Summary

This article explains how to make changes to the software defaults.


More Information

Application Settings are the default values affecting all aspects of SalesPRO.  


In most cases, they will be set once, and rarely adjusted.


They are company-specific, with the exception of Common>>Order Entry, which is user-specific.  If you have more than one company, the defaults may be different for each.


For users of release 4.2, Application Settings is the equivalent of Preferences, found under File on the toolbar.  In some instances, the window will be nearly identical, with enhancements found in release 5.0.

 

Navigation

Application Settings is found by clicking on the Solatech logo in the upper left corner.

  • Note:  Single-click only.  Double-click on the icon and SalesPRO will close.



Sections

Application Settings is divided into 3 sections:

  1. Configuration:  Defaults associated with general features of SalesPRO.  These affect functions performed before any customers, quotes, sales or orders are addressed.
  2. Common:  Defaults associated with customers and generating quotes, sales, and orders.
  3. Features and Tasks:  These defaults include defining e-mail templates, to support the various stages of the sales cycle, as well as integration with accounting software.



Functions that are typically customized by users are reviewed below.


Configuration

Startup/Shutdown

  • Automatic login is normally used when only one user will access the software on this station.  For workstations shared by multiple users, it is recommended that automatic login not be enabled.
    • If automatic login is enabled, it is not recommended to leave the user id as "Administrator".   A unique user id should be established on an Employee Record.


  • The check for product updates will generate a notice based on the frequency set here.  It does not require that updates be performed.
    • This is not a check for software updates.  That is found under


  • Checking the Workflow screen will cause the Quote/Sale/Order (Q/S/O) Workflow to open whenever the software starts up.
    • The Q/S/O Workflow may also be opened manually from the Home tab.



Common

Quotes and Orders

  • There is a choice of numbering sequences:  a single number kept from quote, through sale to order, or a number assigned to the quote, then a separate number assigned to the sale and kept for the order.
    • If it is selected to have different numbers assigned, the numbers may be started as the same, or a unique starting point may be selected.
    • It is not recommended that the selection of single versus separate be switched back and forth, as that increases the possibility of "collisions" when numbers are assigned.
  • It is recommended to always allow the system to assign numbers.
    • This is critical for the desktop (main) software, when using roaming workstations.
    • Roaming workstations always have numbers generated automatically.



  • Required Fields allows the selection of items that must be completed before a quote can be saved.
    • Some of these fields are taken directly from the customer record, and may be changed;  marking them as required will prevent the user from erasing all values.
    • Other fields that do not come directly from the customer record, may have defaults set in Order Entry, described below.


Order Entry


Whether starting a new quote or editing an existing quote, the values in this section control the flow and defaults for entry.  If these defaults/rules are changed, they will not reflect in an existing quote/sale/order, unless it is opened to edit, a value changed and the quote/sale/order saved. 


Important:  These are the only values that are user-specific;  caution should be exercised if these values are varied from user to user.


  • If "Use the last product and style" is checked, whatever product was last used (added or modified), will be loaded when Add Product  is selected in Order Entry;  this will select the product even if it comes from a prior quote/sale.  If it is not checked, there is an option to select a default product/style.
    • These default rules are ignored if "Add and Continue" is selected when completing a line item;  the last product used will be kept.  Likewise, if "as a Copy" is selected from the drop-down menu under Add Product, the product in the line item highlighted will be loaded.
  • The Deposit Percent has a list of available values.  If none of these match your desired figure, just type over the value, and be sure to include the "%" symbol.
  • Checking "Drop ship purchase orders" allows the selection of an alternate delivery address for the product.  If permitted, the option may be selected on the Delivery tab in Order Entry;  the address may be selected from the customer record, or from any employee attached to the quote/sale/order (e.g. sales rep, installer).



  • The "keyboard" default will set the Edit Product window to respond to <Enter>, <Tab>, and directional arrows for navigation and value entry.          
    • The selection may be made as a one-time election by clicking the keyboard icon at the bottom left of theEdit Product window.
  • There are two selections for reviewing product items after saving.  One for Errors, and one for Notices.  Errors are conditions that are outside of the product specifications (e.g. minimum/maximum width/height, missing selections).  Notices are warnings or supplemental information (e.g. split even is selected but the widths are not equal).
    • If checked, an error will trigger a message prompt to review the item(s) until it is resolved.  A notice will trigger the prompt only once.
    • It is recommended that you UNcheck the box for "After saving review product items with notices".
  • The last entry on this screen, Building the sidemark, creates a default value entered when the quote is created.  The value may be overridden;  it may only be erased if it has not been flagged as a required field (see above).  
    • The list of formats is only partial.  For a complete explanation of the automated options, click on How can I use this? found below the list box.


Customers and Vendors

These defaults help to fill in a new customer record, and identify the payment terms for vendor purchase orders not processed through Online Order Processing (OOP).


With the exceptions of the Sales Rep, Installer and Designer, the remaining defaults are defined in lists, which may be customized.  These lists are found in Maintenance>>Manage Lists.  

  • Note:  For new software installations, there are initial packages of values that can be loaded and customized.  When a list category is opened, there will be a prompt to ask if the initial values should be loaded.


The Sales Rep, Installer and Designer values are taken from the employee records.  They are determined from the roles assigned.


At the bottom of this screen you may assign the default phone and email labels that appear when entering a new customer.  If you know that most of your customers use a Mobile as their main contact, you may change that to be the first choice.



Features and Tasks

With the exception of those sections detailed below, this part of Application Settings refers to email templates used at various points in the sales process.  The templates are available if the company (within Company Setup)  has been set up to use either a company-level email account (GMail or AOL, for example), or if the individual employee is set up with a (local) MS Outlook account.  


Selecting a default for each type of email will automatically select that template instead of asking you to choose one each time.  


For example:  If, under Quotes, you choose the "Emailing Quote" template under "When emailing quotes", every time you email a quote it will automatically choose that template.


QuickBooks Desktop

This section defines the file names and criteria for the maintenance of the extracts for QuickBooks.


Before this section can be updated, the Accounting Export in Company Setup must first be enabled.





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APPLIES TO

  • SalesPRO Software