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EXO CRM User Guide

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1. Copy company delivery address Use the Copy icon in the toolbar to copy details from the selected account Selecting Copy company main details copies the following information to the Contact e Postal Address e Phone e Fax e Email e Sales person Postal Code Enter the postal code if it is known if not click on the ellipsis button to search and select a postal code Phone Numbers Email Complete these fields with as much information at hand Phone Fax Mobile Home Phone Flags Active This flag is enabled by default If this Contact is to be inactive for any reason disable this checkbox Sync with If this flag is enabled the Contact will be synchronised with Outlook whenever a Outlook sync is performed If this flag is not enabled the Contact will not be included in synchronisation operations Opt Out If the contact has opted out of electronic marketing communications enable eMarketing this flag Contacts with this flag enabled can be excluded from Contact Lists see page 14 11 EXO Business CRM User Guide Miscellaneous Sales Person If there is a designated salesperson associated to this debtor creditor enter his her name here Advert Source The name of the advertising source through which you received this Contact Select the advert or source if applicable If one is not available in the list click the Setup button to create one This opens the Setup Advert Types window click New to create a new Refe
2. DAVID CRANSTON TIM MCINTOSH Tick the Has Budget option for each staff member who is to have a sales budget Use the Reporting To dropdown to select the sales manager that the staff member reports to by default staff members are their own managers Specifying managers for staff members affects the budget generation process when editing a budget users can see the budgets for all staff members that report to them This is hierarchical if Staff Member A reports to Staff Member B and Staff Member B reports to Staff Member C then C will be able to see the budgets for both A and B The area below the Reporting To option contains a tree view showing all staff members who report to the selected manager Setting up Sales Years Sales Team Budgets use the same budgeting periods as the EXO Business Analytics module These periods are set up in EXO Business Config at Admin gt Analytics gt Setup Sales Year 44 Sales Team Budgets Setting up Budget Models Before creating Sales Team Budgets you must define the models that the budgets will be based on Budget models define the levels to budget at and the sales period to budget over Select Setup Sales Team Budgets from the Setup menu to set up budget models All currently defined models are listed yy LoS a gt Pan kimiani LU Fike Muasagete Help om Sait Peed i ren bate Toate Adour Group Account Grou 2 Adiaul Stick riug Stock trier 2 Stock fie Team Bucket i YEAR SOLU 12 2
3. synchronising ACtIVITIES ceeccceeeeeeeeeeeeees 25 synchronising Opportunities 7 MIY DAY sensns rn EE 3 O Opportunities esseeseessescescoescesceesoessesseesseece 28 quote OptiOnS ssssessessessessesressesressessesseesee 37 CUO UA a secre 33 SUAS GS srr easasesgeeueee nice ements 40 Outlook synchronising ACtIVITIES ceeccceeeseeeeeeeeees 25 synchronising Opportunities 7 S Sales Team Budgets ccsccscscessccscscececcecnces 44 social media posting from a campaign WaVe sesser 52 synchronising ACUVUE S enii R 25 JPO UNES aaee 7 W waves EXO Business CRM csccscsssscsssscees 50 MOCOS SINE erdan tenors eusedinnaobersenuied 52 59
4. C DELADORG DELADORG C ISACTIVE ISACTIVE C ADVERTSOURCE ADVERTSOURCE C SALESNO SALES C FULLNAME FULLNAME C COMPANY ACCNO COMPANY_ACCNO C COMPANY_ACCTYPE COMPANY_ACCTYPE C MSN_ID MSN D C SKYPE_ID SKYPE ID C LAST _UPDATED LAST UPDATED C SYNC_CONTACTS SYNC_CONTACTS C LINKEDIN LINKEDIN r TWITTER TWITTER C FACEBCOK FACEBOOK C OPTOUT EMARKETING OPTOUT_EMARKETING C CAMPAIGN WAVE SEONO car 5 NAME AS SALESNAME AT DESCRIPTION AS ADVERT_NAME MARKETING_CLASSES FROM CONTACTS Cc LEFT JOIN STAFF S ON C SALESNO S STAFFNO LEFT JOIN ADVERT TYPES AT ON C ADVERTSOURCE AT SEQNO i Q WHERE ISACTIVE Y AND CPTOUT_EMARKETING W AND EMAIL LIKE co nz AND TITLE LIKE HManager In Manual SQL Mode enter a SQL statement to specify the Contacts to include in the Contact List and click Run Manual Query The Grid sub tab is populated with the results of the SQL statement Emailing Contacts Account gt Contacts You can send emails to individual Contacts groups of Contacts or all Contacts from the Contacts window To email Contacts 1 Goto the Account menu and choose Contacts The Contacts window is displayed 2 Select the Contacts you want to email in one of the following ways e Highlight a single Contact e Holding the cTRL key down click on a selection of Contacts e Select a marketing class click Search select all in that marketing class using the keystroke CTRL A e Select all Contacts using
5. Description A product description This uses the description of the product as entered in the main MYOB EXO Business stock record It can be overwritten Qty The quantity to be supplied It is 1 by default GST No Select the GST rate to use for this item Cost The cost of the product This uses the cost as entered in the stock records but can be overwritten 33 Sell Total Markup Status Date Cost Type Cost Group Disc Gross Margin Supplier Name From Location Kit No Quote Options 34 EXO Business CRM User Guide The selling price of the product This uses the selling price as attached to the customer It can be overwritten Automatically calculated cannot be directly overridden This value is automatically calculated and can be overwritten Enter the percentage amount of the new markup ignoring the sign e g 112 5 The status of this line Will be one of e LOST e QUOTE e JOB e ORDER When a quote is converted see page 36 only lines with the status QUOTE will be copied to the Sales Order or Job A quote line can be changed from QUOTE to LOST and vice versa using the Set Line Status as Quote and Set Line Status as Lost right click menu options Converted lines automatically have their status changed to JOB or ORDER as relevant The date of transaction being entered This column is only available if EXO Job Costing is installed Ente
6. for the Communication Method These fields become available if Mailshot Process is selected for the Communication Method These are details that may be relevant to the campaign wave which can be included in communications For example one or more of them could be included in the email template used by this wave Note The values entered for these details are stored for each wave in the CAMPAIGN_WAVE table This field becomes available if Social Media Post is selected for the Communication Method It allows you to enter the text that will be sent to the target social media network s Enter the date range over which this campaign wave will run These flags can be ticked to indicate the current status of the Campaign wave When the wave is processed see page 52 the Processed flag is ticked automatically 51 EXO Business CRM User Guide Processing Campaign Waves Campaign waves are processed in different ways depending on the action chosen for the Communication Method property Logging functions are available so that campaign waves can be followed up see page 57 after they have been processed When processing a campaign wave that uses one or more Contact Lists i e all communication methods except for Social Media Post you are given the option of refreshing the Contact Lists before processing This will regenerate the lists based on their list building criteria capturing any changes to Contacts that
7. gt Export to Outlook Note Individual activities are only synchronised if the Sync with Outlook box is ticked on the Activity window see page 20 Functions are also available to perform a one way synchronisation of activities e Select Import Activities from Outlook from the Tools dropdown to import activities to EXO Business from Outlook e Select Export Activities to Outlook from the Tools dropdown to export activities to Outlook from EXO Business Synchronisation Options While the Sync with Outlook option can be used in EXO Business for controlling which activities will be synchronised synchronisation can also be controlled based on settings in Outlook Tasks and Appointments that are marked as Private in Outlook will not be synchronised Outlook categories can also be used to control which records are synchronised EXO Business can be set up to exclude or include a specified list of categories in synchronisation options Two User level profile settings are used to control this e The INCLUDE or EXCLUDE CRM Outlook categories list setting determines whether records should be included or excluded based on their category e The List of CRM Outlook categories setting specifies the comma separated list of categories to be included in or excluded from synchronisation operations 26 Activities Examples To set up the system so that only records with the category of EXO are synchronised e Set the INCLUDE or EXCLUDE
8. 5 Soo apa onI 029 6 pa San Evit Sula 1303 447 StF aar REL don 025 595 Looe rote Moe Acei Cle LS L73 RS Dare oy cer OfbSr Re Select the type of query to run e Concurrent the query will be applied to the entire Contact List in one operation e Consecutive the query will be applied to each contact in the list in turn When this option is selected the details of all members of the selected Contact List s appear in the bottom pane of the window Enter the SQL query into the main area of the window then click Run Manual Query to apply the query Social Media Post When Social Media Post is selected for a wave s Communication Method a Text field becomes available and three buttons social media buttons appear on the Campaign Wave window toolbar e Facebook Post e LinkedIn Activity e Tweet Status Enter text for the social media post into the Text field then click one or more of the toolbar buttons to post the text to the relevant social media network s The accounts posted to are those that were entered in EXO Business Config at Admin gt Social Media gt Setup Social Media The account details used to post with are those that were used to log in and authorise the social media applications on the Setup Social Media screen Note The number of characters entered into the Text field is displayed this is useful when posting to Twitter as it shows if the text will exceed the 140 character limit f
9. Method Maishat Process 30 04 2012 Target Contact Lists 1 Emal List Got in URL Landing Site 50 Campaigns Fill in all relevant details of the campaign wave The following details are available Field Description Campaign Ref Description Communication Method Target Contact Lists Opt in URL Opt out URL Landing Site Tracker Key Text Start Date End Date Processed Complete The title of the campaign that the wave is a part of A brief description of the wave The communication method indicates what action should be performed in this wave Choose from e Mailshot Process send bulk communications to selected Contact Lists using the mailshot function e Bulk Activity Creation create Tasks or Appointments see page 23 related to all members of selected Contact Lists e Execute SQL execute a custom SQL query against selected Contact Lists e Social Media Post post to the company social media networks e Export List export the details of selected Contact Lists to a CSV file e Execute External Program run an external file or program Note Communication methods can be hidden using the Hide Campaign Wave Communication types User level profile setting if any of the methods listed above do not appear check this profile setting This property allows you to select the Contact List s that the wave should apply to Its availability depends on which option is selected
10. another coding for posting to the General Ledger Analysis Code 2 Showline Contains a Y or N to indicate if the line should appear on an invoice This applies to kit component lines where the component lines may be hidden set on BOM header 35 EXO Business CRM User Guide Spread Defaults to Y but can be changed to N Indicates if the line will be taken into account when using the spread function to alter the quote total When adding lines the checkboxes for those lines will not appear until the quote is saved Clicking Save Save amp Exit or pressing CTRL S commits the changes Clicking Cancel cancels changes and returns to the search screen Clicking Print prints the Opportunity Quotation form Opportunity CLF containing details of the Opportunity and its associated quote Converting Opportunity Quotes An Opportunity quote can be converted to one of the following e A Sales Order Quote e A Sales Order e A Job Quote i e a Job where all information is on the Quote tab and no transactions have been activated Note An Opportunity must be associated with a Debtor account before it can be converted to a quote If the Opportunity is currently associated with a Non Account you will be given the option of converting the Non Account to a Debtor before converting the Opportunity To convert an Opportunity quote select an option from the Convert dropdown in the Opportunity window toolbar Convert Create
