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Tip #1612 – Using the dynaMACS System Information Setup Screen to Set the Frequency and Warning Messages for Restore Points

Restore points in dynaMACS are important when performing some functions such as posting sessions or doing transfers. (Please see Tip #1308 on the importance of creating a restore point.)  In dynaMACS you can control when your Restore Points are required or set a warning when the Restore Point SHOULD be done.  The following tip will walk you through setting this up.

Setting the Restore Point Frequency/Warning Message

  1. From the main dynaMACS screen select Other Functions>Administration>System Information Setup.
  2. Select the Restore Points tab at the top of the System Information Setup screen.
  3. There are three processes for which you can setup warnings or required defaults.
  4. Select the appropriate radio button.
    • Required Everytime will force the user to create a restore point each time this process is run.
    • Required Once Daily will force the user to create a restore point the first time this process is run each day.
    • Warning Everytime will display a warning to create a restore point each time this process is run.
    • Warning Once Daily will display a warning to create a restore point the first time this process is run each day.
    • Never will not show a warning or force a restore point when this process is run.

5.   Once your selections have been made click on the Save button.

Case Study: David Gooding, Inc.

 “The accessibility to data we have with dynaMACS is tremendous. It’s extremely user friendly for everyone at the agency.”

Patrick Carroll, Information Systems
David Gooding Inc.

David_Gooding_LogoClient Challenge

David Gooding Inc.’s old software pulled information from a Microsoft database and applied data tables to it, based on computer code the user had to enter. If that sounds complicated, it was. The tedious process was built for programmers. Attempting to run a sales report practically required the user to have a degree in Computer Science. The sales agency was in dire need of a more user friendly software.




David_Gooding_StatisticsdynaMACS Solution

Then David Gooding was introduced to dynaMACS. Patrick Carroll, Gooding’s Information Systems Manager, knew right away that dynaMACS had the ease-of-use the agency was looking for. “The accessibility to data that we have with dynaMACS is tremendous. It is extremely user friendly for everyone.”

“With one mouse click, you can drill down to more information from any screen,” he says. “The ability to get any information you need, instantly and easily, is a big benefit to everyone at the agency.”

Various people at the agency access dynaMACS in different ways. The owner has remote access, and the lead salesperson has dynaMACS Mobile on his laptop. Both have access to up-to-date information on manufacturers, customers and sales reps from anywhere they are – at home, on the road or at the office.

One of Carroll’s favorite features is the ability to email reports directly from dynaMACS Sales IQ. The agency can email reports instantly to manufacturers, customers and salespeople. Selecting the email button creates the email with the report attached in PDF format. dynaMACS pulls up the appropriate customer, manufacturer or sales rep which the report will be sent to – and the user never has to open Outlook – the process is automatic.

“With dynaMACS, we’re well informed about our business,” Carroll says. “During the month, we can quickly see where all manufacturers stand, what groups of product categories are being sold and much more. It’s an invaluable sales tool.”

Case Study: Maschmedt & Associates

“With dynaMACS cloud, our data is secure, always backed-up and easily accessed from anywhere.”

Jon Edwards, Controller
Maschmedt & Associates

MaschmedtAssociates_LogoClient Challenge

Maschmedt & Associates had been using an Access database for tracking agency sales and commissions. Updating the system required outside resources, using it was time-consuming and it was too old to keep pace with the busy agency’s needs.

Maschmedt needed modern and sophisticated software. Controller Jon Edwards had a list of features that he was looking for: Software designed especially for sales agencies. A way to quickly enter invoices and reconcile manufacturer commission statements. The ability to distribute up-to-date and comprehensive reports to sales reps. A cloud-based system for security and backup. And the software must update automatically.

Maschmedt_Statistics

dynaMACS Solution

When researching solutions, Edwards learned about dynaMACS’ capabilities and scheduled a demo to see the sales agency software in action. dynaMACS checked all the boxes on his list – and had even more functionality and the potential to greatly improve efficiency.

It’s been a smooth journey from the start, when three years’ worth of data was converted and migrated from Access. Since implementation, there’s been a significant impact on operations:

*Sales and commission data is cloud-based, so it’s secure, backed-up and accessible from anywhere

*Software automatically updates

*dynaMACS’ eSi eliminates 98% of manual data entry

*Sales reps have up-to-date sales data for their territory (Previously numbers were two to three months old)

*Information can be sliced and diced in numerous ways

*Maschmedt & Associates can drill down for detailed information on manufacturers, customers and reps 

With powerful ways to analyze sales, pay reps and track commissions, Maschmedt has a 360° view of performance.

