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After Call Work - Onboarding Call 4 Sales, Payments, and Commissions

Ally
  • Updated

Articles/Resources:

 

Click on the Resource link at the bottom of each section to open up a separate help article with a guided video walkthrough and text walkthrough with screenshots, or refer to above list.

If you are having a Data Conversion, please DO NOT deactivate any picklist values or add new picklist values (aside from test values ex. ‘Test Doors,’ ‘Test Territory’) during Phase 1.

 

1. Understanding the Sale

The Sale record represents the contractual agreement between your company and the Account. The Sale record stores important information about the Sale including what was sold, sale price, payments, status information, and commissions. Project records are also created off of the Sale record.

The Sale record is automatically created when the Sales Opportunities are resulted as Sold. Sales can also be manually created through the Quick Lead Tool

 

2. Canceling the Sale

The Sale object has two different record types; one is used for storing information on canceled Sales and the other is for the standard Sale.

Use Case: having a separate record type for cancelled Sales allows you to store different fields and information that may be needed when a Sale is canceled.

  • Follow Along:
    • Create a test Sale record > in the upper right-hand corner of the record select Cancel Sale button > fill in the information specified below then click Next:
      • Cancel Reason: select the appropriate reason
        • Note: additional values can be added to this picklist
      • Cancel Date: select the day the Sale was canceled on
      • Note: this will automatically populate with today’s date, you will want to adjust this date to the appropriate cancellation date. Make sure to use an accurate date for reporting.

Resource: Cancel a Sale

 

3. Understanding Sale Status

One of the most important things to understand when working the Sale are the Status and Status Detail fields. These fields represent where the Sale is within its lifecycle. If these fields are appropriately updated, it will help your team navigate and filter though Sales during their lifecycle with list views and reports. The Status field represents the overall Status of the Sale at a higher level than the Status Detail.

Note: It is not recommended that you modify Sale Statuses as it will result in inefficient list views. If you are having a Data Conversion, DO NOT modify the Sale Status picklist.

These fields will help your team stay on track and easily navigate through your Sales

  • Follow Along 1:
    • Select the Navigation Items dropdown > select Sale > select the list view dropdown next to All > review existing list view options based on Sale Status, see examples below:
      • Canceled: displays all Sales with the Status of “Canceled"
      • Net: displays all Sales with the Status of “Net"
      • Completed: displays all Sales with the Status of “Completed"
        • Note: for list views and reports to accurately display the records you expect, your team needs to be updating the Sale Statuses
    • Each Sale Status has an intended purpose in improveit360, see each Sale Status’ definition below:
      • In Review: a new Sale that has not yet been approved
      • Approved: a Sale that has been approved, the contract has been accepted and there is agreement to move forward with the proposed work
        • Note: this may mean something different for your organization
      • Not Approved: a Sale that was rejected or considered invalid
      • Net: a Sale is ready for production to begin, has been approved by your company, and the contract is past any legal right of recission
        • Note: Check your State/Province laws to make sure you are operating in compliance with right-of-recission laws
      • Complete: the Sale has been completely worked, production has been completed, and your company’s contractual agreement has been fulfilled
  • Follow Along 2:
    • Navigate to a test Sale record or create a new one > select Edit button on the right-hand side of the screen > scroll down to the Sale Status section > select the Status picklist and choose Net > click Save > scroll down on Sale record to the Sale Status section and notice that the Net On date has been automatically populated with today’s date
      • Note: When Sale Statuses are updated, it will automatically populate the Status’ corresponding date field with today’s date. If you need to change the date, adjust the Sale Status, edit the Sale record then manually edit the date.

Resource: Sale Status and Status Detail

 

4. Updating Sale Status Details

Sale Status Details are a dependent picklist based on the Sale Status. The Sale Status Details are intended to provide your team with more information about the Sale and the Status it is in. When Sale Statuses and Status Details are updated correctly, they are a valuable way to filter list views and reports.