11. atire Lia j mg Liae F Faw F Syrec with Cited lint a ine Moble 7 Opt Out eMarketing pine phone Festal cede zs Gebvery Abr e i i Tam pai peri Adverty Source DITA Lra 4g errs T Lives St MEN IDs Facebook Lins Be Yahoo ID Linkedin E mail Skype De Teather 3 Complete the fields in this table e Click on the ellipsis button beside the Name field to enter the salutation first name and surname e Click on the ellipsis button beside the Postal code field to select the post code from a list e Use the Copy Company Address icon in the toolbar if you want to copy either the postal address or delivery address from the current debtor account e Check the Active checkbox to maintain the account of this debtor 10 Contacts These actions are detailed in the Field Descriptions below Field Description Name The Contact name can be manually entered here however it s recommended that you use the name Check Full Name window to enter the details Click on the ellipsis button and select the Salutation enter the First name and the Last name Click OK to enter this full name into the name field Company The company name for the Contact This will normally default to the company Debtor Creditor or Non Account selected when creating this Contact Job Title The job title of the Contact Contact Details Postal and is Delivery Copy company main details Address a
12. by your company may be the debtor s Managing Director So you can mark the information directly to the director since you have the address and e mail details on the Contacts tab You can also maintain a record of how each Contact first heard about your business newspaper television yellow pages or any other and determine the effectiveness of an advertising medium for your future campaigns The two tabs Details and Marketing contain information about your Contact The Notes field on the Details tab allows you to make brief notes about the debtor or Contact listed here Any data stored on the Contacts tab can serve as acommon pool of information for the Sales and Marketing team Relationships can be formed between contacts and Debtors Creditors Non Accounts and staff You can also add an Extra Fields tab with related information such as the Contact s credit card number birthday and hobbies Contacts in EXO Business CRM The Contacts view in EXO Business CRM lists all Contacts in the system This view behaves in the same way as the Contacts window in EXO Business see page 7 Cr rom Naren Canit Levi Pages Bare Proe 1 Fl Extended Search is li Search j F Active Only i E Frat mme Last Harn Job Tite Emai Mobit Fadl Hane param ft 575 12 ir l 1 DANIEL 378 0755 are trac er DAHIEL BOMAR 625 0055 BovwaRD ANKE 372 Fill ANNE BRETT Ere Sa BRETT E Php Ea Sias Cro gii bia ches beers it cour
13. containing widgets that display all transactions that have been assigned to the currently selected campaign Widgets are available for Invoices Sales Orders Jobs Opportunities and Purchase Orders Campaign Purchase Orders 03 12 2011 DRO L TERAYS SPARES 05 28 2018 STAAT DATE MARKET FARTS a 8 Fee Nl 20 01 2012 2Linail 25 02 0012 DASH SALES 58 Index A ActivitieS sssssssssssssss0s0000000000000000000000000000 20 in EXO Business CRM cececececececeecscsceees 23 synchronising with Outlook eesseseessseerseen 25 C campaigns essesssessesceesoescsescoecoesceeceescsesceeseecsee 47 toan CUONG oae 57 WAVES EE EEE E E E T 50 COMP ANNICS sasdacnaesciecicaensdevtabeouiescsetaepeuveveracannsdes 4 Contact LISUS cnccdesicsdesiccesicdcscescsactveswedenccsdesiaves 15 CONTACTS scsacuccwadssevancondenswecdeatassuntedevessscnencoscsens 6 Accounts taD serunsndor anane 14 SE E E EE E E eens 19 entering for an ACCOUNL cecceceesececeeseeeeeeees 10 in EXO Business CRM cccccececscecececeeeececs 6 E ke A EE PE EAEE EE SA NET 15 SEAN E ci actress A 7 synchronising With Outlook ccccceeeeeeeeeees 7 Creditors Contacts taD ee 9 CRNI aia E AA TA 1 E EXO Business CRIM cccccccccccccccccccccccccccceecs 1 M mailshot campaign WAVES csccseccssccesccesccesecesecesseeees 52 Marketing Classes ccccsccscsssssscscscescecscssees 13 Microsoft Outlook
14. eee ne ee ee eee Campaigns VIEWING Canales scesscacssicncadsetexasctancasacdoheusiohancsieolertuedcarentenialeuntiansetquies E creatine Cali al EIS 1x carceatorascnstoniawtiroreedariohdantetaraneninauearoaeteatea E Campaign Communication Waves cciveczissrsiaiccereedindinreishianccahosibradsneeseadseatpesisedenecsinesieaseenvendineanes campale TON ACTION E E Index EXO Business CRM The EXO Business Customer Relationship Management module CRM is an add on module that adds Customer Relationship Management functionality to the MYOB EXO Business system With EXO Business CRM users can keep track of contacts companies prospects tasks and appointments as part of the EXO Business system EXO Business CRM has access to all relevant records in the EXO Business database EXO Business CRM allows you to create edit and keep track of e Activities see page 23 e Contacts see page 6 e Companies see page 4 e Opportunities see page 28 e Sales Team Budgets see page 44 e Marketing Campaigns see page 47 Other areas of the EXO Business system e g Stock items can be viewed read only from EXO Business CRM The EXO Business CRM interface makes extensive use of Dashboard widgets allowing the interface to be tailored to each user s specific needs Outlook Integration EXO Business CRM integrates with the Microsoft Outlook client for the two way synchronisation of Contacts see page 7 and Activities see page 25 If Outlook is not insta
15. have been made since the list was last generated Note For lists that do not use the list building criteria i e lists where all Contacts were added manually there is nothing to refresh so this option will not appear Mailshot Process When Mailshot Process is selected for a wave s Communication Method a Mailshot button becomes available on the Campaign Wave window toolbar Clicking this button launches the mailshot process for all Contact Lists selected in the Target Contact Lists field When performing a mailshot from a campaign wave any Contacts in the target Contact List who have the Opt Out eMarketing flag ticked will be highlighted in grey and will not be processed this only happens for campaigns where the Campaign Type property is set to Marketing Bulk Activity Creation When Bulk Activity Creation is selected for a wave s Communication Method a Bulk Activity button becomes available on the Campaign Wave window toolbar Clicking this button opens a window where you can enter a SQL query to be run against all Contact Lists selected in the Target Contact Lists field EI Bulk Activit File Help Achwity Types Appcantment Subject Pofovrup meeting Campaign Wave PROMTOE0412 Fallow up with respondenta Marketing Promoters 04 12 Label Liene z Status Not Started Reggnnd To EWO BUSINESS ADMIN ACCOUM Priority E Assign to Sales Person Assad Gy EXO BUSINESS ADMIN ACCOUNT
16. is ticked a History Note is created for each Contact that the mailshot was sent to and a copy of the email is saved to each Contact s Documents tab When following up on a campaign wave it can be useful to know which Contacts the wave was sent to The CAMPAIGN WAVE_AUDIT table contains a persistent record of which Contacts each campaign wave was sent to Checking the Contact List that the wave was sent to may not always be reliable as the list may have been edited since the mailshot was sent Audit logging is available for the following communication methods e Mailshot Process e Execute SQL e Export List e Execute External Program Campaign Transactions When EXO Business CRM is installed a Campaign Wave field is available on the following windows e Sales Orders e Purchase Orders e Debtor Invoices e Non Accounts e Opportunities see page 28 e Activities see page 20 e Jobs EXO Job Costing module This field allows all transactions relevant to a campaign to be associated with that campaign The specified Campaign wave is copied from transaction to transaction where appropriate e g when converting an Opportunity to a Sales Order or a job Note You can use the Track Campaigns On Transactions Company level profile setting to turn the Campaign Wave field on and off for each transaction type as appropriate 57 EXO Business CRM User Guide The Transactions tab on the Campaigns window is a dashboard interface
17. list entries but these may be edited or added to using the Edit List option For Tasks clicking the Mark Complete toolbar button automatically updates this property to Completed Assigned To The EXO Business Staff members that the activity was assigned to and by Assigned By Complete This property applies to Tasks only Specify the percentage completion by entering a number or using the arrow controls Clicking the Mark Complete toolbar button automatically updates this property to 100 21 EXO Business CRM User Guide Start Time The start and end time for the activity End Time All day If this is selected the selections for the time of day will disappear as they are no event longer valid Reminder If you tick this checkbox the system will pop up a reminder from the system tray after adding a reminder icon Reminders can be enabled or disabled using the Enable Reminders option on the Tools menu of the Activity Search window Dashboard widget Show time This property applies to Appointments only Select how to display the time for as this activity on the Task Scheduler Choose from e Free e Tentative e Busy e Out of Office Note The relationship between the Status and Complete properties is automatically maintained For example setting Status to Completed automatically updates the Complete value to 100 and vice versa Once all properties are configured click Save amp Exit on
18. or enter and press TAB to search for one Creditor The label for this field is Company to begin with once an account is selected Non Account the label changes to reflect the kind of account that was selected The colour of the text also indicates the kind of company Debtors are green Creditors are red Non Accounts are black Note An Opportunity must be associated with a Debtor account before it can be converted to a quote see page 36 Contact Enter the name of the Contact that the Opportunity relates to If the Opportunity is being created for a Contact this defaults to that Contact Type Select a type for the Opportunity or select Edit List to create a new type Lead Source Select a lead source for the Opportunity or select Edit List to create a new source 29 EXO Business CRM User Guide Stage Select a stage for the Opportunity see page 40 or select Edit List to create a new Stage Probability Specify the percentage probability of the Opportunity converting to sales This percentage is used to calculate the Weighted Val and Weighted Est values on the Opportunity search window Campaign Wave If the Opportunity is associated with a campaign wave see page 50 e g if the Opportunity came about as a result of a campaign the wave can be specified here Estimate Enter the initial estimated value for the Opportunity Quote Value A read only field displaying the total amount from the Quot
19. synchronised the following updates occur e Any new activities in EXO Business are exported to Outlook e Any new activities in Outlook are imported to EXO Business e Any existing activities that have been modified in either system are updated in the other system In all cases the distinction between Tasks and Appointments is preserved e g activities that exist as Tasks in EXO Business will appear as Tasks in Outlook after activities are synchronised Note When updating existing activities the synchronisation process uses the most recently updated activity as the master and copies this to the other system This means that if the same activity is edited in both systems before activities are synchronised only the most recent changes will be saved 25 EXO Business CRM User Guide To synchronise all activities in a specified date range 1 Select Sync Activities with Outlook from the Tools dropdown on the Activities window The following window opens Syne EXO Business Activities Date Options Al Today From Today Date Range 13 09 2011 13 09 2011 2 Specify which activities to synchronise by selecting a date option All activities for the selected day or date range will be synchronised 3 Click OK To synchronise specific activities 1 Inthe List View see page 23 tick the boxes of all activities you want to synchronise 2 Right click anywhere on the list and select Selected Items
