Using The In Basket And Sidebar

Overview

This article will discuss the several uses of the In-Basket in Savance Enterprise. The In-Basket is a great tool for Sales, Purchasing, as well as give additional information about products, and pricing.

Viewing Your In Basket

To open and close your In Basket simply click on the file icon at the top of the home page.

If you currently don’t have anything in the basket your file icon will not have a number indicated on it and it will just appear blank like this .

What is Shown in the In-Basket

The In-Basket is attached to the user that is logged and will look differently from user to user based on role, or use.

Any time you enter a Quote, or an RFQ (Request for Quote) and it isn’t converted it will automatically appear within your basket typically the next day as a reminder that you have an open quote or RFQ for this customer. It is a follow-up tool so if you quote a customer or have a quote waiting on a vendor then go about your day or week, it will appear here as a reminder.

You can also send internal messages between users and attach a quote, or RFQ for further review, information or approval. For example, you place an RFQ but don’t have the security the rights to convert to a PO, or you want to send to another user to add onto the RFQ before it’s converted, these types of messages will also appear in the In Basket.

Using Reminders Feature

While in a Quote or RFQ you have the ability to set reminders for yourself to follow back up on these order types.

Once you are completed with entering a Quote or RFQ go to the Quality Tab in the header section.

ere you can control Reminders for this quote or RFQ. By default, a reminder will appear in your basket the following day. However, you have the ability to override this by selecting Now or choose a specific date, time, or time frame. You can also add comments/messages to appear.

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Using the Send to Feature

In the scenario that you wish to use the Send feature for internal communication after you place your quote or RFQ, select from the top navigation select Send . Refer to Using the ‘Send To’ Feature - KB

Here you can select “Send To, Return to Insides Sales Owner, or Request Approval.”

Once you make your selection you will be prompted with the message screen.

Here, choose the user you want to send a message to, choose a Reminder Type, Message, or choose from the Message Picklist.

Once the message is sent it will appear in the users In Basket with your message. Due to size limitations, the message may be cut off but can be viewed in full under the Quality tab of the Quote or RFQ. To view, just simply click on the message, and the quote will open.

Once the Quote or PO has been converted it will automatically be removed from your In Basket.

What is Shown in the Sidebar in a Quote besides the In-Basket

When you are in a Quote you can see additional information while viewing your In - Basket. Note: as the next section shall describe, the order of these in your Sidebar may be different as you can move these sections around.

• Customer Actions - Customer Sales History has been added under “Customer Actions” in the Sidebar. It gives the ability to be able to view Customer Sales History on an Account on the Quote

and then add that line to the quote. Please refer to Customer Sales History in Sidebar - KB

• Substitution Parts - when focused on a part number, the substitution parts for that part number, if any.

• Complementary Parts - Just like substitution parts if you’ve added complementary part numbers for an item within the item manager they will be shown here.

• Pricing History - in this section you can view the recent pricing history of an item on an order. You can also select the ‘...’ to open the Item History and Summary tab.

  

• Part Info - Lists the following information

  • Description

  • Manufacturer

  • Part Number

  • UPC

  • Units

  • Default Vendor

  • If a Data Provider is syncing to Savance, the image is available.

• Product PDF - if loaded, select the Product PDF, and the PDF will load. Refer to Adding PDF Item to Record - KB

• Inv. Status - when focused on a part number, will provide Inventory Status of that part number

Including what orders it is Reserved, Backordered, and On Order, to name a few. Please refer to Inventory Status - KB

• Pricing Source - view the customer’s Price Class, Price and Cost columns, and if there are any contract, promotional, price breaks or overrides for a specific item. Please refer to Column Pricing in Sidebar - KB

• Vendor Information - When placing an RFQ you can use the Vendor Information section to view Order and Freight Minimums as well as Minimum Order Quantity.

• Vendor Billing- when focused on a part number, the billing for that particular part from the Vendor. Used in Lot Projects.

• Inter-Branch Transfer - in multi-warehouse locations, the ability to see availability of part number in other warehouses

• Piece Inventory - if any piece inventory has been created for this part. Please refer to Manage Piece Inventory - KB.

• Notes - If any item notes added within the item manager these notes can be viewed here in the Notes section.

  

• Reference Items - In the scenario, you have entered a commodity item on an RFQ this section will appear so you can view the reference items associated with the commodity part number.

  

What is Shown in the Sidebar in a Order, RMA, RTV

When you are in an Order, you can see everything as in Quote with one exception while viewing your sidebar. Here is what your basket looks like. Note: as the next section shall describe, the order of these in your Sidebar may be different as you can move these sections around.

• Customer Actions IS NOT SHOWN

• Pricing Source

• Notes

• Substitution Parts

• Complementary Parts

• Inter-Branch Transfer

• Vendor Billing

• Part Info

• Vendor Information

• Pricing History

• Piece Inventory

Organizing Your In Basket

When you have multiple listings in your basket here is how you can organize, your listings. When viewing your basket, right-click on a listing you will have the following options:

• Remind Me Tomorrow - when selected the listing will be removed from your list and reappear tomorrow.

• Remove - allows you to remove the listing. When selected on a Quote you will be prompted to select a ‘Lost Order Reason’ as the system assumes the quote is no longer good nor wanted.

  

• Remove All - allows you to remove all the listings. When selected on a Quote you will be prompted to select a ‘Lost Order Reason’.

• Reply - If you’ve received a message from another user, to verify the order, pricing, etc you can select “Reply” and send a message back to another user.

  

• Lastly, you have the option to color-code the listings to Black, Blue, or Red. Below is an example of what these colors look like.

  

In addition to organizing your In-basket outside an order, you can also set preferences when viewing your In-Basket within an order, PO, etc.

While viewing the In-basket in an order, PO, etc, open the data you wish to see by selecting on the tab.

If you want to view that information each time you open a new Quote or RFQ, select the pin icon. As well as highlight the tab and slide it a primary position.

Continue pinning and moving the desired item to your preference.

Once you have pinned your preferences in order. Each time you enter a new Quote/Order, these preferences will remain in the order, and pinned information you selected. If you organize this information while in an RFQ/PO each time you open a new RFQ your preferences will be saved as well. NOTE: These changes are per user only.