Fact Sheet: Sales Leads

sales leads

Need to manage a sales leads pipeline for your business? SQLWorks CRM includes a comprehensive sales leads module which can help you manage your customer outreach.

Leads can be accessed within the CRM section of the main navbar (1.) and will load a table of leads with multiple coloured panels representing your sales stages (2.)

You can double click on a lead to open it, reorder your leads by clicking the column headers or click the ‘Q1’ ‘Q2’ ‘Q3 ‘Q4’ buttons along the top toolbar to filter by financial quarter.

Once a lead has been opened, you can record common sales qualification data including priority level, log a lead source, assign categorisation and note the contact details of your contact in the top half of the edit Lead window (3.) You can also give each lead speculative value, profit and conversion chance, and set a follow up date for further action which can display in the SQLWorks diary. In the lower panel (4) are your normal SQLWorks CRM tools – you can link phone logs, emails, tasks and drag in documents to be saved against your lead, and save a record of actions performed to progress the lead with a time/date.

By clicking the [+] button above the lead stages you can unlock each new lead stage – moving your lead down the sales pipeline.

As leads move through your pipeline, your brightly coloured lead stages in the main screen (2) display how many leads are active at that stage, what the total value of these are in turnover, and the total likely profit (calculated by multiplying each lead’s percentage by it’s turnover value and adding the sum of that stages leads these together.) You can load the leads active at any single stage by clicking on that stage, and the stages themselves can be set to match your own sales pipeline. ‘Receipted’ and ‘Lost’ sales leads will always default their quantity to 100% of value converted or lost, and will move a lead to ‘Closed.’ By clicking the ‘Load Open’ button in the top toolbar you can filter your list to exclude these closed leads, and just work on those that are active.

If you need a quick way to record new enquiries over the phone, you can create a new lead when making a new phone log by clicking the ‘leads’ tab in the new phone log screen. To save time, the details of your new lead will be automatically populated from those you recorded in the phone log.

Your leads are kept isolated from your main companies list to prevent bigger sales departments with large numbers of cold contacts swamping your SQLWorks Sales Ledger with non-customers.

At any time however, (for example when a Lead becomes a customer) you can click the ‘Conversion Tab’ in the lower half of the edit lead window to automatically save the company details gathered by your Sales agent as a new company in your main SQLWorks companies list.

In this way SQLWorks makes it simple to log new leads, record progress in detail between multiple sales staff, and estimate future conversion rates.

For CRM guidance and help: contact us today.

Team SQLWorks at EurOmnis 2016

EurOmnis

Our SQLWorks team recently exhibited at the 2016 EuroOmnis developers conference in Tuscany, Italy – joining Omnis developers conference from more than a dozen countries around the globe.

EurOmnis is an annual educational event designed to bring Omnis programmers together to share knowledge and to showcase the very latest in software development.

“Lineal have been part of, and latterly helped organise, this international conference of Omnis developers since 1999” explained Managing Director Mike Matthews. “As a member of the Omnis developers group (ODEV), our SQLWorks Business Management Software undergoes an ongoing process of learning and development – and we’re always looking at what features future versions of SQLWorks will need to stay at the forefront.”

“The best businesses are always looking to the latest technology for an extra edge, so both our team and SQLWorks software need to be just as agile.”

EurOmnis

Attendees enjoyed classes, discussions and more surrounding the latest advances in Omnis software development, including javascript web tools, responsive graphs and visualisation aids, and Omnis development for portable devices such as smartphones and tablets.

Representatives from Omnis were also present, to host seminars informing and updating attendees on the platform’s latest news, as well as explore likely developments in the near future and gather feedback.

EurOmnis

The conference also gives developers a chance to showcase what they have been working on to other developers, drawing on software projects undertaken across countless industries and sectors.

To learn more about SQLWorks: contact us today.

Fact Sheet: Consignments & Consignment Stock

Consignments –

If you sell consignment stock through the premises of another company, SQLWorks can help you keep track of your consignments.

Stock locations can be managed in a number of ways, but the easiest way to hold your stock at another location is to create a new warehouse to represent this, named after the customer who holds this stock as a consignment.

To add a consignments warehouse, open ‘Products’ from the main nabvbar (1), open your Warehouse Map (2) and click the ‘New’ button on the top left to add a new warehouse to your list of warehouses. Name this warehouse after the consignment location, or the name of the consignment customer.

