Default VAT currency and percentage
From here you can specify the currency that will be set by default in the orders / estimates filled in on the tablet.
The VAT percentage specified in this field will be set automatically for all those products in which it is not specified in the master data.
The same settings can also be configured in the Reserved Area by logging in as Manager, from the Settings -> Preferences menu, with regard to orders / quotes filled in from that Area.
Numbering of orders and quotes (reserved for the Manager user)
The progressive numbers of the orders cannot be changed, but it is possible to restart the count from 1. The count restarts automatically every year.
PDF preferences (reserved for Manager user)
In the Reserved Area, by logging in as Manager, from the Settings -> Preferences menu, you can choose from 7 PDF order / quote templates, as well as the color and font.
Also from this section it is possible to specify the conditions of sale that will be reported in the document.
Next, we have the option to view or not the Customer Code in the PDF of the order and, once a choice has been set, decide whether to apply it also to orders filled in from the tablet.
Finally, it is possible to insert the company logo which, in addition to being shown in the PDF of the order, will appear on the screen of all the tablets associated with this account (the size must be 600px x 300px, in jpg format).
General Preferences (reserved for the Manager user)
Also in the Reserved Area it is possible to specify the currency and the default VAT for orders / quotes compiled from this Area.
The option: “gifts with compensation” allows you to choose whether or not to apply the compensation in the calculation of the VAT of the gifts (OS5.7 or higher required).
The taxable amount will be reversed on the invoice, while the total amount of VAT will remain to be paid for the customer.
In addition to these options, we find the possibility of specifying one or more email addresses to which copies of orders will be sent in CSV format.
In this section you can consult the Agent’s data that will appear in the appropriate area of the order / quote PDF. These data can only be modified in the Reserved Area, by logging in as Manager, from the Management menu -> Agents.
The default display shows the list of orders arranged in chronological way; the last order is displayed at the top and it’s followed by the less recent orders.
The orders are grouped by months of the current year and subsequently by previous years.
The user can choose to display orders by filtering them by suppliers or customers and can return to chronological order by clicking the filter “Date”.
Order Sender allows you to manage both orders and quotes.
The Quotes section is only available to users with Business subscription.
The quotes can be transformed into orders.
It is possible to access the order’s database from the home page screen or the tab bar
From this page you can display, manage and create new orders.
The orders that haven’t been sent yet are marked by a red border, while those already sent have a green border. Once the order has been sent, it can not be changed, but it can be duplicated, resent or deleted from the database.
The same applies to the quotes
Create new order/quote
This is the screen where the order / quote form is filled out. Allows you to specify customer, supplier, shipment and item data.
In the header we find the section dedicated to numbering. When the order / quote is created, a temporary number (T-xxx) is assigned which remains until the order / quote is sent. After sending, the system will assign the definitive order number (B-xxx) considering the general numbering of the account.
The date is automatically entered based on the day on which the order is completed. However, it is always possible to change it manually.
The PDF icon allows you to see a preview of the PDF of the order (online) as it would arrive at the customer and supplier. This allows you to carry out checks and correct any errors before actually sending the proposal. From this screen it is also possible to print the PDF preview of the order directly via a WiFi printer connected to your internal network.
The “Order Options” menu is accessible by clicking the icon at the top right of the order creation screen. It allows you to view specific operations on the individual order. For example: a draft order can be sent or canceled, while an already sent order can be re-sent, duplicated or canceled.
Among the data that complete the compilation of the order / quote we find:
– Closing discount, expressed in numerical value or as a percentage, applied to the sum of the taxable amounts;
– The client: the name of the person who signs the acceptance;
– Digital signature: the documents in PDF, sent by e-mail, can be signed by the customer thanks to the software function that allows you to collect his signature.
This section includes data relating to delivery (date, type, packaging, return, shipment), payment (method, bank) and transport costs. All data must be filled in manually, with the exception of the payment method which can be saved in the Customer registry.
Si può cominciare la compilazione dell’ordine selezionando un Fornitore presente in anagrafica. Per farlo, basta iniziare a scrivere il nome nell’apposito campo e premere sul Fornitore che viene proposto tramite il menu a tendina.
È possibile inserire manualmente un Nuovo Fornitore. In questo caso è necessario espandere il campo “Fornitore” con il tasto “+” e compilare tutti i dati necessari. Al termine, premere il bottone “Salva Fornitore” che consentirà di salvare l’anagrafica appena inserita nel database dell’account e di richiamarla in ordini futuri. Se si modifica un fornitore già salvato, sarà possibile aggiornarlo definitivamente anche nel database tramite il bottone “Aggiorna Fornitore” (riservato a utente Gestore).
