5.7. Maintain Salesperson
Equity keeps track of all your sales staff and their individual sales. Even if you don't have a sales staff you will need a "Company" salesperson as each debtor requires a Salesperson code in their record.
This option leads to a menu from which you can add, edit, view and delete Salesperson details, as well as a Commission report and Sales Summary report.
Note : Pressing [Esc] will return you directly to the Debtors Control Menu.
We will go through each option on the list separately.
Note : If you just want to know how to add your "Company" salesperson refer to Add New Salesperson in this section.
5.7.1. View Salesperson Details
This is the option you will use most often once all your sales staff have been entered into the system. It enables you to view a chosen salesperson's sales record without editing the record.
Note : You can only view Salespeople that have already been entered into Equity.
When this option is selected a screen will be displayed that allows you to enter the salesperson you wish to view. You can either type in a valid Salesperson code or press [F2] to pop-up a list of salespeople. The salesperson's record will then be displayed for you to view.
Note : The record cannot be changed from the view option.
You can press [Page Up] or [Page Down] to flick through the salesperson file. When you have finished viewing the salesperson's details press [Enter]. You can then enter another Salesperson code or press [Esc] to return to the Maintain Salesperson Menu.
5.7.2. Edit Salesperson Details
This option is used to enter any changes to an established Salesperson. When this option is selected a screen will be displayed that allows you to enter the salesperson you wish to edit. You can either type in a valid Salesperson code or press [F2] to pop-up a list of salespeople. The salesperson's record will then be displayed for you to edit.
Use the [Enter] and [Esc] keys to move through the record and enter any changes. When you are satisfied with the changes press [Ctrl][Enter] to save them. If you wish to abandon the changes without saving press [Ctrl][Esc] or [Alt][F4] if running under Windows.
You can then either enter another Salesperson code or press [Esc] to return to the Maintain Salesperson Menu.
5.7.3. Add New Salesperson
When you first start using Equity you will need to enter all your Salesperson details such as Name, Commission percentage and quotas using this option. Even if you don't have a sales staff as such you will need to enter a "Company" salesperson to use for all your debtors.
Note : If you are just entering a "Company" salesperson code it is an ideal opportunity to sit down and have a think about your companies monthly sales targets and enter them. You may be surprised with the results!
When this option is selected a screen will be displayed that allows you to enter the Salesperson's code you wish to add.
The Salesperson's code is usually their initials, or a similar distinction. Any combination of letters and numbers is valid, but we advise against spaces in codes as they can become hard to remember. It can be up to 5 characters long, but it is your own interest to keep the code as short as possible. When you have entered a code, press [Enter]. The new salesperson's record will be displayed.
All the fields will be empty except for the first which will contain your newly defined Salesperson code. The cursor will be on the next field ready for you to start entering information. Use the [Enter] and [Esc] keys to move through the record.
Descriptions of all the fields in the record follow :
Name
Enter the Salesperson's full name as it is to appear in reports.
Comm
This is the percentage commission the salesperson will be assigned. When the commission is reported in a dollar value it is calculated from this percentage of sales, less sales tax, less invoice discount, less freight.
Cost
This is the monthly cost of sales and is calculated as invoices are updated. You can enter history now if you have access to these figures, or just leave blank.
Sales
This is the monthly sales and is calculated as invoices are updated. You can enter history now if you have access to these figures, or just leave blank.
Quota
This is the monthly sales quota for this salesperson. This can be either entered or left blank.
When you have completed all the relevant fields a message `Press Enter to Accept', will appear at the bottom of the screen. Press [Enter] to save the details or [Ctrl][Esc] or [Alt][F4] if you are running under Microsoft Windows to exit without saving.
You are then given the choice of entering another salesperson to add or press [Esc] to return to the Maintain Salesperson Menu.
5.7.4. Delete Salesperson Details
When this option is selected a screen will be displayed that allows you to enter the salesperson you wish to delete. You can either type in a valid Salesperson code or press [F2] to pop-up a list of Salespeople.
The salespersons record will appear on screen with a message, `Press Enter to Delete', in the top right-hand corner. Press [Enter] if you wish to proceed with the deletion or [Esc] if you wish to return without deleting.
You can then select another salesperson to delete or press [Esc] to return to the Maintain Salesperson Menu.
Note : When you delete a salesperson you will need to enter another Salesperson code in all debtor records that had the deleted salesperson.
5.7.5. Sales Commission Report
This report is printed alphabetically in Salesperson code order and includes Gross sales, Net sales and Commission in a dollar value for a specified date range. The commission is calculated from the percentage commission entered into the salesperson's record, less sales tax, less invoice discount, less freight.
This report can be printed to any printer, an ASCII file or the screen by pressing [F3] and selecting from the pop-up list.
5.7.6. Product Sales Summary
This report prints every stock item that has been sold in the specified date range with quantity of New Sales and Repeat Sale by salesperson. It totals the quantity of New Sales and Repeat Sales, as well as totalling the number of New Orders and Repeat Orders.
This report can be printed to any printer, an ASCII file or the screen by pressing [F3] and selecting from the pop-up list.