Table of Contents
Getting Started!
6
Logging In! 6
Changing Your Password! 6
Auto-Filling your Password! 6
Accessing Away from the Office! 7
Understanding the Layout! 7
Using the Admin Element!
8
Using the Home Element!
8
Configuring your Dashboard! 9
Description of Icons! 10
Viewing Priorities! 10
Using the In/Out Element!
10
Description of Icons! 11
Creating Time Sheets! 11
Using the Calendar Element!
12
Managing Your Calendar! 12
Adding Events to Apple Calendar! 13
Adding other People to your Calendar Events! 13
Viewing Employee Calendars! 13
Scheduling a Meeting! 13
Using the Contacts Element!
14
Adding Personal Contacts! 15
Sharing Personal Contacts! 15
Using the Message Element!
17
Using the Internal Message System! 17
Description of Icons! 17
Using the Mail Element!
18
Setting up Email Integration! 18
Using the Notes Element!
19
Creating Notes! 19
Description of Icons! 20
Using the Sales Element!
21
Customizing the Sales Element (Managers Only)! 21
How to Create a Custom Category/Field! 23
Setting up Payment Terms! 25
Managing Sales! 25
Adding Company Contacts/Accounts! 25
Editing and Managing Company Contacts! 27
Using Opportunities/Deals (Professional and Enterprise Editions only)! 30
Creating Opportunities! 30
Managing Opportunities/Deals (Enterprise Only)! 31
Viewing Filtered Lists of Contacts! 31
Generating and Processing Sales Calls! 33
Creating and Managing Sales Forms! 35
Unshipped Orders! 37
Creating Credit Memos! 37
Invoice Payments! 38 Receiving Payments! 38 Managing Payments! 38 Analytics! 39 Sales Reports! 39 Utilities! 40 Ownership ! 40
Exporting Account Companies and Contacts! 40
Using the Product Element!
40
Adding and Managing Product Information (All Users)! 43
Adding New Products! 43
Manufacturers and Vendors! 45
Adding Manufacturers! 45
Adding Vendors! 46
How to Create a Purchase Order! 47
Managing Inventory! 48
Using the Marketing Element!
49
Exporting Email Address Lists and Email Marketing Campaigns! 49
Using the Projects Element!
49
Customizing the Projects Element (Managers Only)! 49
How to Create a Project Template! 51
How to Create a Task Template! 52
Creating and Managing Projects! 53
How to Create a New Project! 55
How to Add a Task to a Project! 56
Project Reports! 57
Using the Finance Element!
58
AccountEdge (and FirstEdge) Integration! 58
QuickBooks Integration! 59
Asset Management! 60
Tax, Asset and Aging Reports! 61
Using the Developer Element!
61
Submitting Issues! 61
Managing Feature Requests! 62
Using the IT/MIS Element!
63
Managing IT Assets! 63
Managing Important Passwords! 64
Using the Documents Element!
64
Adding Documents! 65
Using the Reports Element!
65
Using the Payments Element!
67
How to Setup Online Payments and Credit Card Processing! 67
Using the Backup Element!
68
Using the Utilities Element!
68
Elements CRM Connect!
69
Activating Elements CRM Mobile!
69
iPad! 70
iPhone! 70
Getting Started
Welcome to Elements! This product manual will review the Elements in detail to explain the functionality of each of them. When reading this manual, take note that there are three levels of access. Depending on your access level, you may or may not have access to all Elements parts. The four access levels include:
• Administrative Access: Full access to the system including access to the Admin Element which is used for creating employees and setting up company information. • Manager Level Access: Full access to a specific Element. Managers can set
preferences of each Element and configure it to your company’s needs.
• User Level Access: Limited access to most Elements. Will not have the ability to set system preferences, except for Personal Information Management (PIM) items. • No Access: Element is off. No access is not available for PIM items.
Logging In
1. Go to the Ntractive Website’s Downloads Page
2. Download Elements CRM and agree to the Terms and Conditions provided.
*Note: Elements supports OS X 10.6 or later. Unsupported previous versions of the Elements CRM App are available to users with older Mac OS X. Contact
[email protected] for more information.
3. Open the downloaded file named ElementsBrowser.dmg that was saved to your Mac (most commonly the “Downloads” folder.)
4. Drag Elements CRM into the Applications Folder 5. Drag Elements CRM into your dock
Alternatively, you can download and install the Elements CRM application by finding it in the Mac App Store. On your Mac, open the Mac App Store and search for Elements CRM. Follow the download prompts to install Elements CRM on your Mac.
Once installed, click on the Elements icon. Enter your username and password and click on the Login button. Note: your username must contain the three character pre-code which represents your company.
Changing Your Password
1. Navigate to the Home Element > Account > My Information.
2. Type in the new desired password in the “Password” field. (The “Generate” button provides a random password suggestion and is not required.)
3. Click on the Update button to save your new password will be saved; however it will no longer appear in the field.
Auto-Filling your Password
To tell Elements to remember your username and password when logging in: 1. Navigate to the Home Element > Prefs > Program Prefs.
3. Check the “Save my username and/or password on this computer” box and type in your new password if it has been changed.
• Important: Remember to enter your company’s 3-letter prefix when filling in your username. Omitting it will result in a login error.
Updating Elements
If we make a software update, you’ll get a notice to download it before logging in. Download the update, quit the application and copy the fresh application into your Applications folder. The process takes only seconds!
Accessing Away from the Office
Elements CRM can be accessed from any Mac. All you need is the internet (Safari 5) and a Mac OS X 10.6 (or greater). Download the app as often as you’d like; it’s simply a matter of logging in using your username and password. Note: you may only be logged in on one Mac at a time with the same username and password. If you are currently logged in on another device, Elements will alert you to start a new session. Click the New Session button and log into Elements.
Clicking on the New Session button logs you out of your old location and allows you to log into the new location. If you return to your old location, you’ll need to log in again.
Understanding the Layout
There are 5 basic parts to the Elements design. Once you’ve got these down, you’ll be flying through the system with ease.
1. Toolbar: The left side of the Elements screen is called the Toolbar, which contains
all of the Elements applications. Your access permissions set by your system administrator determines which Elements appear here. To use an application (or Element), single click on the icon. The main part of the window dynamApple Calendarly changes to the Element you’ve selected.
2. Dashboard: On the right side of the application is your Dashboard. You may
configure what appears in your Dashboard by navigating to the Home Element > Prefs > Dashboard. Select the “User Custom” option to customize each main section of your Dashboard.