20. the source Opportunity The company account Debtor Creditor or Non Account that the source Opportunity relates to Enter a subject that describes the Opportunity By default this is copied from the source Opportunity Enter the name of the company account that the new Opportunity relates to or enter and press TAB to search for one By default this is copied from the source Opportunity Enter the name of the Contact that the Opportunity relates to By default this is copied from the source Opportunity Select the date when this Opportunity is due to be completed Enter the initial estimated value for the Opportunity By default this is copied from the source Opportunity This section displays any Extra Fields on the Opportunity whose Copy field property is set to Prompt By default these fields contain the values from the source Opportunity either leave the values as they are or enter new values Select which attributes of the source Opportunity to copy to the new one Tick the boxes for all attributes that you want to copy If this box is unticked quote lines with a status of LOST will be not copied from the source Opportunity Tick this box to copy lost quote lines to the new Opportunity Tick this box to copy all documents attached to the source Opportunity Click Copy to create the new Opportunity The new Opportunity appears so that any additional edits can be made You are given the option of keepi
21. the toolbar to save your changes and close the Activity window or Save amp New to save changes to this Activity and reset all fields so that a new Activity can be added Activity Recurrence Click the Recurrence button to set an activity as recurring and establish the frequency Event recurrence Event ime start 12 00 AM Recurrence pattern E Daily Recurevery 1 week s on Weebly Sunday Monday Tuesday Wednesday O Monthly Thursday Friday Saturday Yearly Range of recurrence a No end date Start 19 09 2011 End after 10 occurrences End by 21 11 2011 Configure the recurrence options and click OK to assign this to the new or edited task If you are editing an existing task and no longer need this recurrence to continue click Remove recurrence to remove this from the calendar 22 Activities Activities in EXO Business CRM The Activities view in EXO Business CRM displays all Tasks and Appointments see page 20 in the EXO Business system Activities can be displayed in a simple list or on a calendar interface Note The Activities view is available as a separate window and as a Dashboard widget that can be added to the EXO Business CRM interface List View i List View Calendar View My Activities 4 Company Name ContactName Start Date New Euzinezs Deferred Thu 71 06 2017 1 T Prepare materials fer seminar Te Da Ln Progress Tun 13 05 7011 1 ET M
22. used in third party applications for example a third party bulk mailing system When exporting to a list any Contacts in the target Contact List who have the Opt Out eMarketing flag ticked will be highlighted in grey and will not be processed this only happens for campaigns where the Campaign Type property is set to Marketing 55 EXO Business CRM User Guide Execute External Program When Execute External Program is selected for a wave s Communication Method an Execute External Program button becomes available on the Campaign Wave window toolbar Clicking this button opens the following window j miae olan liek nea el ie kn al Bh a fecuke ral Frogrm a Erg Manager 09 476 1430 donb Gallspares co nz Sales 17 3372 2288 allanb Gauseespares com au 04 385 6497 jbarry dear net nz 04 385 6497 BARRY OCLEAR NET NZ Accounts 617 9440 9766 accounts trenthasxell co au Sales 613 9827 1099 hobeialfrednichols co au Nii Accountant infogeuvaparts is fj Sales 617 3372 wanci ares COM aU The external program can be run in one of two modes as specified by the Type property e Concurrent the program will be run once for the entire Contact List e Consecutive the program will be run for each Contact in the list in turn When this option is selected the details of all members of the selected Contact List s appear in the bottom pane of the window Enter the name of the file or executable to ru
23. 3 05 2011 26 05 2012 a El YEAR mMiimdi m05 Aii i YEAR m1203 3705 02 M Stock Group 2 F Stock Group E Stock Item Last Year Period Name Structure 52e Movember 2010 December 2010 January 2010 hanuary 2010 February 20 10 Fedruary 2010 Marh 2010 Agel 2010 May 2010 Le 12 6 219 416 o olele 1 Enter a name for the budget model 2 Select a Sales Year to create budgets for Choose from the sales years set up set up in EXO Business Config at Admin gt Analytics gt Setup Sales Year 3 Specify whether or not the budget is currently active by ticking or clearing the Active check box 45 EXO Business CRM User Guide 4 Select the levels to create budgets at by ticking the required boxes in the Budget Model section It is only necessary to tick one box for each column ticking the box for one level effectively selects all levels above it e g selecting to budget by Account Group means that budgets will be created for Account Group 2 as well It is not necessary to select an option from both columns you could choose to budget by Stock Group only for example 5 Click Save to save the budget model Creating and Editing Budgets Once all budget models have been set up click the Update Structure button on the Budget Models window to generate the budgets specified by the model
24. Assignment of an activity to a Company and or Contact is optional Where Contact assigned the activity will appear on the Activities tab of that company Debtor Creditor Non Account and or the Contact screen Note When entering the Company name use the search option by typing and pressing TAB Opportunity This field is only available when the EXO Business CRM module is licensed If the activity was created from an Opportunity that Opportunity will be displayed here otherwise you can optionally specify an Opportunity to associate the activity with Job Code This field is only available when the EXO Job Costing module is licensed If the activity was created from a job that job will be displayed here otherwise you can optionally specify a job to associate the activity with Campaign If the EXO Business CRM module is installed activities can be associated with a Wave campaign wave see page 50 Note When creating an activity from the Details tab of the Campaigns window the activity is associated with the first wave of that campaign When creating an activity from the Waves tab the activity is associated with the selected campaign wave Label A label can be specified for the activity this affects how it will appear on calendar displays Priority A priority Low Normal or High can be specified for the activity Low and High priority tasks are indicated with an icon on calendar displays Status The Status setting has predefined
25. COMS srecen EAE Contacts Contacts in EXO Business CRM ssssssssessesssssessrrsersrrsersrrserssrsersrrsersresrresesseosesseeseesessessesseeseesee CONACS VS CO ea EE contae TAD e E E E avucsasn tne eatel daecnanessenae Entering Contacts for an ACCOUNt sssessesesereresrererurersurererunsreureresunsersrererunrerureresanrerurerenunrerurerene Contact Markeing Fe bc c gt ean ea ene COI NAV OIC e E E E E E E ute venees COn OA a E E E E E E E eee Go qi TACCO URU sopen E een er te tr eer re ne ee COMIC LISTS eevee ouseounsaeh vy canubieysp E arial eneawnauen tesa ee enentaouen erie rune eee EmalNne CONTA CUS esne ceca upeseac sens indennsasesnowsa Ceduna deasosidtedeualdeatedeituseutadimeasunaGedeurenes Activities PRCT SS vxnde tesa rare EA E E AETA EA PEE E ease enna pacientes a E E E Activities in EXO Business CRM aesancesernen n r Synchronising Activities with OutloOK ssssssssessensesrenssrresssrrresrrrresrrressrereserressreresereesereresereeseeeee Opportunities VIEWING ODPOrCUNITI OS ecen E eate OPPONE S eere A A TA AON T aD ae E E EA N N E EE CONVINE OPTOG MCR ees en ene enema en eee eee eee ene eee OT TO OS aes Sects E A E secant enn va AA A O E Opportunity Quote O DLIONS orrara ODDO MUILY SASS arerin ke AAE EEA Ra Sales Team Budgets Setting up Sales Team Budgets sseesessnseressrrnssrersrrrssrrnsrtrsrrrssrresrtesstrusrrrsrtesstrssrersrteserrsserrereens crenn anad EOKINE 510 0 24 lt 1 Cae nn ne ne ee ne
26. CRM Outlook categories list setting to Include e Enter EXO for the List of CRM Outlook categories setting To set up the system so that all records are synchronised except for ones with the categories Confidential or Personal e Set the INCLUDE or EXCLUDE CRM Outlook categories list setting to Exclude e Enter Confidential Personal for the List of CRM Outlook categories setting If you do not want Outlook categories to affect synchronisation operations at all set the INCLUDE or EXCLUDE CRM Outlook categories list setting to Exclude and leave the List of CRM Outlook categories setting blank 27 Opportunities Opportunities represent transactions that do not yet have a financial dimension they are a stage before the generation of a quote Once complete an Opportunity can be converted to a quote Opportunities can be created for Debtors Creditors Non Accounts or Contacts An Opportunity tab and or toolbar buttons are available on the Debtors Creditors Non Accounts and Contacts screens in the EXO Business core module if EXO Business CRM features have been added to the core module s menus Note Opportunities do ale support foreign currency and hidden costs Tax inclusive pricing is supported when converting Opportunities to Sales Orders but not when converting them to Jobs The Opportunities window functions as normal in these cases but the reliability of any generated transactions canno
27. E AS SALESNAME AT DESCRIPTION AS ADVERT_NAME MARKETING CLASSES FROM CONTACTS C LEFT JOIN STAFF S ON C SALESNO S STAFFNO LEFT JOIN ADVERT_TYPES AT ON C ADVERTSOURCE AT SEQNO Q WHERE ISACTIVE Y AND OPTOUT_EMARKETING N AND EMAIL LIKE co nz AND TITLE LIKE Manager The query can be copied from this window and pasted elsewhere e g into a Grid widget or another application 18 Contacts Manual Mode Clicking the Manual SQL Mode button on the SQL sub tab changes the List Building Criteria tab into a mode where the SQL statement used to build the Contact List can be edited directly Note Changing to Manual SQL Mode means that the advanced search control can no longer be used the control disappears from the tab This change cannot be undone once a Contact List is put into Manual SQL Mode and saved there is no way of going back to using the advanced search Detads List Bullding Criteria ust Type Contact gt Run Manual Query SELECT FROM SELECT OF gee SEQNO C SALUTATION SALUTATION C FIRSTNAME FIRSTNAME C LASTNAME LASTNAME C TITLE TITLE C MOGILE MoI E RECTPHONE DIRECTPHONE C DIRECTFAX DIRECTFAX C HOMEPHONE HOMEPHONE C EMAN EMAIL C NOTES NOTES ecco ADORESS 1 C ADDRESS 2 ADORESS2 C ADDRESSS ADDRESS3 C ADORESS4 ADDRESS 4 C ADDRESS5 ADORESSS POST_CODE POST OODE C OELADOR 1 DELADDR 1 C DELADOR 2 DELADOR 2 C DELADDRS DELADORS C DELADDR4 DELADDR4 C DELADORS DELADORS
28. Opportunity Create a new Opportunity for the Contact see page 28 New Activity Create a new Activity for the Contact see page 23 Selected Items gt Export to Outlook Export the details of all selected Contacts to Microsoft Outlook This option is only available if EXO Business CRM see page 1 is licensed Selected Items gt Merge Letter with List Create a merge letter to be sent to the selected Contacts Selected Items gt Add to Contact List Select a Contact List see page 14 to add the Contact to This option is only available if EXO Business CRM see page 1 is licensed Contacts Contacts Tab The Contact tab on the Debtor Creditor and Non Account screens displays details of the account s associated Contacts This tab lists all the Contacts that are associated with the account From this window you can add new Contacts to the account set the default Contact for the account and create and remove other Contact associations with the account You can email a Contact from this window or create a mail merge letter to them Field Descriptions Field Description Title The job title of the Contact Salutation The salutation for the Contact e g Mr Mrs or Dr First and Last Name The first and last family name of the Contact Direct Phone The primary landline phone number for the Contact Mobile The primary mobile phone number for the Contact Direct Fax The fax number of the Contact Email The emai
