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Case Study: Gulf Atlantic Marketing, Inc.

dynaMACS has made a world of difference in how efficiently our agency operates.

Jim Warner, Sales Manager
Gulf Atlantic Marketing, Inc.

Gulf_Atlantic_LogoClient Challenge

Gulf Atlantic Marketing battled with a custom software program for years. “Getting information was always a chore; the reports were clumsy and hard to format. Every week, we ran into things the system couldn’t do,” says Sales Manager Jim Warner. Another big frustration: the many hours spent manually keying in thousands of sales invoices from factories. “With paper invoices, we always had a stack that was a foot high waiting to be entered.”








Gulf_Atlantic_StatisticsdynaMACS Solution

dynaMACS changed all that. “When it comes to getting factories’ sales information into the computer with no manual keying, nothing beats eSi,” Warner says. “It’s quick and easy and there are no errors.” The agency receives the information electronically on the same day that the manufacturer sends it and can process the information immediately – taking just minutes and requiring no manual entry.

Warner says the transition to dynaMACS couldn’t have been easier. “dynaMACS moved five years worth of data with no errors and no problems. We had a very useable tool instantly.” The agency has comprehensive sales and commission data at their fingertips – no more struggling with formatting reports. “Everything we need is right there on the screen. We can instantly find the answers we need.” Warner says he is quickly able to answer day-to-day questions and is that come up, such as “where can a prospect buy in Tennessee; did a customer purchase from a certain factory last year; or what invoices haven’t been paid and how old are they?”

Warner goes on to say, “Today, we operate in a proactive mode, whereas before, everything was reactive. dynaMACS has made a world of difference in how efficiently our sales agency operates.”

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

Case Study: Industrial Component Sales, Inc.

“dynaMACS is a big time-saver. To process manufacturer files electronically, all I do is press a button. dynaMACS eSi does the work for me.”

Chris Mattis, Operator
Industrial Component Sales, Inc.

Industrial_Components_LogoClient Challenge

When Industrial Component Sales, Inc. was founded, the agency did not use sales and commission software. As the agency grew, they needed a way to track commissions and easily view information on manufacturers, customers and reps.




Industrial_Components_StatisticsdynaMACS Solution

The agency chose dynaMACS, and was blown away by how much sales and commission data was available at their fingertips. Industrial Components can calculate commissions, choose how they want to view information, analyze sales trends, view sales histories and much more.

Industrial Components found that the longer they have dynaMACS, the better it gets. dynaMACS constantly improves the software to enhance automation and efficiency.

For example, Industrial Components Operator Chris Mattis uses dynaMACS eSi to process files from manufacturers electronically (like Excel spreadsheets). The newest release of dynaMACS includes an enhancement that saves Mattis hours of time each month because she is able to process manufacturer files even if they have missing information. The “auto dupe” feature automatically populates data that is missing from spreadsheets. “I’m amazed at how quickly I can process files. All I do is press a button and eSi does the work for me.”

Another enhanced feature is “sales rep zip code range,” which speeds up the process of entering new customers. Sometimes, when adding new customers, operators spend too much time figuring out who the sales rep is for that customer’s territory. Now the operator simply defines the sales rep’s territories by zip code ranges just one time. After that, dynaMACS automatically fills in the sales rep, city and state for every new customer.

These are just a few examples of how dynaMACS constantly improves, to save agencies time and money, letting them work more efficiently and focus on their core business of selling.

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

Tip #1304 – Have you ever gotten stuck during sales entry not knowing where a sales rep override is coming from?

Overrides button during sales entry to view the hierarchy of sales rep overrides for the selected customer and then continue with your sales entry.  Sales rep overrides are generated from the X-Reference records.  An established “hierarchy” is used to determine which X-Reference record overrides another. The sales rep override screen shows all the X-Reference records used to determine the final override results.

To View Overrides During Sales Entry:

  1. During the sales entry process you can view the source of a sales rep override if present. To do so, simply select the Overrides look up button in the Sales Entry screen.

    NoteSales Entry Screen

  2. When this button is selected, the Sales Rep Hierarchy (or Overrides) screen is shown. This screen will display the order in which the existing overrides are processed from top to bottom.
  3. The bottom value in each column (being the final override results) is summarized in the Results row in this screen.
  4. Select the Exit  button to return to the Sales Entry screen where you left off and so you can continue with your sales entry.Sales Rep Overrides Screen 1

To View Overrides From the Main dynaMACS Screen:

  1. To view the Sales Rep Overrides, from the dynaMACS main screen select Edit>Mfg>Cust X-Reference>Display OverridesdynaMACS Main Screen
  2. The Sales Rep Hierarchy (or Overrides) screen is shown. This screen will display the order in which the existing overrides are processed from top to bottom.
  3. The bottom value in each column (being the final override results) is summarized in the Results row in this screen.
  4. Select the Exit button to close the Sales Rep Overrides screen.Sales Rep Overrides Screen 2