When creating the new warehouse, remember to check the correct radio button on the right hand side before saving, tagging the new consignment warehouse as ‘consignment wh’ or ‘retail store.’

You can treat this warehouse like any other – moving stock to or from the premises of your seller, raising customer orders and invoices against that company, and performing stock valuations.

If your consignment is large, you can also divide it into multiple ‘Bin’ locations, as you might for one of your own warehouses, and assign stock to the correct bins accordingly.

consignments

You can choose to change a customers’ default order type to ‘IWT’ (Inter-warehouse transfer) or CONS (Consignment) under the ‘Print and Orders’ Tab in a customers’ Sales Ledger account.

This function allows you to specify your (actually their) new consignment stock warehouse under “Warehouse to” for stock, to be moved into by default. In the case of IWT and Consignment stock, this order will then be removed to prevent invoicing a consignment stock re-seller or similar for the consignment before sale.

At all times SQLWorks treats consignment stock exactly as what it is: your stock, temporarily stored with someone else.

 

For help with stock control and warehousing: contact the SQLWorks team today.

Fact Sheet: Banking

Banking

SQLWorks includes a Banking Ledger to your record and plan all financial interactions with your bank accounts, monitor your statements and reconcile transactions.

Bank Accounts can be found under the ‘Bank’ button within ‘Accounts’ (1) and your bank accounts are displayed in the top left (2) – with the details of the selected account (including branch address, account numbers, sort code, balances and currency) all shown on the top panel. (3) From the Bank section you can also access your ‘Sundry Cash Ledger’ (for cash accounting), ‘Petty Cash Accounts’ and Foreign Exchange data (under ‘ForX.’)

Your unreconciled transactions are displayed under the main ‘Unreconciled transactions’ tab in date order. To reconcile, move to the ‘Statements’ tab, select a statement, and double click on an unreconciled item to set it as reconciled (or vice versa)

If you use printed cheques as a part of your business, you can access your unprinted cheques via the ‘Unprinted Cheques’ tab, which can be used in conjunction with a cheque printing machine or dot matrix printer.

Should you need to add a new bank account for your business, you can do so from the top toolbar by clicking the ‘Add A/C’ button. Each new Bank Account will require a unique Nominal Ledger code for that account and a currency chosen from your list of default currencies.

Your new account can be set as the default bank account in Accounts Preferences by saving its number in the ‘Default Bank Account’ field under the ‘Finance’ Tab. SQLWorks should normally be used to treat Credit Cards as bank accounts, with statements processed in a similar manner.

SQLWorks is designed to keep your banking as transparent as possible, and ensure that it’s always easy to match up the contents of your bank ledger to your real world finances.

 

For accounting software that matches your business: speak to us about SQLWorks today.

Fact Sheet: Email Marketing & Mailshots

email marketing

If you have SQLWorks linked to your email account, SQLWorks can be used for email marketing and mailshots, bulk sending emails with custom designs.

Accessed within SQLWorks CRM, users can create a new email campaign by making a new mailshot project, and create multiple mass emails within a campaign.

Right clicking in the main list and selecting ‘New Mailshot’ will open a new email creation window, where users can give the mailshot a unique name, choose an email from address, subject line, and ‘drag-and-drop’ in attachments.

The list of intended recipients can be chosen from the ‘Client Lists’ dropdown, selecting from one of your custom client lists, which you can build from your saved SQLWorks CRM contacts.

For the design of an email, you can choose from a wide range of tools from within the formatting pallet on the right of the main email editing window – get creative with different fonts and text sizes, colours, bulletpoints and alignment, insert images, tables and more!

You can format elements by highlighting them and clicking the format buttons, and confine the margins of your email by setting these measurements in the ‘Document’ tab.

For tidy formatting, we recommend creating a borderless table in which to align all the elements of your email marketing email – to ensure any custom designs are displayed consistently in the inboxes of recipients.

SQLWorks database tags can be input into the main email body so that each email contains mail merged custom data from elsewhere in your contact directory. This can be used for targeting with ‘informal’ detail (e.g.: a first name – ‘Dear John’) and a “fall-through” function which pulls in substitute data as a ‘formal’ backup (e.g.: surnames – ‘Dear Mr Smith’) where the main data is unavailable. These functions can be customised by our SQLWorks team, to email your contacts using any piece of data from your SQLWorks CRM, Accounts or Stock Control data.