  • Follow Along 1:
    • Navigate to Setup > Select Object Manager > search for Sale > select the Sale object > on the left-hand side of the screen select Fields & Relationships > select the field Status Detail
    • Review existing options in the Values section.
      • If you are doing a Data Conversion, DO NOT Deactivate any picklist values.
      • If you are NOT having a Data Conversion, deactivate any values that do not apply to your business.
        • Note: Deleting picklist values may result in a loss of data. Always remember to deactivate rather than delete picklist values.
    • To add new Values, click New in the values section. Separate each new Value by an enter line.
      • If you will be doing a Data Conversion, please follow the format below to create ONLY Test Status Details:
        • Test + Status Detail (ex: Test Pending Management, Test Loan Declined)
    • Reorder picklist values by selecting Reorder in the values section.
      • Values can be reordered by moving them up and down in the list using the options or display them alphabetically.
    • Adjust your Field Dependencies by navigating to Setup > Object Manager > Select Sale object > In the Fields & Relationships select Status field > Select edit in the Field Dependencies section. 
      • Setting the Field Dependencies will allow you to select which Status Details are available under each Status.

Resource: Editing Picklist Values and Working with Dependent Picklists

  • Follow Along 2:
    • Navigate to a test Sale record > select Edit on the right-hand side of the screen > select a Sale Status and Status Detail

Resource: Sale Status and Status Detail

 

5. Creating Loans on the Sale

Adding Loans to the Quote record was discussed in our last assignment, loans can also be created directly from the Sale record to store Loan information.

  • Follow Along Step 1:
    • Navigate to a test Sale record you have created > on the right-hand side of the screen scroll down to the Loans section > select the drop-down arrow and select New > fill in the information specified below and click Save:
      • Borrower: select the Account that is related to the Sale
      • Lender: make the appropriate selection
      • Loan Option: make the appropriate selection
      • Fill in other information as needed
  • Follow Along Step 2:
    • Navigate back to the Sale record > identify the Loan record you created in the related records section on the right-hand side of the screen

Resource: Adding Loan records to Quotes and Sales

 

6. Collecting Payments

The Collect Payment button located on the right-hand side of your Sale record page is part of our integration with PaySimple that allows you to seamlessly collect credit card payments from your customers directly from your improveit360 instance.

If you are interested in adding the PaySimple integration, please reach out to your Project Manager or Solutions Consultant.

Resource: Apply Payments to Sales and Projects

PaySimple Sign-up Link

 

7. Logging Payments

Payments represent the transactions associated with a Sale and/or Project. The Payment record can also be used to store transactions like discounts, credits, and refunds so your business is able to report on any transactions recorded in your org.

  • Follow Along Step 1:
    • Navigate to a test Sale record > on the right-hand side of the screen select the down arrow next to Payments > click New > enter the information specified below:
      • Amount: enter an amount
      • Type: make the appropriate selection
      • Type Detail: make the appropriate selection
      • Fill in any other information
  • Follow Along Step 2:
    • select Save > navigate back to the related Sale record > at the top of the record notice the updated Balance Due field

Resource: Apply Payments to Sales and Projects

 

 8. Tracking Change Orders

Tracking Change Orders is an important part of your business to ensure that any upsells or Change Orders are easily identifiable and can be reported on.

In most cases, a new Sale Item should be added to the existing Sale record.

  • Follow Along:
    • Navigate to a test Sale record > click the Create Sale Item button in the upper right part of the screen > fill in the information specified below and click Save:
      • Product: make the appropriate selection
      • Type: Change Order
      • Fill in any other information needed
        • Note: Adding a new Sale Item will also update the Total and Balance Due fields on the Sale.

If your business needs to track this as a separate Sale, for example in the case that a new contractual agreement is required, a new Sale should be created.

  • Follow Along:
    • Navigate to a test Customer Account > select Create Sale button > create a new Sales Opportunity and select the Address > click Next > fill in any information needed on the Sale > click Save > on the right-hand side of the screen click Create Sale Item > fill in the information specified below and click Save:
      • Product: make the appropriate selection
      • Type: Change Order
      • Fill in any other information needed

Resource: Change Orders

 

 9. Creating Commissions

The Commission record stores commission information related to a staff record, typically in the case of a Sales Rep or Foreman. Commission records can be related to a Sale and/or Project.

Note: There are no out-of-the-box automations to create Commission records. Custom Commission automations can be added on as a Phase 2 item.