Once main fields have been filled in, the action to be undertaken is to send the order by clicking on the “Send” button, which will open a screen where you can decide whom to send the order to, in addition to the supplier. Proceeding, the order will be sent by email to the previously stated addresses, as an attached pdf file.
Once the order has been sent, it can not be changed, but it can be duplicated, resent or deleted from tablet’s memory (See Order Process Menu).
In the part dedicated to “Products” it is possible to insert products you uploaded previously (see Product Management) following the same principle used for Customers and Suppliers, that is to say following the path “Add product” and starting to write in the “Code” or “Description” field and selecting the desired product. You can then choose quantities, prices and possible discounts (for discounts setting see page …).
However, it is always possible to add a new item manually. In this case, the “Save details” button will appear, allowing you to save the item you inserted in the app’s database and to recall it during the next orders. If an already saved item is modified, you can update the information stored in the database by clicking on the “Update details” button.
The VAT field, available for every item, will be populated with default value, indicated in the Preferences section or in the details of the item. However, it is always possible to add a specific VAT value for each item. (see how to set the default VAT)
The Currency field, in order creation screen, is pre-populated with default value, specified in the Preferences section. It can be changed for the order in progress. The currency exchange rate is not handled. (see how to set the default currency)
The totals will be updated with the addition of new items.
The items will appear automatically when typing their code only if the supplier has been already inserted in the order.
The office refers to the shipping address of the goods, an alternative to the Customer’s registered office. In the Customer database it is possible to save multiple locations that will be recalled at the time of completing the order.
You can manually enter a new location. In this case it is necessary to expand the “Sede” field with the “+” key and fill in all the necessary data. At the end press the button “Save Customer” which will allow you to save the registry just entered in the account database and to recall it in future orders. If you modify a customer that has already been saved, it will also be possible to permanently update it in the database using the “Update Customer” button (reserved for the Manager user).
Choose whether or not to apply the compensation in the calculation of the VAT of the gifts (OS5.7 or higher required).
The taxable amount will be reversed on the invoice, while the total amount of VAT will remain to be paid for the customer.
To access the “gifts with compensation” option, you must access the web area as a manager, in “settings”> “preferences”; “general preferences”.
Upon first opening, the Order Sender app asks you to enter your Agent credentials. This is an authentication that allows you to synchronize the tablet with the data on our servers, relating to the account to which we have access.
Once logged in, you can return to this section from the “Login” button.
From here you can also perform further operations, such as synchronizing or deleting the Business account from the tablet, by activating the pop-up menu, swiping with your finger from right to left, near your company code.
This business solution allows all the Agents who are part of it to access the same database (suppliers, customers, discounts, products), but each of them maintains the ability to view only their own orders on their tablet.
In the architecture of a Business account with multiple agents, only the Manager is allowed to add or modify the master data, this for a matter of data consistency.
The Agent (apart from the first one created, who is also the Manager) is a user who has the possibility to add new Customers only when filling in an order or a quote (see “Customer” field).
Another peculiarity of this account is the possibility of assigning Suppliers and Customers to only some Agents (or groups of Agents). In fact, within each registry there is an area with the names of the Agents to be displayed.
Management (personal data)
By accessing the Reserved Area as a Manager, it is possible to add, import and manage one or more customized price lists, alternative to the Basic Price List.
Each price list is composed of the price list code, the name of the price list, product code, net price (relative to the product to which a customized price list is being added) and up to three discounts (optional).
Even customized price lists, alternative to the basic one, can be imported via CSV file or Copy / Paste from Excel.
It allows you to create, manage and delete the order shipping address for each individual customer.
From the list, click the “+” button at the top right, fill in the fields and save by clicking the “Save” button at the bottom.
In order for an Agent (without the Manager’s permissions) to enter a new customer in the account database, it is necessary to fill in and send an order, or a quote, with the data relating to the new shipping address, after which, the Manager user will be able to authorize this entry.
In fact, the latter will see the order or the estimate created by the agent in the Orders Archive (by accessing the Reserved Area on the web as Manager) and entering the order modification, by pressing on the “green pencil”, he will find next to the name of the new office, the key to be able to save it in the registry.
Edit and delete personal data
From the list, click the row of the office, modify the fields and save the changes by clicking the “Save” button. You can delete the registry by clicking the “trash can” icon at the top right of the edit screen.
By accessing the Reserved Area as a Manager, it is possible to import CSV files. This format is supported by the most popular spreadsheets such as Microsoft Excel, OpenOffice or LibreOffice. Click on the version you have to download the example file from which to start to create your database to import.
– Customers (Excel for Windows, Excel for Mac, OpenOffice)
– Products (Excel for Windows, Excel for Mac, OpenOffice)
– Discounts (Excel for Windows, Excel for Mac, OpenOffice)
– Custom Price Lists (Excel for Windows, Excel for Mac, OpenOffice)
These imports can also be made starting from an Excel file, by copying / pasting the data contained in this archive.
