Setup

Q1. Who all have access to Setup? Who all can modify Setup for an application?

Ans. . Only Application Administrator from your Company has access to this section. If the company has taken the additional service of Managed Support from EazeWork then EazeWork Client Administrator (EWCA) also has access. EWCA’s access is at the same level as Application Administrator. Only Application Administrator can modify and maintain the application Setup and EWCA from EazeWork can manage the Setup. To find out your EWCA you can write to support@eazework.com, please make sure to write your Company name on the email subject.

Q2. What is Master Data? Who all have access to it?

Ans. Master Data is information like Company name, Department name, Product information, Salary heads. Master Data is created infrequently and is maintained in the Application Setup by Application Administrator. All users access the Master Data when they use the application but they cannot create, edit or delete these data elements.

Q3. Can I delete Master Data after creating it?

Ans. If the Master Data element which you are trying to delete is associated with other active or in process transactions then you cannot delete it. If it is not linked to any other transactional or master data elements then you can delete it.

Q4. What is Transactional Data? Who all will have access to it?

Ans. Information like Leave request, Sales report, Purchase orders, Salary slips etc. which are created and handled on a more frequent basis are classified as Transactional data. 90% of the data is actually Transactional data. All users have access to Transactional data based on their roles.

Q5. What happens to my Setup, Master Data, and Transactional Data when I unsubscribe it?

Ans. We retain your Setup for a period of 3 months after which it is deleted. If you activate your account in this period you can start using the application with your Setup and Master Data. If you activate your account after three months you would have to start from scratch as all data would have been deleted.

Q6. Can I change the setting made during Setup at later point?

Ans. You can change any setting at any point of time. The only thing you have to be careful of is the impact of these changes. The actions you can do are linked to the impact your action has. Some possible actions and their impact are given below - Deletion of Master and Transactional data: you can only delete data which is not linked - New Master data to be created: in some cases a change in setting will create new data elements which will have to be filled up with relevant values. You are allowed to do so - Changes in process impacting some transactions which are in process: as a simple thumb rule the application does not allow the Administrator to make a change in Setup if it is impacting the handling of some transactions which are not yet complete. Only when these transactions are completed will the change be allowed. You can however prevent Users from creating new transactions by deactivating the Setup.

Q7. What are Lead Stages?

Ans. Depending upon the nature of the business a typical Lead can go through one or more than one stages before it matures into a win or a loss. Submitting proposal, making a presentation, doing a demonstration, submitting a final quotation are all examples of Lead Stages. This application comes preconfigured with a set of Lead Stages which can be customized by Application Administrator using Setup.

Q8. What is a Lead Action?

Ans. Lead Actions are a pre-defined set of actions available to the Lead Owner and Team Members which they can select for the lead and assign responsibility to the right person for completion. The list of Lead Actions is maintained and can be customized by Application Administrator using Setup.

Q9. What is a Win Criteria?

Ans. Each opportunity has a primary condition which when met would be instrumental in winning the deal. This is captured as a part of the lead as Win Criteria.

Q10. What is a Product Group? How can I create Product group?

Ans. Products in Sales application are grouped under Product Groups. Any number of Product Groups can be created and maintained for a Company.

Q11. How do I create a Product?

Ans. Creating a Product is a critical activity and needs to be done carefully with the help of the department responsible for maintaining the Product details. Application Administrator can create Product in Sales > Sales Master Data>Products.

Q12. How do I remove a Product from sales?

Ans. You cannot delete a Product. If the Product is not available for sale you can enter a Sales End Date in Sales > Sales Master Data > Products section. Once the Product reaches its Sales End Date it cannot be added to any Lead, Sales Register or Invoice. If you have made an error and want to change the historical leave data including the accrual then you will have to contact support@eazework.com. If you want to modify the Leave Type for a future date then you can close this Leave Type and create a new Leave Type with the modified settings.

Q13. How do I assign Product to a Location?

Ans. Products can be assigned to Location by Application Administrator in Sales > Sales Master Data > Locations. One Product can be assigned to multiple Locations and with different Price Lists.

Q14. How do I create a Location?

Ans. Location is a geographical territory which can be equated to the concept of either a retail point or a sales territory. To create a Location you need to specify only a text based description which captures the Location description. Each location is assigned to one and only one Sales Executive.

Q15. How do I map Sales Executives to Locations?

Ans. Sales Executives can be mapped to Locations by Application Administrator in Sales Setup > Sales Master Data > Location section. Each Location is assigned to one and only one Sales Executive.

Q16. What is a Price list? How do I create Price List for the Products?

Ans. Price Lists are used to capture the pricing information for a product. Each product has a basic price which is by default a part of the Base Price List. Additionally multiple Price Lists can be maintained to allow for differential pricing. The three way combination of Product, Price List and Location actually defines which product at what price is being sold at a particular location at what price.