  • Follow Along:
    • Navigate to the Sale you used for the previous exercise > scroll down to Commissions in the related record section on the right-hand side of the screen > Select the dropdown icon in the Commissions section > click New > fill in the specified information and click Save:
      • Staff: select a test Staff you have created
        • Note: this will typically be Sales Rep 1 from the Sale record
      • Amount: 500
        • Note: this will typically be the total amount of commission they earned
      • Ready to Pay: 250
        • Note: this is how much that is currently available to be paid out
      • Estimated Remaining Amount: 250
        • Note: this is how much of the total amount that is not yet been paid or ready to pay.

Resource: Using Commissions and Commission Adjustments

 

  10. Commission Adjustments

Commission Adjustments are used to store any credits or adjustments made to Staff in relation to a specific commission. Commission adjustments are most often used to represent Payments to Staff, but they can also be used adjust the Commission. For example, an increase due to a bonus, a decrease due to an audit, or a claw-back.

Note: There are no out-of-the-box automations related to Commission Adjustments or when Commissions are paid to a rep. Custom Commission Adjustment Automations can be added on as a Phase 2 item.

  • Follow Along:
    • Navigate to the Commission record you created in the previous exercise > in the Commission Adjustments section on the right-hand side of the screen select the drop down arrow > click New > enter the information specified below:
      • Paid Date: select today’s date
      • Adjustment Memo: enter any notes about the adjustment
      • Amount: 250
        • This should be the Ready to Pay amount from the Commission
      • Adjustment Type:
        • Credit: paying additional money to the rep’s commission amount like a bonus
        • Payment: payment to the rep or adjusting for a canceled sale
      • Type Detail: make the appropriate selection

Resource: Using Commissions and Commission Adjustments

 

11. PDF Generator

Your org comes with a built in PDF Generator to help your team quickly generate documents. The PDF Helper will allow your System Administrator to query field API names in order to create HTML documents. The PDF Generator tool can be added to the page to allow end users to generate documents from an HTML template. This feature is automatically added to the Quote, Sales Appointment and Sale pages, but can be added to others as needed.

The goal of the exercises below is to update each out-of-the-box document with your company logo so you can start generating documents.

If you haven’t done so already, you’ll need to upload your company logo:

  • Follow Along:
    • Using the Navigation Items dropdown, select Files > find the File titled company_logo > on the right hand side of the page, select the dropdown arrow for the company_logo line item > select Upload New Version > find your logo on your computer and click Open > check to make sure your logo is uploaded correctly by clicking the name company_logo

Adding your logo into the HTML template:

  • Follow Along Step 1:
    • Using the Navigation Items dropdown, select Files > on the left-hand side of the screen select Libraries > select the Library for Quotes > select the dropdown arrow next to the Quote file and select download > open the file from your downloads > in chrome, right-click and select view page source > copy the contents of the document > paste the contents of the document on liveweave.com in the upper left hand box for HTML
      • Note: be sure to remove any existing code from liveweave.com before pasting
  • Follow Along Step 2:
    • Navigate to a Quote record > select the PDF Helper related list > select the Images section > locate your company logo you uploaded > click on your logo to automatically copy its code
  • Follow Along Step 3:
    • Navigate back to liveweave.com > use Ctrl F to search for Company Logo in the document

  • Follow Along Step 4:
    • Paste the image code you copied in the previous step between the src=”paste here“ alt  (see screenshot below), replace the highlighted section with the image code you copied in the previous step

  • Follow Along Step 5:
    • From liveweave.com download your HTML edits using the download button at the top of the screen > select download as HTML
  • Follow Along Step 6:
    • Navigate back to i360 > using the Navigation Items dropdown, select Files > on the left-hand side of the screen select Libraries > select the library for Quotes > select the dropdown arrow next to the Quote file and select Upload New Version > locate the HTML file you downloaded in step 4 and select Open
  • Follow Along Step 7:
    • Navigate to a Quote record in your system > select the related list item for PDF Generator > select the dropdown next to the “Quote” document under Generate PDFs > select Download and confirm your company logo is appearing correctly
  • Follow Along Step 8:
    • Repeat steps 1-7 to update the logo for your Sales Appointment and Sale HTML templates

Resource: Modifying HTML Document Templates

 

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