Phocus Sales Department:

Streamlining Sales for

Enhanced Efficiency

Welcome to Phocus's Sales Department, a dedicated platform designed to optimize customer interactions, streamline the sales process, and provide real-time insights into sales performance. This integrated suite of functionalities aims to efficiently manage quotes, sales orders, client interactions, and issue resolution

Functionality Overview:

Dashboard

Real-time Insights: Customizable view offering live insights into sales performance. Monitoring Efficiency: Tracks weekly quote requests, sales orders, and efficiency comparisons. Snapshot Analysis: Generates snapshots to analyze sales rates by product type, region, and customer data.

Quotes

Quotation Creation: Manual creation by sales reps or automatic generation through the website. Detailed Listings: Access to comprehensive quote lists, detailed quote specifics, item specifications, pricing, and associated documentation.

Sales Orders

Order Creation: Creation and management of sales orders, including customized documents and item details. Detailed Information: Access to detailed item information, pricing, service history, and customer support.

Clients

Client Management: Records and manages client details encompassing contacts, product interests, sales history, and accounting specifics.

Reps (Distributors)

Distributor Management: Records and manages distributor information covering contacts, product interests, sales history, etc.

Devices

Product Information: Real-time insights into available products, including documents, pricing, costs, lead times, and sales history.

Options

Option Details: Access to information about various product options, covering documents, pricing, costs, and lead times.

Sales Tickets

Issue Resolution: Creation of tickets for queries, calls, or issues with detailed tracking and resolution assignment.

Workflow Overview

  • Sales Cycle Workflow
  • Post-Sales Process
  • Purpose of the Sales Department

Section Overview

The Sales Department is divided into dedicated sections:
1- Dashboard 2- Quotes 3- Sales Orders 4- Clients 5- Distributors 6- Devices 7- Options 8- Sales Tickets 9- Customer Purchase Orders

1- Dashboard

Centralized Insights for Enhanced Sales Performance

The Dashboard in Phocus's Sales Department acts as a centralized hub, offering a comprehensive overview of crucial sales-related metrics, performance indicators, and real-time insights. Let's delve into the specifics:

Real-Time Insights Live Data Visualizations: The dashboard provides dynamic data visualizations and analytics, granting sales teams access to key performance indicators (KPIs) in real-time. Graphs, charts, and tables present an instant snapshot of ongoing sales performance.
Sales Performance Tracking Historical Analysis: Enables tracking and analysis of sales performance over specified periods (daily, weekly, monthly, or custom date ranges). This function aids in identifying sales trends, recognizing peaks and dips, and assessing overall sales activities.
Quote and Sales Order Monitoring Status Overview: Displays the status of quotes and sales orders, showcasing metrics such as quote-to-sales order conversion rates, pending orders, fulfilled orders, and cancellations. Critical or high-value orders may be highlighted for attention.
Customer Engagement Metrics Customer Interaction Insights: Offers metrics related to customer engagement, encompassing new leads, customer inquiries, or satisfaction ratings. These metrics provide valuable insights into the effectiveness of sales strategies in engaging customers.
Product Performance Analysis Product Sales Assessment: Facilitates analysis of product performance, highlighting top-selling products, slow-moving items, and products that may require targeted marketing or promotional strategies.
Region-Specific Sales Data Geographic Insights: Provides regional sales data, showcasing sales performance across different geographic areas. This information helps tailor marketing or sales campaigns to regional preferences and demands.
Forecasting and Goal Tracking Progress Measurement: Includes forecasting tools and goal tracking features, enabling sales teams to set targets and monitor progress toward meeting those objectives.
Customization Personalized Views: Allows customization according to individual preferences of sales representatives or managers. Users can prioritize and arrange data elements specific to their roles for enhanced efficiency.

2- Quote

This breakdown offers an understanding of the different sections within the Quote functionality in Phocus, enabling users to effectively manage, review, and create quotes for clients.

The list section of the Quotes in Phocus provides an overview of all quotes generated. It allows users to filter and search for specific quotes based on various parameters. The list displays essential details at a glance, offering a summary of quotes.
Parameters: Quote Number: Unique identifier for each quote. Client Name: Name of the client or company the quote is addressed to. Date: Date when the quote was created. Status: Current status of the quote (e.g., pending, accepted, declined). Total Amount: Total monetary value of the quoted items. Sales Representative: Assigned salesperson responsible for the quote.

