the next sales entry.  Selecting No will leave the Mfg field blank for the next sales entry.

Customer – Allows you to select the customer using Customer Code, Manufacturer/Customer Code or Manufacturer Related code.  This is useful when you are entering from a sales report or commission statement that has the manufacturer’s customer code.

Sales Rep – By selecting Enter the cursor will STOP at the first Sales Rep field (primary).  By selecting Skip the cursor will SKIP the first Sales Rep field primary.

Sales Rep (%) – Commission split percentage for the primary sales rep.

  • Enter (default) – Allows operator to enter an override for the rep split.
  • Skip – Bypass this field.

Multiple Sales Rep % – Allows entry of second and third sales reps and their commission split percentages.  Note:  Rep (%) must be active.

  • Enter (default) – Sets the fields as active; however, the cursor skips over these fields to minimize keystrokes during entry.  You can use the Shift-Tab keys to go back and change these fields.
  • Skip – Bypass this field.

P.O. No. – Allows entry of the Purchase Order number.

  • Enter – The cursor stops at this field for entry of each purchase order number.
  • Skip (default) – bypass this field.

Invoice No. – Allows entry of the invoice number.

  • Enter (default) – Cursor appears in this field for entry of each invoice number.
  • Skip – Bypass this field.

Invoice Date – Allows entry of the invoice date.

  • Enter (default) – The cursor stops at this field for each invoice.
  • Skip – The field stays active but the cursor does not stop at this field.  You can use the mouse or the Shift-Tab keys to go back and change the invoice date.

Post Month – Sets the month/year for posting of the sales entry.  (Field is always active but the cursor does not stop at this field to minimize keystrokes.  You can use the Shift-Tab keys or the mouse to go back and change it.  If you change this field, it changes back to the original setting after the current entry is saved.)

  • InvMth (default) – Uses the month and year from the invoice date as Post Month.  This is the default setting for dynaMACS.
  • PrMth – Uses the Process Month as the Post Month.  The Process Month is in the yellow box under the Options toolbar on the Sales Entry screen.  If this month and year is not correct, cancel the session and start over.

Non-Comm/Total $ – Allows entering non-commissionable amount to calculate the total for the entry.

  • Enter (default) – Cursor stops in this field after entering Sales ($) amount to enter freight or discounts.
  • Skip – bypass this field.

Commission – Activates the field for entering commission by amount of percentage.

  • Comm$ (default) – Activates the Commission$ field to enter a commission amount.
  • Comm% – Activates the Comm% field to enter a commission percentage.

Tip #1402 – Using Sales IQ to Identify New Customers for a Manufacturer

Sales IQ has a unique feature that will allow you to identify new customers by identifying those that had no sales activity in the previous year but have purchased in the current year.  This can be accomplished by using Display New Sales YTD or MTD.

To Identify This Year’s New Customers for a Manufacturer:

  1. From the Sales IQ screen select the Manufacturer tab.
  2. Right click on a manufacturer and select Show Customers. Sales IQ Home
  3. Select This YTD from the Display New Sales drop down list.
  4. Select the Refresh button.Sales IQ Home 2
  5. You will notice that the list has been filtered to display only customers with YTD sales that had NO sales in the previous year for this manufacturer.Sales IQ Home 3

Tip #1401 – dynaMACS File Transfer/Combine Wizard

The Mfg/Cst/Rep Transfer (1)screen has been modified to include a “wizard” button which when selected will help make the transfer process easier for you.

Old Screen . . .

Transfer Combine Screen - Old

New Screen . . .

Transfer Combine Screen - New

When selecting the Wizard button the File Transfer Wizard screen will open. This screen is designed to help ease you through the File Transfer/Combine process.

Wizard Screen

Example

In the following example we will transfer all data from a customer to a new sales rep.

  1. From the File Transfer Wizard screen select the Customer option from the drop down list in the I Want to Transfer or Combine all data for a: Wizard Screen 2
  2. Select the SalesRep option from the drop down list in the To a different:field.
  3. Select the Proceed To Selection button.Wizard Screen 3
  4. You will notice that after selecting the Proceed To Selection button, the Customer field and the Sales Rep field have been activated in the Transfer Data From and Transfer Data To section of the screen.This screen is very similar to the regular File Transfer/Combine (1) screen, only it will take the guess work out of it by allowing you to only enter data into the fields that have been activated based on your selections in the upper portion of the screen.Wizard_Step4
  5. Enter the Customer Code or use the Search button to find the code.In this example we will use Adel’s Dist ADED00 location Cincinnati>CI.
  6. For the Sales Rep we will use BG for Bill Grey.
  7. Select the Proceed button.At this point the file transfer process will proceed as normal.Wizard_Step567

Tip #1312 – Using dynaMACS to analyze both your rep numbers and buy/resell numbers in one place

Many agencies operate as distributors for some of their lines. Using eSi you can import the distributor sales numbers into dynaMACS which will allow you to analyze your entire business in one place.

To achieve this you would first set up Manufacturer Type codes of BS (Buy/Resell) and CM (Commissions) and then relate each manufacturer record to the appropriate type. In the following example the manufacturer code LJm is classified as a Buy/Resell and is related to manufacturer LJM

Mfg Maint Screen

You can then filter in Sales IQ on the Typecode BS which will display all of your sales activity for this type code.

Filters Screen

The following example displays only the activity for the Manufacturer Type code B5.

SIQ Screen 1

The following example is the Sales IQ screen showing commission by manufacturers PLUS Buy/Resell on the same screen.

SIQ Screen 2

Check out our case studies on www.dynaMACS.com to read about our Buy/Resell client’s experiences using dynaMACS to analyze their entire business in one place.

Tip #1311 – How to Display Quarterly Numbers in Sales IQ

This tip is superseded by Tip #1508

In dynaMACS Sales IQ you can modify the display of data by changing the As-of and Year End dates to create a display of sales information for a specified period of time. The following examples explain how to achieve these results.

Example 1:

To create a Sales IQ list view displaying sales data for the 3rd quarter of the year 2012:

  1. From the Sales IQ Home screen select any tab. In this example we have selected the Manufacturers tab.
  2. Change the As-of date to the last month of the quarter you are reporting. In this case it will be September which is the last month of the 3rd quarter.Then select the year that applies.In this example we are selecting 2012.
  3. Change the Year End to the month prior to the start of the period you are reporting on. In this case it will be June since our quarter begins with July.
  4. Notice that these columns have changed to Jul-Sep12 and Jul-Sep 11 representing 3rd quarter data for 2012 and 2011.

SIQ Home Screen #1

Example 2:

To create a Sales IQ list view displaying sales data for the first half of the year 2012:

  1. From the Sales IQ Home screen select any tab.In this example we have selected the Manufacturers tab.
  2. Change the As-of date to the last month of the half you are reporting.In this case it will be June which is the last month of the 1st half of the year. Then select the year that applies.In this example we are selecting the year 2012.
  3. Change the Year End to the month prior to the start of the period you are reporting on.In this case it will be December since our first half begins with January.
  4. Notice that these columns have changed to Jan-Jun 12 and Jan-Jun 11 representing 2nd half data for 2012 and 2011.

SIQ Home Screen #2

Quick Reference Guide

The following is a quick reference guide to use for obtaining quarterly and semi-annual data.

Reference_Graph

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