Once the data has been entered in the importer, it is necessary to indicate whether a header row is contained in the file (such as the one present in the example files) and if you intend to remove the data that are not present in the file, so as to delete the personal data not present in the file. most used.
In any case, the records in the archive will be updated with those being imported.
In the last step it is necessary to associate the columns in the CSV file with the fields that can be imported into the system. If there is no header row, such as the one in the example files, it will be possible to associate these fields using the drop-down menus in each row.
It is possible that the system does not automatically recognize the file structure and therefore it is necessary to specify which “Column delimiter” and which “String delimiter” are used in this document. Try to change and press “Update Preview” to verify that the system correctly recognizes the single data to be imported.
Data export always takes place in CSV format and, in addition to the data listed above as regards import, it is also possible to export the data relating to orders.
To achieve full integration of Order Sender with third party software, access to Web API libraries is provided.
This is an additional module that can be purchased separately that allows you to export and import data relating to orders, customer records and products on the company management system, creating a highly flexible integration, which is perfectly modeled respecting the workflow adopted by the company. The management system, or any other external system used, can be set up in such a way as to retrieve the data generated by Order Sender through simple web calls.
To obtain the token, access the Reserved Area and go to the “API Management” (from the Settings menu). To consult the manual relating to integration via API, and to know the mapping of the fields that are transmitted, click here.
It enables the user to create, manage and delete discounts related to each customer, associated with supplier or products. Once in the menu, select the customer whom you want to apply the discount to and add the above-mentioned by clicking on the + button. A discount may be applied to the entire supplier’s list of products or to each product separately. In the first case, you can choose the supplier of the product you want to apply the discount to from the drop down menu in the input screen, without specifying a product. In the second case, after specifying the supplier’s list of products, you have to specify a product from the related drop-down menu. In the event where there are both discount on the entire supplier’s price list and a product’s discount, at the moment of order completion the discount related to the single item will be automatically entered (in the screen dedicated to order’s completion it is always possible to change the discount manually). Once the supplier and potentially the product have been stated, select the discount percentage. You can specify up to three discount percentages: the second percentage is a discount on the already discounted price by the first percentage and the third one is a discount applied to the already discounted price by the second percentage. If, for example, we associate to the product X a discount 1 of 10% and a discount 2 one of 5%, starting from a price of 100, the final discounted price will be 85.5. (the first discount reduces the price to 90 and if we apply to it the second discount, we reach the final price of 85.5).
The management of personal details is accessible from the side menu, by clicking on the icon at the top right of each screen.
It allows you to create, manage and delete the product’s catalog related to each supplier.
To add new products, you must specify a supplier. Choose a supplier from the product management screen and then access the list of products linked to the supplier. From this screen, click on the “+” button in the upper right corner to access the screen which enables the input of a new product. Fill in the fields and save by clicking on the “Save” button at the bottom of the screen.
change the fields and save changes by clicking the “Save” button. You can delete the details by clicking the “Trash box” icon, in the upper right of the edit screen.
Select a supplier and get access to the list of products linked to the supplier. Select the products to be delete by clicking the checkbox on the left of each row. Then click on the “Trash box” icon at the top and confirm.
It allows the user to create, manage and delete the Suppliers or Clients list.
From the list click on the “+” button at the top right, fill in the fields and save by clicking the “Save” button at the bottom of the page.
Edit and delete personal details
From the list, click the row of the supplier or customer, change the related fields and save the changes by clicking the “Save” button. You can delete the details by clicking the “Trash box” icon, in the upper right of the edit screen.
The management of personal details is accessible from the side menu, by clicking on the icon at the top right of each screen.
Recalled both from the home screen and from the buttons below, it is an area dedicated to the general summary of the data and the activities related to each customer.
At the top we find the map with the customer located where, by pressing on the placeholder, it is possible to set the navigator on the device and start navigation.
In the part below a summary of the main data is shown, where the Email and Telephone fields, if pressed, activate communication with the Customer.
The buttons that follow offer an in-depth overview of the customer’s personal data and the offices associated with it, with summaries of the orders / quotes created in his name.
From the Reserved Area, you can view all customers on the map. To do this, simply press the button in the shape of a paper map at the top of the screen, which can be called up from the CRM -> Customers menu.
Using the “search” field it is possible to frame all the customers present in a specific city.
The geographical position, expressed in latitude and longitude, must also be saved within each customer database.
Recalled both from the home screen and from the buttons below, it is an area dedicated to the analysis of the economic trend of the company’s business.
All the data in this section can be filtered by “Agent” (reserved for the Manager user), “Supplier” and “Customer”.