3. Navigation Menus: Each Element has its own set of navigation menus, which are
found on the very top of the main (middle section) of the Elements screen. Main menus are listed on the top row. Each main menu contains sub-menus just below it. Select a main menu, then navigate to the desired sub-menu.
4. Data Viewer: The Data Viewer shows a list of records. By navigating (using the
5. Data Editor: The Data Editor is for editing your data. It is the bottom half of the main
Elements screen and has numerous tabs, each containing important information about an account. Select a record in the Data Viewer to view and edit the details in the Data Editor. To edit most fields, simply click in the field and it will change into an editable field. Type in your changes and click on the icon to save them or the icon to reset the field. In some Data Editors, there will be many tabs and not all will be shown in the first view. Click on the arrows to the right of the tabs to view
additional.
Just below the Data Editor, you will see your mini-dock icons. The chart below displays the icons in the mini-dock and what each of them does.
ICON DESCRIPTION
Click to send a quick internal message via the Message Element.
Click to add a To Do Item to the Notes Element.
Opens a time sheet to track your time spent on projects or accounts.
Opens the Search Center. Applies only organizations with 5,000 or less contacts in the
Sales Element > Accounts.
Using the Admin Element
The Admin Element is only available to Elements CRM Company
Administrators. To review settings and functionality, please refer to the
Elements CRM Admin Manual.
Using the Home Element
The Home Element is your personal place to view and manage information. It contains multiple pages of functionality including:
• Prefs: setup Dashboard, edit Bookmarks. Bookmarks are ways to quickly visit frequently visited areas of Elements CRM. To use Bookmarks, put a Bookmark widget in your Dashboard.
• Account: edit personal contact info, view department directory and view Priorities
for the day.
• Company: employee directory, contractor directory (external people added by your
Configuring your Dashboard
Your Elements Dashboard is the gray area on the right side of the Elements screen and contains a snapshot of information from several Elements. Your Dashboard is
completely configurable to your needs. To add or modify your Dashboard:
1. Navigate to the Home Element > Prefs > Dashboard.
2. Choose from several templates, or choose User Custom to create your own dashboard layout.
3. If selecting User Custom, you may modify your custom dashboard in the bottom half of the window, also known as the Data Editor.
Bookmark is a section of the Elements Dashboard which allows you to create several shortcuts to your most frequently used Elements pages, just like bookmarks in Safari. Clicking on the icon next to the bookmarked item, you are brought to the page indicated in a snap.
To add a page to the Bookmark widget:
1. Navigate to the page within Elements that you would like to add.
2. Click on the icon in the Bookmark widget. The page is automatically added to your flashback list.
Delete bookmarked items by navigating to the Home Element > Prefs > Bookmark, or clicking on the Edit button in the Bookmark widget and then clicking on the icon to the right of the item.
Contact Information
Your personal contact information is stored under the Home Element > Account > My Information. Here you can enter or update your personal contact information which will appear in the company directory.
To change your password:
1. Navigate to the Home Element > Account > My information.
2. Type a new password in the Password field. For a suggested random password, click on the Generate button. (Note: This is note required. You may select your own password.)
3. Click on the Update button and your new password will be saved. Be aware, however it will no longer appear in the field once it is saved.
To see contact information for everyone in your department, navigate to the Home
Description of Icons
Next to each employee, you may see multiple icons. The chart below displays the icons and what each represents.
ICON DESCRIPTION
Indicates the employee is available for Messages. Click on the icon to begin a Messages
conversation (using Apple Messages App).
Indicates the employee uses Messages but is either not currently logged in or has a status
marked as away or unavailable. Click to deploy Messages.
--- In Messages column, indicates employee does not have a Messages account listed in Elements.
Click to send an email.
Opens the URL associated with the employee.
Viewing Priorities
To get a quick snapshot of items happening today, navigate to the Home Element > Account > Priorities. To configure this screen, click on the Configure button. View past or future items by making your selection from the popup menu in the header. Priorities page, use the menu selector at the top of the page to view Today’s items, Tomorrow’s Items, Next 7 Days, Next 30 Days, or Items in the Past.
Setup your Priorities page as a bookmark to jump to your priorities at any time.
Using the In/Out Element
The In/Out Element is used to show an employee’s current status and to keep a record of his or her time in the form of a timecard. Employees can check in and out for the day and even choose a reason for checking out, like “out for lunch” or “in a meeting.”
Navigate to the In/Out Element > Prefs > Settings to set when the work week begins and when the timeline starts. This has no effect on company information; it is simply for your viewing preferences.
The In/Out Element automatically keeps a time card for the hours you are logged into Elements.
To check in or out:
2. In the lower left side of the Data Editor, select your reason and return time from the popup menus so that other Elements users can see details on when you will be back. In the Data Editor of this screen, you will find:
• Time Card: shows recent check-in and out times as well as a two week total. • Report: auto-generates a PDF of all in and out times.
Description of Icons ICON DESCRIPTION
Indicates that the employee is logged in.
--- Indicates that the employee is logged out.
Hover over to display the reason an employee is checked out and expected return time.
If you have a different time zone from your company’s time zone selected in the Home Element > Account > My Information, your time sheet will appear different from the Company and Department Status Boards.
Creating Time Sheets
Time sheets can be used to track time spent working with a client, time spent on a project or any other reason you may need to track your time.
To create a time sheet:
1. Navigate to the In/Out Element > Time Sheets > Enter Time. 2. Select the appropriate date and time.
3. Select employee or contractor’s name, if you are recording time for someone else. 4. If the time sheet applies to a project or sales account, select from the popup menus. 5. Check the box if the time is billable.
6. Enter a description of the work completed. 7. Click on the Enter button.
Quick Tip: create your time sheets using the icon in your mini-dock and avoid leaving the current screen you are working on. Plus, you can start a timer to run in the background.
To review any of your previously created time sheets: 1. Navigate to the In/Out Element > Time Sheets > Review. 2. Select the time sheet you wish to view.
Using the Calendar Element
The Calendar Element is an all-purpose calendar for you, your department and your company, as well as your company resources and locations. You can create events and see them in a month, week or day view. You can even create meetings for you and your colleagues using Meeting Maker, checking the availability of your
colleagues, company resources and locations to find the best time to schedule your meeting or event.
Managing Your Calendar
Under the Calendar Element > Calendar Management > Month View, you can see a snapshot of your entire month. Hover your mouse over an event to see additional details.
Events can not be imported from Apple Calendar into Elements CRM.
Events can be added in three ways:
1. From the Day View
a. Single click any day in the month view to jump to the Day View. b. Click on the empty space next to any hour.
c. Fill in the event details in the box that appears.
i. Show that the event is associated with a company, project or product by selecting from the “Regarding” popup menu. Note: this does not attach/link the event to a client or project; it is for display purposes only.
ii. Make the event an all day event or private event by checking the appropriate boxes.
d. Click on the Save button to save the event.
