Sales Rep Setup / Budgets
Sales Rep Group
Rep Groups are used in User Security to provide access to certain orders in some reports such as the Orders by Product Report. For example, if I run the Orders by Product report for a certain date range and certain product and I only have access to Rep Group ABC, then only the orders belonging to Rep Group ABC will be returned in that report. It is also used in grouping Reps together in the Sales Manager's performance view on the Rep Activity screen.
Navigate to the advertising module on the system and click on the menu Setup -> Sales Rep Setup/ Budgets -> Sales Rep Setup -> Groups node.
To create a new group, click the New button. Enter a new ID, and description. Then select a sales rep from the drop-down menu if any exist. You can leave this blank until you create a new sales rep. Choose the rep and then click the + sign to add the sales rep to the new group.
Once the new group is saved, the delete option can delete the newly created group.
Repeat the process of adding more sales reps to the group and save.
Sales reps can be removed from the group by mouse clicking the red x button.
Territories
The sales reps’ territories are beneficial in the analysis reports to display the sales by reps’ territories.
Click the node Territories under the setup tree. Type in a new territory id and description then click the + sign to add a new territory to your list. If a territory is already in use and is no longer to be used, the Inactive flag can be set. Territories which have been used already will have. gray X at the end and cannot be deleted.
Remember to click Save before navigating to a different screen.
G/L Overrides by Territory
See System -> Admin -> System Parameters -> Invoice Settings -> G/L Override Settings for more detailed info
If the Sales Territory in G/L Overrides is set to Not use Product Rules and has a segment number in the Segment to Change Column, then the G/L Override Value field will become a dropdown for that G/L Segment. If this is not being used in G/L Override Settings, then this dropdown field will not display at all on this screen.
Territory Import
Navigate to Territory Import node in Sales Rep Setup
Click Download Template to download a blank template to use for importing territories
Available fields on the spreadsheet are as follows:
Territory Code
MW
AlphaNumeric code for the territory
Required
Territory Description
MidWest
Alphanumeric name of the territory
Required
GL Override Value
4567
If swapping a segment of the GL to indicate the territory, enter that G/L segment here. (only relevant if it is set up on System Parameters to be relevant)
Optional, but if used must match a valid G/L Segment
Inactive Flag
Y
Y for Yes. N or blank for no.
Optional
When importing, choose YES if you want to overwrite existing Territories. Choose No if you are adding new codes to the existing list.
Sales Rep Setup
Click the Sales Reps node under the setup tree. You can maintain the rep information from this screen or add a new rep. To create a new one, click the New button.
Enter the sales ID in the New Sales Rep ID field, and sales rep name in the Sales Rep Name field. Important note - If you are connecting this Rep to a user, it is ok for the rep id to match the user id, or it can be different. BUT - please to not make the rep ID the same as a user id that is NOT intended to be linked to this rep. It will confuse some reports to have the rep ID and user id be the same if they are not actually the same person.
Primary Group: Choose the Primary Group from the drop-down menu, which is the group you created in this guide above.
Territory: Choose the territory to assign to the rep from the Territory drop-down menu. Enter the contact information for the rep.
Adjustment Ticket Team: (optional): If reps are not users of the system, they will not be able to be set on a ticket team in Ticket Team Setup. By selecting a team here, Adjustment tickets can still be routed according to the sales rep's team assignment. (Campaign Tickets are user-based and will use the routing setup in Ticket Workfows and Ticket Team Setup). See Adjustment Ticket setup for the hierarchy of how the system selects the team.
Phone / Mobile / Email Address: Enter appropriate contact details for the sales rep.
Reference ID: (Optional) This is an external cross-reference ID for the sales rep.
Comment: (optional) Enter a text comment about the rep here
Outside Sales Rep: Mark the rep as an outside rep and not in your company by clicking on the box for “Outside Sale Rep” to change that value to “Yes”. This is beneficial to users who hire rep firms so that instead of having a salesperson on payroll, user can have a contract with an agency that sells ads for the user. Outside rep firms are much more likely to have a simple commission structure. For every ad the rep sells, the user pays the external rep a percentage of the price of the ad. This makes processing the external rep’s commissions simpler in paperwork and processing.
Inactive: At any time, to mark this rep as inactive and hide the rep from users in the system, click the box for “Inactive” to change that value to “Yes”. Marking a rep as inactive will not nullify their previous orders or their commissions. This action is reversible. The inactive flag prevents selection of the rep in order entry and brand maintenance. The Sales rep’s orders will still be displayed in reporting. If you wish to hide the Sales rep in reporting, first move the Sales rep to a different Sales rep group and limit access to this group in order to filter reporting.
Alerts
In the section “Alert via Email when Campaign Approval is Required” you can select the rep’s manager(s) who must approve orders when the system is setup to allow for manager’s approval. When the sales rep creates an order, the user(s) listed here receives an email which allows him to review the order and approve or reject it. The manager/managers who receive notification could vary by the discount % being offered. In the below example, only Sally will be notified if the discount is up to 50%. If it is over 50%, up to 100% discount, both Kelly and Sam will receive an email. Only one of the notified users will need to approve it - but both will be notified. Important to note: only users with permission to approve campaigns will be listed as a user who can receive the email. Please see User Security -> Advertising -> User Settings for the flag "I can approve campaigns"
Commission Settings
This is tracked in the commission report when the data is exported to Excel. In the export, user can filter on the outside reps separately from the internal reps. This is also mapped in Informer reports.
