Sales and Quoting

Quoting

Each task undertaken in the Quoting process can be handled within the Quote form. The information recorded on the Quote form is used to monitor quote progress, to create a formal document for the customer to review and approve, to create reports & statistics for your own company use on probability for sales and to analyse quote reject rates, and typically to produce an ‘accepted’ quote on stock and pricing that can be turned into a Job and Invoiced.

• The Quote Form itself is divided into 3 areas:
  The Quote Header is used to record Customer details, ‘required date’ and ‘valid until’ date, the name of the staff member adding the Quote, the customer’s Account Manager, a percentage indicator for the probability of acceptance on that quote, STATUS of the Quote overall.
• The Comment Grid is for the use of your staff to record text commentary needed to convey (internal use) messages on any aspect of the Quote. Note: These individual comments can be emailed about the work group or reproduced in full for accurate Quality records.
• The Stock Grid is for the allocation of Stock including Inventory, labour charges, tests & checks.

A Cost Tab is available for your staff to nominate negotiated vendor rates and preferred vendor for the product being quoted. This information will transpose directly to the Job created (on Quote acceptance) and consequent Auto-Create Purchase Order.
A Text Tab is available for your staff to add personalised text to the Quote. Default text (such as your company Trading Terms & Conditions) can be preset to insert automatically into every Quote.

The Quote form itself contains specific fields where information can be defaulted (using pre-set options & setups) or specifically entered by users. As any Quote is entered onto the system, it is tracked in real time. Each ‘edit’ is tracked with an automatic time/date/initial stamp.

Quote Management

• Jim2 is supplied with an assortment of Quote (report) layouts, suited to standard A4 paper. Using Report Designer, you can create your own layout if preferred.
• Quotes can be printed/faxed/ emailed directly from your desktop. Emailed documents are automatically converted to a PDF attachment on a standard email, where you have the choice to add a general email body text.
• Lists of Quotes ‘in progress’ (not yet accepted or rejected) can be monitored and followed up by Sales staff using Status change/ Status Due sorting.
• Quote Lists sorted by Probability% and using ‘show total’ will produce an excellent Sales team meeting report, indicating up-coming Sales in a realistic way.
• Rejected Quotes add to overall performance statistics – how or why Quotes are rejected provides valuable information to Management and Sales teams.

Point-of-Sale

• No need for a separate POS program or daily ‘upload’ to your GL – just Identify which workstation(s) are to be used in your retail area to Jim2.
• You can "link" specific workstations to your Cash Drawer/ Till(s).
• The Point-of-Sale docket report can activate the cash drawer once the Payment has been entered for each Invoice. This feature can be restricted with security.
• Scan products and take payment. The "fast invoice" function and keyboard shortcut (F6) to FINISH and INVOICE in one move.
• A Docket printer can be setup as an "Extra Printer" linked to POS workstation(s). The Point-of-Sale docket report is designed to suit 76mm impact or 80mm thermal printers. You can of course choose to print/reprint to any of your other network printers using the standard A4 format Invoice reports.
• You can reconcile the amounts from each Till as part of your end-of-day routine and make minor adjustments to cater for unders/overs prior to doing a normal Banking Session.

Other Sales

• Convert accepted Quotes into a Job with the click of a button
• Use ‘real time’ measurements to monitor the entire Sales process
• Sales jobs can have their own status table to suit your selling cycle
• Sales staff can see the status of linked purchases within the Job form
• Use ‘actual labour’ records on Sales to help measure your true profitability

Customer Detail Management

• Jim2 lets you apply multiple identities to each CardFile – only one file is needed to identify an entity as a Customer and/or Vendor and/or User etc.
• When selected to be a Customer and Vendor, separate trading terms for selling and purchasing can be selected
• Each CardFile can contain multiple Contacts (eg: specific people within one organisation), each with their own multiple contact types (eg: phone, fax, email)
• Jim2 can automate Contact Types recorded within a CardFile to direct specific documents to specific people. Example: Email Accounts = mary@vlc.com.au ensures Invoices and Debtor Statements automatically get addressed to Mary.
• Use CardFile Lists to filter and sort CardFiles into meaningful lists that can be used to produce reports such as mailing labels, or exported for use in emails.
• Customers are separated into broad “selling price” demographics
• CardFiles can also be assigned (definable) Groups to sort, search and report logically. There are 2 different types of groups you can add to CardFiles – Report Level Groups and Non Level Groups.
• Report Level Groups have a distinct relationship to each other, and are structured to form "ascending" levels (1 down to 5 levels) that can be used to create reports to "analyse" Customer and Vendor trends.
• Non Level Groups are very general and very useful for gathering slightly more "fluid" information from your CardFiles. Non Level groups can include useful generalisations (level 0). Example: Customers can be flagged as enthusiasts, big spenders, belonging to social groups or organisations.
• Customers can be assigned an ‘Account Manager’ from your team. Jim2 can use this to filter Lists and Reports.
• Series of CardFiles can be setup for Billing always/shipping only address relationships. This caters for centrally billed customers (always the Debtor) who have multiple sites or stores.

Sales Performance Reporting

• Live Stock Profit reporting by Stock, Account Manager or Sales person, Customer, GL group - filtered by any combination of product & customer grouping, sales & servicing, stock location, supplier, kitted product by ‘kit’ or ‘content’, filtering by date range – even filtering by margin!
• Individual Job Profit reporting summarises all inputs and reports Job Detail, Stock Profit and Time Analysis by Status.
• Total Sales for any given period can be shown in summary via the Sales Register.
• Live Profit & Loss can be analysed by Branch, Sub-Branch and/or GL Department
• Quote Lists sorted by Probability% and using ‘show total’ will produce an excellent Sales team meeting report, indicating up-coming Sales in a realistic way.

Top “X” by Stock or Customer

‘At a Glance’ analysis of your Top X (any number) Stocks or Customers. The Top X Reports can be generated using any combination of:

• Period
• Ordered by Sold Value or Profit (or Quantity with Top X Stock)
• Including all Stock, specific Stock, specified Stock Group/s
• By Location
• By Stock Type (labour, depleting, non-depleting, special, applies, kitting)