The right side of your Day View is a list of all To Do Items. To mark them complete, simply check the box next to the item. You have the option of choosing which To Do Items are displayed here by navigating to the Calendar Element > Prefs > Settings.
2. From the Week View
a. Navigate to the Calendar Element > Calendar Management > Week View. b. Click on the empty space next to any hour.
c. Follow the add event instructions of the Day View.
3. From the Schedule Events Page
a. Navigate to the Calendar Element > Schedule Events > Add.
c. Show that the event is associated with a company, project or product by selecting from the “Regarding” popup menu. Note: this does not attach/link the event to a client or project; it is for display purposes only.
d. Assign the event a calendar type: private events cannot be seen by other users and department events can only be viewed by employees of the same department (departments are assigned by the system administrator).
e. Select an occurrence. f. Fill in the event details.
g. Click on the Add Event button to save the event.
View your scheduled events in the Calendar Element > Schedule Events > My Scheduled Events.
Adding Events to Apple Calendar
In the Calendar Element > Schedule Events > My Scheduled Events, you can push events to your Apple Calendar calendars. To push the events to your Apple Calendar, click the icon to the right of the event in the Data Viewer.
Adding other People to your Calendar Events
In the Calendar Element > Schedule Events > My Scheduled Events, you can add additional people to your scheduled events. Select the “P” icon (short for Permissions) in the Data Editor to grant additional people the ability to write information and edit your scheduled event.
Viewing Employee Calendars
To see a list of department or company scheduled events, navigate to the Calendar Element > Schedule Events > Department Events (or Company Events). To learn more about an event, click on it in the Data Viewer and details will appear in the Data Editor. Calendars of other employees, as well as resources and locations (which are created in Admin Element), can be viewed by navigating to the Calendar Element > Calendar Management > Month View. Once there, select the calendar you wish to view from the popup menu found in the header. Click on any day to jump to that particular calendar Day View.
After leaving the Day View of another employee’s calendar, the calendar is reset to your calendar view. You will have to reselect that employee from the list in the month view to return to their calendar. Other employee calendars can not be viewed from the Week View.
Scheduling a Meeting
The Elements Meeting Maker makes scheduling company meetings a breeze. You can easily check the availability of employees, resources and locations.
To schedule a meeting:
2. Set the meeting date and time and how often it will repeat.
3. Select the meeting location. (Locations listed in this popup menu are those created by your system administrator.)
4. If your meeting is regarding a company, project or product, choose one from the “Regarding” popup menu.
5. Enter the meeting subject and description.
6. Select the employees invited to attend. To select more than one person, click on your selections while holding down the Command key on your keyboard.
7. Select any necessary resources. (Resources listed here are those created by your system administrator.)
8. Click the Check Availability button. 9. Click Schedule Meeting when finished.
The Check Availability feature makes it quick and easy to find the best time to schedule a meeting. Change the date and time as often as necessary until you are satisfied with the availability of employees and resources.
Once an event is scheduled, employees invited to attend will receive an internal message in the Message Element. From this message, they can accept or decline the meeting invitation.
To view a list of all your current meetings, navigate to the Calendar Element > Meeting Maker > My Meetings. Click on the meeting you wish to view in the Data Viewer, and the information will appear in the Data Editor. Meeting facilitators may add or delete attendees and resources from the appropriate tabs, or delete the meeting all together in the Data Viewer. Attendees may accept or decline the invitation from this view.
To push the Meeting to your Apple Calendar, click the icon in the Data Viewer. You can then identify the calendar in your Apple Calendar on which the Meeting should appear.
Task List
Tasks assigned to you through the Project Element or Sales Element, as well as your To Do items, are listed in the Calendar Element > Task List > My Tasks. Mark a To Do item as complete or edit and manage your project task in the Data Editor. To Do items are also listed in the Notes Element > Scratch Pad > My Notes.
Using the Contacts Element
The Contacts Element’s main purpose is for managing your personal
Adding Personal Contacts
Personal contacts might be your mom, your friend or perhaps your dentist, and cannot be viewed by other users of the system, unless you share them with other employees at your company.
Personal contacts can be added in two ways:
1. Manually
a. Click on the icon in the lower left side of the Data Editor. (If no contacts are currently entered, an Add Contact button will appear in the middle of the Data Editor.)
b. Enter your new contact’s information in the form that appears and click Add.
2. Using Drag and Drop
a. Navigate to the Contacts Element > Personal > Address Book.
b. Select a single vCard or group of vCards from your desktop. (You must first drag the vCards from your Apple Address Book to your Desktop to ensure proper formatting.)
c. Drop the card(s) into the Data Viewer and the information will instantly upload. (Note: On some versions of the Mac OS X, you must drop the vCard onto the desktop before dragging into Elements CRM.)
Contacts not importing? This is usually a formatting difference between the vCard and the Elements CRM import tool, and may be the result of custom field
formatting. Talk to Ntractive about exporting your vCards into a spreadsheet format for a more accurate import.
Sharing Personal Contacts
Personal contacts in Elements CRM can be shared with other Elements users. To share a contact, click the icon and select the Elements users to share with. To share with multiple people, hold the Command button as you make selections.
Description of Icons
You may see different icons next to a contact’s name in the Data Viewer. The chart below describes the functionality of each of the icons.
ICON DESCRIPTION
Indicates the employee is logged in to Messages. Click on the icon to begin an Messages
conversation.
Indicates the employee uses Messages but is not currently logged in. Click to deploy
Messages.
ICON DESCRIPTION
Indicates the contact is being shared.
Click to download their vCard.
Click to open the contact’s Linkedin profile. Click to jump to their twitter page.
Click to call the contact through Skype. Click to send an email using your mail server.
Deletes the contact. Protected with “Are you sure?” alert.
Click to share this contact with other users. (Button located in Data Editor.)
Displayed when someone shared a contact with you. Click to make your own copy that can you can then modify. (Button located in Data Editor.)
Click to open the web page or social media site associated with the contact (found in the Data Editor)
Editing Personal Contacts
1. Select the contact you wish to edit in the Data Viewer.
2. In the Data Editor, click in the field you want to update and begin typing. 3. Click on the icon to save your changes or the icon to reset the field.
While viewing the Map tab, click the icon to view the weather in that location and the icon for directions. To choose which map is displayed here, navigate to the
Contacts Element > Prefs > Settings and choose between Home or Business Address. You may also select to display contacts by first name first or last name first.