SQLWorks allows you to preview each version of a mailmerged email to check for errors by clicking the ‘Prev’ / ‘Next’ buttons, and ensure each email is correctly personalised. Using the spellcheck function, and undo/redo buttons, email marketeers can also avoid any errors being broadcast to a wide audience.

If you wish to remove all formatting, and send your email as a ‘plain text’ email to improve chances of deliverability, simply tick the ‘Send as Plain Text’ checkbox at the top of the Mailshot window. Using the ‘Show Plain Text’ checkbox, you can also check how this email is likely to be seen by email inbox previews.

Deploying these tools, you can field imaginative, targeted and ongoing email campaigns, linking all the intelligence of your SQLWorks data together with your marketing.

 

For expert CRM tools, contact us about SQLWorks today:

Fact Sheet: Adding Emails

Adding emails

SQLWorks integrates with your email inbox to let you view, send and use emails to complete other tasks: here’s how.

To add your email account to SQLWorks, click ‘User Prefs’ under Preferences (1) in the main navbar. Select your User ID, and under the ‘Employee Info’ Tab put your email settings into email settings fields, including your account ID and password. This will give SQLWorks permission to see the contents of your email inbox.

In the main Companies List (1) by clicking the ‘Emails’ Tab (2) under a selected company’s record you can view the contents of your inbox on the left hand panel, and emails saved within SQLWorks on the right hand panel.

Dragging an email from the left panel to the right panel saves a copy to the system and makes the email visible to other SQLWorks users, whilst selecting an email makes the message content visible in the yellow viewing box below.

This is most useful for adding emails which are to valuable to just sit in your inbox – emails which your team will need to be able to share or recover details from in your absence.

You can also use this tool to place important emails within the system, linking important correspondence to projects, sales leads, quotations and more.

 

SQLWorks can even be configured to recognise significant emails and automatically add them to projects and other areas – for additional information, ask the SQLWorks team today.

Did you know? Bulk Invoicing

bulk invoicing

Bigger businesses can find it useful to send out invoices in batches (‘bulk invoicing’) – here’s how to do that in SQLWorks.

Click the ‘Reports’ button in the top right hand corner of your Sales Ledger and select the ‘Unprinted Invoices’ option. This loads a new window displaying any invoices which haven’t yet been submitted to a customer for payment.

You can select individual or multiple invoices (or choose a range of invoices by invoice number) and send these automatically by clicking the ‘Print/Email’ button.

Whether your invoices are printed, emailed or both can be set for each company in the Sales Ledger under the ‘Print & Orders’ Tab –  under Default Print Settings you can choose how to send invoices to that client, and set an invoicing contact email for that company.

This same tool can also be used for automatically sending statements to customers in your Sales Ledger, by entering a contact email address for statements and choosing a format for sending.

In addition, you can set SQLWorks to send Sales Ledger Statements based on amount – choose ‘No’ to never send this customer  a statement, ‘Yes’ to send if the customer has an outstanding balance, and ‘Always’ to always send a statement regardless of outstanding credit.

Both the automatic sending of invoices and statements in SQLWorks, in bulk, allows you to easily get through larger volumes of customer billing.

 

For support and advice, please contact our SQLWorks team today – 01271 375999.

Manufacture and Kitting

manufacture

SQLWorks includes a manufacture and kitting tool able to budget for and build manufactured products using a selection of saved kits.

Manufacturing is accessible to users of the SQLWorks Advanced Stock, and can be found within the Stock Ledger screen under the ‘Products’ module in the main Navbar (1).

Clicking the ‘Kit Details’ Tab opens the kitting information for the selected stock item (2), and users should click the ‘Setup’ button if using these tools for a given stock item for the first time. By default, SQLWorks saves up to 3 alternate builds for each manufactured item (although more are available) with saved descriptions for each build (3).

Each stock item in your SQLWorks stock ledger can be both a ‘parent’ (made from its stock item ‘children’ – its components) or a ‘child’ of another stock item ‘parent’. Right-clicking opens options to ‘add child’ (component part) including values for both the components and associated labour costs.

Saved builds can include many components, sub components, and more levels as needed.

On the right hand side of the panel (4) are fields displaying the ‘Base Component Cost’ (the total value of the component parts as worked out by your saved SQLWorks stock valuation model) the ‘Marked Up Component Cost’ (the total markup value once percentage markups such as labour or assembly costs have been applied to each component for this build) and the ‘Current Kit Cost’ with your assigned sale cost for the finished product.

