10.01. Sales Setup

Before using the Sales functionality the following records need to be defined in SocrateCloud:

Business Partners and Contacts

The business partners which take part in sales transactions are customers and sales representatives.

• Customer - is the business partners purchasing products from the organization, and is subject to discounts and penalties.

• Sales Representative - is the usually the employee responsible for the sales transaction to which commissions can be paid.

Details in Business Partners.

Every business partner defined in SocrateCloud must have a contact and a location. Contacts are users for which contain all the contact information for the associated business partner, which can receive notifications and if necessary, can have roles assigned which allows them to use SocrateCloud and access windows, reports, and workflows. Details in Users.

Sales Regions

Sales regions are defined with the purpose of registering the physical areas in which sales take place. Multiple reports can be generated based on sales regions. Also, sales regions are accounting dimensions and can be used for financial analysis through accounting schemas.

The Sales Regions window, located in the Quote-to-Invoice -> Sales SetUp menu is used to manage sales regions. The following fields are available:

• Search Key, Name, Description - values used to identify the record within the system;

• Active - if checked, the sales region is active and can be used within the system;

• Default - if checked, this sales region will be used by default when defining related record;

• Representative - sales representative responsible for this sales regions;

• Summary Level - if checked, this is a parent entity and may have other subordinate regions;

The tree structure located on the left side of the window can be used to manage the sales region reporting hierarchy.

The Country, Region and City window, located in the System Admin -> General Rules -> System Rules menu, can be used to allocate physical locations (towns, countries, towns) to sales regions. As a result, the "sales region" accounting dimension will be applied automatically to to accounting transactions based on the business partner's address.

The Synchronize Sales Regions process, located in the Partner Relations -> Business Partner Setup -> Business Partner Rules menu, can be used to synchronize sales regions on business partners locations according to "Country, Region, and City" definitions.

• Set to nothing - if selected, the location's sales region will be deleted if no sales region exists for the location city, region or country. If not selected, the existing sales region for the location will be reserved, even if the city, region or country does not have a sales region.

Delivery Terms

The Delivery Terms window, located in the Quote-to-Invoice -> Sales SetUp menu, is used to define international delivery terms (INCOTERMS), which will be used for sales or purchase order deliveries:

• Name, Description, Search Key - values used to identify your system registration;

Payment Mode

The Payment Mode window, located in the Quote-to-Invoice -> Sales SetUp menu is used to define payment modes used on sales orders. Payment modes inform persons responsible with delivery about the necessary documents and payments that need to be exchanged for the ordered product in order for the transaction to take place. The following fields are available:

• Name, Description - values used to identify the record within the system;

• Cash on Delivery - if checked, the order requires a payment to be made on delivery. The type of payment accepted is selected in the Cash On Delivery Method field.

• Return Order Transaction - if checked, the order requires documents to be exchanged on delivery. The documents can be entered in the Documents to return field.

SocrateCloud offers the possibility of integration with applications offered by the following courier service companies: "Cargus", "Fan Curier","Urgent Curier". As a consequence, the payment mode selected on sales orders may be communicated automatically to the courier company responsible for the shipment. Details in Specific Components.

Commissions

SocrateCloud offers the possibility to define rules regarding how commissions are paid to sales representatives. Details in Commissions.

Sales Forecasts

SocrateCloud offers the possibility to enter quantity/amount targets and view the comparison between the realised and targeted values. Details in Sales Forecasts.