3- Sales Orders

The Sales Order section aims to centralize the management of sales orders, enabling businesses to effectively handle the entire sales process, from order creation to fulfillment. It's designed to improve accuracy, maintain transparency, and enhance productivity within the sales department. The theory behind this section focuses on providing a comprehensive system for organizing and overseeing sales orders to ensure timely fulfillment and customer satisfaction.

  • List
    The Sales Order List serves as a centralized repository presenting all existing sales orders within the system. It offers an organized and accessible overview, allowing users to track, manage, and retrieve specific orders promptly.
    Functionality
    Order Summary Display:     • Provides a tabulated view of all current sales orders with relevant details such as order number, date created, client information, status, and associated sales representatives.
    Customizable Columns: • Allows users to personalize the view by selecting or deselecting specific columns, tailoring the displayed information to suit individual requirements.
    Sorting and Filtering: • Enables users to sort orders based on various parameters like order number, creation date, client name, and status, facilitating quick identification and retrieval of specific orders.
    Search Capability: • Incorporates an advanced search feature, allowing users to conduct specific searches based on order number, client name, creation date, or other customized columns. This feature ensures efficient order identification within the extensive list.
    Workflow
    Accessing the List:     • Users navigate to the Sales Order section and select the List subsection, which presents a comprehensive display of all existing orders.
    Viewing Order Details: • Clicking on a specific order from the list opens up a detailed view, showcasing comprehensive information regarding that particular order.
    Customization Options: • Users can customize the displayed columns by selecting or deselecting particular parameters, streamlining the view to cater to their preferences.
    Sorting and Filtering: • Utilizing sorting and filtering functionalities, users can organize orders based on relevant parameters, making it easier to locate specific orders.
    Search Functionality: The advanced search feature allows users to conduct specific searches based on defined parameters, facilitating quick identification and retrieval of particular orders from the list.
    Parameters
    Order Number:     • A unique identification code assigned to each sales order.
    Date Created: • The date when the sales order was generated.
    Client Information: • Details of the associated client or customer for whom the order was placed.
    Status: • Indicates the current stage/status of the order (e.g., pending, processing, shipped).
    Sales Representative: • Information about the responsible salesperson or representative handling the order.
    Estimated Shipping Date: • The anticipated date on which the order is expected to be shipped or dispatched from the company's facility to the customer.
    Actual Shipping Date: • The date when the order was actually shipped or sent out for delivery.
    Total Amount: • The cumulative cost or total value associated with the entire order.
    Address: • Shipping or delivery address details where the products or services need to be sent.
    Description: • A section allowing the sales representatives to provide additional information or notes about the order. These notes can include specific details or instructions regarding the order, making it easier to track or manage the order internally.
  • Details / Overview
    Call 24 Hours Before Delivery: Allows customers to request a 24-hour notice before the delivery of the ordered items.
    SO Date Function: Records the date when the sales order was created.
    SO Number (Sales Order Number) Acts as a unique identifier for the sales order, aiding in tracking and referencing specific orders.
    Quote Number (Quote NO) Provides a reference to the associated quote, aligning it with the corresponding sales order.
    Lead Time Estimates the time required for the delivery of the order.
    Project Provides a name or identifier linked to the project associated with the sales order.
    Description Offers additional details or context related to the sales order.
    Customer PO Captures the customer's Purchase Order number, if applicable.
    Estimated Ship Date Specifies the anticipated date for shipping the items in the order.
    PO Received By Indicates the individual or department responsible for receiving the Purchase Order.
    SO Issued By Specifies the person or department issuing the sales order.
  • Details / Detail View
    Summary Tab Provides a summarized overview of pricing details for the sales order items.
    Approvals Tab

    A.Customer PO Number

    Displays the Customer's Purchase Order number linked to the sales order.

    B.PO Received Date

    Records the date when the Purchase Order was received, ensuring proper documentation and tracking.

    C.Estimated Shipping Date

    Specifies the approximate date committed to the customer for shipping the items in the sales order.

    D. SO Issued By

    Identifies the individual or department responsible for issuing the sales order within the organization.

    Indicates the initial date planned for the shipment before any changes or modifications.