Q17. What is a Base Price List?

Ans. A Base Price List is the default price list which has all the Products and their base prices.

Q18. How do I modify prices in a Price List?

Ans. Prices can be modified by the Application Administrator but only in future. To update a price in future you can go to Sales > Sales Master Data > Price Lists page and use the edit mouse-over command on any Active Price List in which you want to modify. This will open the Price List in an Edit window and you can enter the future date from which the prices have to change and also the new prices. These prices will become effective from the entered date automatically.

Q19. How do I delete a Price List?

Ans. To delete a Price List you will have to do the following
1. Remove the Price List from all the Locations where it is currently being referred to.
2. When this is done the Products which are linked to this Price List in the locations will also be removed automatically.
3. This has a cascading effect and the Product information which is listed in in-process Leads or draft Invoices will be removed.
4. If the Product is to be added back to the Lead / Invoice then first the Product information is updated with a new Price List at the Location and then added to the Lead / Invoice.
You cannot delete the Base Price List.

Q20. How do I create the Sales team structure?

Ans. Sales team structure is created by the Application Administrator. This is done on the Sales > Sales Master Data > Sales Team Structure section. Each Sales Executive has to be mapped to his manager. Only the senior most person in the hierarchy will not have a manager mapped to him.

Q21. How do I set targets for the Sales team?

Ans. To set the sales target the Application Administrator can go to the Sales > Sales Master Data > Sales Targets page. Here he can review the target and actual sales figures for the last three months. This is also available as a report for custom defined period to the Sales Managers. They can decide the Sales target for next 6 months and inform the Application Administrator through email who can then update the information in Setup.

Q22. Can I edit the targets once entered?

Ans. Targets can be edited for the current and future months but not for the past months.

Contact Module

Q1. What are Prospects and Customers?

Ans. A potential Customer is called a Prospect. Both Prospects and Customers can be of two types B2B (business to business) or B2C (business to customer), this depends upon your business model – this application is able to manage both B2B and B2C Prospects and Customers. While defining a Prospect there are some compulsory fields but a majority of data is optional.

Q2. How do I create new Contact?

Ans. Users can create Contact in Sales > Contacts section by clicking on New Contact button. The access to create a Contact is given to all Sales Users but this can be customized by Application Administrator using Setup.

Q3. How do I view the details of my Contact?

Ans. You can view the details of your Contact in Sales > Contact section. These contacts can be seen as a list or as a card. In the list view you can filter the values to narrow down the search by any parameter which is listed in the table. As a default all the Contacts of your company are visible to all the Users. This can be customized by Application Administrator in Setup.

Q4. How do I edit my Contact’s details?

Ans. Yes you can edit any Contact details. Only Contact owners and Sales Support have the access to edit Contact details.

Q5.What is the meaning of Active Contact? How do I deactivate a Contact? What is the impact?

Ans. Active Contact is available for use in the application. To deactivate you can use the mouse-over option and deactivate. An Inactive Contact is not visible in any subsequent searches and cannot be assigned to a Lead, Sales Register entry or an Invoice.

Q6. Who all have access to my Contacts?

Ans. Contacts are by default visible to all the application users. However Application Administrator can change this setting in Setup.

Q7. How do I assign a Sales Executive to a Contact?

Ans.As a Sales Support person you can assign any Contact to any Sales Executive. To do so you have to edit the Contact and from the drop down in the first section select the Executive you want to assign the Contact. Note when the Sales Executive assigned to a Contact is changed it does not impact the mapping of Leads.

Q8. How do I assign a Location to a Contact?

Ans. As a Sales Support person or the Contact owner you can edit the Contact and select the right location from the dropdown.

Lead Module

Q1. How do I create a new Lead?

Ans. To create a new Lead there are a recommended sequence of activities to be followed you can read them in the Sales Management User Guide in Leads > Adding or Editing Leads section.

Q2. How do I view my Leads?

Ans. To view your Lead s go to Sales > Leads section. Here you can view all your Leads in a table and click on any Lead hyperlink to view details of a particular Lead.

Q3. How do I edit Leads?

Ans. To edit a Lead you need to use the Edit command which is available on mouse-over in the Sales > Leads page. Only Lead Owners have the access to edit all aspects of a Lead, access to edit Lead can be modified by Application Administrator using Setup.

Q4. Can I delete a Lead after it is added?

Ans. Only Leads which are in draft status can be deleted. If you have by mistake created a duplicate Lead you can change the status of the Lead to Duplicate and close it. This will remove the Lead from all reports and considerations.

Q5. I am trying to create a new Lead but don’t know if the Contact already exists. What is the process?

