Managing Customers Using Sales Assignments

Sales Reps are one of the two commissionable individuals associated with customer accounts in DEACOM, the other being a Broker. Customer records in DEACOM have the option to assign multiple Sales Reps with various percentages which drive Commission payments/calculations. In general, there are two formats for assigning percentages: multiple 100% commissions or split commissions (50/50, 60/40, etc.) which require the total percentages on the Sales Assignments tab to equal 100%. A business case together with the commission setups for each format is presented in the table below. Several combinations and setups are possible in addition to the ones presented.

Commissions Format	Business Case	Commission Setup
Multiple 100% Commissions	Sales Rep "A" receives a 5% Commission for cream-based products. Sales Rep "B" receives a 5% Commission for jelly-based products.	Two commissions: One for Sales Rep "A" with a Commission on category of "cream-based products" and a factor of 0.05, the other for Sales Rep "B" with a Commission on category of "jelly-based products", and a factor of 0.05.
Split Commissions 50%/50%	Sales Reps "A" and "B" each receive 5% for all items, regardless of category.	One commission for "All Salesmen", commission on "All Items", with a factor of 0.05.

Considering the multiple 100% Commissions setup, the Sales Assignment tab on the Customer record will contain two lines: one for Sales Rep "A" with a percentage of 100% and one for Sales Rep "B" with a percentage of 100%. When a Sales Order is created, the system will evaluate the category for all the items specified on the order to determine which Sales Rep(s) will receive Commissions.
In regards to the split commissions 50%/50% example, the Sales Assignment tab on the Customer record will contain two lines: one for Sales Rep "A" with a percentage of 50% and one for Sales Rep "B" with a percentage of 50%. Additional information on the setup and use of Commissions is available via Calculating Sales Representative Commissions.

Configuration

Sales Groups must first be created in the system, then they can be assigned to Sales Reps. If multiple Sales Reps will be assigned to a single record, it may also be helpful to configure Sales Assignment Categories, which may be assigned to Sales Reps on the CRM Contact, Bill-to, Ship-to, and Sales Order levels and are used to indicate a Sales Rep's role for the customer, such as Lead Rep, Associate Rep, etc., when multiple Sales Reps are used.

Process

Adding a Sales Rep

Navigate to Sales > Maintenance > Sales Reps.
At minimum, enter a Last Name for the Sales Rep and assign a Sales Group. Other fields may be filled as desired or as information is received.
1. If this Sales Rep should be the default when entering new Sales Orders, check off the "Default" flag.
2. If this Sales Rep is eligible to receive Commissions, check off the "Commission Eligible" flag.
If the amounts for revenue, COGS, and A/R should hit GL accounts other than the defaults, navigate to the GL Overrides tab and click "Add" to select a position and account. Multiple overrides can be configured. For more information, refer to Configuring GL Overrides.
To assign a sales target for this person, enter a value in the "Sales Quota" field.
If this rep belongs in a specific group, like location- or product-based, select one from the Sales Group pick list.
If this rep is assigned beneath another, a Manager can be assigned that will be able to view this rep's sales records.
Once all desired information has been entered, click "Save" and "Exit".

Notes:

Users can be restricted to viewing and modifying only records that have certain Sales Reps set on the Sales Assignment tab through System > Maintenance > User Restrictions. For more information, refer to the User Restrictions section of Managing Users and User Security.
Quotas may also be added to the Sales Group and Bill-to Company levels.
In version 16.07.047, a new pick list, "Sales Rep Filter", has been added to the Order Reporting (Sales) pre-filter and the Customers pre-filter. The field is used to filter Sales Orders based on the Sales Reps assigned, or the Sales Reps assigned to a specific sales rep manager.

Assigning a Sales Rep to a Customer

Navigate to Sales > Customers.
Select either a Bill-to or Ship-to Company on the pre-filter and click "Modify".
Navigate to the Sales Assignments tab and click "Add".
Select a Sales Rep from the pick list and assign a Commission Percentage.
If using Sales Assignment Categories, select one in the "Assignment Category" field.
If during the shipping process, the Sales Rep should be replaced with the User shipping the order, check off the "Replace Rep with User Shipping Order" flag.
If adding more than one Sales Rep, click "Next" and repeat step 4, otherwise click "Save" and "Exit".

Notes:

Assigning a Sales Rep to a Bill-to Customer will automatically set the Sales Rep for any Ship-to connected to that Bill-to to the selection. This selection can be overridden on the Ship-to if desired.

The Sales Rep assigned to a Ship-to will be the default Sales Rep when a new Sales Order is entered. This selection can be overridden if desired.

Using the Sales Rep "Retroactive" button

If creating a Sales Rep in order to assign it to existing Sales Orders, users can click the "Retroactive" button on the Sales Rep record once it has been saved. This button will re-assign all orders based on the starting date defined in the button window to use the new Sales Rep. This button changes all Sales Order Types and modifies orders in all statuses including Not Shipped, Shipped, Invoiced, and Paid. Historical copies of these orders are updated as well. Use this button with caution as the action cannot be undone.

Follow the below steps to use the Retroactive function to re-assign Sales Orders to a new Sales Rep.

Navigate to Sales > Customers.
Set the pre-filter as desired, then click "View".
Select the Bill-to/Ship-to record for the customer being modified and click "Modify".
Change the Sales Rep information on the record to the new Sales Rep. If existing orders need to be updated, continue with steps below.
Navigate to Sales > Maintenance > Sales Reps.
Select the original Sales Rep record and click "Modify". This should be the Sales Rep that will be removed from commission consideration on existing orders. This would be used in cases where a sales person has left the company and orders need to be updated to reflect the name of the sales person(s) that will now be receiving commissions.
Click the "Retroactive" button and enter a date.
Click the "Update" button, which will review records and replace existing Sales Reps with new Sales Reps based on step one and from the date entered.

Using Territories

Territories allow companies to easily manage multiple sales representative assignments. Once created, Territories are assigned to the appropriate Customer record. Subsequent changes to assignments are handled at the territory level. This eliminates the need to maintain individual sales rep assignments on the sales assignments tab within Customers. Follow the steps below to create and assign territories.

Navigate to Sales > Maintenance > Territories.
Click the "New" button to display the Edit Territory form.
Enter the appropriate name for the Territory and make sure the active box is checked.
Next, click the Sales Reps tab and enter the sales rep assignments. If using split assignments percentages must equal 100%.
Once all changes have been made save and exit.
Navigate to Sales > Customers.
Select the appropriate Bill-to or Ship-to record.
Navigate to the Sales Reps tab.
In the "Territory" field select the appropriate territory. Territories added on the Bill-to record provide the default when creating new Ship-to records. Territories added on the Ship-to record will populate the Sales Assignments tab when new sales orders are created for the selected Ship-to.
If changes are required, they are handled via Sales > Maintenance > Territories. Once changes have been made, sales assignments for any Ship-to or Bill-to using the territory are automatically updated.

FAQ & Diagnostic Tips

TIP: Beginning in version 17.01.003, the system will set the Sales Assignments based on the following priority: Ship-To Facility record first, then the Ship-To, and then the Bill-To record.

TIP: Clicking the "Update All Ship-To's" button on the Edit Bill-To Company form will update all order defaults and sales reps, including the Territory, for the linked Ship-to Companies so they match the Ship-to Defaults specified on the Bill-to Company.