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Case Study: Industrial Component Sales, Inc.

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“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?

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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?

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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

Case Study: Texas Reps

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“I can’t explain how different life is with dynaMACS eSi. Data entry time went from countless hours a month to just a few minutes. It’s like night and day.”

Ava Sewell, Office Manager/Operator
Texas Reps

Texas_Reps_LogoClient Challenge

Texas Reps sales agency implemented dynaMACS software over a decade ago and has been a loyal customer ever since, touting the benefits of the easy-to-use software that quickly provides sales and commission data with the ability to perform in-depth analysis.
When Ava Sewell, office manager and operator, joined Texas Reps a year ago, she too began using the software. But she was spending several hours every month manually entering sales and commission information from manufacturer reports. However, while exploring dynaMACS, she came upon a module that her predessor in the office did not utilize: eSi (electronic sales information).

Texas_Reps_StatisticsdynaMACS Solution

eSi electronically and automatically processes files (like excel spreadsheets) provided by manufacturers. Manual data entry from paper or emailed reports is virtually eliminated. Sewell quickly realized the possibilities and benefits of using eSi.

As with any new software feature, Sewell was at first a bit intimidated by eSi’s powerful capabilities. She called dynaMACS support, who she says “walked me through using eSi and helped me every step of the way.”

Once she began using eSi, her job changed forever – for the better. Now that she is up and running, Sewell reports, “I can’t explain how different life is with dynaMACS’ eSi. Importing data into our system is so easy now. I used to spend countless hours a month on data entry. With eSi, it literally takes just a few minutes. All I do is click a few buttons, and eSi takes over. It does what it needs to do automatically. It’s a night and day difference.”

Once she imports the data and updates dynaMACS, she emails the information to sales managers. They have current sales and commission data in minutes and with a few mouse clicks, can perform in-depth sales analysis.

Even now, when Sewell has a question, the dynaMACS support team is there to help. In fact, she says, “agencies who don’t utilize dynaCARE support might not use the software to its full potential.”

Case Study: Wes Coast Marketing

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“Access to sales & commission data is instant. No waiting. dynaMACS eliminates the time lapse.”

Chris Mitchell
Operations Manager, Wes-Coast Marketing

Wes_Coast_Marketing_LogoClient Challenge

Like most agencies back in 1998, Wes-Coast Marketing was using Excel spreadsheets for sales and commission data. The agency “got by” with it, but reporting and analysis capabilities were bare-bones. A few years after launching, Wes-Coast experienced exponential growth in a relatively short period of time. Spreadsheets no longer filled the bill. The agency needed a powerful, technologically sophisticated software solution to manage and track sales and commission data, Operations Manager Chris Mitchell explains.

Wes_Coast_Marketing_StatisticsdynaMACS Solution

Wes-Coast chose dynaMACS software and was immediately impressed with the instant on-screen access to all sales information. For the first time, the agency was able to combine and analyze sales for all manufacturers in one database and provide sales reps with up-to-date sales reports. Principal Jim Marino remembers the pre-dynaMACS days. “It was an antiquated, paper-driven process that resulted in lengthy delays in getting information.”

Since switching to dynaMACS, Wes-Coast realizes the value of powerful agency software and takes advantage of the newest features as they are released.

First, the agency’s field salespeople and principal were equipped with dynaMACS Mobile on their laptops, so they had access to sales and commission information from anywhere as soon as the agency distributed it electronically. “Before dynaMACS Mobile, once a month we would mail out reports. By the time the reps saw the data, it was a month-and-a-half to 2-months old,” says Marino.

Next, the agency became an early adopter of the latest dynaMACS advancement: cloud processing. The team sees real-time data. They have the most recent figures, can get high-level sales information, drill down to detailed information, and send reports to reps – even email up-to-date reports to customers.

“Everything is instant. No printing stacks of paper. No waiting. The time lapse is eliminated,” says Mitchell.

Tip #1302 – Using SalesRep/ZipCode Maintenance to make adding customers even quicker and easier!

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A new feature has been added which allows you to assign sales reps by zip code ranges. This feature will automatically assign the sales rep when adding a customer if the zip code has been assigned to a sales rep in the Sales Rep/Zip Code Maintenance screen.

Example

Jim Black is responsible for all customers in Kentucky (zip codes 40000-42999).  Let’s look at how simple it is to set up this zip code territory for him.

  1. Select Edit and Sales Rep Zip Codes from the dynaMACS main screen menu options to get to the SalesRep/ZipCode Maintenance screen.dynaMACS Main Screen
  2. Enter the Zipcode Start i.e. 40000 and select the <tab> key
  3. Enter the Zipcode End i.e. 42999 and select the <tab> key
  4. Enter the Description i.e. Kentucky and select the <tab> key
  5. Enter the Sales Rep code OR search for it by selecting the Binoculars button then enter the <tab> key
  6. Select the Save button.Zip Code Maint Screen  Note
  7. To review the records set up in SalesRep/ZipCode Maintenance you can select the arrow buttons in the lower left hand corner of the screen.
    • First_Record_dynaMACS    = Brings you to the first SalesRep/ZipCode record.
    • Last_Record_dynaMACS   = Brings you to the last SalesRep/ZipCode record.
    • Previous_Record_dynaMACS   = Brings you to the previous SalesRep/ZipCode record.
    • Next_Record_dynaMACS   = Brings you to the next SalesRep/ZipCode record

Auto Sales Rep assignment in Customer Maintenance

Once the zip codes and sales rep assignments have been entered into SalesRep/Zipcode Maintenance the sales rep will be automatically assigned when entering new customers in Customer Maintenance.

Example

  1. In the following example a new customer is being added in Customer Maintenance using the zip code 45222.Cust Main Screen 1
  2. After entering the zip code and selecting the <Tab> key or the <Enter> key, you will see that the Sales Rep field is automatically populated with Jim Black (JB) because he is assigned in the SalesRep/Zipcode Maintenance table. Cust Main Screen 2