While logged in as an Administrator, navigate to Administration > Control Panel > Order Processing tab.
If your Company has purchased the Order Processing module, this tab will allow you to set the requirements, stages, documents and reps that will be used in Order Processing. Note: The Order Processing Module is an add-on module.
Edit Lists: Edit Lists allows the Administrator to set the drop down lists available to the user in the Order Processing module when they are ready to submit the order. In any of the lists, to add an item type in the Add New field and click the Add button. To edit an item, highlight it in the list, edit it in the Edit Item field and click on the Edit button, or to remove an item, highlight it in the list and click the Delete button.
Delivery: Add each of the types of Delivery that your reps might need.
Invoice: This is for the type of invoices that your company offers so the rep can choose the customer's requested invoice delivery option.
Lease: This is where you can set up the Lease information for each of the Vendors that you work with. This will allow the rep to just select the proper vendor and have the information pre-fill for them. You can add new Vendors on the left side or select one from the Edit Lease list above and edit the information on the right.
Maintenance: This is a list of the types of Maintenance contracts
that your company offers. This allows the reps to select the type of maintenance plan that the customer has purchased.
Meter: This is the method on how your company will gather the meter reading from the customer for billing purposes. Common examples include via fax, phone call, meter collection tool, etc. The rep can select the one the customer has chosen.
Pickup: This is a list of the different types of pickups available.
Sale: This is a list of the different sale types. (This list or “Pickup” can be used for “Demo” to show when demo models are going out the door if desired.)
Transaction: This field lists the type of transactions available, so the rep can select how the customer is paying for the deal.
Set Required: Set Required allows the Administrator to checkmark any fields that are required to submit a deal. This will turn the field red for the Sales Rep to see and will require that they can’t submit any paperwork until the field has data in it.
Stages: This area allows the Administrator to set each of the Stages used for the after sales process. You can have up to 20 stages and the order can be moved from stage to stage as it completes each part of the process. Orders Queue is where the order is sent by Sherpa when it is first submitted by the Sales Rep and Forecast stage will show anything that is forecasted. You can also add an email address to the right of each stage under Stage Alert Emails if you would like someone to be alerted
by email when an order comes to a specific stage. The Rep and Manager will automatically be alerted when the "Include User and Manager" check box is checked next to each stage. *NOTE THAT THE ALERTS DO NOT WORK IF YOU ARE USING THE SHERPA GMAIL MODULE
Submit Reps: This area allows Administrators to add any reps that will be allowed to submit orders into the Order Processing module. They can also add who will receive an email when the order has been submitted and where the populated files will be saved.
Add: Click this button to add a new Rep or Manager to the Submit Reps area. Once the Rep’s information has been added, select the Submit button to Save.
User Information: Select the user from the drop down. That
will populate their username, email and manager’s email address.
Auto Send E-Mail: If you would like an email to go to other people in your organization at the same time you may list their email address in the Auto Send E-Mail fields. You may enter more than 3 by separating multiple emails with a “;”.
Save File Paths: Selecting the small button to the right of the paths allows you to browse to the desired save location for individual documents that are going to be populated through the OP module. If all the documents for a rep are going to be saved to the same location, then a rep would only need 1 save file path filled out.
Edit: Highlight the Rep whose information you wish to Edit, then edit the desired information and hit Submit to Save.
Delete: To delete a Rep from this area, highlight the Rep and select the Delete button. A message will pop up asking if you are sure you want to delete them. Select Yes to Delete and No to cancel.
Bulk File Path Change: This allows you to change multiple users file save paths. Choose the users you want to change the path for by using the check boxes next to their name or use the Check All button to select all users. Choose the path number from the dropdown that you want to set and browse to the path using the square browse button on the right. Browse to the folder location you want the files to save to and click the Change button.
Submit Docs: This is where you can add any templates that you want your Reps to be able to auto-populate through the OP module. Once the document has been added, you can select it from the Select Doc drop down to change its Save Path or default open location (where the original template is stored).
Save: Save allows you to save any changes you make to Current Docs when a template is showing in the Select Doc field.
Delete: A template can be selected in the Select Doc drop down and then Deleted if it is no longer valid. This area will NOT verify that you want to delete prior to deleting it.
Add New: When you click the Add New button this allows you to add a new template into the list that a Sales Rep can select to auto-populate. First type in the name of the template. Then you can click the small button next to Doc Location and browse to where that template is stored. Then select the Save Path that this auto-populated template will be saved to.
Note: the save location itself can be different for every rep (set up in the Submit Reps area), but the path # must be the same.
Example: Suzy will save this document on her network drive folder and Mark will save it to his. Both of their individual folders’ paths were set up in Submit Reps under Path #3, so this new document will have Path 3 check marked as the location it will save to for every rep that populates it. Once that is set up, click Save. You can then add another template to the list if you wish. To go back to the list of Current Docs, click the Cancel button.
Movement Forms: Allows you to set the location of where you want theMovement Form to populate from. From the dropdown select if you the Movement Form to populate from Financials or within theOrder Processing module.
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