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Tip #1703 – Transferring a Portion of One Sales Rep Territory to Another Sales Rep

dynaMACS makes it easy when you are changing your agency territories.  Instead of moving one customer at a time, dynaMACS can move multiple customers at one time.

In the following example we will transfer all of sales rep Jim Black’s accounts in the state of Kentucky to the new sales rep Rick White.

Customer Global Update

First you must run the Customer Global Update.

  1.  From the main dynaMACS screen select Edit>File Transfer/Combine>Customer Global Update.
  2. Select the Yes button from the Restore Point? dialog box to create a restore point.
  3. In the Customer Global Change screen enter the state code “KY” in the State field.
  4. Enter the “from” sales rep code “JB in the Sales Rep field (old rep).
  5. Enter the “to” sales rep code “RW” in the next Sales Rep field to the right (new rep).
  6. Select the Update button.
  7. Select the Print button from the Printing Options dialog box to print the Audit Trail report.
  8. This report shows a list of the customers that will be transferred from sales rep “JB” (Jim Black) to sales rep “RW” (Rick White).
  9. After reviewing the Audit Report select the Yes button to continue.

    Transfer Sales and Commission History to New Rep

    1.  From the main dynaMACS screen select Edit>File Transfer/Combine>Mfg/Cst/Rep Transfer (1).

    2.  From the Manufacturer/Customer/Sales Rep Transfer/Combine (1) screen select the Wizard button at the bottom right hand corner which will redirect you to the Wizard screen.  You will be prompted to create another Restore Point.

    3.  Select Sales Rep from the drop down list for the field: I want to transfer or combine all data for a:.  Select Sales Rep and for the field: To a different.  Then select the Proceed to Selection button.
    4.  Enter the Sales Rep code that you are transferring from under Transfer Data From i.e. “JB”.
    5.  If you wish to transfer the sales rep splits, check the box Transfer Commission Splits to this Sales Rep?
    6.  Select the Proceed button.
    7.  Select the Yes button on the Please Confirm dialog box.

    8.  From the Printing Options screen select your printer and then select the Print button.

    9.  Review the report and then select the Yes button to complete the transfer.

    10.  Select the OK button after all records have been transferred.

    11.  From the main dynaMACS screen select Edit>File Transfer/Combine>Mfg/Cst/Rep Transfer (2).

    12.  Print the report when prompted by selecting the Print button.
    13.  Select the OK button on the Please Confirm dialog box to complete the transfer.

Tip #1702 – Organizing Your Agency Workflow to Accommodate all the Various Manufacturers

One of the many challenges sales agencies face is dealing with the many forms and documents received from each of the manufacturers that the agency represents. Whether a document gets entered into dynaMACS, QuickBooks or just filed, it is helpful to document the process for each unique manufacturer document received.  We suggest that you create a binder with a tab for each manufacturer and use the form below (or something similar) for each document.

Create a Binder

  1. Set up a binder with a tab for each manufacturer.
  2. Behind each tab you should have the dynaMACS Manufacturer Document Workflow Worksheet (example below) and examples of all other documents you receive from the manufacturer.
    Example:
    To obtain copies of this worksheet and all other dynaMACS worksheets go to Help>Learning Center from the dynaMACS Main Screen.  You will also find them in the dynaMACS Implementation Kit that you receive upon purchasing your software.

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.

Tip #1611 – Using Sales IQ and Google Maps to Help Plan for a Sales Manager Visit

dynaMACS Sales IQ has a unique feature that can map the customers you want to visit with Google Maps.  The example below will show you how to filter the criteria and customize which customers you visit.

Example

First we will focus on the geographic area in the state of Illinois where the sales manager from Lee Jacob wants to visit.

  1.  From the Sales IQ screen, select the Filter button.sales-iq-screen-filter
  2. In the Customer State/Region field enter “IL” and “IL” (from and through) and select “Include This Range”.
  3. Select the Apply button to create a filtered database.filter-screen
  4. You will be back at the Sales IQ screen.  Select the Manufacturers tab.
  5. Highlight and right click on the manufacturer. In this example it is Lee Jacob Mfg.
  6. Select Show Customers from the drop down menu.sales-iq-screen-show-customers
  7. A new Sales IQ Drill Down window will open displaying all of the customers that buy from this manufacturer Lee Jacob in Illinois in descending sequence of year to date sales.
  8. Highlight the customers that you wish to map.
  9. Right click and select Launch Maps from the drop down menu.sales-iq-screen-launch-maps
  10. The selected customer locations will now appear in Google Maps.  Within Google Maps you are able to select which locations to visit and you can also re-sequence the route if desire.google-maps-screen

Tip #1610 – Understanding the Symbols and Codes on a dynaMACS Sales Analysis Report

When reviewing your dynaMACS Sales Analysis reports there are two symbols to look for that will easily identify customers with first time sales as well as customers with no sales in 3+ months.  There are also codes that are displayed to help you identify Column Settings and Sub Totals that where selected for this report as well as filters that may have been used.

  1.  The Column Set displays the Column Set that was chosen when creating the report.  In the following example G1 was selected.
  2.  The Subtotals displays the Subtotals Code that was selected when creating this reportIn the following example S1 was selected.
  3. Customers that have a Less-Than (<) sign to the right of the Last Activity date are those that have no sales in 3 months or longer.
  4. Customers that have an Asterisk (*) to the right of the Last Activity date are first time buyers.report-screen-1
  5. The Filter field at the bottom left hand corner of the report will display all of the filter    selections chosen when creating this report.  In this example we have selected Mfg Code IRC thru MNC, Rep Code is JB and Cust Type A thru Z.report-screen-2