Case Study: Kitchin & Sons

“When traveling, I use dynaMACS daily to look up customer sales, territory sales and more.  It’s extremely convenient.”

Thomas M. Kitchin, President
Kitchin & Sons

Kitchin_LogoClient Challenge

When Kitchin & Sons experienced significant growth due to an acquisition, President Tom Kitchin quickly realized his agency needed better information to manage the growing business, as well as a way to integrate the two agencies’ disparate databases






Kitchin_StatisticsdynaMACS Solution

Kitchin decided it was time to upgrade to dynaMACS, who quickly integrated the two databases.

The agency see sales and commission data in a multitude of ways: sorted by customer, manufacturer or salesperson, and drilling down to more detailed information with one click. With dynaMACS on his laptop, Kitchin has 24/7 access to up-to-date information. “When traveling, I use dynaMACS’ Sales IQ daily to look up customer sales, territory sales and more,” says Kitchin. “It is extremely convenient and keeps me in touch with what’s going on.”

Back at the office, the staff is equally thrilled with dynaMACS. Administrator Joyce Drumm says, “dynaMACS saves time in so many ways. With the SmartView feature, I type in a few letters of a customer name and instantly see all customers who buy from a manufacturer.” Her favorite upgrade: Faster commission reconciliation reports. “It used to take 3 ½ hours to calculate before the report printed. Now, within a minute of hitting print, I have a report – a tremendous time-saver.” From a data entry perspective, Drumm says, “The entry screens are simple, well laid-out, and in a logical sequence.”

As for technical support, Drumm says dynaMACS is helpful, knowledgeable and timely: “It’s nice dealing with a company where you talk to people instead of recordings and touch-tone response systems.”

Tip #1606 – How to automatically give a sales rep, that is not currently assigned to a particular customer, credit for a sales based upon the manufacturer

dynaMACS makes it easy to automatically assign a sales rep to each entry. By default, this assignment is based on the sales rep associated with the customer.  During entry, the operator can override this sales rep, if desired.  However, there may be situations where a different sales rep always gets credit for a particular manufacturer.  This tip will show how to set-up dynaMACS to accomplish such an override.

  1.  From the main dynaMACS screen select the Viewer icon and then the Customer icon to get to the Customer Maintenance screen.
  2. From the Customer Viewer screen highlight the customer.  In this example we are selecting Adel’sDist/Cinci.
  3. Notice that the Sales Rep for this customer is JB Jim Black. Customer Viewer
  4. Select the X-Reference tab.
  5. Select the Add button.
    Customer Viewer 2
  6. Enter or search for the Mfg Code.  In this example we will select “LJM” Lee Jacob Mfg.
  7. Enter or search for the Sales Rep (1) code.  We will use the Sales Rep code of “RW” for Rick White in this example.
  8. Select the Save button.
    Mfg-Cust Cross Ref screen
  9. As you can see below in the Sales Entry screen the Sales Rep field now reflects the change to the new sales rep for this manufacturer/customer.
    Sales Entry

Tip #1605 – Analyze Sales & Commission data for Multiple Customers in a specific Buying Group

By relating customers to a “buying group” customer, you can analyze the combined sales and commission totals for all the related customers. In addition, you can summarize the buying group into one total while looking at all your customers by selecting the summarize box next to the customer Related field for the filter.

Relating Customers

  1.  From the Customer Viewer screen highlight the customer to be related and select the Edit button.Customer Viewer
  2. In the Related-To field enter the Customer Code to relate this customer to or search for the customer code by using the Binoculars button.
  3. Select the Save/Exit button.

Customer Maint Screen

Filter Sales IQ to See Related Customer Activity

  1.  From the Sales IQ screen select the Filter button.Sales IQ Home Screen
  2. In the Filters screen enter the Related customer code in the Starts With and Ends With fields. In this example we are using ABC Buying Co (customer code BUYGRPAB).  You can search for the customer code by using the Binoculars button.
  3. Select the Apply button.Filters Screen
  4. The Sales IQ Home screen will appear.  Select the Customer tab.  The detailed activity for those customers related to ABC Buying Group will be displayed.Sales IQ Home Screen 2
  5. If you would prefer to see summarized information, go back to the Filters and select the Clear button and then the Summarize button to the far right of the Customer Related field.
  6. Select the Apply button.Filters Screen 2
  7. The Sales IQ Home screen will appear with the summarized activity for all customers.  You will notice the ABC Buying Group summarized on the first line highlighted below.Sales IQ Home Screen 3