Utilities
Your personal address book within Elements CRM can be exported at any time. 1. Navigate to the Contacts Element > Utilities > Export Contacts.
2. Check the fields you wish to export. 3. Click the Export button.
Using the Message Element
The Message Element is designed for internal messaging between you and your co-workers and makes company-wide communication easy.
Using the Internal Message System
To send an internal message:
1. Navigate to the Message Element > Switchboard > Compose. 2. Select the recipient from the popup menu.
3. Choose a status (or level of importance). 4. Fill in the details about the message. 5. Type in a URL Link, if applicable.
6. Associate the message with a product, project or account from the “Associate with” popup menu (if applicable).
7. Attach a document to your message by dragging it from your desktop and dropping it in the “Attachment” drop box.
8. Click on the Send button.
When messages are sent to you, a badge will appear on your Elements icon shown in your dock. (If you don’t have the Elements app in your dock, the badge will not appear.) To view new messages, navigate to the Message Element > Switchboard > Inbox (or System). Unread messages will appear in blue. System messages are those sent from the Elements system rather than an employee (for example, automated project
updates). When attachments are sent with messages, click Download in the lower left side of the Data Editor while viewing the message.
Description of Icons
The different icons found within the Message Element execute the following functions:
ICON DESCRIPTION
Click to forward the message to another Elements user. Click to reply to an internal message.
Indicates the employee is logged in to Messages. Click on the icon to begin an Messages
conversation.
Indicates the employee uses Messages but is not currently logged in or has a status set as
Not Available. Click to deploy Messages (Apple’s Messages App).
ICON DESCRIPTION
Click to create a new message.
The colored icons found to the left of the messages indicate the message priority. A History of the messages you have sent are shown in the Message Element > Switchboard > Sent.
Using the Mail Element
The Mail Element is part the powerful Elements Mail app, allowing for full email integration within Elements CRM.
Here’s a breakdown of how all of this works:
You will continue using your existing email account (Elements CRM and Elements Mail
do not act as an email client). Elements Mail, when setup properly, periodApple
Calendarly checks your email account for emails sent and received between you and your clients, and automatically records them as history events within Elements CRM. Spam emails or emails received from contacts you do not have stored within Elements CRM are not recorded.
For additional help setting up Elements Mail, check out the Elements Mail Setup Manual.
Setting up Email Integration
To get started:
1. Navigate to the Mail Element > Mail > Get App. If your system administrator has not yet given your company access to the Element Mail Integration, an Active Service butto n will appear. Request permission from you system admin before clicking this button as additional charges will be incurred for Small Business users. Once active, click the Download Mail App button.
2. Download Elements Mail and drag it into your Applications folder. 3. Launch Element Mail.
4. Follow the Setup Wizard to configure your email server settings. Note: Elements Mail supports IMAP email accounts only.
5. Back in Elements CRM, navigate to the Mail Element > Mail > Utilities.
6. Choose which accounts you wish to automatically record emails for. Change the 3 menus to “Turn this option ON”, if these are the emails you’d like recorded and click on the Change button.
7. Navigate to the Mail Element > Prefs > Settings.
If you’d prefer to only record emails for a few selected accounts, skip steps #7 through #10, navigate to the Sales Element > Accounts and select an account. Then, click on the Email tab of the Data Editor and check the boxes with your desired settings.
Once all settings are configured, click Check Now within Elements Mail to upload any emails recorded. These can then be found in the Mail Element > Mail > Received Archive (and Sent Archive). They can also be found within each Sales Account in the History tab of the Data Editor while in the Sales Element > Accounts. To view the body of the email, click the printer icon next each History Event.
Important: are your emails not recording? Only email communication between
you and leads or clients stored in Elements will be tracked using the Elements Mail tracking tool. If those leads and clients have not been entered in the Sales Element > Accounts and their email address has not been entered there, Elements Mail will not capture email communication.
For more in-depth instructions on Elements Mail, download the Elements Mail Setup Guide from the Ntractive Website’s Downloads Page.
Using the Notes Element
The Notes Element is used to create notes and To Do Items, which are tasks that you need to complete.
All notes appear under the Notes Element > Scratch Pad > My Notes. These include notes you have created or notes that have been shared with you. You can sort these notes using the popup menu underneath the word Notes in the header and selecting a sort criteria. Keep in mind that you cannot edit notes that have been shared with you.
Creating Notes
To create a new Note:
1. Navigate to the Notes Element > Scratch Pad > My Notes. 2. Click on the icon in the lower left side of the Data Editor. 3. In the form that appears, type your note.
4. If you wish to make this a To Do Item, check the appropriate box and set a priority, a due date.
5. Click Add to save your new note or To Do item.
Description of Icons
A few icons are used in the Notes Element. The chart below displays the icons and what each represents.
ICON DESCRIPTION
Indicates the note is being shared.
Indicates high priority.
Indicates medium (normal) priority. Indicates low priority.
Deletes the note. Protected with “Are you sure?” alert. Click to share the Note or To Do Item with other users.
Displayed when someone shared a note with you. Click to make your own copy that you can then modify.
Indicates a To Do Item is complete.
Click to edit due date.
Click to Add Note to your Apple Calendar.
Click to view a quick report on the status of a To-Do Item
Marking a To Do Item as Complete
A To Do Item can be marked as complete using two methods:
1. From the Notes Element
a. Navigate to the Notes Element > Scratch Pad > My Notes, Click on the To Do Item in the Data Viewer to select it.
b. In the lower left section of the Data Editor, check the “Completed” checkbox to indicate that the item has been completed.
2. From the Calendar Element
a. Navigate to the Calendar Element > Calendar Management > Day View.
Using the Sales Element
The Sales Element is the company headquarters for managing leads, prospects, clients, and other important company contacts. Use the Sales Element to record communication histories with clients and schedule follow-ups, to create estimates and invoices, and so much more.
Customizing the Sales Element (Managers Only)
In the Sales Element > Prefs, you have the opportunity to configure several features to best meet the needs of your company. When making changes in any of the preference menus, be sure to click on the Update button when finished. The seven preference menus within the Sales Element do the following:
1. General Settings
• Configure sales contact responses: These are additional responses you would like to add to the list of default responses when creating a new history event. Six responses are included in the Small Business Edition, twelve in Professional and Enterprise Editions.
• Define contact roles: Add additional to the default list, or erase and start over. Enter them by separating each role with a semi-colon, for example: CEO;Producer;Other
2. Account Settings
• Turn on Complete Opportunity Management: Appears for Professional Users Only, turns on the opportunity entry fields in the create account window.