This tool offers a summary of the orders placed, month by month, during the current and previous year. In the first pane, you can choose two types of visualization: line chart and bar chart.
In the second view there is also the bar that shows the total for the year.
The second and third boxes show the differences, month by month, between the current year and the previous one. The second box is expressed in currency while the third in percentage.
Best selling items
In this view you can see the ranking of the 10 best selling items since the start of the activity. The product codes are expressed on the Y axis, while the quantity purchased of this product is indicated at the bottom of the blue bar.
From the Reserved Area, by logging in as Manager, it is possible to upload PDF documents (catalogs, product sheets) in order to make them visible on all agents’ devices.
From the menu Management -> Documents it is possible to access the management of this section.
Press the “+” key to create the folder that will contain the PDF documents.
Click on the orange folder you just created to enter, then press the “+” key to add the document present in your device. In this window you can specify the name of the document, enter a description and give the agents the possibility to send this file via email.
On the device, following a synchronization, it is possible to view the documents uploaded from the Reserved Area in the appropriate section. The documents will actually be downloaded to your device at the time of viewing, by selecting the item and pressing the icon with the down arrow or by pressing the “Download all” button.
By selecting the file (putting the check mark) and pressing the trash can icon, it is possible to delete it from the archive (reserved for the Manager user).
In this section, by selecting the desired supplier, you can view the products based on the images. By browsing the articles in the archive, you can start creating an order / quote by pressing the “+” button, or, if there is an order / quote being compiled and not yet sent, it can be added to the latter.
At this stage it is possible to add products to the current order by simply pressing the “+” button next to the desired item; by pressing on the line with the cart icon it is possible to enter the order modification (to make changes in quantity, discounts, etc.).
By swiping your finger, from right to left on this line, you can cancel the order being compiled.
To return to the catalog, simply press the “Catalog” button within the order modification.
To insert the photos in the Catalog it is necessary to carry out the following operations, accessing the Reserved Area on the web as a Manager, as needed:
– One photo at a time: by going from the Management menu-> Suppliers / Products-> Orange Folder-> Green pencil corresponding to the required product and, under the descriptions section, press the “upload” icon under “Image”;
– Entire photo list: from Settings -> Import Images, it can import a ZIP file containing the images (jpeg or png).
For the latter case, it is important that the ZIP file contains files named as the product code to which you want to associate it.
For the product with code A1841, the file name must be A1841.jpg or A1841.png
To keep the catalog even more organized, it is possible to create Categories and Subcategories, as follows:
From the Management-> Suppliers / Products-> Red Folder menu, press the “+” button to add a category. Enter the name and a code for the category you are adding.
Then, to add the products to the newly created category, you can proceed in two ways:
– From the product database, Management-> Suppliers / Products-> Orange Folder-> Green pencil on the desired product and, at the bottom of the tab, select the desired category.
– It is possible to import products from the CSV file by automatically assigning them to a category by entering the code of the latter in the “categories” column.
Business Travels (Tours)
This additional module allows you to manage all the agent’s appointments.
The created appointments can be consulted in the internal calendar and synchronized with the calendar of your tablet (attention: to do this, it is important to authorize the App Order Sender to access the calendar).
To create a new appointment, press the “+” button in this section of the App.
In addition to being able to specify the date and time of the appointment, you can write the name of the person you intend to visit, or call a customer from the personal data in the archive. In this case, you can also select an alternative office for the customer recalled. The customer’s position will be immediately displayed on the map at the top of the screen.
There are also the “Notes” and “Objectives” fields.
Finally, press the “Save Appointment” button to confirm the operation.
To view the day’s appointments on the map, simply press on the desired date in the calendar: the appointments will be displayed at the bottom. Then press the top button in the form of a paper map.
From the map, you can also start the tablet navigator by pressing on the drop-shaped placeholder and then on the car-shaped icon.
Commissions can be calculated in two different ways:
On the sales price: by setting a percentage calculated on the sales price net of VAT and discounts.
On the sales margin: by setting a percentage calculated on a taxable amount given by the difference between the sales price and the minimum amount.
Both methods can intervene on the entire price list of a particular supplier, on a product category or on a single product.
By entering the Supplier’s data, from the side menu Management> Suppliers> green pencil it is possible to decide the calculation method and the percentage that calculates the commission on the entire price list.
In Management> Commissions, on the other hand, you can add the commissions that will be calculated on specific product categories or products.
Both in the Web Area and in the app, on mobile devices, there is the Commissions section where you can also access the statistics section which highlights the agent’s earnings month by month, order by order.
The section is divided into two areas: in the first there are the statistics that arise from the commission calculation relating to orders, in the second we find the list of products that have made the most.
To both statistics it is possible to apply different search filters in order to perform real accurate surveys on your sales network.