Rep
A Rep may be a Sales Representative, Agent or a Sales Manager. The rep page contains information about the salesperson, to whom payout is made based on the plan created for the Rep. This rep page contains personal information such as, rep's name, address, phone and other details such as Login ID (user id for Rep login). The rep records must be set prior to the calculation rules. Once the rep is added, user of the same name gets created in the Users table [User Setup] automatically.
Login credentials for the Rep can be sent to the Rep's email id by clicking Notify button that gets enabled or becomes usable on editing a Rep detail. This email contains the login credentials such as User ID and system generated Password of the Rep. Using these credentials, the rep can log on to the rep account to use Statement, Transactions, Master Data (Customer, Product, Lead, Group, Vendor), Change Password, and Dashboard. The rep has to change the password, which was sent through the email id as soon as he/she logs on.
The Rep menu lets you quickly create, and view the sales person information. You can sort and filter rep information using standard and custom list views provided below the Title in a page. In addition, this page lets you copy, and delete, edit the sales person information.
You can click Rep menu item to display the "Rep" page. This page will list all the Rep Name, Login ID, Job, Links to Edit, Copy, Delete option.
Rep Fields
Here is a description of the Rep standard fields and some of these fields may not be editable depending on your page layout.
| Field | Description |
| Rep Name | Full Name of the Sales Person. E.g., Bmistal. Up to 255 characters are allowed in this field. |
| Login Email ID | Rep's primary email address. This id will be the User ID for the sales rep and should be a valid email address, so that it can be used for email communication. Up to 255 characters are allowed in this field. Must be a valid email address in the form: Sample_Brandy@cellarstone.com. |
| Notify | Click here to send login information to the mail address in login id. |
| Job | Position of rep within his or her company. E.g. Sales Rep, Sales Manager. Up to 255 characters are allowed in this field. |
| Manager | Name of manager to whom Rep reports to. This field contains the existing salesperson's name. |
| Active | Determines whether the rep is eligible for commission payment or not. E.g. Yes or No. |
| Territory | Name of the sales region, the rep is associated to. |
| Employee | Checkbox to mark whether the Sales Person is a direct employee or not. |
| Address1 | Street Address for the Sales Person. Up to 255 characters are allowed in this field. |
| Address2 | Additional Street Address (Avenue or Suite) for the Sales Person. Up to 255 characters are allowed in this field. |
| City | City portion of the Sales Person's address. Up to 255 characters are allowed in this field. |
| State/Province | State or province portion of the Sales Person's address. Up to 255 characters are allowed in this field. |
| Postal Code | Zip or postal code portion of the Sales Person's address. Up to 255 Characters are allowed in this field. |
| Phone Number | Phone Number of Sales Person. Up to 255 characters are allowed in this field. |
| Fax | Fax Number of Sales Person. Up to 255 characters are allowed in this field. |
| Alternate Email ID | Secondary Email address of Sales Person. Up to 255 characters are allowed in this field. Must be a valid email address in the form: bmistal@gmail.com. |
| Accounts Payable | QuickBooks Account associated with the Rep. |
| Government ID | Government ID associated with the Rep. |
| Comments | Comments on Sales Person. Only the first 255 characters display in reports. |
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| This action will notify this rep's username and Password. |
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| This action will show statement of this rep. |
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| This action will list the current active plan for this rep. |
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| This action will open calculate commission page. |
| Owner | Owner of the record. Typically owner will be any of the user id. E.g.sample_randy@yahoo.com. By default, Owner will have access to this record. |
Adding Rep Details
The user can add their personal information such as, rep's name, address, phone and other details such as Login ID (user id for Rep login). For example, to add new rep "Sample Brandy" details, follow the steps given below:
- Click Rep menu. The "Rep" list page opens.
- Click on Add New button to create new rep details. The "Rep-Add" detail page opens.
- Type the name of the sales rep or sales manager or agent in the Rep Name text box. For example, type the rep name as "Sample Brandy" in the text box provided.
- Type the rep's email address in the Login Email ID text box. For example, type the email address as "Sample_Brandy@cellarstone.com" in the Login ID text box.
- Type the rep's designation in the Job text box. The designation may be sales representative, sales manager, or agent, etc. For example, type the job for the sales rep "Sample Brandy" as "Sales Rep".
- Select the name of the manager to whom Rep report to from the Manager drop-down. Sales Manager should be created before creating sales rep. Here, "Sample Smith" is selected for "Manager" from the respective drop-down.
- Select the Active check box if the rep is eligible for commission payment.
- Select the name of the Rep’s sales region from the Territory lookup.
- Select the Employee check box if the rep is a direct employee to an organization.
- Type the suite number and street name in the Address 1 text box. For example, type the address 1 as "123, Queen St" in the respective text box.
- Type the additional street address in the Address 2 text box. For example, type the address 2 as "
- Type the name of the city where the rep's address is located in the City text box. For example, type the city name as "
- Type the name of the state or province where the city is situated in the State/Province text box. For example, type the state or province as "Georgia - GA ".
- Type the zip code of the city in the Postal Code text box. For example, type the postal code as "30309".
- Type the other details such as Phone Number, Fax, Alternate Email id and Comments in the respective fields. Here, Alternate Email id is the alternate email address of the rep other than Login ID.
- Type the amount of balance need to pay the vendor in the Account Payable text box.
- Type the Government ID associated with the Rep in the Government ID text box.
- select the name of the owner in the Owner drop down.
- Click Save to save the added rep details or click Save & Next to save and create new rep details.
Note:
- To update a rep details, click Edit
icon, and then change the fields you want to update. While editing, click Notify to send the User ID and Password to the Rep through the email id specified in login id field. - To copy the rep details from an existing data to create a new rep details, click Copy
icon provided on the Rep list page. - To delete a particular rep details, click Delete
icon provided on the list page. - To view the particular rep details, click on the required Rep Name link.
- To sort the column alphabetically/ascending order, click on the required column header and click the column heading a second time, to reverse the sort order.