    E. Actual Shipping Date

    Records the real-time or updated date when the items were shipped to the customer.

    Release Date

    Marks the date when the units or items within the sales order were released for production or shipment.

    F. To Be Invoiced Date Specifies the date when the

    accounting department can generate the invoice for the sales order items.

    Entities Tab Displays information related to involved entities, such as distributors and clients.
    Shipping Tab Holds details concerning the shipping process for the sales order.
    Billing Tab Provides address-related information for billing purposes.
  • Details / In-Depth View
    Line Items Lists all individual items included in the sales order with their details, Their quantity, and price.
    Purchase Order Displays details of any linked purchase orders related to this specific sales order.
    Units Lists the units or items sold in the sales order, along with their respective serial numbers.
    Documents Acts as a repository for various documents associated with the sales order, aiding in documentation and record-keeping.
  • Add Sales Order / part1
    Create Sales Order from Quote While viewing the Quote Detail Page, click the "Generate SO" button. A window with prefilled information for creating the sales order will appear. All relevant fields are prepopulated with data from the quote, ready for editing if necessary.
    Create Sales Order Independently

    A. Open Blank Sales Order

    • Click the "Add Sales Order" button from the Sales Order section.

    • An empty window for a new sales order will open, all fields will be blank.

    • To autofill details, input the correct quote number; the system will populate the fields with relevant information from the associated quote.

  • Add Sales Order / part2
    B. Manual Entry without Quote

    If creating a sales order without reference to a quote, manually fill in all necessary fields.

    Required Parameters Include:

    SO Date: Today's date is suggested but can be edited.

    Quote Number: If derived from a quote, this field will be auto-populated.

    Lead Time: The estimated time for order delivery.

    Terms: Payment terms agreed upon for the order.

    Project Name: Name of the project associated with the sales order.

    Description: Brief description or details regarding the order.

    Entities Information: Details for both the distributor and the client.

    Addresses: Shipping and billing addresses.

    Line Items: Add items such as devices, options, or services.

    Device: The product being sold.

    Options: Items sold in conjunction with devices or services.

    Services: Additional services provided for devices.

    This process allows for flexible creation of sales orders, whether initiated from quotes or generated independently. Fields can be customized and edited as needed to fit specific sales requirements.

4- Clients

The "Clients" section in Phocus serves as a comprehensive platform designed to manage and optimize interactions with clients.

Purpose

A. Client Information Management:

  • Store and organize detailed client information, including contact details, preferences, purchase history, and more.

    • B. Relationship Nurturing:

  • Facilitate better client relationships by accessing comprehensive insights and histories to personalize interactions.

    • C. Efficient Record Keeping:

  • Streamline the recording and tracking of client communications, orders, service requests, and sales history.

    • D. Targeted Marketing and Sales:

  • Segment clients based on preferences or engagement levels for targeted marketing efforts.
    • Functionality

    A. Comprehensive Data Repository:

  • Capture and manage extensive client data including unique IDs, contact details, product preferences, and real-time financial information.

    • B. Search and Retrieval:

  • Efficiently locate client records using various criteria such as names, IDs, or specific product interests.

    • C. Real-time Insights:

  • Gain immediate access to vital client information, contact details, billing, shipping, and organizational structures.

    • D. Client Interaction History:

  • Track and view a comprehensive history of client interactions, including quotes, sales orders, service calls, and invoices.

    • 5- Distributors

    Key Functionality:

    A. Efficient Database Navigation:

    • Easily access and browse through your client records using advanced search and filter functionalities based on client names, IDs, locations, or product preferences.

    B. Customized Display:

    • Tailor the display settings to organize and view client records as per your preferences, ensuring quick and efficient access to relevant client information.

    C. Quick Access to Client Information:

    • Instantly retrieve vital client details and overview summaries, facilitating seamless interaction and decision-making processes.

    D. Export and Data Management:

    • Export client data or generate reports for analytical purposes, allowing for a deeper understanding of client behavior and trends.

    Workflow:

    A. Navigation:

    • Access the Client List section through the main navigation menu in the Sales Department.

    B. Search and Filter:

    • Utilize the search bar and filters to locate specific clients based on desired criteria.

    C. Record Access:

    • Click on a client entry to view detailed client records and histories.

    D. Data Export:

    • Export or generate reports to analyze and interpret client data for strategic decision-making.