29. Opportunity may in fact have two stages representing closed Opportunities those that closed after being processed to a sale Closed Won and a similar Closed stage that represents when an Opportunity did not result in a sale Closed Lost Both of these stages would have the same characteristics of being non active Opportunities and probably Locked However it is possible to differentiate between these two Closed stages on analysis reports 40 Opportunities To set up Opportunity stages 1 Select Setup gt Setup Opportunity Stages from the EXO Business CRM menu or select Edit List from the Stage dropdown on the Opportunity window see page 28 The Setup Opportunity Stage window is displayed f Oe si x Workflow Constr 41 EXO Business CRM User Guide 42 2 Click New Type in the details of any further stages required la lt str 4 Ann Artei nie my Ed Sete wid wt ninth Lt fons a i gt sale aes E Key U Description Unqualified Details Opportunity stage key U Opportunity stage name UNQUALIFIED Status characteristics F Prevent new transactions T Make opportunity read only Opportunities are complete Quotations read only Opportunities are archived Workflow Constraints Apply Opportunities are ready to invoice Opportunities are active Def Probability 5 ES Field Description Opportunity
30. QNO CAMPAIGN _ S NAME AS SALESNAME AT DESCRIPTION AS ADVERT_NAME MARKETING CLASSES FROM CONTACTS C LEFT JOIN STAFF S ON C SALESNO S STAFFNO LEFT JOIN ADVERT_TYPES AT ON C ADVERTSOURCE AT SEQNO To customise the advanced search control 1 Edit the query on the SQL sub tab For example you can remove unneeded filters from the advanced search control by deleting them from the query or add new fields to filter by 2 Click Re Build Filter You can now use the updated advanced search control to select a group of Contacts for the list Clicking the Preview SQL button on the SQL sub tab opens a new window showing the full SQL query that is being used to select the Contacts in the Contact List SELECT ss FROM SELECT DISTINCT C SEQNO C SALUTATION SALUTATION C FIRSTNAME FIRSTNAME C LASTNAME LASTNAME C TITLE TITLE C DIRECTPHONE DIRECTPHONE C DIRECTFAX DIRECTFAX C HOMEPHONE HOMEPHONE C EMAIL EMAIL C NOTES h C ADDRESS 1 ADDRESS 1 C ADORESS2 ADORESS2 C ADORESS3 ADORESS3 C ADORESS4 ADDRESS4 C ADDRESSS Al C POST_COOE POST_COOE C DELADOR 1 DELADOR 1 C DELADOR 2 DELADDR 2 C DELADDR3 CELADDR3 C DELADOR C DELADORS DELADDR 5 C DELADDR6 DELADORE C ISACTIVE ISACTIVE C_ ADVERTSOURCE ADVERTSOURCE C SALI C FULLUNAME FULLNAME C COMPANY_ACCNO COMPANY _ACCNO C COMPANY_ACCTYPE COMPANY _ACCTYPE C MS C SKYPE_ID SKYPC_ID C LAST_UPDATED LAST UPDATED C SYNC_CONTACTS SYNC_CONTACTS C LINKEDIN LINKED S NAM
31. Start Ors 9f04 2012 0 00AM FT Dur abon 1 00 gt es DANTEL PAYRE Ta 0755 daniel pixtra ce r MARKET PARTS BRIDGET FAIRWEATHER 09 799 8063 accounts iimarketp ALL CAR PARTS BRIDGET FAIRWEATHER 039 476 1430 danbiitaipares co AUSSIE SPARES DAVID CRANSTON 617 3377 2988 allanbidiwunsiespare JAMES BARRY DAVID CRUAMS TOM 04 355 647 barry dear net n JAMES BARRY 04 385 6497 BARRY CLEARLN TRENT HASKELL PARTS CENTRE BRIDGET FAIRWEATHER 9612 94409766 accountedtrentha KNIGHT HICOL ALTOS BRIDGET FAIRWEATHER 612 5827 1099 bobetalfrednichols SUVA PARTS BELIDGET FAIRWEATHER nfowsuvanar tsi F 52 Campaigns Most of the details on this window are the same as those on the Activities window see page 20 The following additional fields relate specifically to bulk creation Field Description Assign to Sales Person If this option is ticked each appointment created will be assigned to the Sales Person associated with the Contact If no Sales Person is specified the appointment will be assigned to the staff member specified in the Assign To dropdown Start On Specify the date and time when the first activity in the sequence should start Duration Specify how long each activity should last for Interval Specify the interval in between each activity this is the amount of time between the end of one activity and the start of the next Set all details as appropriate then click Preview A Preview tab become
32. User Guide a EXO BUSINESS MYOB ENTERPRISE SOLUTIONS Important Notices This material is copyright It is intended only for MYOB Enterprise Solutions Business Partners and their customers No part of it may be reproduced in any way without the prior permission of MYOB MYOB has carefully prepared this material but excludes to the extent allowed by legislation any direct or indirect liability arising from errors or omissions or from its use Any case studies including the application of particular accounting standards or legislation are representative examples only and will not directly apply to the user s own circumstances They are not a substitute for professional advice Users must check that third party materials for example from the IRD and the ATO are current at the time they are used Trademark Rights MYOB is an internationally registered trademark of MYOB Technology Pty Ltd The use of this trademark and MYOB s other trademarks is prohibited without prior consent Other products mentioned may be service marks trademarks or registered trademarks of their respective owners Table of Contents EXO Business CRM GOO Ie VSS a ON ats tia peeestnsia aie nature geinacratinasa ectictonion nacecnesbscisctaaninnaaicitac suteenion ts duicbab Jacatreseaans aia nactivesaaes NGI CC VOUS 5 ice scesvensins bain EE A PVC SUS MVE ao issn ceranen seer nevacecanesiaeesieoiecsanpisetassesavi den E E My Day Companies Available FUN
33. a Sales Order Quote Create a Sales Order Create a Job Note The available options are determined by the CRM Opportunity Conversion Options User level profile setting Only quote lines that have the status of QUOTE will be copied to the Sales Order Job These lines will have their status updated to ORDER or JOB as applicable If lines are removed from the Sales Order or Job the relevant lines are updated in the Opportunity The following window appears when the Sales Order Job is closed Would you like to set the stage of this Opportunity now Mark any unconverted lines as lost Closed Won Closed Lost If the Mark any unconverted lines as lost option is ticked then any lines on the original Opportunity that were deleted from the Sales Order Job will be set to LOST If the option is not ticked then any lines on the original Opportunity that were deleted from the Sales Order Job will be set back to QUOTE 36 Opportunities Opportunity Quote Options The functions that are available to be performed on Opportunity quote lines are detailed below Toolbar Options Change quote total The button can be used to alter the quoted values of lines to sum to a specified total The system prompts for the new total Spread new Amount Enter new amount or leave blank cancel Lines are proportionally altered by factoring them on the basis of old total versus new total the difference is sore
34. ability level for Opportunities at this stage 3 When the Workflow Constraints Apply option is checked for a given stage you can click on the a button to open a further screen to specify workflow stage paths Opportunity Stage Workflow Constraints Active Stage Description Short Desc Track Event E Qualified E Needs Defined Solution Defined Proposal Submitted Verbal Acceptance Closed Won Closed Lost 4 Check the boxes in the Active column to specify which stages you can move an Opportunity to from this stage If you want to record the history of the stage change in the Event Log check the boxes in the Track Event column as well 43 Sales Team Budgets Sales Team Budgets are intended for clients whose businesses are focused on selling to existing clients and who therefore manage their sales staff by comparing actual sales versus budgeted sales As EXO Business CRM is integrated with the rest of the EXO Business system it can use historical sales data as input into creating budgets and tracking budgets to current sales Sales Team Budgets can be defined at the following levels e Account Group 1 and 2 e Account e Stock Group 1 and 2 e Stock item Setting up Sales Team Budgets Setting up Sales Staff Staff members are set up as members in EXO Business Config at Staff gt Profile Assignment gt Staff gt Sales Team tab Has Budget Ci Repa ting To BRIDGET FAIRWEATHER ka E BRIDGET FAIRWEATHER
35. ad according to the lines original value If you have some lines which you do not wish to be altered by this process then set the value in their Soread column to N Check for Price Changes Click the E button to check quoted prices against the latest cost and selling prices from the stock ledger A prompt will appear when copying a quote or a job when converting a quote to a job or manually by pressing the calculator button Check Stock Level The current levels of stock relating to the requirements of a quotation can be checked before it is activated as a job by clicking the Ee button This may be useful to help decide whether the lines need to be set to be purchased or whether it is expected that stock be taken from a particular stock on hand location Aq Quote Stock Level i File Help Stock Loca thon Physical Not Fo Sale Committed Back Order a ra E ACUS ADLE CAM SHAFT LAR MUFFLER LAR 5 0 i Zz Motopartz co nz Move line up down The quote lines can be reorder by selecting a line and using the or buttons to move it up or down The arrangement of the quote lines is saved when the quote is saved 37 EXO Business CRM User Guide Quote Options ote History Notes Options DEFAULT OPTION By default all lines of a job belong to the DEFAULT OPTION which is automatically created for each job When quoting it may also be preferable to include additional lines for optional extras or upgrades to the defa
36. aigns are more targeted to relevant contacts File Navigate Help Elas Se a Bal Check the checkboxes for the marketing classes that you need to associate to this contact Setting up Marketing Classes To create additional classes or edit existing ones click the Setup Marketing Classes toolbar button 1 Accounts 2 Retalcients O C apane Beaters OO 4 Regular Service Cust a 13 EXO Business CRM User Guide Clicking the New button will create a marketing class for the next one in the sequence If there are a few blank classes after last defined class it is recommended editing these as preference To edit an existing or blank class double click on the entry in the list or highlight and click the Edit button on the toolbar Contact Invoices This tab lists invoices for which the contact was the default contact of the Debtor Creditor account Contacts Orders This tab lists the orders associated with the Contact Note For this feature to work the Add debtor contact details to transactions Company level profile setting has to be enabled in EXO Business Config A salesperson can be associated with Sales Orders Contact Accounts This tab displays the Debtor Creditor accounts that the Contact is associated with For example a Contact may be the manager of one company the partner of a manager of another company the father of a son who works at another company and so on Ad
37. an Sheer fitz iat O75 957 353 aoun tf Stenthesiel cos equate track ora QUI ALIT OTRAS CONT baie Guallecbenc Peak cece EXO Business CRM User Guide The Contacts master window displays the following details for all Contacts Field Description First and Last Name The first and last family name of the Contact Job Title The job title of the Contact Phone The primary landline phone number for the Contact Email The email address of the Contact Mobile The primary mobile phone number for the Contact Company Name The company name for the Contact This will normally default to the company Debtor Creditor or Non Account selected when creating this Contact To search for an existing Contact enter search terms in to the Search Key field and click the Search button You can filter the list of Contacts by Contact List see page 14 Multiple classes can be selected You can filter the list of Contacts by Marketing Class see page 13 Multiple classes can be selected Double click on an existing Contact to edit it or click the New button to create a new Contact see page 10 Click the button to send an email to the selected Contact s Click the i button to create and senda Clarity merge letter to the selected Contact s Right click on a Contact for the following options Send Email Send an email to the Contact This option is not available if an email address has not been entered for the Contact New
38. b Link any documents to the Contact e Accounts tab see page 14 Edit the Debtor Creditor accounts that the Contact is associated with For example a Contact may be the manager of one company the partner of a manager of another company the father of a son who works at another company and so on e Relationships tab Lists any other relevant Contacts the Contact has e Activities tab see page 20 Lists any tasks and appointments associated with the Contact e Opportunities tab This tab is only displayed when functions from the EXO Business CRM module see page 1 have been added to the EXO Business core It lists all Opportunities see page 28 associated with the Contact e Social tab This tab displays information about the Contact from various social media services 4 Click Save 5 To make this new Contact the default Contact for this debtor account click on the Set to Default Contact icon in the toolbar 12 Contacts Once you have set up the debtor Contact you can also e Create a relationship between Contacts e Create activities for the Contact see page 20 e Synchronise Contacts with Microsoft Outlook Note If the Contact s address details are the same as those on the debtors account click the Copy from Account button and the details are copied here Contact Marketing Classes On the Marketing tab you can assign the Contact to your marketing classes see page 13 or categories so your marketing camp
39. d there manually Copy Bill Notes This function allows you to copy the notes established on the Bill of Materials setup screen into a narrative on the kit header line within the job The narrative may then be customised as required and therefore the notes of the Bill of Materials may constitute a template Marked Lines The functions under Marked Lines on the right click menu operate on the lines which have checkboxes ticked All lines can be ticked unticked by clicking the checkbox in the column header row The Marked Lines submenu contains the following options Set Markup This function prompts for a markup percentage and adjusts the sell prices of the selected lines accordingly Set Gross margin This function prompts for a gross margin percentage and adjusts the sell prices of the selected lines accordingly Set Cost Types This function pops a combo box dialogue where the user can select a cost type to apply to the selected lines Set Cost Groups This function pops a combo box dialogue where the user can select a cost group to apply to the selected lines Opportunity Stages Opportunity Stages are used to indicate what point an Opportunity is at in the sales cycle Each stage has a number of associated characteristics that dictate whether certain system defined flags are raised on changing to this stage For example an Opportunity may be at the stage of Unqualified Qualified Solution Defined Proposal Submitted and Closed An
40. dess2 Address3 Address4 Phone Account With this tab active in the Contacts window the following toolbar appears 1 Assign the Contact to a Debtor or a Creditor 2 Set as the default Contact for this debtor 3 Un assign the Contact from this account 14 Contact Lists Contacts Contact lists can be set up to make it easier to send bulk communications to groups of Contacts Select Setup Contact Lists from the Setup menu to open a list of all Contact Lists if this menu option is not available it must be added using EXO Business Config Click New to create a new Contact List or double click on an existing Contact List to edit it You can also right click on an existing Contact List and select Copy this List to create a new list based on the existing one The Details tab is displayed lastName Canbact 27 02 2012 Job Tite Phone TSS cence For Ee Talbot Ednouse haley CARBINE Sales 613 536 61495 angelai Gapecs 00 au Accounts Gi7 3734 0254 amie Gaueaenar iad cama MIA sra F111 379 349 Pats Ma 09 299 063 cache Sil aka Parts Mag 613 536 61496 aler 8 527 L201 Manager 09 475 1450 oni 09 579 6 102 E UIA AUT OMTRADE CONE cols bpn 27a akan ae Com l The Details tab of the Contact Lists window contains the following details Field Description Title An identifying name for the list Notes Any notes giving extra information on the list can be entered in this field List Type Thi
41. dicates the progress of the campaign from creation to completion Choose from e New e In Progress e Postponed e Cancelled e Completed Stages can be added and set up in the same way as Opportunity Stages see page 40 by selecting Setup Campaign Stages from the Setup menu This field can contain a details description of the campaign or any other additional information Use the start and end dates to specify the period over which the campaign will run This field is calculated based on the start and end dates and displays how much longer the campaign has to run The EXO Business staff member who is responsible for the campaign Select whether this is a Marketing or Non Marketing campaign This affects Contacts who have opted out of marketing communications by ticking the Opt Out eMarketing flag on the Contacts window they will be excluded from campaigns that are set as Marketing This field is only available when the EXO Job Costing module is installed When using the EXO Job Costing module to track campaign costs specify the job that will contain costs for this campaign Note A Campaign Wave field is available on jobs This field is used to indicate that the job was raised as a result of a campaign wave not that it contains costs for a campaign Campaigns support extra fields if any have been set up they appear underneath the Notes section Once a new campaign has been saved additional tabs appear nex
42. e tab see page 32 Lost Value The difference between the Estimate and the Quote Value Due Date Select the date when this Opportunity is due to be completed Assigned To Select the EXO Business staff member who is responsible for the Opportunity Note If the Default salesperson for converting opportunity quotes profile setting is enabled then when the Opportunity is converted to a Sales Order the salesperson assigned to the order will be the staff member specified here If the profile setting is disabled the salesperson will be assigned according to the existing Default salesperson identification method profile setting Assigned By This read only field is automatically populated with the name of the EXO Business staff member who created the Opportunity Create Date This read only field is automatically populated with the date that the Opportunity was created on Close Date This read only field is blank to begin with and is automatically populated with the current date when the Opportunity is closed i e when its Stage is set to Closed Won or Closed Lost A text field for entering notes is available underneath the Opportunity properties The lower section of the Details tab is blank to provide room for Extra Fields Note Opportunities support the Event Log functionality available in EXO Business every change to an Opportunity field is recorded in the AUDIT_TRAIL table and can be reported on in the same way as a
43. ed the list will be considered inactive and will not be available for selection Private If this option is ticked the list will only be available to the staff member select in the Owner field if it is not ticked all staff members will be able to select and use it Click the i button to hide these details Contacts The bottom half of the Details tab displays the details of all Contacts who have been added to the list Contacts who were added manually are highlighted green contacts who were added from the List Building Criteria tab are not highlighted Double click on a Contact to open the Contacts window to view and or edit its details Right clicking on the list brings up the following options e Delete Selected Contacts from List removes all Contacts whose tick box is checked from the Contact List belete All Contacts from List removes all Contacts from the Contact List selected Contacts Opt Out of eMarketing enables the Opt Out eMarketing flag for the selected Contacts If the Exclude Opt Out eMarketing option is ticked on the List Building Criteria tab the Contacts will be removed from the list automatically These functions are also available as buttons on the Contact List window toolbar Adding Contacts to Contact Lists Whenever a Contact is added to a list by any method or deleted from one an entry is added to the History Notes tab of that Contact Contacts can be added to a Contact List manual
44. eeting Not Started Fri 16 09 2011 10 O Conference cal Not Started THE BENEFITZ ADV Sheley Christen Mon 19 09 2011 1 F f Meeting Proposal Not Started TASHI MOTORS Don Baley Tue 19 06 2012 1 Follow up with dents Phone In Not Started MARK LAWRENCE MarkLaweence Tue 13 09 2011 L New Business Waiting On Some Fri 27 07 2012 12 Selecting the List View option displays all Tasks and Appointments in a simple list Tasks are highlighted green Appointments are not highlighted You can select a pre defined view from the Views dropdown to filter the list Double click on an activity to edit it Click the New button to create a new activity see page 20 Right clicking on an activity provides the following options e Postpone applies to Tasks only Delays the activity by a specified amount of time e Mark as completed sets the activity s Status to Completed e Selected Items gt Export to Outlook synchronise the specified activities with Microsoft Outlook see page 25 23 EXO Business CRM User Guide Calendar View September 2011 MTWTFS 5 331123 4 5678901 12 3 14 15 16 17 18 SE 20 FL 22 23 24 25 25 27 28 29 30 Cebobeer 2011 MTW TFS amp i 4567 8 F 10 21 12 13 14 15 15 17 ig 19 20 21 22 23 2 25 20 2F fo 29 2 MA 12343 Selecting the Calendar View option displays Tasks and Appointments in a calendar view similar to the Tas
45. eh 27 Se Phi fal Peers PL Career ial Mia om DA S77 mesira Ors 775 Go Ro Hey Treney Aden Accounts Gere 4 299 6053 moni raie pa bs oun Tracey Abeni Than Fuadey Pitas 276 bo thor Boel tet cic rar Dan Ealey FII PETER BAILEY EA 24770680 PETER BAILEY E Man Balot Sales I II 22m dlanb Gaussespaes com au Allan fiskot Maree Baar 04 315 6497 ferry Glee eta OF5 58 IIH Mares Ery RES EMET RSs GTT HARRIARI EAR RET ME JAMES BARRY F Darry Beans Sees 4 S27 L201 chee reir ma Ber Darry Bessay l akian Beare bi be eo CA i Baa Abela oes iene rar OFS 959 353 Palmi Ber FL M Rodney Boyd Ancounts 612 590 anat accounts Stenthackel cos Rodney Boyd FP Scott Brad Manika Di7 J704 Geos Aei d coer ie Beek Ed Ean Ca bare ae eT eS 6 los CRH beri ee O56 350 St Lan Cae bare i Lan CARINE H 7 Gliz AUREA O TRADE CON Lan CARLE C Bat Cure Se Big Ly being ial rence acs ce ap Beaty Chais h Note The Contacts view is available as a separate window and as a Dashboard widget that can be added to the EXO Business CRM interface Contacts Synchronising Contacts The details of Contact records can be exported to Microsoft Outlook To export Contacts e Click the fl button on the Contacts window toolbar or e Select one or more Contacts on the Contacts Search widget and choose Selected Items gt Export to Outlook from the right click menu or e Select Export Contacts to Outlook from the Tools dropdown of the Contacts Search Das
46. g in to EXO Business If an employee attempts to open the EXO Business core module where CRM features have been added but a CRM licence is not available they are given the option of quitting or running EXO Business with all CRM features disabled CRM specific menu items are marked as such in the Menu Designer to avoid users inadvertently consuming CRM licences by mistakenly adding CRM functionality to a core menu Menu Item Procedure Opportunites Caption Opportunites Parameters ShortCut None Icon No Icon r Ern This is an EXO CRM feature Adding any CRM feature to your EXO Business menu will require a CRM licence in addition to your EXO Business licence Why do I get this message My Day The My Day view is the first screen presented on starting EXO Business CRM It provides an overview of the any upcoming Activities and Opportunities ag a S h AK 14 e m Ema A F 4 a mr ma 7 i i b eee MA ir My Dey Actives Opportunities Steck Saka Budgets Repola Dashboard Campaka Layouts Defaut He oil G E FW Wis te 15 6 iF ig 19 25 21 72 23 25 sr e 3 i herp 3013 M T WT FPS 6 izgas 6 7 2 940 11 2 13 4 Ls 1h 1 8 331 22 23 6 HE W MTW TF Le 34 586 7 5 F G1 LZ LJ 1415 ib 17 oS ee a Fe 22 23 2425 36 27 2 2 E Lig i6 F ie T E Additional tabs contain workflow menus and wid
