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ID348 - Sales Order Status Alerts Overview & Sample

Provide status of Sales Order to Sales and Internal Staff

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Overview

Overview

Tired of Sales Reps chasing you for the status of their pending orders? We have a series of alerts designed to advise the sales rep when a Sales Order moves to a new Status. There are seven such alerts, so that you can for example, advise the Sales Rep when a lease is approved, when equipment is ordered, when it is received, when it is scheduled for delivery, etc. 

The alert output will provide some detail on the SalesOrder, including the most recent note (yellow ‘sticky’ note) attached to it and also provides the option to show two Custom Properties as per VariableY and VariableZ. If you routinely track information not stored in a standard eAuto field we can pass that data on as well.

Check off Sales Rep and Sales Rep Manager in alert subscription to have alert send accordingly. Alert will look at sales rep assigned to SalesOrder and use that rep's eAuto employee record to find email address and to find Sales Rep Manager assignment for emailing. 

Use alerts ID348, 349, 351, 352, 353, 354, 355 for varying subscription/variable versions needed.

Run Schedule: Every 15-Minutes

Type of Output: Email

 

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Sample

Sample

ID348Sample.PNG

 

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Variables

Variables

ID348Variables.PNG

Variable 3: Sales Order Type(s) to trigger on (separate by comma or blank for ALL)

Variable W: Sales Order Status to notify of (separate multiple with comma)

Suggested Possible Order Status(es) to notify of:

Equip In Stock, Equip Not in Stock, Equipment Ordered, Equipment Received, Approved Staged, Equipment Ready to be Delivered, Equipment Delivered, Equipment Funded, Training Complete

 

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Variable 6: If you wish to also apply the EA system sales order statuses to the filter for the orders to trigger on, please select from the list below any/all that apply.  If you leave this blank, we will assume to only filter on the SalesOrder Status(s) you identified in VariableW above

ID348Var6.PNG

Variable Y: (Optional) First Custom Property Attribute Name on Sales Order to include

Variable Z: (Optional) Second Custom Property Attribute Name on Sales Order to include

See here for some examples of custom properties you can setup within sales orders.

Variable 5: Specify the branchNumber(s) (separate list with commas) you want this version to trigger on.  Leave it blank if you want all branches.

Variable 1: (Optional) Custom Property on Job Contacts(enter 'JobContacts' to include contacts associated to linked Job in email

Variable 2: (Optional) Jobs(enter 'Jobs' to have the alert fire only on sales orders linked to jobs

 

 

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Alert Functionality

Alert Functionality

-Alert considers Sales Order Types per Variable3 and corresponding Status per VariableW as well as detailed status if provided per Variable6.

Sales Order Type:

ID348OrderType.PNG

Sales Order Status (triggers on first status shown below):

ID348OrderStatus.PNG

Sales Order Detail Status

ID348DetailStatus.PNG

-Alert email will show notes as provided in this section of Sales Order (not primary note section):

Note.png

-Alert can be cloned by select + sign, so you can set multiple subscriptions with different variables (i.e. Order Types and/or Order Statuses) and different recipients:

ID348Clone.PNG

 

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Best Practices & Tips

Best Practices & Tips

-Build your Sales Order Statuses in Tool / Lists & Codes / Sales/RMA Order Statuses:

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-Here is an example of how one of our clients has decided to setup this series of alerts.  They have a lot of statuses that they report on and they all go to a lot of people.  Your organization may have fewer or you may want more, these are just some examples of statuses you may find useful.

Sales Order Status Series of Alerts:

  •  “Open” (status) - This status is automatically assigned by EA when the order is created from DQM.  Ordering Department will attach the check list, the lease, the lease approval, the service agreement, the network survey, the commission slip and all other paperwork related to the sales order at this time. CEO Juice will send this alert to the following people for the following reasons:

◦                      Inventory Person #1 – So they will check to see what items are in stock or what items need to be ordered at which time they will change the status to : “Equip in stock” or “Equip not in Sk”.

◦                      Inventory Person #2 - So if #1 is not available then #2 will see what items are in stock or what items need to be ordered at which time hey will change the status to: “Equip in stock” or “Equip not in Sk”.

◦                      Sales Rep – Information.