Ans. Click on the add new lead button, this will open the Add Lead page. Here in the search box enter the contact details which you know. Any contact in your company database which matches the search will show up. If you can see the contact in the list you can select it using the mouse-over command else you can create a new contact using the Quick add buttons.

Q6. What are Quick Add buttons?

Ans. Quick Add buttons allows you to add master records without leaving the work which you are doing. For example if you have to create a Lead but don’t find the Contact in the company database you can use Quick Add to create a new Contact with minimum details.

Q7. What is a Lead Source?

Ans. Lead could be captured from multiple sources like
- Call center enquiry
- Web site enquiry
- Customer referral
- Conference contacts
- Sales man
- Channel partners
- Others
These sources are pre-defined and can also be customized by the Application Administrator using Setup.

Q8. How do I assign Lead to another Sales Executive?

Ans. You can do so if you are the Lead Owner or an up-line Manager of the Lead Owner or have the Sales Support role.

Q9. How can I change the Lead Stage of a Lead?

Ans.To change a Lead Stage you need to have the right permission to access the Lead. Open the Lead in edit mode and then you can select the Lead Stage you want to change the Lead to.

Q10. What are Qualification details? Who can enter qualification details?

Ans. Qualification details are required to allow the changing of a Lead from an Unqualified stage to any subsequent stage. These details can be entered by the Lead Owner.

Q11. Who can enter Action Points?

Ans. Action points can be entered by the Lead Owner or any Lead Team member.

Q12. What all statuses can an Action Point have?

Ans. Action Point can have the following statuses
- Draft
- In Process (when Due Date >= Today’s Date)
- Over Due (when Due Date < Today’s Date)
- Completed

Q13. Can Action Point be deleted once submitted?

Ans. Action Point can be deleted only by the Lead Owner.

Q14. How can Action Point be completed? Who has the authority to mark an Action Point as complete?

Ans. Action point can be marked as Completed by clicking on the check box on the left. This can be done by the person the Action is assigned to or the Lead Owner.

Q15. Who can Close the Lead and how?

Ans. Lead Owner or Sales Support is able to close the Lead in Sales > Lead > Close Lead section. Closing status of the Lead can be Won, Lost, Deferred or Duplicate.

Q16. How do I revive a Lead in Deferred stage?

Ans. Only the Lead Owner, his Managers or Sales Support can revive a Lead in Deferred stage. To do so you can go to the Lead page and use the mouseover command Revive to bring the Lead back to Unqualified stage. If the Products or Prices have changed then the Revived Lead will only show the Products which were there and are still active. Also the prices will be automatically refreshed.

Q17. What happens if a Product which is linked to an active Lead is discontinued?

Ans. If the Lead is active then the Lead Owner will get a notification on his dashboard and the Product is removed from the Lead records. If the Lead is not active then the Product will remain in the Lead records.

Q18. What happens to the linked records if the price of a Product at a Location changes?

Ans. Price will also change in active Leads but in Leads which are closed with Won, Lost, Deferred or Duplicate status the price will not change. Price will also change in Invoices which are not submitted but no change will happen in submitted Invoices. Similarly submitted Sales Registers will not have any change.

Q19. Who can Close the Lead and how?

Ans. Lead Owner or Sales Support is able to close the Lead in Sales>Lead>Add/Edit Lead page by selecting any of these lead statuses: Won, Lost, Deferred or Duplicate.

Sales Module

Q1. What is Sales Register?

Ans. Sales can be done against an invoice or against cash. Cash sales are typically done over a counter or with customers who do not need an invoice. Sales Register is a used to capture such cash sales.

Q2.Who can create and submit Sales Register entries?

Ans. Sales Support and all Sales Users can create Sales Register entries. If you are the Sales Support person select the Sales Executive for whom you have to create the Sales Register. If you are a Manager you can create the Sales Register for any Sales Executive in your team. Sales Executives can submit Sales Register for themselves.

Q3. How would Account department know about the Sales made by Sales Executive?

Ans. Once the Sales Register is submitted for processing an alert goes to Accounts person who is responsible for collecting the cash from the Sales Executive and he is made aware of the sales done by the Sales Executive.

Q4. How can I add customer to Sales Register?

Ans. If it’s a new customer you can use Quick Add Company or Quick Add Person buttons to add a new B2B or B2C customer. If you want to select from existing list of Prospects you can use Convert Existing Prospect to Customer button.

Q5. Who reconciles cash receipts against the entries made in Sales Register?

Ans. The cash is received and tallied by the Accounts Receivables person. This process falls under Collections section.

Q6. How are Month to Date sales and Required Sales Rate figures calculated?

