User Manual of Telema MMT
- Definitions
- Using Telema MMT PDA application
- Using Telema MMT web application
Definitions
Sales activity -
CRM -
Using Telema MMT PDA application
Run Telema MMT in PDA
Turn on your PDA.
Click "Start" and choose "Telema MMT" from the list of programs. The application will open in user selection window.
Choose your username and click 
at the bottom of the screen. The Main Menu of the application will open.
To quit the application tap 
at the bottom of the Main Menu.
Main menu
Tapping on icons in the Main Menu you can navigate into different functions of the application.
Explanation of icons
 | Customers | opens Customers' Menu - list of customers where sales person can schedule sales activities |
 | Products | opens Products Menu where agent can navigate to products list showing prices, inventory etc |
 | Documents | opens Documents Menu - documents and sales activities library related to the sales person |
 | Gallups | list of gallups downloaded from server (currently inactive) |
 | Messages | tool for sending/receiving messages (currently inactive) |
 | Tasklist | opens tasklist calendar where sales person can operate pre-scheduled sales activities (visits, phone calls, make orders etc) |
 | Syncronization | tools to syncronize PDA with server - send orders, download updates etc |
 | Exit | closes the application |
 | Settings | tools to set user optios and settings |
 | User | manage users |
| test.telema | User name | Name of currently active user |
 | Keyboard | Icon to activate on-screen keyboard |
| 4.0.0.15 | Version number | Version of Telema MMT currently running |
Manage sales activities
Open the Customer List by tapping 
on the Main Menu.
The list shows customers' names and addresses, and wether a sales activity has been scheduled with them. Depending on settings it may contain full list of customers or just the customers of a particular agent if more than one agent uses the device.
Customer list is used to plan sales activities.
All customers who have a sales activity scheduled have an assterisk ( * ) in the Visit column in front of the customer name.
All customers whose sales activity are scheduled for the current day are shown in blue (in addition to the asterisk).
All customers who have unpaid overdue invoices are shown in red.
Customers without asterisk do not have any sales activities scheduled.
To quit the Customer List view and revert to Main Menu tap 
at the bottom of the window .
Create sales activity
To create sales activity for the current day (today):
Tap on the Visit column in front of a customer name. The sales activity has been created when an asterisk ( * ) appears in the Visit column in front of the customer name. All customers whose sales activities are scheduled for the current day will be shown in blue.
To create sales activity for other date in the future:
Select the customer with whom you would like to schedule a sales activity.
Tap 
at the bottom of the screen. Calendar 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.
Change scheduled sales activity
Select the customer in the customer list window.
Tap at the bottom of the screen. Calendar will open where the currently set sales activity date is marked with blue box.
Choose the new date in calendar and tap "OK".
Delete sales activity
Option 1.
Tap the asterisk in front of the customer whose sales activity you would like to delete. When the asterisk disappears, the sales activity is deleted.
Option 2.
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.
Handle Customer list view
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.
View products' details and inventory
Tap 
to open the Products Menu. Productcs Menu opens in products category view.
Products Menu contains full list of products, or if set accordingly, only the products available for particular agent, and the details of the products. Products are grouped in categories and subcategories set in the same way as in company's ERP system.
To quit Products Menu and revert to Main Menu tap at the bottom of the window.
Opening product list
Open the Products Menu by tapping 
on the Main Menu. Products top-level category view will be opened.
Option 1.
Tap on "+" in front of a category to expand the sub-categories. The bottom-level categories do not have "+" in front of them.
Select a bottom-level category and tap . The product list of the selected category will be displayed.
Option 2.
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 on-screen keyboard by tapping in the bottom right corner.
According to the selected search criteria type the product name or part of the product name, or the product code or part of the product code in the searchbox.
Tap in the top right corner of the screen. All the products that's name or code include the text inserted in the searchbox (regardless of the category) will be displayed.
Handle product list view
Product list table contains the following columns:
- Product name - name of product
- Inventory - warehouse inventory at the time of last update
- Price - base price of a product
- Code - supplier product code
There is a product details pane above the product list showing furhter details of a selected product:
- Sales(m) -
- GTIN - the global trade item number of the selected product
- Package - options of packages the selected product is available in
- Price - current price of selected product
- BPrice - base price of selected product
- Campaign -
To hide product details pane and display only product list tap 
in the top right corner of the window.
To display the product details pane again tap 
in the top right corner of the window.
To revert to the Products Category view tap at the bottom of the screen.
Sort products
In the Product List window, tap on the column header to sort the products 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 products
In the products category view 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 in the bottom right corner.
According to the selected search criteria type the product name or part of the product name, or the product code or part of the product code in the searchbox.
Tap in the top right corner of the screen. All the products that's name or code include the text inserted in the searchbox (regardless of the category) will be displayed.
Sales activities & tasklist
To display Today's tasklist...
... tap 
in the Main Menu or
... tap at the bottom of the Customers List window.
To quit Tasklist view and revert to Main Menu tap at the bottom of the window.