◦                      IT - Information

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service - Information

◦                      Contracts Department – So they can create the contract.

◦                      Supplies Manager – So they can make sure that we have the supplies necessary to set up the equipment.

  •  “Equip In Stock” (Status) – If all equipment and accessories are in stock inventory person will change the items on the sales order to in stock and assign to the sales order if serialized. We will send this alert to the following people for the following reasons:

◦                      Inventory person #1 – So that #1 will know that #2 handled it or arranged to, or pull the equipment and stage it for set up.

◦                      Inventory person #2 – So that #2 will know that #1 handled it or arrange to, or pull the equipment and stage it for set up.

◦                      Sales Rep – To let them know the status of the order so they can let the customer know.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP Service – Information

  •  “Equip Not in Sk” (Status)  - Inv.#1 or Inv #2 if we don’t have the items they will change the item to back ordered on the Sales Order.  We will send this alert to the following people for the following reasons:

◦                      Ordering Person – So that they can order the equipment and will then change the date to the date that she thinks the equipment will arrive in the custom property

◦                      Inventory person #1 – So that they will know that #2 handled it.

◦                      Inventory person #2 – So that they will know that #1 handled it.

◦                      Sales Rep – To let them know the status of the order so they can let the customer know.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service - Information

  • “Equipment Ordered” (Status) -  We will send this alert to the following people for the following reasons:

◦                      Inventory person #1 – Information.

◦                      Inventory person #2 – Information.

◦                      Sales Rep – Information.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service – Information

  • “Equipment Received” (Status) – One of the inventory people, depending on who received the order, will change the status to equipment received. They will also make sure that the items received along with the serial numbers are assigned to the Sales Order. We will send this alert to the following people for the following reasons:

◦                      Sales Rep – To let them know the status of the order so they can let the customer know.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service – Information

  • “Approved Staged”  (Status) – Once all equipment and accessories are in stock or received to stock and are staged one of the inventory people will change the status of the sales order to “Approved Staged” and will enter the service call for set up. We will send this alert to the following people for the following reasons:

◦                      Inventory Person #1 – So that they will enter the service call if #2 has not.

◦                      Inventory Person #2 – So that they will enter the service call for set up if #1 has not.

◦                      Dispatch – Information

◦                      VP of Service – Information

◦                      Training (Sales Support) – So they can coordinate training.

  •  “Equipment Ready to be Delivered” (status)– Dispatch will change the status to this as soon as they get the completed ticket from the set up tech. We will send this alert to the following people for the following reasons:

◦                      Dispatch – So dispatch can schedule the delivery with the customer and update the delivery calendar. 

◦                      IT - So they can coordinate connectivity needs with Dispatch.

◦                      Training Dept – So that they can confirm training

◦                      Ordering Person – So that they can fulfill and invoice the order.

◦                      Sales Rep – Information.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service - Information

◦                      Contracts Person – So that they can begin the contract billing.

  •  “Equipment Delivered” (status) – Dispatch will change the status to “Equipment Delivered” as soon as they get the scan from the delivery truck. We will send this alert to the following people for the following reasons:

◦                      Trainer – So that they can confirm training

◦                      Ordering Dept – So that they can fulfill and invoice the order.

◦                      Sales Rep – Information.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service - Information

◦                      Contracts Person – So that she can begin the contract billing.

  • “Equipment Funded” (status) – Accounts Receivable will change the status to “Equipment Funded” with a date as soon as they get notification of the funding. We will send this alert to the following people for the following reasons:

◦                      Sales Rep – To let them know the funding date.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service – Information

  • “Training Complete” (status) – Trainer will change the status to “Training Complete” as soon as she completes the training. We will send this alert to the following people for the following reasons:

◦                      Sales Rep – To let them know the training date.

◦                      Sales Manager - Information

◦                      President - Information

◦                      CEO – Information

◦                      VP of Service - Information

 

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Related Alerts

Related Alerts

ID163 - Sales Order Status Report

ID566 - Alerts on equipment still on given statuses (ex: Demo) for longer than X days

ID696 - Notify Sales Rep of Installation Details

ID815 - If This Then That (IFTTT)

ID959 - Setup/Delivery Service Call(s) Generated from Sales Order Status

 

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