The kit price will be re-calculated automatically as component parts change, or if you have disabled this feature, by pressing the ‘Re-calculate’ button. Users can update the cost details for a build, allowing for any recent changes to stock ledger components, their value or assembly markup costs. You can also use saved shortcuts in the quick select menu of the Stock Ledger to view ‘Parent Items’ and ‘Child Items’ for easy searching.

SQLWorks manufacturing gives you a toolkit to organize the manufacture of kits from countless components, and to keep track of costs at every stage of the production line.

 

For specialist manufacture and kitting tools – speak to us about SQLWorks Stock Control today.

Did you Know? Debt History

Debt History

SQLWorks makes it easy to look back through the debt history of a given customer – using the Sales Ledger ‘Debt History’ tool.

By clicking on the ‘Debt History’ Tab within a chosen company’s Sales Ledger account you can view a summary of aged debt over the past 9 months, using data from your past invoicing.

The ‘Turnover’ and ‘Profit’ Tab display each month’s turnover and profit from that company’s sales account over several years.

The ‘Balance’ tab collates every dated invoice and credit note to build a cumulative running total of a company’s credit history, displayed in both sterling and foreign currency, and as a graph.

For a range of graph options, highlight the table you wish to illustrate, right click and select ‘Graph [Profit/Turnover]’ or click ‘Enlarge’ to enlarge the balance history graph.

SQLWorks supports line, bar and pie charts, in both conventional and accumulated displays – providing different ways to illustrate a customer’s past purchasing.

 

For help managing customer accounts with SQLWorks – contact our team today by clicking here.

Fact Sheet: Order Allocation

For the most professional warehousing operations, SQLWorks includes a powerful automated order allocation system.

‘Order Allocation’ can be accessed by users who have the SQLWorks Advanced Stock module under ‘Products’ in the main Navbar .

The top of this window gives you a series of filters for every stock order recorded in SQLWorks , with a series of configurable order allocation stages that your warehouse stock must move through to be dispatched in the panel below.

Typically stock will be progressing through one of six stages:

  • ‘Unallocated’ – Stock that has not yet been processed.
  • ‘Allocated’ – Stock from a specific warehouse reserved for a specific order.
  • ‘Released’ – Stock in a specific bin location or locations, approved for picking.
  • ‘In Pick’ –  Stock that has been picked and due to be dispatched to the customer.
  • In Transit’ – Stock that is part of internal stock movements between warehouses

By default all lines that meet your search criteria are displayed on the relevant tabs on the bottom of the window. These display is automatically ‘locked’ to editing, however using the radio buttons users can make the list ‘Selectable’ to turn on or off individual (or groups of) order lines, or ‘Editable’ to change individual allocation qty within a line. Right clicking a selectable or editable line opens helpful options for highlighting mass, order group or inverse line selections.

In the unallocated tab clicking the ‘Auto Set Values’ button on the right will allocate anything SQLWorks can, when you save it will move order lines to the ‘Allocated’ Tab. Since not every allocated stock item within an order is always available for dispatch, SQLWorks releases the order allocation based on the dispatch rules set in the order:

  • ‘Allow Back Orders’ – When picked, any outstanding stock is cancelled unless SQLWorks is told to hold as outstanding items for back ordering.
  • ‘Allow Part Order’ – SQLWorks will allocate order lines as they become available, unless told to wait until the full order can be fulfilled.
  • ‘Allow Split Line’ – Send partial quantities from lines whenever they are available.

You can specify saved defaults for your company’s SQLWorks order allocation, which can be overridden with a rule for specific customer’s sales account, and are then applied to each specific order for the account.

Once released, SQLWorks can auto-generate intelligent picking notes – itemising stock to be picked using optimal warehouse walking route based on the known locations of your warehouse bins. When a pick is complete, warehouse operatives can re-enter stock ‘Fail Quantity’ figures into your order allocation history, along with reporting reasons for why the stock in question could not be picked. The remaining quantity is then automatically moved to invoice, allowing you to dispatch large numbers of orders with ease and efficiency.

An inventory Audit Log also allows you to look back through a complete history of every order line, or you can refer to the ‘Order Processing’ Tab within the Stock Ledger for a graphical summary and past failed order data.

For a more professional stock control solution – contact us about SQLWorks today: 01271 375999