The Company Module contains information about all the individual companies the agency has dealings with. Whether they company is a customer, supplier, vendor, or a miscellaneous type, they should all be entered into the Company Module so information can be quickly and efficiently found, updated, shared, and tracked.

Each company entered should be labeled by type of business to allow for filtering and sorting for report generation, as well as to signify proper pricing levels for automated quotation generation at the desired level.

The individual tabs within the Company Module are as follows:

1. Main

   1. Contains the basic information relating to the company including; company name, type, address, and phone numbers.

   2. Allows the agency to assign the company a specific salesman, territory, buying group.

   3. Allows the agency to enter general email and internet address information to the company.

   4. Allows the agency to assign a customer account number to each individual company entered.

   5. Allows the agency to assign Product Lines to the individual companies.

   6. Allows the agency to track relationships between companies.

2. People

   1. Contains a list of all people who work for the selected company entered into the system.

   2. Contains the same information as the People Module, but allows viewing a list of all people instead of individual persons.

   3. Allows the agency to enter names, job descriptions, birthdays, and email addresses for all individuals.

   4. Allows the agency to specify whether an individual is allowed to receive pricing, promotional offers, and quotations, and if so, on which designated product lines.

   5. Allows the agency to specify how quotations are delivered to each individual.

3. Address / Telephone

   1. Allows the agency to enter a list of Alternate Addresses and phone numbers for the specified company.

   2. A list of Address types and phone types can be predefined in the Setup Reference Files Module.

4. Quotes

   1. Displays a list of quotes sent to individuals who work for the selected company.

   2. Entries are added automatically based upon the “Send To” list of all active quotations contained within the Quotes module.

   3. Clicking on the “View” link for any quote in the list will open the selected quote within the Quote Module.

5. Sales Calls

   1. Allows the Agency to enter notes from individual sales calls with an employee of the selected company.

   2. Each entry is linked to a specific person, and will also appear in the People Module record for that person.

   3. All entries can be filtered and sorted as desired to allow for specific report generation.

6. Call Organizer

   1. Allows the Agency to enter a list of objectives for upcoming sales calls with an employee of the selected company.

   2. Each entry is linked to a specific person, and will also appear in the People Module record for that person.

   3. All entries can be filtered and sorted as desired to allow for specific report generation.

7. Offsheet

   1. Contains a list of Offsheet pricing documents for the selected company.

   2. All files are stored as PDF files within the program data file.

   3. Offsheet pricing is entered via the Paperless Office entry screen.

   4. Pricing documents can be attached to multiple companies or individual companies at the time of entry, or edited at a later date.

8. Invoices

   1. Contains a list of invoices from all product lines for the selected company.

   2. This tab is protected from viewing by the Commission password.

9. Sales

   1. Contains the sales data information entered in the Invoices Module for the selected company, and displays it in a simple and easy to read table format.

   2. Both sales and commission data are available for viewing within this tab, yet separately password protected.

   3. This tab is protected from viewing by the Sales password.

10. Prior Approval

    1. Contains a list of all quotes which have been sent to an employee of the selected company, for which a Prior Approval Letter has been generated.

    2. Allows the agency to track those Prior Approval letters which have been either Approved or Denied.

    3. Approval or Denial can only be marked within the record of the Architect or Engineer to which the prior approval letter was sent.

11. Custom Text

    1. Allows the Agency to create a Global label for a text entry field.

    2. The Label is global to all companies within the Company Module.

    3. The data within the text field is specific to the selected company.

12. Custom Dates

    1. Allows the Agency to create a Global label for a date entry field.

    2. The Label is global to all companies within the Company Module.

    3. The data within the date field is specific to the selected company.

13. Custom Number

    1. Allows the Agency to create a Global label for a number entry field.

    2. The Label is global to all companies within the Company Module.

    3. The data within the number field is specific to the selected company.

14. Custom Percentage

    1. Allows the Agency to create a Global label for a percentage entry field.

    2. The Label is global to all companies within the Company Module.

    3. The data within the percentage field is specific to the selected company.

15. Custom Check Boxes

    1. Allows the Agency to create a Global label for a check box entry field.

    2. The Label is global to all companies within the Company Module.

    3. The data within the check box field is specific to the selected company.

16. Paperless Office

    1. Allows the Agency to upload PDF files for storage and retrieval for the selected company.

    2. Documents can be organized by Product Line, Type, Number, Description, and Date.

    3. Documents can have notes added to them to track communication and/or track actions taken.

    4. Documents can be related to other documents with a “virtual staple” to allow viewing of all related documents easily and quickly.

    5. Searching for a specific document can be easily accomplished using built in filters and sorting buttons.

17. Account Info

    1. Allows the agency to enter in the manufacturers specific account numbers for the selected company, for each individual Product Line.

    2. Only those product lines designated on the Main tab will be available for selection in the drop down menu.

People Module

The People Module contains information about all the individual people the agency has dealings with. Whether the person is a customer, supplier, vendor, or a miscellaneous type, they should all be entered into the People Module so information can be quickly and efficiently found, updated, shared, and tracked.

Each person entered can be labeled by Job Description to allow for filtering and sorting for report generation, as well as to signify whether an individual is allowed to receive pricing, promotional or quotation information.

All information entered within the People Module is also viewable within the Company Module and using the people tab.

The individual tabs within the People Module are as follows:

1. Main

   1. Contains the basic information concerning the selected person including; first name, last name, and job title.

   2. All persons entered should have a last name entered, as this is the default search parameter.

   3. Shows information (entered in the Company Module) about the company the person is designated to work for.

   4. Allows the agency to enter additional information about each entered person including; Prefix (Mr., Mrs., etc), middle initial, phone extensions, birthdates, email addresses, and miscellaneous notes.