    Parameters Displayed:

    A. Client ID:

    • Unique identification number assigned to each client for easy reference.

    B. Client Name:

    • Name of the client entity.

    C. Client Type:

    • Categorization based on the type or nature of the client (e.g., individual, corporation, etc.).

    D. Activity Level:

    • An indicator reflecting the level of engagement or activity of the client with your business.

    E. Product Preferences:

    • Information about the products or services that clients are interested in or have previously engaged with.

    6- Device

    In the Devices section, Phocus facilitates real-time product insights, document access, pricing information, and comprehensive sales history, empowering your sales team to make informed decisions and elevate sales efforts. The Devices section in Phocus is aimed at equipping your sales team with accurate and up-to-date product information. Its primary goal is to empower sales representatives with the tools necessary to understand, present, and sell products effectively to clients. By offering comprehensive insights into product specifics, pricing, costs, lead times, and sales history, this section enables informed decision-making and enhances the overall sales process.ّ

    Functionality

    A. Product Details

    Dive deep into product specifics, including:

  • Requireddocuments
  • Prices
  • Costs
  • Lead times
  • Comprehensivesales history

    • B. Accessing Documents

    Effortlessly retrieve essential documentation:

  • DocumentRepository: Centralized storage for product-related documents

    • C. Pricing, Costs, and Lead Times

    Support sales decision-making with insights into:

  • Pricing:Current pricing information for accurate quotes
  • Costs:Understanding associated costs for profitability
  • Lead Times:Visibility into delivery timelines for realistic client expectations

    • D. Sales History

    Gain insights into product sales history:

  • SalesTrends: Analyze patterns for top-performing products and growth opportunities
  • ClientPreferences: Understand client preferences for tailored recommendations
  • SalesForecasting: Utilize historical data for future sales strategies

    • Advanced Features

    Phocus provides advanced features to enhance product management:

    A. Product Search and Filters

    B. Product Comparison

    C. Product Recommendations

    D. Product Customization

    E. Interactive Product Visualizations

    F. Integration with Inventory Management

    G. Product Lifecycle Information

    H. Bulk Pricing

    I. Product Documentation Library

    J. Request for Quote (RFQ)

    K. Product Alerts

    L. Integration with CRM

    M. Product Training Resources

    N. Product Compliance Information

    O. Product Support

    P. Product Feedback

    Q. Product Recommendations for Upselling

    R. Product Analytics

    • List / Overview

      A. Centralized Device Database:

      • The Device List serves as a centralized database showcasing available products or devices for sale.

      B. Accessible Interface:

      • Users access this section through the Phocus platform, featuring a user-friendly interface to navigate and search for devices.

      C. Comprehensive Device Information:

      • It displays a comprehensive list of all available devices along with key details such as device names, types, categories, pricing, and availability.
    • List / Functionality

      A. Flexibility in Device Viewing

      • Customizable Columns: Users can customize the displayed columns to focus on specific device attributes or details relevant to their sales requirements.

      B. Sorting and Filtering:

      • The system offers sorting and filtering options, allowing users to organize devices based on criteria like price, availability, or product type.

      C. Quick Access:

      • Quick links or buttons enable rapid access to detailed device information or specific actions for each device listed.
    • Details / Overview

      A. Checkboxes:

      i. Active:

      • Indicates if the device is currently available for sale.

      ii. R&D:

      • Specifies if the device is designated for research and development.

      iii. Sales Approval:

      • Shows if the device has approval for sales.

      iv. Engineering Approval:

      • Indicates whether the device has engineering approval.

      v. Device Number:

      • Unique identifier assigned to the device.

      B. Device Name:

      • Name/title of the device.

      C. Description:

      • Brief information or overview about the device.

      D. Lead Time:

      • Estimated time required for delivery.

      E. Total Price:

      • Overall cost associated with the device.
    • Details / Detail View

      A. Image:

      Visual representation or photograph of the device.

      B. UPC (Universal Product Code) / QR Code:

      Barcode or QR code associated with the device for inventory tracking and management.

      C. Pricing:

      Detailed breakdown of the device's pricing structure, including sales prices and costs.

      D. Cluster and Levels:

      Parameters characterizing the device, aiding Phocus in better understanding the device. These could include technical specifications, categorization, or any defining attributes.