Handle Tasklist view
By default Tasklist displays list of customers to be contacted 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.
Delete tasks
Select the customer whose sales activity you would like to delete.
Tap 
at the bottom of the screen.
Tap "Yes" in the confirmation dialog box. The task is deleted.
Re-schedule tasks
Select the customer whose task you would like to change.
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". The selected customer disappears from the list and is scheduled on the date specified.
Start and finish sales activity
Start a sales activity
Select the customer in the Tasklist window.
To start a sales activity tap 
at the bottom of the screen. Sales activity detail view will open.
Name of the selected customer is displayed at the top of the window. The window is split into two sections:
- sales activity details in the upper part of the window to specify mileage driven to the customer, date when the next contact with the customer should take place, and which type of sales activity the current one is (e-mail, phonecall or visit), and
- document list related to the customer showing document type, its status and amount of the document
Insert the appropriate data in the sales activity details section.
To insert new order tap at the bottom of the window.
To change orders listed, choose the according order and tap at the bottom of the window.
To insert a comment about the sales activity tap 
at the bottom of the window. Insert the comment using on-screen keyboard and tap "OK".
Finish sales activity
Open the Started sales activity if not opened yet.
To quit or finish the current sales activity tap at the bottom of the window:
- tap "Yes" in the confirmation dialog box to finish the sales activity. Status of the sales activity 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 sales activity later. Status of the sales activity 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 sales activity and another customer calls in to make an order, for example, thus it is possible to leave the current sales activity open and choose promptly another one to deal with. Later you can re-open the previous activity and continue completing it. - tap "Cancel" in the confirmation dialog box if you do not want to quit the sales activity at this time.
Sales activity: create new order
Select the customer in the Tasklist window.
Tap at the bottom of the Tasklist window to start a sales activity. Sales activity detail view will open.
Tap at the bottom of the window again to start an order and open Product Menu. The Product Menu opens in product category list view.
NOTE! If there are documents listed for the selected customer a little dialog with selection of "Edit" and "Add new" buttons will open in the bottom right corner of the window after tapping . Choose "Add new" from the dialog to open Product Menu in category list. Choosing "Edit" from the dialog the previously selected order will be opened for editing.
Adding products to order:
Select a bottom-level category and tap , or use search to display the product list (see ... section).
Select the product to be inserted in the order. There are three otpions to insert a product to order:
- Option 1. Tap in the bottom right corner to insert the quantity for the selected product. Select the proper package type in the upper part of the window if necessary. This is most comfortable option if you do not need to make any discounts or change price.
- Option 2. Tap
at the bottom of the screen. Edit window will open. 
Using on-screen keyboard insert the proper price (if different from base price), discount, quantity, and select the proper package type following by tap on "OK". To delete the text in the selected cell at once use
in the Edit window, or to delete characters one by one use 
. To leave the Edit window without saving the changes tap . - Option 3. Tap
at the bottom of the screen to retreive the orders history of the selected product. In the order history view dates and quantities of up to 5 past orders will be displayed.
NOTE! The orders history needs to be downloaded first to use this functionality (see section ...).
Select an order from the list to insert its quantity, or type the quantity manually in the "Quantity" field at the top of the window and tap "OK". The inserted quantity will be assigned to the selected product.
Tapping "Cancel" will close the order history view without changes.
To add other products to order tap at the bottom of the product list window. Product Menu will open. Repeat the above steps as many times as necessary to complete the order.
Finishing order:
Tap 
at the bottom of the product list window to display the order window.
In order window:
- To add more products to the order tap at the bottom of the order view. Tapping again in the product category view will take you to sales activity detail view.
- To delete the selected product from the order tap
at the bottom of the order view following by "Yes" in the confirmation dialog box. Tapping "No" in the confirmation dialog box will not delete the selected product, and the order window will be displayed. - To edit price, quantity and discount of selected product tap at the bottom of the order view.
- To go on and open the delivery details window tap at the bottom of the order window.
In delivery details window:
- Select the delivery date, insert the delivery and reload addresses if different from default.
NOTE! Insert the addresses only if the order is to be delivered to another address than set by default to the customer in the database. - To add more products to the order tap at the bottom of the delivery details window following by "Yes" in the opened save dialog box to save the changes made to the delivery details. Tapping "No" in the save dialog box will not save the changes made in the delivery details.
- To delete the order tap at the bottom of the delivery details window, following by "OK" in the opened confirmation dialog box. Tapping "No" in the confirmation dialog box will cancel the deletion command.
- To add any comments to the order tap at the bottom of the delivery details window.
- To finish the order tap at the bottom of the delivery details window following by "Yes" in the opened confirmation dialog box. Status of the order will be set to "Wait", and the Sales activity detail view will open to continue with operating the sales activity. To leave the order open for later editing tap "No" in the confirmation dialog, the order status will be set to "Started".
Sales activity: edit order
NOTE! Only Started and unsent finished (with status "Wait") orders can be changed. There are two options to modify an order:
Option 1.
Open the Tasklist window.
Select the customer in the list whose order you would like to modify. If the customer is not listed check the "Show all" check-box and tap .
Tap at the bottom of the Tasklist window. The sales activity detail view will be opened.
Select an order from the list to be modified.
Tap at the bottom of the window following by tap on "Edit" in the opened dialog box. Order window will open. By tapping "Add new" in the opened dialog box will start a new order.
Follow the steps of Adding products to order section to change or add products to the order.
Follow the steps of Finishing order section to finish the order.
Option 2.
Open the Document Library
Select the according document (order) from the list.
Tap 
at the bottom of the Document Library window to open the order.
Follow the steps of Adding products to order section to change or add products to the order.
Follow the steps of Finishing order section to finish the order.
Document library
Open the Document Library by tapping 
on the Main Menu.
In document library overall activities of an agent appear: documents (such as sent, unsent, unfinished orders etc), and customer contacts (scheduled sales activities, finished client contacts etc).
At the top of the window more detailed data about the selected document is displayed, such as sum of an order
To quit Document library and revert to Main Menu tap at the bottom of the window.
Handle Document Library
Document types
All activities and documents appear in one table with four columns:
- Type - type of document or activity (visit, phonecall, e-mail, order etc). For planned customer contacts no type appears as it is not defined yet what type of contact it is going to be (visit, phonecall or e-mail).
- Date - date of the document or activity.
- Partner - customer name with whom the activity or document is related to.
- Status – status of particular document or activity:
- Planned - customer contact (sales activity) is scheduled and has not taken place yet
- Finished - the customer contact (sales activity) is completed
- Started - the sales activity or the order has been started but not completed
- Wait - is used for orders that have been completed but have not been sent to the server yet
- Sent - is used for orders that have been sent to the server
Sort documents
In the Documents List window, tap on the column header to sort the products 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.
Delete document
Select a document in the Documents List window.
Tap at the bottom of the window.
Tap "Yes" in the confirmation dialog. Document is deleted. Tapping "No" in the confirmation dialog will not delete the selected document.
View additional document information
NOTE! Additional document information is displayed only for orders (delivery details of the order).
Select a document (order) in the Documents List window.
Tap at the bottom of the window. Additional information of the document will be displayed.
To revert to Document List tap at the bottom left corner of the additional information window.
View order
NOTE! Only documents (orders) with status "Sent" can be viewed without modification options.
Select a document (order) in the Documents List window.
Tap at the bottom of the window. Product list of the order will open.
To revert to Document List tap at the bottom left corner of the order product list view.
Start new order based on another order
Select a document (order) of the customer in the Document List window whom you would like to create new order.
Tap at the bottom of the window. A confirmation dialog box will open.
Tap "Yes" in the confirmation dialog box. A new order based on the selected order will be created. At the same time new customer contact for the customer of the order will be created and added in the Document List.
Folow the instructions of Adding products to order section to change or add products to order.
Follow the instructions of Finishing order section to complete the order.
Follow the instructions of Finishing sales activity section to finish the sales activity of the current contact.
Modify order in the document library
NOTE! Only documents (orders) with status "Started" and "Wait" can be modified.
Select a document (order) in the Documents List window.
Tap at the bottom of the window. Order window will open.
Folow the instructions of Adding products to order section to change or add products to order.
Follow the instructions of Finishing order section to complete the order.
Send orders and update data
Make sure your Pocket PC is connected to the internet. To set up an internet connection please see ... section.
Tap 
button in the Main Menu to open Synchronization tools menu.
Tap "Send orders" to send all created documents. NOTE! Only documents with status "wait" and "Finished" will be sent to server.
Tap "Get masterdata" to download and synchronize product, customer etc data.
Tap "Update MMT" to update MMT application to a newer version.
Tap "Get order history" to download the order history for the customers whose sales activity has been scheduled for the current day.
Tap to quit Synchronization tools menu and revert ot Main Menu.
Users and settings
Users
Settings
Tap 
at the bottom of the Main Menu to display the settins window.
Tap to leave settings window.
Tap "Yes" in the confirmation dialog box to save changes, or "No" not to save changes.
Security tab
Security tab displays user name and password fields for the current agent. Agent is linked with settings on server through his/her user name and password, and makes possible to download individual (user-based) information. It also addresses sent documents, so it is possible for company representative to follow the activities of each sales agent on Telema service web from any computer with internet access.
Rights tab
This is an informative tab only showing which activities are allowed for the current user.
Settings tab
Change and select the appropriate settings for the current user such as
- Order unit - default order unit
- Order No prefix - prefix to be included in front of the order number
- New Order No - number of the next order
- New Invoice No - number of the next invoice
- Save sent orders - if enabled, the application will keep the completed orders in the Document Library when sendig the orders to the server. If disabled, the sent orders will be removed from the document list.
- Language - set the preferred language of the user interface (UI).
Tap 
to save changes. Settings are saved and the Main Menu is displayed.