You must also set up manufacturing companies in this module before creating Product Lines from the Switchboard, and therefore before adding items to the Price List Module.

You should also set up companies in this module before entering the People Module.

*** NOTE ***
All information entered here should be done in proper case. This is because all correspondence and labels generated will be exactly as typed in.

We recommend that all cities follow the format of City Name, comma, space, State Abbreviation in capital, as in Ames, IA. This prevents possible confusion.

1. Click “ADD RECORD”

   1. Enter in Company name, select company type from the drop down list, enter phone number, fax number, and toll free number,

      1. If the company’s fax number is a local call from where the faxed quotes will be sent, check the “Fax Local Phone” box. This will ensure proper dialing rules are used by the computer system.

   2. Enter company address (2nd line typically for PO Box or Suite number).

   3. Select company City and State from the type searchable list. ****NOTE**** If the city and state are new to the database, it will prompt you to accept them for addition. If you select yes, the City / State will be automatically added to the database.

   4. Enter in the Zip Code in either the 5 number or full 9 number format, if provided.

   5. Select Salesperson from drop down box if they were previously set up.

   6. Select Territory from drop down box if they were previously set up.

   7. Select Buying Group from drop down box if they were previously set up.

   8. If desired, enter the Account Number for the customer for the Rep Agency.

   1. This is NOT an account number from a mannufacturer, but rather an internal account number the Representative Agency has assigned to this account, possibly to synchronize with accounting software.

   9. Click on Product Lines Window and press any key to access list of available product lines.

      1. Product Lines are entered based on abbreviation chosen during creation under Product Lines from the Switchboard.

      2. Double-Click on any one line to add/remove it to the companies Product Lines list, or click on the double arrows to add/remove them all at once.

      3. Only those lines you wish to authorize pricing and/or quotes for this company to receive should be selected.

   10. Enter any miscellaneous information desired in the Misc. window.

   11. Enter a general email address for this customer if one is provided.

   12. Enter in the URL for this company’s internet home page if provided.

   13. Select from type searchable list any company that works closely with this company. Example a contractor that works closely with a builder.

2. Click on People tab. People information can be entered here, or from the People Module. Generally it is easier to enter lists of people here.

   1. Enter People information in proper case.

      1. Enter First name, Last name.

      2. Select Job Title from type searchable list. Or use the drop down arrow.

      3. Enter the person phone extension or direct dial number in the Extension field.

      4. Check Price box for any person authorized to receive pricing in this company. (ex: some companies want pricing given only to selected people) This is an informational only box.

      5. Check box for those persons who are the contact for promotional mailings. This is an informational only box.

      6. Check box for those persons who are authorized to receive quotations from the Quotes Module. ****NOTE**** If this box is not checked, the person will not be able to receive a quote regardless of any other criteria. (see article “vii” for further information)

      7. Select from list of companies Product Lines, any product lines this person deals with.****NOTE**** If you wish to send a quote for an item to a person, they MUST have both the quotes box checked, AND the product line listed in their personal “Product Lines” field.

         1. Only those product lines that have been added to the company Product Lines field will be displayed as possible choices.

      8. Enter any miscellaneous information if desired.

      9. Enter birth date if provided and desired.

      10. Enter any comments if desired.

      11. Enter the persons e-mail address for all program generated e-mail correspondence.

      12. Check box for those persons who you wish to send all quotes to by e-mail ONLY. ****NOTE**** Any person with this box checked will receive all quotations by e-mail ONLY. They will NOT receive quotes via fax. There is no provision to send both e-mail and fax quotes to the same person.

          1. You must enter a valid email address for the person before checking this box.

      13. Company Window: This type searchable field is provided to allow moving a person from one company to another easily. If a person has moved companies, simply select the new company from this type searchable field and press enter. Their information will be moved from the current company to the new one, and erased from the current company. ****NOTE**** Once a person has been moved, the record should be inspected for proper job description, pricing, promotional, quote checkbox information, proper product lines, and proper email address.

3. Click on Add/Tel Tab

   1. Enter any additional Company phone numbers in the Company Phone Numbers Table. (Shortcut: Alt +)

      1. Select the type of Phone Number from the type searchable dropdown list.

      2. Enter the full phone number with area code.

      3. Check box for any number that is a local call.

   2. Enter any additional Company addresses in the Company Address Table. (Shortcut: Alt @)

      1. Select Address type from type searchable dropdown list.

      2. Enter address in line1, line2 and line3 fields.

      3. Select City and State from type searchable list.

      4. Enter Zip Code in 5 digit or full 9 digit format.

4. Quotes Tab

   1. Displays Active Quotes sent to employees of this company

5. Click on Sales Calls Tab

   1. Select person called on from type searchable dropdown list of company personnel.

   2. Enter Sales call notes as desired.

6. Click on Call Organizer Tab

   1. Select person called on from type searchable dropdown list of company personnel.

   2. Enter Sales call objectives as desired.

7. Offsheet Tab

   1. Part of the Paperless Office portion of the program. Covered under Section 8

8. Invoices Tab

   1. Part of the Invoice entry portion of the program. Covered under section 5.

9. Sales Tab

   1. Part of the Sales Analysis portion of the program. Covered under Section 7.

10. Prior Approval Tab

    1. Only updateable under the individual Architect or Engineer company for which the Prior Approval letter was generated.

    2. Covered under Section 4, Quotations Entry.

11. Custom Text, Dates, Numbers, Percentages, Check Boxes Tabs

    1. Covered under Advanced Options in Section 1.

12. Paperless Office Tab

    1. Part of the Paperless Office portion of the program. Covered under Section 8.

13. Account Info Tab

    1. Select the desired Manufacturer product line from the dropdown type searchable list.

    2. Enter the manufacturer account number in the Account Number box.