• Include support for “Parent/Child” account relationships: This allows users to associate different companies with each other. A parent company can have multiple children (or sub-accounts).
• Private Accounts: With this activated, Elements users with Manager level access can view all accounts stored in the Sales Element, and those with User level access can only see the accounts they have created or have been assigned to. • Show “View by Category” menu: display specified category in the People tab of the
Data Editor. This can be an extremely useful tool, depending on your company’s needs. For example, if the people within any organization are assigned a custom category in the People tab in the Data Editor, you are quickly able to see the selection.
• Set Individual as default when creating/adding new accounts.
• Hide financial data: Those with User level access are unable to see profit made from customers on their total product purchases found in the Sales Element > Accounts, under the Products tab of the Data Editor. This also hides Product Costs from those with User level access to the Product Element.
• Commissions calculated by product: If commission rates vary per product, check this box and set the appropriate rate in the Product Element.
• Limit price changing: This simply prevents those with User level access from changing the sale price of any product.
• Require buyer: Pertaining to invoice creation, requires a buyer is selected.
• Tax method: Select to tax by product. This is typically used when a GST or Value-Added Tax is applied, and location has no impact on the tax rate applied.
• Tax on shipping: If the shipping charges are eligible to be taxed, select a tax rate from the menu. Note: the taxes that appear in this list are created in the Admin Element > Company > Tax Jurisdictions.
• Limit Discounts: Limit the discount that can be applied to estimates and invoices. • Monthly Goal: Enter the monthly sales goal that will appear in the Monthly Sales
Goal Dashboard Widget. This function is available only for Professional and Enterprise Editions.
• Currency Precision Points: Change to 3 or 4 precision points if your product’s costs or sales prices are in the thousandth or ten-thousandth or a dollar (or tenths or hundredths of a penny in the United States). For example, you sell widgets for $0.0245. This will ensure proper calculation when determining sales price and profit margin.
When satisfied with changes, be sure to click on the Update button to save them. When an employee leaves your company, or is no longer responsible for
managing customer information, reassign their accounts to another employee by navigating to the Sales Element > Utilities > Ownership. This menu is only
available when private accounts is activated.
4. Account Types
• Change title of account types: Because every company is different, you can customize the name of each account type. Use all six or only a select few by un-checking the “Active” box.
• Sell to?: Checking this option makes your list of accounts to choose from when creating an estimate or invoice as short as possible. If you don’t sell to your competitors, for example, don’t check the “Sell to?” box next to competitors. This option is only available for Professional and Enterprise edition users.
• Define account types to auto-convert: Check the box for those you wish to auto- convert to the customer/client list when an invoice is created. For example, if you have Leads and Prospects as account types, you would most likely check the “Convert?” box next to both of them. This option is only available for Professional and Enterprise edition users.
want them to automatically convert, or move over, to the customer list. You may only choose one “Convert to” type. This option is only available for Professional and Enterprise edition users.
• Set a default view: This is simply the first account type displayed when the Sales Element is clicked. Assign to your most frequently viewed account type.
5. Classes
Sales classes are a tool used to generate customized reports based on the defined sales classes. This preference is optional and only for your convenience. An example of a sales class might be, in a construction company: “New Construction” and “Remodel”. You might sell the same products or services to a New Construction job or a Remodel job. Sales Classes allow you to designate an invoice to either of those items, making you able to later run a report on revenue for each.
The Sales Account # applied to a sales class is used when posting to your AccountEdge file and is not required if using sales classes as an internal sales reporting tool within Elements.
To create a sales class:
1. Click on the icon in the lower left side of the Data Editor. If no categories have been entered in the system, click on the Create Class button that will appear in the middle of the Data Editor.
2. Fill in the information in the box that appears and click Add.
To delete a sales class, click on the icon found to the right of the item in the Data Viewer.
6. Creating Categories
Under the Sales Element > Prefs > Categories, you can create customized categories of information to store about each of your accounts. These can be just an extra field of information you wish to store about your contacts, or it could be something you wish to track and generate reports on. For example, you may create a category to track the type of industry your clients are in. Then, you can generate a filtered list of those within a specific industry type and generate a mail merge for more targeted marketing.
How to Create a Custom Category/Field
To create a custom category:
1. Click on the icon in the lower left side of the Data Editor. If no categories have been entered in the system, click on the Create Category button that will appear in the middle of the Data Editor.
Categories can be created in 3 different formats:
1. Free Form - Any text or value can be entered. Most useful when each would be unique, for example: a category for “Tax ID Number” would be free form because no two numbers would be the same.
2. Select from Option List - Creates a popup menu of options. Works great for keeping data clean and consistent with multiple users in the system. An example would be “Preferred Language“ with the options: “German, French, Italian,
Spanish, English”. Using a select option list gives the ability to generate useful reports and filters for things like mailing lists and email address lists.
3. Date - Creates a date field. Great for keeping track of contract due dates, etc. Once your categories are created, they can be edited in the General, Options, and Utilities tabs of the Data Editor.
To edit information about a category:
1. Click on the category in the Data Viewer to select it. Information will appear in the Data Editor.
2. Click in the field you want to update and begin typing.
3. Click on the icon to save your changes or the icon to reset the field. The General tab describes the category and is where changes to its basic settings are made. The “Assign to New Accounts” checkbox adds this category automatically to any new sales accounts that are made. The “Appears in Create Account” will display the category in the create account window (when adding a new record in Sales > Accounts). Note that there are limits to how many categories can appear in the create account window.
The Options tab allows you to create and edit the options for each category (only applies when using “Options”). Click Add to add additional categories, the icon to edit them, and the icon to delete the category.
In the Utilities tab of the Data Editor you can assign the category to all accounts or remove it from all accounts. If you are going to delete an entire Custom Category, you might want to remove it from all of your sales accounts first. Use the Delete utility here to do so.
Categories applied to sales accounts appear in the Sales Element > Accounts under the Custom tab in the Data Editor.
7. Configuring Payment Terms
Payment terms are only available for Professional and Enterprise editions only.
Payment terms are required before creating your first invoice. An example of a payment term might be “Due upon receipt” or Net 30”
Setting up Payment Terms
To create a payment term:
1. Click on the icon in the lower left side of the Data Editor. If no payment terms have been entered in the system, a Create Terms button will appear in the middle of the Data Editor.
2. Enter information about the payment term in the form that appears. 3. Click Add to save your new terms.
When adding payment terms, you are able to designate if the payment is due in a certain number of days or a certain number of days after the End of the Month (EOM). Be sure to make the correct selection when creating the payment term.