Enter the default commission percent for this rep with the option to add different commissions for certain products. Note that the Commission % column is the one used by the Naviga Ad system. The Commission % Reference is optional and was needed by one of our customers for an external system. Most users will not need anything in this field.
Click Save to create the new settings.
Sales Rep Setup - My Rep Groups
If the user has access to this screen rather than the full Sales Rep Setup screen, then they will not see any of the items in the left panel described above from Sales Rep Group through Territory Import. Further, they will only be able to see reps who are in rep groups that their User Security has authorized them to manage. (see User Security). If they click "New" then they will only be permitted to create new reps and assign them to the Primary Groups that they have been granted access to manage.
See Sales Rep Setup above for field by field information for setting up new reps.
Sales Rep Import
For your convenience, you can Import a list of sales reps into the system by using the Import function. Click the Import node under the Sales rep setup tree and click Download Template button to use the system template. This will ensure an error free import of your sales rep. Fill out the columns provided with the respective data and save the template to your desktop. These columns are as follows:
Field Name
Example
Source
Mandatory
ID
SHF
Free alphanumeric entry maximum 10 characters. All special characters will be removed and all lower case will be converted to upper case.
Yes
Full Name
David Smith
Free alphanumeric entry
Yes
Primary Group ID
SH Group
Value pre-existing in system
No
Primary Group Name
South Hampshire
Value pre-existing in system. If the value does not match the existing name, the existing name will be updated.
No
Territory ID
NE
Value pre-existing in system
No
Territory Name
North East
Value pre-existing in system
No
Adjustment Ticket Team ID
ACCT
Value pre-existing in system. See Adjustment Ticket Setup for more info. This will typically only be used if the rep is not a system user
No
Adjustment Ticket Team Name
Accounting Dept.
Value pre-existing in system
No
Phone
9145654444
Free entry of valid phone number
No
Mobile
9145654444
Free entry of valid phone number
No
Digital Commission Percent
5
Free entry Numeric value
No
Reference ID
3232
Alphanumeric ID for the rep
No
Outside Rep
Yes
“Yes” for an outside rep and No for an internal rep
No
Discounts Up to Percent
10
Numeric percentage value to indicate how much discount percentage of the order this rep is allowed to give users.
No
Campaign Approval Alert Email Address
KSMITH
This field has been changed in newer versions and must now be the User ID of the approving user and not actually the email address.
No
Inactive
Y
Y for Yes, it is inactive and N for No it’s active.
No
Fill in the template and save to your desktop.
Click the Select button, browse for the template. If you choose to Overwrite Existing Files and set that box to “Yes”, then the existing sales rep names in system will be replaced with the new data in the template. Leave the option as “NO” if you are importing new sales reps. Then click the Import button. The reps will be imported in the system.
You can view and edit the imported sales reps and their data by navigating to the Sales Reps node and viewing them in the drop-down list.
Associate Sales Rep with User ID
You can map a user to one or more sales rep and sales rep groups.
Navigate to the menu Setup -> User Security. (see User Security setup for full details of this page)
Choose the user ID from the drop-down menu which can be the same as the sales rep ID. Click the node “Rep/ User Integration”.
Access to orders
Scroll to the section “Access to Orders”. Click on the sales rep group(s) which you want to associate with this user/sales rep and click on the right >, which will move to the “Assigned Sales Reps Groups”. This allows this user ID to view orders for all sales reps in this group(s).
Under Advertising -> Analysis -> Commissions, there are a number of commission reports, where one rep may have access to these, so the system checks User Security, Rep/User Integration, Assigned Sales Rep Groups and allows this rep to see commission details for ALL reps in the rep group to which he has access. Note that you must ensure to use menu security to restrict access to these reports as the current system setup allows reps access to order information for all co-reps, but not to all these reports.
Ad Rep <--> User ID Associations
In some cases a sales person exists in the system only for recognition as the selling rep for commission purposes and they do not log into the system at all. In other cases, the sales reps are logging in and using the CRM and/or Order Entry portions of the system. The sales reps are set up separately in the system because 1-not all users are a sales person and 2-not all sales people are users of the system.
If the rep is actually logging into the system, the the section “Ad Reps < -- > User ID Association” will link the USER ID with the REP ID, click on the sales rep(s) and click the > to move this to the “Ad Reps Assigned to this User.” If you are a rep, and you are a licensed user of the system, this will link your user ID with your rep ID. In some rare cases there is more than one rep associated with a user ID, but in most scenarios this is a 1:1 relationship. If you are not a rep, this will be blank.
Again and again we have people think "I am a manager, I should have access to all these people, so I will move everyone over to the right column for my user" - THAT IS NOT WHAT THIS IS FOR! PLEASE STOP! This is linking your user to this rep saying we are the same people. Nobody should EVER have every rep linked to their user. Doing this will mess with all sorts of things - you will get random emails you are not expecting, you will have strange things happen to routing of adjustment tickets.
There are VERY RARE occasions where the same user is more than one rep - but both reps are still them.
Under the CRM Rep shortcut menu, reps can access the “My Commissions” menu. The reps available in this dropdown are controlled by User Security, Rep/User Integration, Ad Rep <--> User ID Associations. If user associates his login with another rep or more, he will see these reps’ names and can select one or both. If the rep is set to only see himself, then the information to other reps is hidden from the rep.
Sales Rep Budget
Budget by Product
Navigate to the menu Setup -> Sales Rep Setup/ Budget -> Sales Rep Setup Budgets by Product.
Choose the sales rep from the drop down, the product and the year.
In the respective fields for each month, enter the budget amount, any forecast amounts you expect of this month and rep. You may use the “Auto Fill Numbers” button for a speedier data entry. Click the “Save” button when finished.
Repeat the process if applicable for each rep and product in this screen. (Or see below for procedure to Import)
Budget by Format
Navigate to the menu Setup -> Sales Rep Setup/ Budget -> Sales Rep Setup Budgets by Format.
Choose the sales rep from the drop down, the format and the year.
In the respective fields for each month, enter the budget amount, any forecast amounts you expect of this month and rep. You may use the “Auto Fill Numbers” button for a speedier data entry. Click the “Save” button when finished.
Repeat the process if applicable for each rep and format in this screen. (Or see below for procedure to Import)
Import Rep Budget
Import Sales rep Budgets by Product
Navigate to the menu Setup -> Sales rep setup/ Budgets -> Import Sales rep Budgets -> Import Sales rep Budgets by Product node.
Note that you can choose the import to be for Budget or Forecasts. Choose which one you wish from the drop-down menu.
Click the button “Download Template” and fill in the columns as described below in the template section.
Save the template on your desktop. Click the “Select” button to browse for the saved template. Then click “Test import File”.
If there are errors in the file, the system alerts you to that during the testing step. If there are errors, click the x remove button and then fix the errors in the template.
Resave the template and re-upload the file. Repeat the step to iron out all the issues in the template.
When there are no more errors, click “Import File”.
Once the file is successfully imported, then you can search for the Sales rep budget in that menu searching by product.
Sales rep Budgets by Product Template
Rep ID
SHIGH
This is the ID of the Sales rep as it is in the system under Sales rep Setup menu.
Mandatory
Product ID
AST
This is the Product ID as it is in the system in the Product Setup menu
Mandatory
January
444,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
February
444,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
March
445,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
April
445,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
May
446,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
June
446,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
July
447,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
August
447,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
September
448,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
October
448,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
November
449,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
December
449,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
Import Sales rep Budgets by Format
This menu allows you to import Sales rep budgets by format of the product being print, digital or otherwise. Navigate to the menu Setup -> Sales rep setup/ Budgets -> Import Sales rep Budgets -> Import Sales rep Budgets by Format node.
Note that you can choose the import to be for Budget or Forecasts. Choose which one you wish from the drop-down menu.
Repeat the download, upload and import steps as described in the section above of import by product.
The budget/ forecast numbers can be viewed after the format in the menu Setup -> Sales rep Setup/ Budgets -> Sales rep Budget by Format.
Sales rep Budgets by Format Template
Rep ID
SHIGH
This is the ID of the Sales rep as it is in the system under Sales rep Setup menu.
Mandatory
Format ID
ENEWS
This is the Product Format ID as it is in the system in the Setup -> Product Format Setup menu
Mandatory
January
444,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
February
444,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
March
445,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
April
445,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
May
446,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
June
446,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
July
447,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
August
447,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
September
448,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
October
448,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
November
449,000
Free entry numerical entry of the amount of budget in this month.
Mandatory
December
449,500
Free entry numerical entry of the amount of budget in this month.
Mandatory
Rep Budget Summary
You may view the budget of several reps by product group, from the CRM module if you click the menu tile Budgets/Quotas. In this screen, choose the Product Group which encompasses the products which have the reps you had setup above. Choose the period through which the data is retrieved, the option of budget or forecast for the print and digital and then press “Select Data”.
The data can be grouped by sales rep, product name, product format, annual budget, YTD Budget, YTD Billed Amount, Confirmed Amount, Reserved Amount, and Quoted Amount.
These amounts are calculated as follows:
The YTD Billed amount displays amount reflecting the total amounts billed for orders in the billed status starting from the beginning of the current year until the period preceding the period you entered in the selection criteria. For example, if the period you entered in 2018-06 (June 2018), this field reflects the total of the billed amounts starting January 2018 till May 2018.
Confirmed Amounts field displays the totals for the orders ranging from the period entered in the financial period selection criteria till the end of the current year where these orders are confirmed and in the running status. For example, if you enter the period of 2018-06 for June 2018 in the selection criteria, this field gives the total of orders ranging from 2018-06 through 2018-12 for confirmed orders in the running status.
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