47. gets that relate to all areas of the CRM system All tabs on the EXO Business CRM interface use Dashboard widgets to display data This means that they can be fully customised as necessary Companies The Companies view in EXO Business CRM displays all Debtors Creditors and Non Accounts in one list Debtors are green Creditors are red and Non Accounts are black Wc mpary Search o bees a E File Help 2 i Edward Ward Oe 527 1201 ra PARTS SPARTMA 612 9927 1009 G12042706 dwaner inightn Debtor Pete ALT ALL CAR PARTS D476 1450 OF 476 1431 Debtor SOUTHERN AUTOSTOP 03 439 5712 03 439 5701 GRAHAMMALITO Creditor AUSSIE SPARES B17 3372 2285 617 3572 2209 ige Debt HOWE PANELBEATERS Hoefer PANMURE AUTO TRADE SUPPLIERS 05 579 6102 05 579 6109 EQUIPBAUTOTR Creditor FWP AUTOMOTIVE 0 A 9799 0 A S777 SALESEFWEAUT Creditor FHE CAR JUNCTION i 07 5211182 07 5211181 SHELBYQUINN C Debtor LAR PAHI CUM ISDS F rh eg PARTS IAS COM Creditor D i PARELEEATERS AJ Fara GHJ SESS CONOR HOM Drit MERCURY ENERGY 0300 123 123 09 367 2515 ACCOUNTS MER Credite SYMONDS ST CENTRAL SERVICE STA 07 303 6543 0 33 6654 TREVIDCENTRALS Debtor Note The Companies view is available as a separate window and as a Dashboard widget that can be added to the EXO Business CRM interface Enter search terms and click Search to filter the list of companies You can also select a pre defined view from the Views dropdown to filter
48. hboard widget Note Individual Contacts can only be exported if the Sync with Outlook flag is ticked on the Details tab of the Contacts window see page 10 When Contacts are exported the following updates occur e Any new Contacts in EXO Business are exported to Outlook e Any existing Contacts that have been modified in EXO Business are updated in Outlook When exporting Contacts EXO Business is always used as the master database i e the details of Contacts in EXO Business overwrite the details of the corresponding Contacts in Outlook tions for Activities see page 25 also apply to Contacts Contacts Master All account Contacts recorded in the EXO Business system can be viewed from the Contacts master which is accessed by selecting Contacts from the Account menu Note To view the Contacts associated with a specific account view the Contacts tab on that account see page 8 P Extended Search acire cn E Prst tame kb Tit Phen Motie Ful Name E E DOROTHY FA DANIEL rs 378 1254 378 OF55 623 0035 wre Gili 9 436 0620 on 634 5212 9 259 8063 CERE EA 34770680 GLP J7 eae 04 385 6497 eas 6497 09 527 1201 09 485 8598 CESE 617 37040254 09 5796107 09 57 6102 612 9927 1099 DOROTHY DANIEL Gya Gebers ite corr foaamedjene oth oa nur moune Graie truer bs oon ee abp ehig ng Pery Eaka Peet rir darrybGeuckandpartmerticonz Ph
49. he content of the Notes tab from the Stock Item setup screen 38 Opportunities Set Line Status as Lost Quote This sets the Status column for the selected line to LOST If the line is already in the LOST status this option changes it back to QUOTE When right clicking on a kit this option becomes Set Kit Status to Lost Quote and affects all lines in the kit Split line This allows a line that has a quantity gt 1 to be split into two lines so that they can be acted upon independently The system will prompt for the quantity to be split off into the new line Split Line Quantity Quantity ok Cancel The remainder of the quantity will be left on the original line Attach Line to Kit At least one kit must exist on the job before this function can be used When selected a search screen of kit headers on the job appears so that you can select which kit the line is to be appended to The line will be re sequenced if necessary and added as the last line of the kit Remove Line CTRL DEL This deletes the current line from the job A confirmation request is displayed Check Stock Level This checks the current levels of stock relating to the requirements of a quotation This function is also available by clicking the E button Kit Functions When right clicking on a kit header or one of its components a different set of options relating to kits becomes available under the Kit sub menu Append Component Line T
50. his function allows the user to select additional lines from the Bill of Materials set up for addition to the kit These are lines that have been marked as non default and therefore were excluded when the kit was originally added to the job These non default BOM lines could be substitute items used in conjunction with delete line of the original component or common optional extras Append Stock Item Line You can append a stock item line from the Stock file Selecting this option displays the entire stock list in a search screen for selection The item you choose does not have to be an item pre configured as optional in the Bill of Materials Substitute Component Line This function is only available when right clicking on a component line in a kit on the Costs tab Selecting this option allows you to choose a new component item to replace the selected item Extra Kit information This function allows you to enter additional information for the kit A periscope style window is displayed to allow serial number information to be entered if this kit will make an output item Extra Kit Information Kit Details Kit sequence no Kit serial no Expiry 13 09 2011 Hr Reference 39 EXO Business CRM User Guide This information is for record keeping and may be printed on customer reports the serial does not exist in the main stock serials list If an asset is produced for the job and this is a serialised item the serial number must be adde
51. k Scheduler in the EXO Business core module Appointments appear on the calendar while Tasks are listed in the section below Note By default only Appointments for the logged in user appear on the calendar you can display other users by right clicking on the calendar and selecting Resources layout editor Double click on an activity to edit it The Calendar view offers several options for creating new activities see page 20 e Click the New button e Double click on a time slot on the calendar to create an activity at that time e Right click on a time slot on the calendar to create an activity at that time The right click menu also contains options to create an all day activity or a recurring activity 24 Activities Setup Options Select Setup Calendar from the Tools dropdown to configure options for the Calendar View Work Times start Time 8 00 00 AM E Sunday sll EZ Wednesday End Time 5 00 00 PM B Thursday Ls E Friday Time Scale First Day of Week E Show Work Time Only Monday Time Zones Current Time Zone UTC 12 00 Auckland Wellington Label Additional Time Zone You can specify the days and times worked in your organisation and set up the time zone s that your organisation is in Synchronising Activities with Outlook EXO Business CRM allows activities Tasks and Appointments to be synchronised between MYOB EXO Business and Microsoft Outlook When activities are
52. l address of the Contact Home Phone The home phone number of the Contact To edit an existing Contact double click on the Contact s name in the grid Contacts Tab Toolbar Buttons The Contacts tab is display only to create or change Contact information use the toolbar buttons at the top of the window 0000 00 y 3 2 S e Create a new Contact see page 10 Set the selected Contact as the default Contact for this account Associate an existing Contact with this account Remove the Contact association Send an email to the selected Contact Se a Create and send a Clarity merge letter to the selected Contact EXO Business CRM User Guide Adding a New Contact Click the New Contact button to add a new Contact see page 10 Note We suggest that you first search for the Contact see page 7 as they might already be in the system Entering Contacts For an Account You can create new view or modify existing Contacts associated with an account Account gt Creditors or Debtor gt Double Click Account gt Contacts gt New Contact 1 Inthe Debtor Creditor account click on the Contacts tab The Contacts tab lists all Contacts for the debtor account 2 Click the New Contact icon in the toolbar Se The Contacts window opens i File Navigate Help WEL Fy et 1 Maes ee be Tite Company Conbact Details Phone Murieta Flay Postal Adresse Phone T
53. lendar in the time slot that you want to create the activity in The Activity Window SSS zj Act ee Prep SE TOrTneetnr File H A Save 2 bat ly Save amp New a Cancel Delete a Recumence Mark Complete Detais Ayre vo Pent ote Subpect Presentaton Company ALL CAR PARTS Phone 09 476 1430 Contact Murray Shaddand Phonez 09 476 1430 Mobile 025 421 9547 Oppor bunity Job Code Campaign Wave Assigned To EXO BUSINESS ADMIN ACCOUNT Priority Normal Assigned Gy EXO BUSINESS ADMIN ACCOUNT Complete 0 00 Ed Start time 03 04 2012 V All day event End time 03 04 2012 Reminder l 15 minutes Note If Extra Fields have been set up for Activities an Extra Fields tab will also be available on this window 20 Activities This is the window for entering new activities use the table below as a reference for completing the fields in this window Field Description Activity Select whether the activity is a Task or an Appointment Type Type This is a user definable classification for the activity Select a type from the list or select Edit List to create a new type Sync with If this box is ticked the activity will be synchronised with Outlook whenever a Outlook sync is performed If this box is not ticked the activity will not be included in synchronisation operations Subject Type a brief description of the activity and its purpose Company
54. ll other events in the Event Log 30 Opportunities Additional Tabs After entering information on the main Details tab click Save Additional tabs become available the Opportunities window includes the following common tabs e History Notes e Transactions e Documents e Activities see page 20 e Social Note The Social tab uses the social media account details that have been set up for the company that the Opportunity is associated with A Quote tab is also available for adding quote information against the Opportunity see page 32 Copying Opportunities To create a new Opportunity based on an existing one click the Copy button on the Opportunity search window The Copy Opportunity window opens Copy Opportunity Copy From Opportunity no 1 Company 2 ALL CAR PARTS Copy To Subject MERRS LTD Due Date 5 01 2013 Ei csbmate g Extra Fields Website WWW mers COM Last contacted 9 01 2013 FE V Duplicate quote lines V Guplicate line narratives V Indude lost lines V Duplicate history notes 31 EXO Business CRM User Guide Specify details for the new Opportunity Field Description Copy From Opportunity no Company Copy To Subject Company Contact Due Date Estimate Extra Fields Options Duplicate quote lines Duplicate line narratives Duplicate history notes Duplicate quote options Include lost lines Copy documents The ID number of
55. lled all integration functions will be disabled Note Synchronisation with Microsoft Exchange Server is not supported Quick Add Widgets EXO Business CRM includes several Quick Add functions which allow users to quickly create new records by entering the minimum required details into a simple window The new records can then be opened and filled out at a later time Quick Add functions are available for adding Activities Companies Contacts and Opportunities Quick Add functions are available as Dashboard widgets and as standalone windows Contact Quick Add Phone hi Po Contact Estimate Tip Quick Add windows can be added to menus and given shortcuts so that they appear in the EXO Business CRM shortcut menu for easy access EXO Business CRM User Guide Licensing The EXO Business CRM module requires separate licences to run one CRM licence is consumed on logging in to EXO Business CRM CRM features such as the ability to add and edit Opportunities can be added to menus in the EXO Business core module When CRM features are added to the core menu CRM specific functionality becomes available throughout the system e g the Opportunities tab see page 28 becomes available on the Debtors and Creditors windows This allows authorised users to manage the whole end to end process in EXO Business without needing to switch between the core and CRM modules However doing so consumes a core licence and a CRM licence when loggin
56. ly from the Contacts master screen see page 7 Tick the box es for one or more Contacts then right click and select Selected Items gt Add to Contact List Contacts can also be added manually from the Details tab by clicking the button This opens a search window tick the box es for one or more Contacts then click Select amp Close Contacts that are added to a list manually are highlighted green on the Details tab Manually added Contacts are not be affected if the Contact List is refreshed and can only be deleted manually 16 Contacts To select and add many Contacts at once you can build a list using the List Building Criteria tab on the Contact Lists window Tithe NZ Mailing List Details List Building Criteria List Type Contact aa cc This tab contains an advanced search control Set filters to specify which Contacts to include on the list then click Apply to populate the Grid sub tab with all Contacts that match the filters Note You can double click on a Contact on the Grid sub tab to open the Contacts window to view and or edit its details Tick the boxes for all Contacts you want to add to the list or tick the box next to the grid header to select all Contacts then right click on a Contact and select one of the following options add Selected Contact to List H Add All Contacts to List These functions are also available as buttons on the Contac
57. n and any additional parameters into the Parameters field Additional parameters work the same way as they do for custom buttons To run an external program enter MyProg EXE lt LOGIN gt lt CURRENT gt Where lt LOGIN gt passes the database connection details and lt CURRENT gt passes out the campaign wave SEQNO in Concurrent mode and each Contact s SEQNO in Consecutive mode Note Clicking the Campaign Wave Seqno or Contact Seqno toolbar button adds the lt CURRENT gt parameter to the end of the parameter string Any parameter entered with the extension CLR will assume that you want to run a clarity report and will call Clarity directly It is not necessary that Clarity EXE exist to do this Once parameters are entered click Run to run the file or executable 56 Campaigns Following up Campaign Waves Several logging functions are available to record when and how campaign waves are processed The recorded information can be useful when following up on a wave after it has been processed When a campaign wave is processed a History Note is added to the campaign s History Notes tab A History Note is also added to the History Notes tabs for each affected Contact when using one of the following communication methods e Execute SQL e Export List e Execute External Program When using the Mailshot Process communication method a Save copy of sent email option is available on the Mailshot window If this option
58. ng the prices of copied line items or re applying pricing rules to them 32 Opportunities Opportunity Quotes To enter quote information for an Opportunity go to the Quote tab Note This tab replicates most of the functionality of the Quote tab in the EXO Job Costing add on module Functions specific to jobs are not included Subject WHL AUTO PARTS _ Deta Cute Hkt Noses Traraactare Documents Actes Opten E DEALT OPTION yd Petite Bit Components Deir gates ety GST ha fl Teta Harku 5 Suver Cate Gait Type FLARE KET IDR Lae 7 05 asf 33 41 ARIE 10 IL APL ADIUSTAGLE CAH SHAFT i DR 158 37 1435 SM5 RISK QUOTE IL mL MUFFLER LDR R25 86 SS QUOTE ILAI La F Tatal Cask EIR Sub ipak 21 11 Markup 27 0 Margin rp EE ic GST totak 5417 Total Price path Field Description Group The first column contains a checkbox that allows you to select the line as part of a select group of lines to perform actions on using the right click menu Narrative The second column displays the E icon if the line has a narrative attached Right click on this line and select Add Narrative to add a new narrative to a line A narrative can only be added edited after the line has been saved Code A product code Type and press TAB to return a list of products Double click product required Type full stop and press TAB to load a Bill of Materials
59. or a single tweet 54 Campaigns Export List When Export List is selected for a wave s Communication Method an Export List button becomes available on the Campaign Wave window toolbar Clicking this button opens the following window Export file destination WZAKLO0540 1W EXOCOM Pocuments 1_1 CSV AccNo Name Primary Email DANIEL daniel po xtra co Philip Bal dgital benefitz Ross Manley rossm jenroth c Tracey Alen accounts marke Don Bailey donb alispares Alan Balot alanb aussiesp JAMES BARRY JBARRY GOLEAR James Barry jbarry dear net Darryl Geasely darrylb aucddan Aidan Bennett Aidan Benefitz Rodney Boyd accounts trenth Scott Brand scotb aussiepar TAN CARBINE EQUIPGAUTOTR fan Carbine equp autotrade Bob Chancellor bobe alfredrich si uct gt WG e i tieni J All Contacts from the list s specified in the Target Contact Lists field are displayed in the grid tick the Export box for all Contacts whose details you want to export Right click on the column headers and choose Select visible columns to select the columns to export all visible grid columns will be exported to the CSV file with the exception of the Export column Note Right click options are available to check or uncheck the Export box for all Contacts Enter the name of the CSV file to export to then click Export to export the list The exported CSV file can then be
60. ot grid on the View Budget tab click the Refresh Pivot Grid button to refresh the grid contents after editing budget figures Budget figures can be entered directly into this window or they can be copied and pasted into Microsoft Excel and edited there Right click on the column headings and select Copy to clipboard or Paste from clipboard to copy and paste data Note The data copied to Excel can be manipulated as required however in order to be able to be pasted back into EXO Business CRM the SEQNO column must remain the first column in the spreadsheet 46 Campaigns EXO Business CRM lets you set up and run marketing campaigns The Campaign tab in EXO Business CRM contains the Campaign Search widget which displays details of all campaigns in the system Viewing Campaigns The Campaign Search view in EXO Business CRM lists all campaigns in the system Double click on a campaign to edit it Search Saqo Reference Tie Description Cumer Create Date L PROMOTEL Misrbekng Promotion EXO BUSINESS ROM 170201 2 WINTERSALE Winter sale campaign EXO BUSINESS ADT 17 02 2012 S ONEDAY1 Ove day offer 07 04 12 One day only promotion to subserbers EXO BUSINESS ADMI 17 02 2012 4 ONEDAY2 One day offer 10 04 12 One day only promotion to subscribers EXO BUSINESS ADM 17 02 2012 Start Date DF fO2 20 12 inaani F os 2012 METE The Campaign Search view is available as a separate window and as a Dashboa
61. r a Cost Type if types are used Type and press TAB to select from cost types available This column is only available if EXO Job Costing is installed Enter a Cost Group if groups are used Type and press TAB to select from cost groups available Cost group will auto populate if a Cost Type is entered first but can be overridden Discount applied to the selling price of this line Automatically calculated cannot be directly overridden The preferred supplier for any lines that you will need to order in Used when creating purchase orders based on the lines that have a copy to flag set to P on the quote The preferred location to draw stock from if this quote is converted When a kit is added to the quote the lines of the kit are given a kit incidence number that is used to hold the likes of the kit together Lines that are not part of a kit have the value 1 This works in conjunction with the Quote Options defined in the area above the grid These are covered in more detail later but allow the quote to be split onto sections say for optional upgrades One quote option is created by default Default Option Opportunities Analysis Codes Analysis Codes are arbitrary codes that can be assigned to transactions allowing you to group them together in various ways for sorting and reporting They do not perform any function themselves they are simply a customisable way of grouping related transactions
62. rd widget that can be added to the EXO Business CRM interface 47 EXO Business CRM User Guide Creating Campaigns To create a new campaign click the New button on the Campaign Search window EI Campaigns File Utilities Help Beta ie ty Ei F Pure Segno 1 Detads Activities Contact Lists Waves History Notes Trangactiens Documents Analyse PROMOTEL Start Date 2 07 2012 Marketign Promotion 07 12 End Date z072 Owner EXO BUSINESS ADMIN ACCOUNT Estimated Cost per Response 20 00 Campy Costs Notes The following properties are available on the Details tab Field Description Reference Enter a short reference code to identify the campaign Title Enter a descriptive name for the campaign Estimated Cost Enter the estimated costs of the campaign This provides a simple method of costing campaigns for more advanced costing use the EXO Job Costing module and associate the campaign with a job using the Campaign Costs property Estimated Revenue Enter the estimated revenue that will be generated by the campaign Estimated Response Enter the estimated number of respondents for the campaign Estimated Cost per The value in this field is calculated automatically based on the values of Response the Estimated Cost and Estimated Response fields 48 Stage Notes Start Date End Date Days Remaining Owner Campaign Type Campaign Costs Campaigns The campaign stage in
63. rral item then save and exit MSDN If this Contact has account details for these online networks enter them here Yahoo Skype ID Facebook To view social media account information for the Contact enter their usernames LinkedIn or logon IDs here Twitter Note The Linkedin ID must be the numerical ID not a username The Facebook ID can be a numerical ID or a Facebook username if one has been set up 3 Click Save A number of additional tabs now appear in the window Enter Contact information in these tabs e Marketing tab see page 13 Assign the Contact to your marketing classes see page 13 or categories so your marketing campaigns are more targeted to relevant Contacts Additional Marketing Classes can be setup when this tab is active a Setup Marketing Classes button activates Click this to configure additional or edit existing marketing classes e Invoices tab see page 14 Lists invoices for which the Contact was the default Contact of the Debtor account e Orders tab see page 14 List any Sales Purchase Orders associated with the Contact e Notes tab Enter any notes for the Contact Use the New Note icon on the toolbar to enter a note this will automatically assign a header to this note e History Notes tab Enter any history notes for the Contact History notes are notes for which the date and subject are also recorded As with notes click the New History Note icon to create a new history note e Docs ta
64. s Once created select a budget and click the Open Budget button be The Budget window opens A m Budget O File Navigate Help Edit Budget View Budget oct 4 JEXO BUSINESS ADMIN ACCOU Account Group Stock Group 4 V BRIDGET FAIRWEATHER perAn RB ECTRICAL III TIM MCINTOSH 4 V MALCOLM BREEN WIOAVID CRANSTON IV GREG MANNING iV INTERNET SALES iV DEMO Last Year Actual Budget Value lt BRIDGET FAIRWEATHER 0 RETAIL ELECTRICAL DAVID CRANSTON 0 RETAIL BECTRICA DEMO D RETAIL ELECTRICAL EXO BUSINESS ADMIN ACCOUNT 0 RETAIL ELECTRICAL GREG MANNING 0 RETAIL ELECTRICAL INTERNET SALES 0 RETAIL ELECTRICAL MALCOLM BREEN 112 1 RETAIL ELECTRICAL TIM MCINTOSH 0 RETAIL ENGINE BRIDGET FAIRWEATHER 62 04 RETAIL ENGINE DAVID CRANSTON 0 RETAIL ENGINE DEMO 0 RETAIL ENGINE EXO BUSINESS ADMIN ACCOUNT D RETAIL ENGINE GREG MANNING 0 RETAIL ENGINE INTERNET SALES 0 RETAIL ENGINE MALCOLM BREEN 33 66 RETAIL ENGINE TIM MCINTOSH 0 All users that report to the current user directly or indirectly are displayed in a hierarchy on the left of the window Tick the boxes for all users that you want to edit budgets for Enter budget information into the Last Year Actuals and Budget Value columns Clicking the Populate Last Year Actuals or Populate Actuals buttons automatically fills in the values in the Last Year Actuals columns with data from the EXO Business database Budget data can be viewed in a piv
65. s available showing a schedule of all proposed activities EN Bulk Activity E File Help A is Ep T p n APEWE P 0 F aupe ALUN ip mt a Deals Preview Monday Apri 09 2012 Tuesday Apri 10 2012 0jam 3 00am 10 00am 11 00am 12 00pm 1 00pm 2 00pm 3 00pm 4 00pm 8 00am 00am 1r 4 Apri 2012 I re ce oo be on na Pak Bio 11 2 3 1415 16 17 18 19 20 21 22 fo 2425 26 27 26 29 3g May 2012 mM Tw T FS 1234543 6 78 l wi 14 15 15 17 18 19 2 1 22 23 24 25 25 27 73 79 30 3i Dae 211 een If the schedule is correct click Go to create all activities 53 EXO Business CRM User Guide Execute SQL When Execute SQL is selected for a wave s Communication Method an Execute SQL button becomes available on the Campaign Wave window toolbar Clicking this button opens a window where you can enter a SQL query to be run against all Contact Lists selected in the Target Contact Lists field Ey Eset ut 3 Sol File Help Cerais TyPe Consecutnne Query T G Olea Query P Bun Manual Query lm Sree as Default T Stal Number F Current Campaign Seqne F Curent Campaign Wave begro T Contact Seqne abe Fest Marne Lact Mame kb Tie Phone ina hobie oon frances Aecounts 09 527 1201 cur bs evar bres co rir 025 260 4851 ae Lie Aagi DI A 5712 Fy i a Fia aaa Ea 025 522 503 eam apre Acemi OS G lo equip Tubot eke cor 025 630 13 Tank Pike Sales 2
66. s property determines which Contacts will be available to choose from when building the list on the List Building Criteria tab see page 16 Choose from Contact all Contacts will be available for selection Company Contacts that are associated with a company account of any type will be available for selection Debtor Creditor Contacts that are specified as the default Contact for a Debtor Creditor account will be available for selection Non Account Contacts that are associated with a Non Account will be available for selection Debtor Contact Creditor Contact any Contacts that are associated a Debtor Creditor account will be available for selection 15 EXO Business CRM User Guide e Serviceable Unit Contacts that are set as the default contact fora Serviceable Unit EXO Job Costing will be available for selection e Subscription Contacts that are associated with a subscription will be available for selection Note Selecting an option other than Contact means that a JOIN operation will be performed between the CONTACTS table and the table that relates to the selected option You can view the details of the JOIN on the SQL sub tab see page 17 Create Date A read only field displaying when the list was created Created By The name of the EXO Business staff member who created the list Owner The name of the EXO Business staff member who is responsible for the list Active If this option is not tick
67. status key A meaningful one character unique short code to represent this stage Opportunity status name A suitable description of the stage e g Qualified Prevent new transactions System flag preventing entry of additional transactions to Opportunities at this stage Make opportunity read only System flag to ensure that no part of the Opportunity can be edited while at this stage This includes the Stage field itself Only a user who has administrator rights can modify this Opportunity this is determined by the User has Opportunity Administrator Rights User level profile setting Opportunities are complete System flag indicating that Opportunities in this stage are complete Quotations read only System flag used to lock the Quote tab to prevent further changes while the Opportunity is at this stage Default is No The Quote tab will be locked unless logged in as a user with administrator rights Opportunities Opportunities are archived System flag indicating that Opportunities in this stage should be archived Workflow Constraints Apply When this flag is set the user may specify which stages the Opportunity may move to The stage change can also be flagged to be tracked Opportunities are ready to System flag indicating that Opportunities in this stage are invoice ready to invoice Opportunities are active System flag indicating that Opportunities in this stage are currently active Def Probability Select the default Prob
68. t List window toolbar Note You can right click on a Contact List on the Contact Lists search window and select Refresh this List to regenerate the list based on the existing list building criteria This will capture any changes to Contacts that have been made since the list was last generated 17 EXO Business CRM User Guide Selecting Contacts via a SQL Query For a more advanced way to select Contacts select the SQL sub tab This tab displays the SQL used to populate the filters in the advanced search control Y Re Build Filter i Preview SQL gt Manual SQL Mode SELECT namat SEQNO C SALUTATION SALUTATION C FIRSTNAME FIRSTNAME C LASTNAME LASTNAME C TITLE TITLE C MOBILE MOBILE a C DIRECTPHONE DIRECTPHONE C DIRECTFAX DIRECTFAX C HOMEPHONE HOMEPHONE C EMAIL EMAIL C NOTES NOTES C ADDRESS ADORESS 1 C ADDRESS2 ADORESS C ADDRESS3 ADDRESS3 C ADORESS4 ADDRESS4 C ADDRESS5 ADORESSS C POST_CODE POST _CODE C DELADOR 1 DELADOR 1 C DELADOR2 DELADOR2 C DELADOR3 DELADOR 3 C DELADOR4 DELADOR4 C DELADORS DELADORS C DELADORG DELADORS C ISACTIVE ISACTIVE C ADVERTSOURCE ADVERTSOURCE C SALESNO SALESNO C FULLNAME FULLNAME C COMPANY_ACCNO COMPANY_ACONO C COMPANY_ACCTYPE COMPANY _ACCTYPE C MSN_ID MSN_ID C YAHOO C SKYPE_ID SKYPE_ID C LAST_UPDATED LAST UPDATED C SYNC_CONTACTS SYNC_CONTACTS C LINKEDIN LINKEDIN C TWITTER TWITTER C FACEBOOK FACEBOOK C OPTOUT_EMARKETING OPTOUT_EMARKETING C CAMPAIGN_WAVE_SE
69. t be guaranteed Viewing Opportunities The Opportunity search window in EXO Business CRM lists all Opportunities in the system Double click on an Opportunity to edit it lEI Opportunity re sav Type cas Quatied LID Sales ABC PARTS LTD Expert Verbal Acct 0 00 TRIDENT PANELBEATERS Sales lemployee i Proposal Su 0 00 0 00 WHL AUTO PARTS Sales Advertisem Needs Defi The Opportunity search view is available as a separate window and as a Dashboard widget that can be added to the EXO Business CRM interface 28 Opportunities Creating Opportunities To create a new Opportunity click the New button on the Opportunity search window or click the d button on the toolbar of the account or Contact you want to create the Opportunity for You can also create a new Opportunity by copying an existing one see page 31 Opportunity WHL AUTO PARTS File Utilities Help F Ti Wie Seqno 4 Subject WHL AUTO PARTS Details Sosial Subject WHL AUTO PARTS 4200 00 ALL CAR PARTS 762 24 Murray Shackland 0 00 Fri 10 02 2012 Mar OS 12 2012 The following properties are available on the Details tab Field Description Subject Enter a subject that describes the Opportunity Company Enter the name of the company account Debtor Creditor or Non Account Debtor that the Opportunity relates to
70. t to the Details tab e Activities this tab displays all activities see page 20 created for the campaign e Contact Lists this tab displays all Contact Lists see page 14 associated with the campaign Contact Lists can be created and added to the campaign from this tab e Waves this tab is where the communication waves see page 50 that make up the campaign are set up and processed e History Notes this tab displays all history notes for the campaign e Transactions this tab displays all transactions associated with the campaign see page 57 e Documents this tab displays any documents related to the campaign e Analysis this tab contains a dashboard interface with widgets that display analysis information on the campaign 49 EXO Business CRM User Guide Campaign Communication Waves Campaigns can be separated into communication waves which can be processed one after another as the campaign progresses The Waves tab on the Campaigns window displays all actions planned for the campaign whe cao E eae lites Campagnavave Melp i 1 First Communication Wave l 3404 2012 2 Folew up with respondents Mad Shot S 4 2012 3 Send out reminders Mai shot ojojo s o4 2012 4 Create appointments for dent meetings Task Creation azyoa 2012 Setting up Campaign Waves To create a new campaign wave click the Create New Wave button on the toolbar of the Campaigns window 02 04 2012 Communication
71. the keystroke CTRL A 3 Click the Send Email to List toolbar button amp 4 If you don t have email addresses recorded for all of the selected Contacts a warning is displayed and you are prompted to confirm if you want to email the remaining Contacts that do have email addresses Click Yes 5 Adialog is displayed asking if you want to hide the CC list in the email If you don t want each Contact to see the other Contact email addresses being emailed click Yes to hide the email address list 19 Activities Activities Activities can be set up in EXO Business to provide reminders and progress indicators for important events An activity can be a Task or an Appointment e A Task is a to do item that must be completed in a specified time frame e An Appointment is an event scheduled for a specific time Activities can be accessed in multiple ways e Via the Activities tabs in the maintenance screens for Contacts Debtors Creditors and Non Accounts e Via the Activity Search widget which can be added to the EXO Business business flow menu e Via the EXO Business CRM module see page 1 When using the EXO Business CRM module activities can be synchronised with Microsoft Outlook Tasks are converted to Outlook Tasks and Appointments are converted to Outlook Appointments Creating an Activity Click the New Activity A toolbar button to create a new activity Alternatively right click on the Activity Search widget s ca
72. the list The following details are displayed for each company Detail Description Company Name The name of the account Primary Contact The name of the account s default Contact if one has been selected on the account s Contacts tab see page 8 Phone Contact details for the account Fax Email Type The type of account This will be one of e Debtor e Creditor e Non Account Companies Available Functions Double click on a company to open the record for that account Click the New button to create a new Non Account record which can be converted to a Debtor or Creditor later if necessary Right clicking on a company gives the following options e Send an email to the company e Create anew Opportunity for the company see page 28 e Create a new activity for the company see page 20 Contacts Debtors Creditors and Non Accounts all include a Contacts tab where Contacts can be created and assigned to accounts The Contact tab is a useful marketing tool it contains a list of business Contacts associated with the main company You can easily create marketing campaigns or documents that get sent to the right person Contact within the right company Contacts can also be set up independently of accounts from the Contacts window which is available under the Accounts menu You may on a regular basis liaise with the accounts manager However the right person for the details about a new product being launched
73. together Labour Allowance This allows a unit labour allowance to be specified associated with a product Labour allowances are distinct from an actual time lookup item within the grid and act as a guide Labour allowance is optionally keyed in the Labour Allowance column and can also be defaulted from an extra field on the Stock Item This is a per unit labour value so is multiplied by quantity As this tab is an ExoGrid there are more columns available by right clicking on the column header and using Select Visible Columns The columns shown above are shown by default Additional columns that may be selected include Field Description Sell Inc GST Sell price including GST GST GST value per unit GST Total Total line value of GST Total Inc GST Line total including GST ST The one letter code for the line s status GST Rate The percentage rate of GST Length Width Allow additional factors to apply to quantity These default to 1 and Depth Total Qty Used with Length Width and Breadth gives the effective quantity when these factors are multiplied by quantity Line Type This is normally zero but this can indicate 1 Kit header 2 Component Kit Code Normally blank but this can contain the BOM code of a kit Line Line number This can be edited and used with the ExoGrid sorting capabilities or Clarity reporting to re sequence the lines from their original entry sequence Analysis Code 1 Can be used as
74. ult being quoted To create or maintain one or more additional Quote Options click the Setup button A search screen of additional Quote Options will be displayed For a new job where additional options have not yet been created there will be no entries Search key Quote Options Quote Options Name UPGRADE OPTION To create a new option click New To edit an existing option double click its entry The name of the option can be set or maintained For each line on the Quote Budget tab the Quote Option column can be changed from the DEFAULT OPTION Ticking or unticking a Quote Option in the header panel will include exclude that option from the job totals at the bottom of the screen The Quote Options can also be used in Clarity reporting to provide alternate quoted options within the single job Right click Menu Options Right clicking on a quote line will show options relevant to the line These options change depending on the characteristics of the current line Some are common with the toolbar actions detailed above Note Any options specific to Job Costing are not available Add Narrative CTRL N This allows a line level narrative to be added to or edited for a line A narrative editing window is opened with blank or previously entered text Right clicking in the text area provides additional options for inserting text e Insert Common Phrases adds a Common Phrase to the narrative e Insert Stock Notes copies t

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