   5. Allows the agency to specify whether an individual is allowed to receive pricing, promotional offers, and quotations, and if so, on which designated product lines.

   6. Allows the agency to specify how quotations are delivered to selected person.

2. Company

   1. Displays the information about the company the selected person is designated to work for, and allows quick editing of the Company information without the need to open the Company Module.

   2. Changes made to the information displayed on this screen are automatically made on the Company Module as well.

   3. Contains all of the information found on the Main tab of the Company Module.

3. Address / Telephone

   1. Allows the agency to enter a list of alternate addresses and telephone numbers for the selected person.

   2. A list of address types and telephone types can be predefined in the Setup Reference Files Module.

4. Quotes

   1. Displays a list of quotes sent to the selected individual.

   2. Entries are added automatically based upon the “Send To” list of all active quotations contained within the Quotes module.

   3. Clicking on the “View” link for any quote in the list will open the selected quote within the Quote Module.

5. Sales Calls

   1. Allows the Agency to enter notes from individual sales calls with the selected person.

   2. Each entry is linked to this selected person only, and will also appear in the Company Module record for that person’s designated company.

   3. All entries can be filtered and sorted as desired to allow for specific report generation.

6. Call Organizer

   1. Allows the Agency to enter a list of objectives for upcoming sales calls with the selected person.

   2. Each entry is linked to the selected person, and will also appear in the Company Module record for that person’s designated company.

   3. All entries can be filtered and sorted as desired to allow for specific report generation.

7. Paperless Office

   1. Allows the Agency to upload PDF files for storage and retrieval for the selected person.

   2. Documents can be organized by Product Line, Type, Number, Description, and Date.

   3. Documents can have notes added to them to track communication and/or track actions taken.

   4. Documents can be related to other documents with a “virtual staple” to allow viewing of all related documents easily and quickly.

   5. Searching for a specific document can be easily accomplished using built in filters and sorting buttons.

People Groups Module

The People Groups Module contains lists of designated quote recipients. This is to allow the agency to speed up the quotation process for quotes which are routinely sent to a select group of recipients.

All People Groups must first be setup in the Setup Reference Files before being populated.

Only those people contained within the People Module are able to be added to People Groups list.

Agencies may create as many groups as desired and individual people may be added to multiple groups as necessary.

Price List Module

The Price List Module contains all of the individual items from a Product Line. These items are used both for pricing purposes within the Price List Module, and also within the Quotes Module to add the individual items to the generated quotation.

All items should, ideally, be entered permanently into the Price List module if they are to be used more than a single instance in the quotation generation process.

The Price List form itself is always displayed and contains the following information:

1. Model number, secondary model number, and UPC number information

2. Manufacturer Product Line

3. Description of the item.

4. Dimensional, shipping, and pricing information.

5. Web links to product specification and service / installation information.

The individual tabs within the Price List Module are displayed below the Price List form and are as follows:

1. Cross Reference

   1. Contains information pertaining to possible competitors items.

   2. Allows the agency to enter the competing Manufacturer, Model number, notes, and pricing as desired.

   3. Once information is entered here, the user can then look up the competitor’s model number within the Cross Reference module, and see all possible crosses for the selected competitor’s model number.

2. Groups

   1. Shows the user a list of all Price List Groups the item is a member of.

   2. Allows the user to easily identify Price List Groups for updating and replacement purposes.

3. Series

   1. Shows the user a list of all Price List Series the item is a member of.

   2. Allows users to easily identify Price List Series for updating and replacement purposes.

4. Quotes

   1. Shows the user a list of all active quotes which the selected price list item appears on.

   2. Allows the user to quickly open any quote using the “View” link.

   3. Shows the user the basic quote information including; Job Name, Job location, Bid date, entry date, who quoted the job, territory, and salesman.

   4. Gives specific information about the selected item on the individual quotation including; quantity quoted for the selected item, cost on the quote, and total dollars for the selected item on the quote.

5. Price List Series Options

   1. Allows the user to specify a group of options for the selected price list item.

   2. Once a group of options are entered and designated by the Series Number field, the can be easily imported into another price list item simply by selecting them from the drop down list.

   3. Options can be setup to appear in designated spots within the model number (prefix, suffix, or midfix) and also can be setup with net and / or list pricing and designated discountable or not.

Price List Groups Module

Allows the user to create groups of items (assemblies), which contain dissimilar items and/or items from various manufacturers. Price List Groups are used to speed the quotation process for items that are routinely quoted in conjunction with other items.

Items can be quickly added to the open quote using the “Add to Quote” button.

Price List Series Module

Allows the user to create a list of similar items for display in a shortened manner on the generated Quotation. Each item can be added to the series and then ordered as desired.

When displayed on the quote, a Price List Series will display the description one time and then slightly indented display each individual model number and price in a list format versus displaying the description for each individual item.

Items can be quickly added to the open quote using the “Add to Quote” button.

Cross Reference Module

Allows the user to look up competitors model numbers (once they are entered within the Price List Module under the Cross Reference Tab), and view a list of all possible crosses for the selected item.

Once selected, and item can then be added to the open quotations, and automatically marked as having been crossed for automatic Prior Approval Letter generation.

Quotes Module

Allows the user to enter information to generate quotations to be sent to a desired list of recipients, and using information entered in the other modules of the program, to quickly add items, and designate recipients who will receive formatted quotations which contain only those items which the agency desires to send to them.

Each quotation entered, can then be used to track job status, generate prior approval letters, and allow for long term follow up on an individual job, product line, or item basis.

Invoices Module

Allows the user to enter individual invoices from represented manufacturers’, for desired companies to track sales and commission dollars and percentages.

Only companies which have been entered into the Company Module can have data entered for them.

Entry into the Invoices Module is password protected by the Commission password.