How To: Adding a New Call Log (02-51)

Overview

This tutorial describes how to create a new call log.

Video

Step-by-Step

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1. If you know the ticket number for the call log that you want to access, enter it in the ‘Load Ticket’ field at the bottom of the screen. Then press Enter or click the Search icon to the right of the field.

   If you do not know the ticket number for the call log, skip to the next step (Region drop-down list).

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2. If you only want to list transactions for a single region, select it from the ‘Region’ drop-down list. Select ‘All’ to include transactions from all regions.
• If you are using a ‘POS’ terminal, only the region assigned to the terminal (through System File Management (30-01)) appears in this list.

3. If you only want to list transactions for a single store, select it from the ‘Store’ drop-down list. Select ‘All’ to include transactions from all stores.
• If you are using a ‘POS’ terminal, only the store assigned to the terminal appears in this list.

4. In the ‘From’ and ‘To’ fields select a date range for the transactions. Leave both fields blank to include transactions for all dates.

5. Specify whether you want to include Written or Delivered sales.
• Remember that Written Sales include TW, DD, DX, CO and SO transaction types, while Delivered Sales include TW, DZ and SZ transaction types.

6. To include transactions for only one salesperson, select that salesperson from the ‘Employee Name’ drop-down list. Select ‘All’ to include transactions for all salespeople.

7. If you want to view transactions for only one customer, enter the customer number in the ‘Customer #’ field (optional).
• Click the Search button to the right of the field to look up a customer number.

8. Click the ‘Refresh’ button. Transactions meeting the criteria appear.
• Whenever the search criteria changes, you must click the ‘Refresh’ button to update the results.

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9. Click on a ticket line to add a new call log or maintain an existing one.
• Click the Export button to download the information on the screen to your computer. Since the exported file is comma delimited, save it with a ‘.csv’ extension.

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The ‘Call Logging’ window opens. Items sold on the transaction appear in the ‘Line Items’ box, and Special Instructions (if any) from the ticket appear in the in the middle of the screen. The ‘Notes History’ box lists all logged calls to the customer for this transaction.

10. Click on the Add Note button to add a new call. The ‘Notes Entry’ window opens. The Bill To and Ship To information for the customer appears at the top.
• Click on a existing line to maintain a previous call.

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11. From the ‘Note Status’ drop-down list, select an option that most closely identifies the current status of the call (e.g. No Answer, Contact Made, Sent Email, etc.).
    NOTE: The statuses that appear in this list are set up and maintained using the Config button at the bottom of the main Call Log screen.

12. In the ‘Next Action’ box, enter the next step that must be completed for the transaction/customer (if there is one). For example, if a voice mail was left for the customer, the next action might be ‘Call again in 3 days.’

13. Enter any comments for the call in the ‘Comments’ box.

14. Click Save to retain the note. The ‘Notes Entry’ window closes.

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15. Click the Close button on the ‘Call Logging’ window.

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16. The Date Called, Next Action and Status of the most recent call now appear to the right of the transaction on the main screen of this selection.