AppFinity WebSalesForce is a Web-based CRM and ordering system that provides the tools you need to track your leads and opportunities. The software also gives your salespeople the flexibility to place sales orders and quotes for their own customers directly into your Sales Order module over the Internet. With WebSalesForce, your salespeople do not have to be in the office to place orders or access their own customers' information.
Your salesperson can automatically calendar all the tasks that need to be done and place all the correspondences and activities in one central location for easy access. With this, they can closely follow through the stages of each deal and reap all the benefits from every opportunity.
Sales quotations and order transactions placed online are entered into your accounting database as if they were placed through the accounting system. Order status, inventory availability and customer account information are always automatically updated. Data entered over the Internet is read and written to your database online in real time.
If you have multiple sales offices and a centralized accounting department to process your shipments and billing, WebSalesForce is the perfect solution. The system enables your sales professionals throughout your remote office locations to access your central accounting database to quote prices, place orders and check the status of their transactions.
View Salesperson's Customers And Activities
WebSalesForce is designed to display only information that is related to customers of a particular salesperson. A salesperson is assigned to each customer account by entering a value in the "Salesperson" field of the Business Partner (Customer) Master Data record. The system then automatically sets a filter to the databases and the login so that salespeople can only access their own customers' data.
With this enhanced level of data security, your salespeople only have access to view quotes, orders, balances and statements for their own customers. Thus, a salesperson cannot view sales orders or quote transactions for other sales professionals' customers.
Leads And Activities
The "My Leads" function enables your sales team to keep track of their leads. The function lists all the leads assigned to the salesperson currently logged in. A salesperson can create, update or remove a lead. For each lead, Activities can be entered to note all correspondences and transactions that pertain to each lead, from initial meeting to sending a business proposal, from sales delivery to invoicing and payment. In this area, you can update activity data, organize meetings, follow up on action items, record essential information about leads and track the status of each opportunity as it progresses through the sales cycle.
Any marketing document (e.g., sales order, invoice or delivery) created in accounting system is readily available for linking to the activity. Likewise, documents can be uploaded and attached to the activity. Activities can be classified by status (open or closed), nature (phone call, meeting, task, note or other) and type (general, sales or support). When listed in the "Lead" main page, these classifications provide salespeople with a summary view of the activities on which they need to focus.
Without a built-in reminder tool, your salespeople could miss crucial activities that are vital to the success of their sales process. To this end, a "Today's Activities" function acts as an automated reminder program which provides a snapshot of each salesperson's scheduled activities for the day. For each activity, the planned start and end times are listed, including the type of activity, the company name and person currently responsible for the activity. By default, the system displays all the activities for all the customers for the current day. Your salespeople can use the "Company Name" field to select a customer and show only activities that apply to that customer. An option is also provided to include open activities commencing on other dates.
Opportunities (This feature is only available with SAP Business One integration.)
In the "Opportunities" function, the system displays a summary list of all possible deals for each salesperson's customer base and enables the salesperson to create new opportunities on the fly. When integrated with SAP Business One, the information is linked and updated online, in real time. The data appears in SAP Business One's Sales Opportunity function and shows the customer code and name, contact person, the current status of the opportunity (i.e., Won or Open), and a Closing Percentage indicator that displays the chances for turning the opportunity into a sale.
Click on the Opportunity Number link to view vital information about the opportunity or to amend the details when necessary. The window shows the anticipated closing date, potential amount of the opportunity, and the stages/activities completed or in process for the selected opportunity. It also displays the weighted amount which reflects the opportunity's current value after taking into consideration the different stages/activities that have been completed. If related partners and competitors are defined for this opportunity, the information will also be displayed, including the associated documents created in SAP Business One.
Manage Existing Customers (This feature is only available with SAP Business One integration.)
The "Business Partner" function provides information about each salesperson's existing customers. Salespeople can review the Activities created for each customer, set up appointments, create reminders to call again on a certain date, and take note of their preferences and needs, among other options. This tool helps prevent missing any follow-up calls or losing track of valuable correspondence or documents sent to a customer. With all the essential data in one place, your salespeople can easily manage their accounts and optimize their sales performance.
The following sales documents are available for viewing in the WebSalesForce system through the "Reports" menu. These documents are helpful to salespeople in identifying any sales trends of their customer base.
Convenient Order Entry
Salespeople have three (3) ways to enter their customers' orders, depending on how familiar they are with the products.
For a new salesperson who is not familiar with your item codes, the "Shopping" function is a helpful aid. To create the order, the salesperson selects the customer code from the list, which then displays a list of items available for browsing.
An item can be searched by item description or item number. For example, entering "IBM" in the Search field will list all the item #'s and descriptions containing "IBM". The items are sorted in alphabetical order; the salesperson can then select the item # for more information.
To continue with the order entry process, the salesperson can update the "Order Quantity" field or add more items before proceeding to the "Checkout" screen.
The "Place Order" function enables easy input of item codes. This is applicable if the salesperson already knows the item codes.
The "Quick Order" function enables salespeople to copy line items from their previous sales orders and invoices. Products from the copied order or invoice are listed so that they can confirm the items and update their required quantity. An item search feature is also available to browse for more items that need to be added to the new order.
Once salespeople have completed an order, they can click the "Checkout" button to save the order. On the Checkout screen, customer information from the accounting database is automatically loaded as a default. From this screen, a salesperson can update the shipping and payment terms, enter applicable discounts, change the shipping address and enter order remarks. Depending on the salesperson's access rights, the option(s) to save the document as a sales quote and/or as a sales order will be available.
The "Item Listing" option from the "Reports" function displays the item codes, descriptions and current sales prices of your items. Salesperson can get additional information about the item by clicking on the Item Description link. The details page shows the item's current price, on-hand and available quantities, and the item's image from the Item Master Data record.
The "Access Setup" function of the Administration program enables you to define the access rights of each salesperson to the client program, the item records that will be available for display and the payment terms that will be used in the system.
The function provides summary and detailed order reports, plus item and salesperson access setups, including their access logs.
SAP Business One
AppFinity WebSalesForce system enables a company's outside sales reps to access SAP Business One's Sales Order and CRM features online from their laptops or PDAs. Sales reps can use the system to place orders, check any item's on-hand quantity, price or order status, plus any outstanding invoices.