Sales Representative Maintenance

Menu Path: Customer Service $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Sales and Marketing $Images\bluerarw.gif$ Sales Representative Maintenance

Alternate Menu Path: Accounts Receivable $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Sales Representative Maintenance

Purpose

Add, update, or delete sales representatives.

Overview

Use Sales Representative Maintenance to define sales representatives that are ultimately associated with orders and invoices for commission determination and sales analysis.

For database information for this window, see Sales Representative Maintenance Database Information.

You can also import sales representatives in Sales Representative Import.

Creating Sales Representatives

To create a sales representative:

Click the New button in the ribbon.
Enter an ID for the sales representative in the Sales Representative ID field.
If the sales representative is part of a commission group, enter the group in the Commission Group field.
If the sales representative is part of a sales team, enter the sales team in the Sales Team ID field.
If the sales representative is not yet going to be associated with orders, clear the Active check box.
Enter the first and last name of the sales representative in the First Name and Last Name fields.
Select whether the sales representative is a primary, secondary, or both primary and secondary sales representative.
Enter other information for the sales representative, such as their address.
Click the OK button in the ribbon. The sales representative is created.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Sales Representative Maintenance window.
New	Click this button to create a new sales representative. This button is only available if the Main or Additional Information tab is displayed.
Update	Click this button to update the selected sales representative. This button is only available if the Main or Additional Information tab is displayed.
Delete	Click this button to delete the selected sales representative. You cannot delete a sales representative that is assigned to a customer or that has any history. You cannot delete a sales representative that is used for an incentive goal.
Show Data	Click this button to display sales representative information. This button is only available if you click the Inquiry tab.
OK	Click this button to accept an action. This button is only available if you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available if you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first sales representative. This button is only available if the Main or Additional Information tab is displayed.
Prev	Click this button to display the previous sales representative. This button is only available if the Main or Additional Information tab is displayed.
Next	Click this button to display the next sales representative. This button is only available if the Main or Additional Information tab is displayed.
Last	Click this button to display the last sales representative. This button is only available if the Main or Additional Information tab is displayed.
Commission Rate Inquiry	Click this button to display Commission Rate Inquiry, which allows you to view commission rate and sales representative selection data for the selected sales representative. This button is only available if the Main or Additional Information tab is displayed, and is only enabled if you are not creating a new sales representative.

Fields and Buttons

Field or Button	Description
Sales Representative ID	Enter a sales representative ID, or click the Lookup button to select a sales representative ID.

Main Tab Fields and Buttons

Field or Button	Description
Commission Group Name	Enter a commission group if the sales representative is a member of one, or click the Lookup button to select a commission group.
Sales Team ID	Enter a sales team if the sales representative is a member of one, or click the Lookup button to select a sales team. Note The Lookup window that appears when you click the Lookup button only displays sales teams marked as active in Sales Team Maintenance.
Active	Select this check box if the sales representative is active. This check box is selected by default. Note If this check box is cleared, the sales representative cannot be entered on new orders.
First Name	Enter the sales representative's first name.
Last Name	Enter the sales representative's last name.
SS #	Enter the sales representative's social security number.
Other ID	Enter an additional identification number for the sales representative.
Rep Type	Select whether the sales representative is the First Representative (primary), Second Representative (secondary) or Both (can act in either capacity). Note The type determines if this sales representative can be designated as first and/or second in Customer Maintenance and Order Entry. If you update the sales representative type for a previously created sales representative, the Question dialog box appears, and asks you if you want to update the type for all customers. Click the Yes button if you want to proceed to update, or the No button if you do not.
Manager	Click the Lookup button to select a sales representative ID for the manager.
Address 1	Enter the first line of the sales representative's address.
Address 2	Enter the second line of the sales representative's address.
City	Enter the city of the sales representative's address, or click the Lookup button to select a city.
State/Province	Enter the state or province of the sales representative's address, or click the Lookup button to select a state or province.
Postal Code	Enter the postal code of the sales representative's address, or click the Lookup button to select a postal code.
Country	Enter the country of the sales representative's address, or click the Lookup button to select a country.
County	Enter the county of the sales representative's address.
Email	Enter the sales representative's email address.
Phone #	Enter the sales representative's phone number.
Fax #	Enter the sales representative's fax number.
Cell Phone #	Enter the sales representative's cell phone number.
Remarks	Enter any information about the sales representative.

Additional Information Tab Fields and Buttons

Field or Button	Description
Extract Agent Number	Enter a sales representative number to use for data extracts output in Generate Data Extract. Note The data extracts are only used by beverage distributors who need to send data to the following companies: Beverage Data Network (BDN), Vermont Information Processing (VIP), and/or TradePulse.
Extract Agent Name	Enter a sales representative name to use for data extracts output in Generate Data Extract. Note The data extracts are only used by beverage distributors who need to send data to the following companies: Beverage Data Network (BDN), Vermont Information Processing (VIP), and/or TradePulse.
QlikView User	Enter the Windows domain and user name of the sales representative, so they can view their data in QlikView documents. EXAMPLE ABC\john.doe NOTE If this field is blank, the sales representative will see data for all sales representatives.
User Defined 1-10	Enter information about the sales representative in these user-defined fields. For information on setting up these fields, see User Defined Fields Maintenance.

Inquiry Tab Fields and Buttons

Note This tab is disabled if you are editing a sales representative.

Field or Button	Description
Sales Representatives	This grid displays sales representatives after you click the Show Data button in the ribbon. Double-click a sales representative to select it and display information for it on the Main tab.

Print Options Tab Fields and Buttons

This tab is used to set up output options for the report that is output if there are any errors for incentives that require attention.

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.