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Popular saved views for the administration of your Orders

The saved views that you may have in your My Views section will vary depending on your job role and the processes and procedures within your dealer group.

However, in order to give you some ideas we have listed some popular reports or 'views' below by job role. These are by no means utilising the full capabilities of the app but are a good starting point.

Sales Executives

My Quotes

It is simple to have a list of your open quotes that have yet been converted to orders. In order to set this up, use Quick Search and start to type 'quotation' and select the 'Order status:Quotation: quotation' Search Helper that appears. You can then use Column Chooser to select the columns you wish to see. E.g in the screenshot below I have used Column Chooser to drag 'Delivery Date' in, so I can see the estimated delivery dates I had put on each quotation. You can then save this as a 'Saved View' and even pin it as a tab to the top of your screen.

Sales Executives automatically have permissions that only enable them to view their own quotes and orders. If you have higher permissions that allow you to see quotes and orders for your site narrow the orders further using either Quick Search or Search Builder.

My Orders

This can be generated using the method for My Quotes but using the 'Order status:Order: ordered' token instead. You could even have separate Saved Views for your new and used orders.

 

Administration

Awaiting Order Processing

Depending on how your site operates there may be a process where the Sales Managers convert a quote to 'Awaiting Processing' when they sign off a customer order form. The administration team could then have a Saved View just showing the orders at 'Awaiting Processing' so they essentially have a work queue to administer each day. This report could be generated by filtering by 'Order status:Order: awaiting processing' and then using Column Chooser to drag in other useful information such as delivery date or order date so that work can be prioritised.

Delivery List

Having a delivery list as a Saved View will be a vital tool for all administrators, managers and possibly for your vehicle preparation departments if they have access to the app.

All orders must have the delivery date populated in order for it to be moved to 'Awaiting Processing'. This should be treated as an estimated date of delivery to the customer and updated accordingly throughout the life of the order as this will assist with forecasting etc. Once the vehicle arrives on site and a firm delivery date is set with the customer the delivery date should then be ticked as confirmed. Therefore it is these confirmed deliveries that need to populate the delivery list.

Filter the screen by 'Order status:Order: ordered' and drag in any columns you need such as Delivery Date, Inspected and Valeted. You can then order the data by Delivery Date by clicking on the column heading.

In order to restrict the list to orders that are confirmed for delivery you will need to use Search Builder. Using Search Builder filter the screen to display orders where the delivery has been confirmed. Then simply save the screen as one of your Saved Views and pin it as a tab to the top of your screen for easy access.

 

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