Ans. Month to Date sales is a sum total of sales made and money realized till date in the month. This figure is compared to the Moth’s Target (which is defined in Setup by Application Administrator) to arrive at the Required Sales Rate for the remainder of the month.

Q7. What is a Sales Invoice?

Ans. Sales Invoice is the document which indicates the shipment of goods or fulfillment of services by the company. This is an important document which captures critical information about the sale.

Q8. How do I create a Sales Invoice?

Ans. You can create Sales Invoice in two ways
1. Using add new invoice button on the Sales > Invoice page
2. Converting an Invoice which is auto created when a Lead is closed with the status Won

Q9. How can I view submitted or past Invoices?

Ans. You can view the details of Sales invoice in Sales > Invoice page. You can filter and reach any Invoice of interest and click on the hyperlink on the Invoice number, on this page Customer details can be viewed by clicking on the hyperlink on Customer name.

Q10. How do I give different Shipping or Billing address to the Invoice from the standard customer addresses?

Ans. If the shipping or billing address have to be changed you can edit the Invoice and click on the address hyperlink, this will open up a form where you can modify and save the new shipping or billing address.

Q11. Can I edit the Sales Invoice?

Ans. The invoice can be edited at any time till it is submitted. After it is submitted it cannot be edited. To edit an Invoice you can click on the Invoice number or you can use the edit mouse-over command.

Q12. What all statuses can an Invoice have?

Ans. An Invoice can have the following statuses
1. Draft-This is when the Invoice is not submitted and is only available with the Sales Executive in a draft state.
2. Credit Hold-On submission of Invoice if there is insufficient credit balance in the customer’s account the Invoice gets held up in the credit check process and its status is marked as Credit Hold.
3. Due-On submission and if the Invoice is not held up due to credit check the status of Invoice immediately becomes Due. This implies that the payments are expected against this Invoice.
4. Overdue-When the Payment due date is crossed the Invoice is assigned Overdue status. Overdue Invoices are tracked and reported in Aging analysis.
5. Paid-Invoice for which all payments have been made is shown in Paid status.
All these statuses are assigned automatically through the system as other events are captured. These statuses cannot be modified manually.

Q13. What is a Credit Limit?

Ans. Credit Limits are used to control the financial exposure of a Company with a Customer. When an Invoice is submitted it goes through a credit check process. Supplies which are being made to customer are allowed as long as the total outstanding amount is less than the credit limit. A default credit limit is used to assign a value to a new customer. This default credit limit value is configurable and can be managed by Application Administrator in General Setup.

Q14. Who manages the Credit Limit?

Ans. Credit Limit is defined and maintained by the Account Head for each customer.

Q15. I have submitted an Invoice and it is now showing in Credit Hold status. How can I get it released?

Ans. There are two ways of getting this Invoice released
1. Ask the customer to make payments against his other pending invoices so that his available credit limit goes up again
2. Request the Account Head for a review of Credit Limit for the customer and for an increase (permanent or temporary) of the Credit Limit

Q16. How are Invoices on Credit Hold cleared?

Ans. Only the Account Head has the authority to clear the Invoices which are on Credit Hold. If “Allow auto clearing of Invoices” is set to “Yes” in Setup then Invoices will get cleared on a first in first out basis as soon as payments are received and available credit limit goes up above the outstanding payment in invoice. If “Allow auto clearing of Invoices” is set to “No”, Invoices will have to be released manually. Even after payment is credited the Account Head will have to go and select the Invoice and use the mouse-over command Release. This gives the flexibility to decide which Invoice has to be cleared first but increases the work load on Account Head.

Collections Module

Q1. How do I track collection of money against Sales?

Ans. Payments against the sales made through Sales Register or Invoices are collected by the Sales Executives and updated in the company accounts through various methods, this process is called Collections. Using the Collections module the Account Receivable team can update the realization of money against the sales made through Sales Register and Invoices.

Q2. Who manages the collections?

Ans. Collections are managed by Accounts Receivables persons – multiple users can have this role. This is controlled by the Application Administrator.

Q3. How can collections be updated against Invoice?

Ans. Payment against an Invoice can reach the company from various channels. The responsibility of first recording the receipt of payment and then realization of the amount is with the Accounts Receivables group. Accounts Receivables group enters the details of mode of payment, details, receipt date, received amount, realized date, realized amount. These details can be edited and corrected till the Invoice is in Due or Overdue status. Once the Invoice is in Paid status these changes cannot be made.

Q4. When can the status of invoice be changed to Paid?

Ans. Invoice status would change to Paid only when all the payment due agains the Invoice is realized.

Q4. How can collections be updated against Sales Register?

Ans. For sales captured through the Sales Register the payments are received almost immediately. Sales Executives are responsible for collecting and handing over the money collected to the Accounts Receivable person.