Once selecting the calculation technique, you must enter items into the Due in:, Discount %, and Discount Days fields. If you do not use discounts or offer discount days, enter 0 into the fields.
Later, when you create an invoice or estimate, you can select payment terms you’ve created from the “Terms” popup menu.
To edit information about a payment term:
1. Select the payment term in the Data Viewer.
2. In the Data Editor, click in the field you want to update and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. You can set a payment term that you no longer use to be inactive. Inactive payment terms do not show up as an option when adding future vendors or creating new
purchase orders. To set a payment term as inactive, click on the active icon next to the payment term and an inactive icon will appear. Toggle between the two to
change status. Notice that you can sort out the payment terms shown based upon their status using the popup menu just below the word Sales in the Elements header.
Managing Sales
The Sales Element is a great tool for managing your sales accounts and contacts, managing your call queue, creating estimates and invoices, and so much more.
Adding Company Contacts/Accounts
1. Manually- Navigate to the Sales Element > Accounts > (the account type you wish to add) and click on the icon in the lower left side of the Data Editor. If no contacts are currently entered in the system, a Create button will appear in the middle of the Data Editor. Fill in their information in the box that appears and click Add when you are finished. If you have a number of new accounts to create, the Save & New button allows you to make a large number of entries quickly. Please note that you can classify the account as either a company or an individual in the first popup menu. In Elements CRM, a Sales Account classified as a Company is able to have
additional people associated with it. An Individual is a single-entity and cannot have additional people associated.
2. Import a CSV file- Prepare your contacts in a spreadsheet by deleting unnecessary columns. Send the file to your Ntractive Account Executive for import. Additional fees may apply.
3. Drag in a vCard- Navigate to the account type you wish to add in the Sales Element > Accounts. Select a single vCard or a group of vCards from your Address Book and drag and drop them to your desktop. Then, drag and drop them from you desktop into the Sales Account window. The information will automatically upload.
Next to each company contact, you may see multiple icons. The chart below displays the icons and what each represents. Note that some icons do not provide any functions for Small Business users as they require an upgrade to use.
ICON DESCRIPTION
--- Click to fill in details about an opportunity. Learn more about managing opportunities in the next section.
Click to view all invoices and access customer statements. Click to schedule a sales call to yourself or other team members.
Opens the “Create History Event” window to record notes about calls and visits.
Click to create an invoice.
Click to generate a quick overview report of the lead or client. Delete the record. Protected with “Are you sure?” alert.
Have a lot of contacts? Click on the white arrows at the top right side of the Data Viewer to view multiple pages of your contacts.
Editing and Managing Company Contacts
Information can be added and edited for each company in the Data Editor. To edit information about a contact:
1. Select the company in the Data Viewer.
2. In the Data Editor, click in the field you want to update and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. There are many tabs in the Data Editor for tracking contact information including:
• Company: General contact information for that company. (Field heading is titled “Contact” if the account is classified as an Individual.)
• People: Information about people working within a single company. Does not appear if company is classified as an individual. Click on the Add button to add a contact and the Manage button to edit details about the contact. This will bring you to a new page with a list of tabs to edit details about the person. Once here, you can click on the “Jump Back” button on to go back to the main screen.
• Social: Social media sites for the company. Enter the site name and a link will
• History: Contact that has been made with the company, including phone calls,
personal visits, etc. If Elements Mail is implemented, email correspondence will appear here as well. Add a new history event by clicking on the Add History button, add a quick time-stamped note by clicking on the Add Notes button and review details by clicking on the Review button or hovering over the icon. In the popup menu at the bottom of this section, change the “View as History” to “View as Notes” and you will notice the Data Editor change to only reflect history notes. You may also edit existing notes here by clicking on the edit icon. Toggle between the two whenever you’d like. It will save the last setting active next time you navigate to a History tab (see image below).
• Custom: Custom Categories created by the system administrator or manager. Only the categories that they have created will appear in the Add popup menu at the bottom of this section. If you want to attach a Custom Category to a sales account, select it from the Add menu at the bottom of the Data Editor. Learn more about creating Categories in the Customizing the Sales Element section.
• Docs: Documents associated with that particular contact. To add, drag it from your
Mac and drop it into the Docs section of the appropriate contact. Attaching
documents to a sales account is only available for the Professional and Enterprise editions of Elements CRM.
• Profile: Settings which can be changed including Account Type and class. Parent companies can be assigned if “Parent/Child Relationships” have been turned on in the Sales Element > Prefs > Account Settings. Account ownership can be
assigned, making filtering by account owner available if “Private Accounts” have been turned on in the Sales Element > Prefs > Account Settings.
• Sales: Only appears if company is classified as a customer/client. List of invoices
and other orders. Click on the icon to view in PDF format and the icon to email the form.
• Product: Lists products the customer purchased, date of last purchase, and the
profit made. Profit is determined by the price charged less the cost of the product listed in the Product Element. Profit display can be disabled for employees with User level access by turning on “Hide Financial Data” in Sales > Prefs > Account Settings.
• Finance: Set tax jurisdictions, assign default credit terms, and save or edit a credit
card to store on file. Note: assigning a tax jurisdiction is required in order to have tax auto-calculate when creating an invoice. Tax jurisdictions can be created by the system admin in the Admin Element > Company > Tax Jurisdictions. Payment terms can be created in the Sales Element > Prefs > Payment Terms (managers only).
• Locations: Info about company’s other locations. For Professional and Enterprise
editions, adding a Location allows you to use the location as a “Ship To:” address in a Estimate or Invoice. Click on the Add button to add a location and the Manage button to edit details about the location. This will bring you to a new page with a list of tabs to edit details about the location. Once here, you can click on the snapback
icon to go back to the main screen.
• Projects: List of projects associated with a particular account. Click on the Review
button to view additional details about the projects.
• Notes: General notes about the company. These notes will also appear in the
overview report that you can generate by clicking on the icon to the right of a record in the Data Viewer.
• Sub-Accounts: List of sub-accounts associated with company. Only shown if
“Parent/Child Relationships” have been turned on in the Sales Element > Prefs >
•
• Account Settings. Click on the icon to navigate to that account or the icon to delete it as a sub-account.
• Other: Additional general details about company. “VAT/Code” field can appear on
invoices for Professional and Enterprise editions of Elements CRM. The code is also searchable in the search field found in the upper right corner of your
Dashboard.
In the lower left side of the Data Editor (below the Elements “dudes”) you will find a few different buttons. Your edition of Elements as well as what data is filled out in the Data Editor will determine which buttons appear and don’t appear here. Check out the chart below to learn what each button represents.
ICON DESCRIPTION
Click to create a new account.