    • Details / In-Depth View

      A. Design Document:

      Detailed documentation pertaining to the design of the device, such as schematics, technical drawings, or design plans.

      B. Sales Report:

      Insights and analytics related to the device's sales performance, providing details like sales trends, volumes, regions of sales, etc.

      C. Notes:

      A compilation of notes or comments associated with the device, which might contain additional information, updates, or observations.

      D. Auditing:

      Records of changes, modifications, or updates made to the device's information, offering an audit trail for accountability and tracking changes over time.

    7- Options

    The Options section within Phocus is dedicated to enhancing the sales team's understanding and presentation of products by providing detailed insights and customizable elements. Its primary aim is to equip sales representatives with tools to comprehensively comprehend, illustrate, and recommend products to clients. By offering intricate insights into product specifics, pricing structures, costs, lead times, and a comprehensive sales history, this section enables informed decision-making and augments the overall sales process

    The List Section in Options within Phocus offers a centralized device database, presenting an array of available products or devices for sale. Accessible through the Phocus platform, this section provides a user-friendly interface facilitating navigation and device search. It compiles a comprehensive list showcasing essential details such as device names, types, categories, pricing, and availability.
    Parameters

    A. Option Number:

    • Each model number allocated to an option by companies.

    B. Option Name:

    • Identifying name assigned to the option.

    C. Option Description:

    • Detailed description or specifics about the option.

    D. BOM (Bill of Materials):

    • Indicates the presence or absence of a BOM allocated to the model.

    E. Lead Time:

    • The duration required from order placement to delivery.

    F. Price:

    • The designated cost associated with the option.

    8- Sales Ticket

    The Sales Ticket section in Phocus is designed to efficiently manage and address inquiries originating from the sales department to other departments or personnel. Its primary objective is to facilitate the organized tracking, resolution, and documentation of various queries or issues related to sales, ensuring effective communication and streamlined workflow among different teams.

    Functionality:

    A. Ticket Creation and Assignment:

  • Enables the creation of tickets by sales personnel, assigning them to relevant departments or specific individuals responsible for resolution.

    • B. Ticket Management:

  • Provides a centralized list view for monitoring and managing active tickets within the purchasing department.

    • C. Communication Traceability:

  • Facilitates back-and-forth conversations and responses between departments or personnel, ensuring a traceable history of inquiries.

    • D. Learning and Knowledge Repository:

  • Archives inquiries for future reference, enabling learning from previous interactions and minimizing repetitive questions.

    • E. Quick Access to Details:

  • Offers a detailed view of each ticket from the list section for deeper insights into specific inquiries.

    • Workflow:

    A. Ticket Creation:

  • Sales personnel generate tickets for inquiries or issues and assign them to respective departments or individuals.

    • B. Ticket Resolution:

  • Assigned departments or personnel access and respond to tickets, initiating a conversation thread.

    • C. Communication and Resolution:

  • Back-and-forth communication occurs within the ticket interface until the inquiry is resolved.

    • D. Documentation:

  • Responses and conversation history are documented and categorized within the ticket for future reference and analysis.

    • E. Learning and Knowledge Sharing:

  • All sales department members have access to the ticket records, promoting learning and avoiding recurring inquiries.

    • 9- Customer Purchase Orders

    Critical parameters (Ticket ID, Subject, Category, Status, etc.) for quick identification and management.

    Clickable details button for accessing further information and resolving tickets.

    Parameter Explanations

    A. Ticket ID:

    • unique alphanumeric code assigned to each ticket upon creation for identification and tracking purposes.

    B. Subject:

    • Brief description summarizing the main issue or topic addressed within the ticket.

    C. Category and Type:

    • Categorization based on the nature or category of the ticket, aiding in sorting and classification.

    D. Related Sales Orders:

    • Numbers of sales orders, projects, or specific items linked to the ticket, providing context and reference.

    E. Status:

    • Indicates the current stage or progress of the ticket's resolution process.

    F. Assigned Department and Personnel:

    • Specifies the department or specific individual responsible for handling the ticket.

    G. Creation Date:

    • Timestamp indicating when the ticket was generated or initiated.

    H. Priority:

    • Indicates the urgency level or importance of the ticket, helping in prioritization.

    I. Sales Order Number:

    • Related sales order or purchase order number associated with the ticket.