Campaigns and Contracts

Overview

The following Campaign types are available:

• Once-off Campaigns that include multiple products, services and distribution points.

• Contracts to deliver Products over a period of time according to set terms and conditions.

The default data filter displays all the Pending and Active Campaigns. Additional filters are Date, Rep, Controller, Branch, Customer and Status.

A Links button provides quick navigation to linked transactions.

Navigation: Main Menu > Customers > Campaigns & Contracts

Settings

Statuses

Navigation: Main Menu > Setup > Settings and Default > Status (tab)

• Module = Campaigns.

• By default, Pending, Active, Complete, and Cancelled statuses are created. These statuses can be edited, and additional ones added.

User Settings

Navigation: Main Menu > Office > My Organisation > Staff (tab) > Double click an entry > Settings (tab)

• Campaigns > Access Allowed: Options include None (Default), Read-only, Full Access.

• Campaigns > Deleting Allowed: Options include No (Default), Yes.

• Campaign > Copy to Sales Order: Options are Yes or No.

• Campaign > Copy to Purchase Order: Options are Yes or No.

• Campaign > Copy to Work Order: Options are Yes or No.

• Quotations > Copy to Campaign: Options are Yes or No.

• Default Transaction View > Campaigns & Contracts: Options are Today, All Pending, All Active, All Pending & Active.

Campaign Types

There are two options when creating a campaign:

1. Campaign (Quotation)

2. Campaign (Finished Goods)

Campaign (Quotation)

The Items on the Campaign are linked to a Quotation. The campaign is created as follows:

1. Create a Quotation and add all the Materials, Services and Estimates that are required for the Campaign.

2. Copy the Quotation to a Campaign. Click Actions (button) > Copy to Campaign. All the Quotation items are copied to the Campaign.

3. If items are added to the Quotation after it has been copied, they can be added to the campaign by clicking Update Campaign (button) on the Campaign's Items tab.

4. Edit the campaign and add the Distribution points including the Delivery Address, Contact person, and Due Date on the Distribution tab.

   1. Update the Item Quantities for each distribution point:

      1. Right click an entry and select Edit from the context menu.

      2. On the popup, type the quantity in the Qty column.

      3. Click Save (button).

      4. Close the popup.

5. Click Update Quotation (button) on the Items tab to update the linked Quotation with the Campaign (Total) quantities.

6. Click Update Campaign (button) on the Items tab to update the campaign from the linked Quotation.

Campaign (Finished Goods)

• Finished Goods Items are added to a campaign directly by clicking Add Items (button) on the Items tab.

• Any number of products can be added to a Campaign.

• If the product is produced, it should also have a linked Estimate.

• Products can only be added from the Materials module if they meet the following conditions.

  • Status = Active

  • Type = Finished Goods or Finished Goods & POS

• Duplicate Items cannot be added to a Campaign.

Buttons Explained

• Status: Changes the campaign's status.

• Links: Lists the linked documents for quick navigation.

• Output: Print, Previews, or Emails a Campaign Summary in .pdf format.

• New: Creates a new campaign as selected. The options are:

  • Campaign (Quotation)

  • Campaign (Finished Goods)

• Save: Saves any changes and recalculates any fields.

• Delete: Deletes the campaign.

• Actions: See Actions (button) explained below

• Menu:

  • Open linked Quotation: Enabled only when the campaign is linked to a Quotation.

  • View linked Transactions: Opens a panel on the right which displays all the linked transactions.

  • View SM Responses: Opens a panel on the right which displays any linked Service Manager responses.

  • Layout

Actions (button) Explained

• Copy to Campaign:

  • Copies the selected transaction to a new campaign including the Items and Distribution lists.

  • If the Items are linked to a Quotation, the linked quotation is copied to a new version and linked to the new campaign.

• Copy to Sales Order:

  • The copy dialogue allows you to select a Distribution and one or more Items.

  • When a Campaign is linked to a Quotation, the Estimate Items are converted to Material Items on the Sales Order (If the links to Material Items exist) else they are converted to Custom Items to allow the quantity to be updated.

• Copy to Purchase Order: 

  • Creates a linked Purchase Order for selected Items. One Purchase Order is created for all the selected Items.

  • When a Campaign is linked to a Quotation, the Custom, Materials and Service Items that are linked to a Supplier can be selected.

  • When a Campaign is linked to Products, Items with a Resolve <> Produce can be selected.

  • The quantity defaults to the Distribution quantity.

• Copy to Work Order:

  • Creates a linked Work Order for each of the selected Items.

  • When a Campaign is linked to a Quotation, the Estimate Items and Services not linked to a Supplier can be selected.

  • When a Campaign is linked to Products, Items with a Resolve = Produce can be selected.

  • The quantity defaults to the Distribution quantity.

• Add Attachment: Allows you to add an attachment.

• Edit Customer: Opens the Primary Customer's record.

• Remove links to previous Campaigns: Clears the Notes and Attachments linked to previous campaigns from which the selected campaign was copied.

Header Fields Explained

• Status: Field to select a status.

• Status Note: Add important notes related to the Status of the Campaign.

• Branch: Visible in a multi-branch setup only. A dropdown list from which to select a branch.

• CPN No.: The system-generated number for the campaign.

• Date: The date on which the transaction was created. The date can be edited.

• Customer: The Primary Customer.

• Contact: The Primary Contact.

• Rep: The Sales Representative.

• Reference & Note: Fields to type a reference (first block) and any note (second block).

• Controller: A dropdown list of users to select the Campaign Manager

• Start: The contract's start date.

• End: The contract's end date.

• Review: The date on which the contract must be reviewed.

• QT No.: The linked quotation number and version (for Quotation campaigns).

Items (tab) Important Fields Explained

• Total Qty: The total quantity that is required for the Campaign which is the sum of the Distribution quantities.

• DN Qty: The quantity that has been Delivered from Delivery Notes linked to the Campaign. Status = Complete.

• CI Qty: The quantity that has been Invoiced minus the amount that has been Credited. Status = Accounting Status.

• Out Qty: Required Qty less Delivered Qty

• In Stock: The quantity that is currently in stock.

• Reserved: The quantity that is currently reserved (e.g. reserved by active Sales Orders).

• On Order: The quantity that is currently ordered by active Purchase and Work Orders.

• Available: The quantity that is available (In Stock minus Reserved).

• Unit Price: The Unit Selling Price in local currency.

• Total: The required quantity multiplied by the Unit Price.

• Invoiced: The amount that has been Invoiced minus the amount that has been Credited. Status = Accounting Status.

• Outstanding: The total that must be invoiced less what has already been invoiced.

Distribution (tab)

• When a Distribution is added, it is by default linked to the Customer selected in the transaction header.

• Right click an entry to edit it and select Edit from the context menu.

• Right click an entry to delete it and select Delete from the context menu.

• On the Edit popup the following fields can be edited:

  • Header fields: Select an option from the dropdown list:

    • Status

    • Due Date

    • Invoice to

    • Deliver to 

    • Contact

    • Address

  • Item fields:

    • Qty: Type or overtype a quantity.

Transactions (tab)

• Campaigns are linked at a header level to the following transactions:

  • Sales Orders

  • Delivery Notes

  • Customer Invoices

  • Customer Credit Notes

  • Purchase Orders

  • Supplier Invoices

  • Supplier Debit Notes

  • Work Orders

  • Material Movements.

• The transactions tab displays all the transactions that are linked to the campaign order by type and date.

• Double click a transaction to open it or click the 'eye' icon in the right-most column.

Contacts (tab)

• This tab lists all the role players linked to the campaign including the Customer Contact, Rep, Controller and Contact Persons on the Distribution list.

• Click Add Contact (button) to add additional contacts which can be Customers, Suppliers or Staff.

• Check or uncheck the checkbox in the Notifications column to email the contact notifications. If checked, the person is emailed.

Notes (tab) and Attachments

• The Notes tab displays all the Notes that have been linked to the selected Campaign or to previous campaigns that have been copied to the selected campaign.

• Attachments are added by clicking Actions (button) > Add Attachment.

• Attachments are visible in the customer module, linked to the primary Customer in the Campaign header.

• Click Actions (Button) > Remove links to previous Campaigns to remove the Notes and Attachments which are not linked to the selected campaign.

Integration to other Transactions: Quotations

• A Quotation can be copied to a Campaign using the Copy (button) > Copy to Campaign from the Quotation Edit form.

• All the items on the Quotation are added to the Campaign.

Output

• Click Output (button) to print, preview or email details about the campaign.

• If email is selected, all the Contacts where the Notifications checkbox is checked are automatically added to the Email.

• Data Pipelines include:

  • Campaign_Filter: The Data filter.

  • Campaign_Rec: Includes the selected Campaign's header fields.

  • Campaign_Items: Lists all the Items in the Campaign.

  • Campaign_Distribution: Lists all the Distributions in the Campaign.

  • Campaign_DTB_Items: A child list of Items linked to the Campaign_Distribution pipeline.