ICON DESCRIPTION
Click to email company or contact. Email address can be found in the Email tab.
Opens url of company. Arrow over to the Other tab of the Data Editor to update the url
address.
Click to view google map of company’s main address.
Shows number of people at the company/organization. Click to jump to the “manage people” page.
Using Opportunities/Deals (Professional and Enterprise Editions only)
The opportunities function allows you to keep track of potential deals and opportunities and focus only on what’s important to you.
Creating Opportunities
Professional Edition Users have limited access to opportunities. You may enter a name and potential revenue of an opportunity (which will also appear in the lower left section of your Data Editor). No additional functions are available. An upgrade to the Enterprise Edition is required for access to these features.
To create an opportunity:
1. Click on the --- found in the Data Viewer below the “Opp” column next to an account. 2. Fill in the details about your opportunity.
• Name: This field is optional. If you don’t fill it out, the name of the opportunity will default to the company name. For Enterprise users, you will be able to sort by deal name. If, for example, you have different types of services, you may name an opportunity based on the type of service the potential client is interested in, or perhaps the name of the project.
• Revenue: Enter the potential revenue for the opportunity.
• Expected Close Date: (Enterprise only) enter the date you expect to close the deal/opportunity.
• Stage: (Enterprise only) enter the current stage. You can go back and update the stage as you move through the process.
• Score: (Enterprise only) score the opportunity based on the chance of closing the deal. A 1 is considered a very low probability and a score of 10 is a very high probability of closing the deal.
3. Click Save to save your new opportunity.
on the score at any time to make changes and updates to your opportunity. A note will be entered in the History tab of each client every time an opportunity is updated.
Managing Opportunities/Deals (Enterprise Only)
The deals section, found in the Sales Element > Deals > All, is a mirror image of Sales Accounts. What makes it different is that it only includes active deals/opportunities. This allows you to focus on what’s most important.
In order for an opportunity to appear in the Sales Element > Deals, it must be made an active opportunity (see section above on how to create an opportunity). The key is assigning the stage, such as “Qualified Lead”, “Presentation”, etc. Opportunities that have been marked as “Lost” or “Won” will not appear in Deals as the deals section only includes active opportunities.
New accounts cannot be added in the Sales Element > Deals. They must first be created in the Sales Element > Accounts.
You’ll notice the fields in the Data Viewer are slightly different that what you will find in Sales > Accounts. In Deals, they are all focused on the opportunity including the
expected close date, current stage, expected revenue and the score of the opportunity. The deal name will be bolded if the deal was assigned a custom name (by entering the name in the name field of the opportunity). If no name was given, it defaults to the name of the company/account and will not appear in bold.
To edit an opportunity:
1. Click on the --- found in the Data Viewer below the “Opp” column next to an account. If the score has already been filled in, a number (1 -10) will appear instead of the --. 2. Make the changes to the opportunity and click the save button.
To delete an opportunity/deal, click on the icon to the right of the deal. Note: deleting an opportunity will reset all the fields in the opportunity to be blank. It will not delete the account. Once deleted, the opportunity will no longer appear in the Sales Element > Deals, but will remain in the Sales Element > Accounts.
The other icons found in the Data Viewer as well as all tabs of the Data Editor operate the same as if you were in the Sales Element > Accounts. Review instructions on editing this information in the Managing Sales section of the Product Manual.
Viewing Filtered Lists of Contacts
Elements allows you to display a filtered list of your sales contacts by creating saved filters and applying them anytime. These filters will apply to whichever account type is currently displayed. For example, in the Sales Element > Accounts > Clients, applying a filter from this page will filter only the Client list. Navigate to the Sales Element >
Accounts > All, and applying a filter from this page will apply to all contacts in your Elements database.
Creating Search Filters
Filters are created and applied from the Dashboard Search Field found in the upper right corner of your Dashboard. Note: filters can only be created and applied when in the Sales Element > Accounts.
To create a filter to view contacts by:
1. Navigate to the Sales Element > Accounts > (any account type).
2. Click on the dark grey Search Field found in upper right corner of the Dashboard. (By default, this search field will have “Company name” selected.)
3. From the search field menu, select “Manage Filters...” (see image below).
4. Click on the plus icon in the lower left corner of the Manage window.
5. Select search criteria. Not all criteria needs to be set. Select options including date of creation, geography, etc. Click the Add Category Filter button in this window to filter by custom categories (created in the Sales Element > Prefs > Categories). Delete a category added by clicking on the icon, and add another by clicking on the Add Category Filter button. Remember, setting too many criteria may result in no matches when applying the filter.
6. Click on the Save button when finished.
7. Name the filter appropriately. Be specific. General names like, “My Favorite Filter” typically will cause confusion later.
8. Click Ok.
9. Click on the Cancel button to close out of the Manage Filters window.
Applying Search Filters
1. Navigate to the Sales Element > Accounts > (the account type you wish to apply a filter to, for example: leads, customers, etc).
2. Click on the dark grey Search Field found in upper right corner of the Dashboard. (By default, this search field will have “Account name” selected.)
3. From the search field menu, select the name of the filter you wish to apply. Filters are the last options listed in the search field menu.
Once applied, the filter will remain until clicking outside of that page in Elements. For example, if applying a filter in the Sales Element > Accounts > Clients, clicking on the Sales Element > Accounts > Prospects will automatically disable the filter. You may also un-apply the filter by navigating to the search field menu in your Dashboard and
selecting “Remove current filter”.
Generating and Processing Sales Calls
Assigning Sales Calls (Managers Only)The call generator is used to assign a list of customers or leads for your sales team to contact based on a filtered list of criteria. This is useful when running campaigns, or just to remind your team to get in touch with their clients at the end of the year.
To generate a call list:
1. Navigate to the Sales Element > Calls > Generate.
2. Choose who you would like to assign the calls to, whether it is an individual person or a group of people assigned randomly. You can also assign calls based on the
category the employees are assigned to. If you assign calls to “No One,” they will appear in the Open Calls area, available for anyone to process.
3. Choose the call priority.
4. Tell Elements what to do with all existing calls, which could be to delete all existing calls, or to add the next calls to the beginning or end of the queue.
5. Choose which specific account type to call. *Filter the list by date of creation, geography, custom categories and others by clicking on the Filter button.
6. In the Regarding field, select if the call campaign is in regards to a product or project. 7. Add notes that employees assigned to the call will see so they know exact details
about the call to be made.
8. Click on the Generate button. Elements will then tell you how many calls have been added to the queue. Depending on what categories and options you have chosen, there may or may not be any calls to add.
company size of 50-100 employees. The possibilities are endless when taking full advantage of the custom category feature.
