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Telema Wiki » User Manual of Telema MMT » Managing Customer Visits

# Managing Customer Visits

Last modified by tauri on 2011/12/08 19:57
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- Customer List window
- Create a visit
- Change a visit date
- Delete a visit
- Tasklist window
- Record customer visits
  - Conduct a questionnaire
  - Start a visit
  - Finish visit

NOTE! Download Masterdata before scheduling visits and proceeding with any other actions to make sure you have the most up-to-date information in your MMT Application (see Send & receive data section for more details).

# Customer List window

Open the Customer List by tapping on the Main Menu.

The list shows customers' names and addresses. Depending on your company preferences, the list may contain all customers or just those assigned to your sales portfolio.

When clicking on a customers name and then clicking on from the upper menu, the customer's info will be shown to you.

All customers who have a visit scheduled have an asterisk ( * ) in the Visit column in front of the customer name.

Those customers whose visit is scheduled for the current day are shown in blue (in addition to the asterisk).

In case your company uploads credit balance information, the customers with overdue balances are shown in red.

Sort customers

In the Customer List window, tap on the column header to sort the customers by that column. An asterisk appears after the column name of the sorted column.

Tapping on the same column header again will sort the list in reverse order.

Find customers

You can find or filter customers in the Customer List by name or by code.

Select the search criteria (Name or Code) in the top left corner of the screen.

Tap on the searchbox next to the criteria field to insert the cursor in the searchbox.

Open the screen keyboard by tapping .

According to the selected search criteria type the customer name or part of the customer name, or the customer code or part of the customer code in the searchbox.

Tap in the top right corner of the screen. All the customers whose name or code includes the text inserted in the searchbox will be displayed.

To exit the Customer List view and go back to Main Menu tap at the bottom of the window .

# Create a visit

To create a customer visit for the current day (today) tap on the Visit column in front of a customer name of the Customer List window. The visit has been created when an asterisk ( * ) appears in the Visit column in front of the customer name, and the font of the row turns into blue.

To create a customer visit for other date in the future select the customer to whom you would like to schedule a visit in the Customer List.

Tap at the bottom of the window. Calendar pop-up will open where the current date is selected by default.

Choose the desired date in calendar and tap "OK". An asterisk will appear in the Visit column in front of the customer name.

NOTE! The best way to create a visit to a customer is to specify the next visit date during every visit to the customer (see the Start visit section). This way the Tasklist for each day will be created automatically in work flow. All you need to do is to look over the schedule in the Tasklist window.

# Change a visit date

In the Customer List window, select the customer to whom a visit has been scheduled (any customer with an asterisk in front).

In the Tasklist select the customer.

Tap at the bottom of the screen. Calendar will open where the currently set date is marked with blue box.

Choose the new date in calendar and tap "OK".

# Delete a visit

Option 1. The easiest way to delete a visit in the Customer List window is to tap on the asterisk in front of the customer whose visit you would like to delete. When the asterisk disappears, the sales activity is deleted.

NOTE! The system delets the visit without reconfirming the action, thus it might not be the safest way of deleting a visit.

Option 2. This option is used both in Customer List and in Tasklist window.

Select the customer whose sales activity you would like to delete (any customer with an asterisk)

Tap at the bottom of the screen.

Tap "Yes" in the confirmation dialog box. When the asterisk disappears, the sales activity is deleted.

Tapping "No" in the confirmation dialog box will not delete the selected activity and Customer List is displayed again.

# Tasklist window

To display Today's tasklist...

... tap in the Main Menu or

... tap at the bottom of the Customers List window.

By default Tasklist displays list of customers to be visited on the current day, showing the following columns in the table:

- Name - name of customer
- Sum - value of all orders made since the last session of "Send orders"
- Code - code applied for the customers in ERP

Above the list there is a credit details pane showing the credit details of the selected customer:

- To hide credit details pane tap in the top right corner of the window.
- To show the credit details pane again tap in the top right corner of the window.

To display all sales activities, both planned and the finished ones, check the "Show all" check-box at the top of the window and tap .

To display the planned sales activities again uncheck the "Show all" check-box and tap .

To see scheduled sales activities for other days choose the according date from the calendar at the top of the window and tap .

To display the default tasklist again tap in the top right corner of the window.

Sort tasks

In the Tasklist window, tap on the column header to sort the tasks by that column. An asterisk appears after the column name of the sorted column.

Tapping on the same column header again will sort the list in reverse order.

# Record customer visits

Telema MMT enables you to record all customer visits, even those where you are not creating any order.

To record a customer visit open the Tasklist window and choose the customer you are visiting following the steps of starting and finishing a visit below.

To quit Tasklist view and revert to Main Menu tap at the bottom of the window.

## Conduct a questionnaire

Gallup functionality is an excellent market research tool to gather information about your own and your competitors' products, prices and positions in the retail store or shop. NOTE! Gallup functionality can be used only with MMT Premium package.

In order to use gallups and conduct questionnaires they need to be prepared in the Telema Web App (see the ... section in the Telema Web App manual), and downloaded to the PDA (see the ... section)

To conduct a questinnaire for the selected customer tap ... at the bottom of the window.

Select the gallup from the displayed list.

Fill it out and tap to save the answers and revert to the Tasklist.

## Start a visit

Select the customer in the Tasklist window.

To start a visit tap at the bottom of the screen. Visit detail view will be opened and a record of the visit will be created in the Document List.

Name of the selected customer is displayed at the top of the window.

The window is split into two sections:

1. Visit Details in the upper part of the window with following data fields:

Mileage - to mark the distance driven to the customer

Next visit - to specify the date when the next visit to the customer should take place.

Contact type - to specify which type of visit the current one is (e-mail, phonecall or visit)

Campaign - To be specified

Licence - To be specified

2. Order List in the lower part of the window where all the orders created for the customer during the particular visit are displayed showing:

Document - order number

Status - status of the document generally "Started" or "wait"

Amount - value of the order

Insert the appropriate data in the Visit Details section.

To insert new order tap at the bottom of the window (follow the steps of Creating an Order section).

To change orders listed, choose the according order and tap at the bottom of the window (follow the steps of Editing an Order section).

To insert a comment about the visit tap at the bottom of the window. Insert the comment using on-screen keyboard and tap "OK".

## Finish visit

Open the Started visit if not opened yet.

To quit or finish the current visit tap at the bottom of the window:

- tap "Yes" in the confirmation dialog box to finish the visit. Status of the visit will be set to "Finished" and it will not be shown in the Tasklist. User will be taken to the Main Menu. NOTE! It is not possible to finish a customer contat if there are unfinished orders on the customer sheet.
- tap "No" in the confirmation dialog box to return to the visit later. Status of the visit will be set to "Started" and it will still be shown in the Tasklist, user will be taken to Tasklist.
  This is a good option to use when you are in the middle of a visit and another customer calls in to make an order, for example, thus it is possible to leave the current visit open and choose promptly another one to deal with. Later you can return to the Started visit and continue completing it.
- tap "Cancel" in the confirmation dialog box if you do not want to quit the visit at this time.

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Created by sven on 2011/08/03 12:06

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