This Tech Note cover the "Reps" record, definitions and uses for the fields.
Rep Company is the company name of the "Rep" organization.
Account is the "Code" given to the Rep. It is limited to 3 alpha-numeric characters.
Commission Rate is the default amount of Commissions earned on each paid Invoice. This can be modified for each Sale.
Commission Account is the Commission payable "Account Number" from your accounting system. It is used in creating Sales Journals.
Phone is the Rep organization's telephone number.
Division is used, if needed, for further defining the address.
Address is the Rep organization's address.
City is the Rep organization's city.
State is the Rep organization's state.
Zip is the Rep organization's zip code. (A 10 digit code can be entered)
Country is the Rep organization's country.
Ship Via is the "Carrier" used for shipping to the Rep.
Zone is automatically calculated using the zip code and Carrier information.
Contacts is an included layout. To view an existing Contact in more detail, double-click on the Contact name. To add a new Contact, double-click on the word "First Name" in the title area.
Company, Phone and Account are non-enterable. This information comes from the "General" page.
First/Last is the Contact's first and last name.
Nick Name is the Contact's nick name.
Title is the Contact's title.
Salutation is aPopup menu to select the appropriate salutation for this Contact.
Address, City, State, Zip and Country all pertain to the Contact.
Letter List box if activated, can be used to locate those Contacts that you wish to send letters.
Phone Number contains one or multiple phone numbers for this Contact, including phone location, the number, a note and best time to call. The "Add" and "Delete" buttons are used to add or delete a phone number.
Dial Selected button allows a selected phone number to be automatically dialed. Click on the desired phone number and then click the "Dial Selected" button. Hold the phone to the computer speaker and the number is dialed.
Comment is an area to enter in any notes about this Rep organization.
Scripts is aPopup menu containing all active scripts in the database.
Quota is an included layout. To view or modify an established record, double-click on the record. To open a new record, double-click in the first available blank area. The following are explanations for the fields in the included layout.
Sales Plan is the dollar amount of Orders expected from this Rep for the month.
Commission Plan is a calculation of the Sales Plan value multiplied by the commission rate on the "General" page. This only calculates if the amount in the commission plan is currently 0. This can be overridden.
Sales Actual is a database calculation that occurs as the "Calc Quotas" function is run for the period of time of this record. It is the actual total of the dollar value of Orders for the month.
Gross Costs is a system calculation that occurs as the "Calc Quotas" function is run for the period of time of this record. It is the actual total of the cost of sales for Orders for the month.
Commissions Orders is a database calculation that occurs as the "Calc Quotas" function is run for the period of time of this record. It is the actual total of the commissions to be paid on Orders for the month.
Service Record area contains any "Service" record that is related to that Rep.
Letters can be sent directly from this record. Clicking on the "letter" button brings up a choice of letters set up in the database. A letter can be created or edited from this area.
The "Orders/Invoice" page contains history on Proposals, Orders and Invoices related to this Rep. To display the Orders and Invoices: Actions menu > Relate Files.
The Proposals, Orders and Invoices list on the screen. To view a record in detail, double-click it.
The "Territories" Page list all Territories assigned to this Rep when: Action menu > Relate Files (C R) is selected. They can be set up using the Territory menu selection but can also be set up within the "Rep" record by double clicking on the word "Begin Zip"