Once calls are added to the queue, administrators and managers can view them in the Sales Element > Calls > All Calls. Employees with User level access to Sales will see the call if it was assigned to them in My Calls. If the Call Generator assigned calls to “No One,” the After calls have been made, they can be reviewed under the Sales Element > Calls > Company Call History.
To arbitrarily add a call to the call queue:
1. Navigate to the Sales Element > Calls > All Calls (and My calls). 2. Click on the icon in the lower left side of the Data Editor.
3. Select the account to call from the popup menu and assign the call to an employee. 4. Click on the Add button to save your changes.
Deleting and Reassigning Calls (Managers Only)
Administrators and managers also have the ability to delete all calls from the queue or reassign calls to another employee. Navigate to the Sales Element > Calls > Utilities and make your selections from the popup menus.
Processing Calls (All Access Levels)
If calls have been assigned to you, you will see them in the Sales Element > Calls > My Calls. Those marked as critApple Calendar will appear in blue unless you have chosen to have them appear in red. This preference is set in the Home Element > Account > My Information. All calls in queue for your entire company are shown under the Sales Element > Calls > All Calls. If calls are added the queue, but not assigned to an individual (or a department), they are shown under the Sales Element > Calls > Open Calls.
Information about the company is shown in the Call Info tab of the Data Editor. To add an alarm to remind yourself of an important call, click on the icon in the Call Info tab. Click the icon to change the date the call should be made.
Check the Notes tab for any additional notes. The History tab is a great reference, displaying all contact history with the company.
After contacting the account, record your event by:
1. Click on the Process tab in the Data Editor. (Click on the icon on the iPad app.) 2. In the box that appears, select who within the company you contacted.
3. Select a method (phone call, email, etc). 4. Select the result* of the contact.
6. If desired, choose an optional activity such as a Schedule Followup Call or Add To Do Item to remind you to send the customer a thank you card.
7. Click on the Save button to save your changes.
Your new history event will now be saved and record of your call will be shown under the Sales Element > Calls > My Call History as well as the History tab within the company’s record.
*For Professional and Enterprise editions: If you selected “Create Estimate” (for
example) as the result of the contact, then after saving the new history event you will be brought directly to the appropriate page to immediately create your estimate, invoice or sale.
Within the call queue, you may jump to the record the call is assigned to at anytime by clicking on the button found in the lower left side of the Data Editor. Multiple icons can be found to the right of a call in your queue which do the following:
ICON DESCRIPTION
Click to send email to the lead or client. Will launch new message in your default mail client (such as Apple Mail or Outlook).
Click to view web page associated with a person or company (need valid URL). Click to start a message on Messages.
Click to generate a quick overview report of the lead or client. Click to add call to your Apple Calendar.
Delete the record. Protected with “Are you sure?” alert.
Creating and Managing Sales Forms
*Note: Sales Forms are only available for Professional and Enterprise editions of Elements CRM.
Creating Sales Forms
Sales Forms are estimates, invoices, quotes, etc. The actual names of these forms can be customized by managers. For additional information on customizing forms, check out the section on “Customizing the Sales Element”.
To create a form:
1. Navigate to the Sales Element > Sales Forms > Create Form.
2. Select the type of form you wish to create from the Type menu in the middle of the page (i.e. invoice, estimate, etc).
2. On the top right side of the page, select the account in which you are creating the form for.
3. Select the terms. (Terms are created by Managers in the Sales Element > Prefs > Payment Terms.)
4. Change any dates or form numbers, if applicable.
5. In the middle of the header, select any applicable fields. This includes ship to location, buyer, salesperson and the optional sales class (sales classes must first be created by Managers).
6. In the left section of the page, you may change the location from which the order was placed. (Additional locations are created by System Admins in the Admin Element > Company > Locations.)
7. Search for products to add to the invoice in the Search field, and select them by clicking on the icon just to the right of the product's name. To add a new product on the fly, click on the icon to the right of the Search field.
7. Adjust quantities and the rate if applicable.
8. Add an optional note to appear below the line item on the form by clicking on the icon to the right of the item.
9. Enter any discounts, credits, shipping charges or taxes. Note: taxes will only auto-fill if the product has been setup as a taxable item in the Product Element and the sales account has been assigned a tax rate in the Sales Element > Accounts, under the Finance tab of the Data Editor. (Tax rates are created by System Administrators.) If you have enabled “Tax By Product” in the Sales Element > Prefs > Account Settings, the Product must have a tax rate assigned.
10. Click the Create button.
11. On the Confirmation screen, you can do a variety of functions: • Click on the icon to jump to the sales account.
• Click Email to create a message with the invoice attached.
• Click View Invoice to open it. On the top right of the invoice, a Print button allows you to save it to your desktop or to send to a printer.
• Select an optional activity (schedule follow-up call, etc).
12. Check the box if you wish to create another, and click the Continue button. Note: If your company integrates AccountEdge or FirstEdge with Elements,
discounts must be entered as a percentage versus an amount. If entered as an amount, each item must be manually adjusted in AccountEdge or FirstEdge after posting the invoice.
Managing Forms
ICON DESCRIPTION
In “Void” column, form is active. Click to void.
In “Void” column, form has been voided. Click to un-void.
Indicates an unpaid invoice. Click to open to the receive payments process. Click to open form to view, print or save to your desktop.
Click to add the invoice date to your Apple Calendar.
Click to email the form.
Click to generate a statement of the client’s invoices and payments.
Delete the form. Protected with “Are you sure?” alert.
To see more information about a particular estimate (or invoice), select it in the Data Viewer and the details will appear in the Data Editor.
There are multiple tabs in the Data Editor including:
• General: Shows invoice number, dates, etc. You may select a “Ship via” method if desired, which will appear on the printable version of the invoice. If form has not yet been paid, an Edit button will appear to make any changes.
• Other: Shows the buyer and sales class (if entered). If your company uses
AccountEdge or FirstEdge integration, the box will be checked if the form has been posted. Reprint the form, create a Work Order or a Packing Slip by clicking the associating buttons.
• Items: Lists all items on form, with the quantity sold and price.
• Memo: Any memo entered on the form appears here. Add to the memo by simply typing in the box.
Unshipped Orders
In the Sales Element > Sales Forms > Unshipped, sales invoices/orders not yet shipped will appear. Click on the Shipped/Filled check box in the General tab of the Data Editor to mark as shipped an the form will disappear from the list when the page is refreshed.
Creating Credit Memos
In the Sales Element > Sales Forms > Credit Memos, you may create a credit memo to apply to a customer’s invoice at a later date.
To create a Credit Memo:
