The Salesman logic in CARS+ allows sales staff members to be linked to corporate accounts and/or travel agencies in order to track the business that their accounts generate. Several reports can be used to examine the sales staff performance data.
For corporate rental business, a Salesman Code is assigned to the Corporate Account Record.
For travel agencies, a CDPID number is created for the salesman and it is assigned to the vendor record of the travel agency.
This chapter lists the steps necessary to set up and use the salesman logic effectively.
II. SET UP
Use the following CARS+ programs to set up salesman logic for your system.
Each sales staff member must be set up as a user in the User Access File (whether or not they access the system directly.) Contact Thermeon's Customer Support staff to have sales staff members set up.
Assign a code to each sales staff member. The User Access Code set up in the step above is entered in Field 2, "Employee Code".
Example:
OPTION: __ EDIT SALESMAN RECORD
1 Salesman Code PETE H
2 Employee Code THMPAH
3 Sales Territory WEST
1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8C. ASSIGNING A SALESMAN TO A CORPORATE ACCOUNT
A salesman is assigned to a corporate account (CDPID) by entering the Salesman Code in the "Salesman Code" field on page 1 of the record using the program Edit Corporate Account Record.
Example:
OPTION: __ EDIT CORPORATE ACCOUNT RECORDS
(Page 1 of 2) Modified Date 07-29-17
1 CDPID # 1234567890 21 Tour No.
2 Start Book Date 08-01-17 22 Ignore PO's
3 End Book Date 23 Web CDP rates only
4 Company Name THERMEON
5 Contract No. 12345678 24 Source Code
6 Salesman Code PETE H 25 WebRes Use only
7 Hide Rates 26 Monthly Goal
8 Vendor No. 27 Export to NRMA
9 Bill-To 28 Searchable
10 Market Segment 29 IT Code
11 Market Profile 30 Net Rate Product
12 Sales Project 31 Remove Res HCC
13 Webres CC Exempt 32 3rd Party
14 Web Use Alt Rates 33 Allow RA Edit
15 CDP Credit Card
16 CDP CC Expire Date 34 Prevent CC Deposit
17 CDP PIN Required 35 Ask For Dept?
18 City
19 Zip Code 36 Print Name?
20 Pays by 37 Brand Id
1SAVE 2NEXT 3ERASE 4PREV 5 6SEARCH 7HELP 8NXT PAGE
D. ASSIGNING A SALESMAN TO A VENDOR
To track travel agent referrals by salesman, create at least one Corporate Account record (CDPID number) and Corporate Contract record for each salesman. Only one CDPID number is needed for this purpose. However, if you want to track the travel agencies assigned to a particular salesman in sub-groups, use a separate CDPID for each sub-group.
Example: CDPID for employee "Mary Donaldson".
OPTION: __ EDIT CORPORATE ACCOUNT RECORDS
(Page 1 of 2) Modified Date
1 CDPID # MARY-LOCAL 21 Tour No.
2 Start Book Date 01-01-18 22 Ignore PO's
3 End Book Date 23 Web CDP rates only
4 Company Name MARY DONALDSON LOCAL ACCOUNTS
5 Contract No. MARY-LOC 24 Source Code
6 Salesman Code 25 WebRes Use only
7 Hide Rates 26 Monthly Goal
8 Vendor No. 27 Export to NRMA
9 Bill-To 28 Searchable
10 Market Segment 29 IT Code
11 Market Profile 30 Net Rate Product
12 Sales Project 31 Remove Res HCC
13 Webres CC Exempt 32 3rd Party
14 Web Use Alt Rates 33 Allow RA Edit
15 CDP Credit Card
16 CDP CC Expire Date 34 Prevent CC Deposit
17 CDP PIN Required 35 Ask For Dept?
18 City
19 Zip Code 36 Print Name?
20 Pays by 37 Brand Id
1SAVE 2NEXT 3ERASE 4PREV 5 6SEARCH 7HELP 8NXT PAGE
Assign the sales rep to the vendor record by entering their CDPID# in the "CDPID#" field (Field 27). Note that Vendor Type (field 9) must be "COM".
Example:
OPTION: __ VENDOR FILE MAINTENANCE
(Page 1 of 2)
1 Vendor No. ABC 21 Discount Last Yr.
2 Name ABC TRAVEL 22 Default Acct. 5620
3 Address 1 12 MAIN STREET AND LONGER 23 Group Code
4 Address 2 SPRINGFIELD 24 Comm Plan ID #
5 Address 3 MA 01104 25 Original ID #
6 Phone No. 26 Group Vend
7 Fax No. 27 CDPID # MARY-LOCAL
8 Tax ID 28 GDS
9 Type COM 29 PrePay FOP
10 Comm. Pct 5.00 30 Vendor type
11 Terms 31 Commission Opt
12 Due Days 32 Oath Text
13 Discount Days 33 Ticket Declarer
14 Discount Pct 34 Ticket Witness
15 Last Purch. Date 35 Witness Title
16 Status 36 Source Code
17 Purchases YTD 37 Email Skin
18 Purchases Last Yr. 38 Comm Bundled
19 Discounts YTD 39 Toll co
20 E-Mail ABC@EMAL .COM 01-16-18
1SAVE 2NEXT 3ERASE 4 5 6SEARCH 7HELP 8NXT PAGE
III. COUNTER INSTRUCTIONS
In order to track corporate account business by Salesman, the CDPID number of the corporate account must be entered on all RAs associated with the corporate account. Failing to enter the CDPID number on a RA means that it will not appear on a Salesman Report.
Reservations screen: Enter the CDPID number in Field 8c.
RA Open screen: Enter the CDPID number in Field 9c.
To track travel agency referrals by Salesman, the travel agency's IATA number (Vendor Number) must be entered on all of their RAs -- even if you do not pay a commission to them. Enter the IATA number as follows:
Reservations screen: Enter the vendor number in Subwindow B, Field 1.
RA Open screen: Enter the vendor number in Subwindow F; Field 1.
A search of the Vendor File is available in both programs.
User tip: It may be helpful to assign a group code to this type of vendor. Use the "Group" field on the Vendor record to differentiate them. (Page 1; field 26)
IV. REPORTS
Several reports can be used to track and analyze data by salesman code.
A. The Salesman Revenue Report (SALESRPT) and the Individual Salesman Report (SLMRPT) are the same report but differ in the following way:
The Individual Salesman Report can only be run for the one employee who is logged in. This allows Salesmen to obtain reports of their own sales.
The Salesman Revenue Report can be run for any salesman, a range of salesmen or all salesmen.
Data can be obtained using the following parameters:
Salesman
Sales territory (The territory is assigned in the Salesman record.)
Market segment (The market segment is assigned in the CDPID record.)
Date
Location
CDPID number
B. Salesman to Customer Listing
Use this to produce a listing of the records in the Customer Salesman file.
Typically in CARS+ salespersons are assigned to customers by the CDPID number. That is, there is a field in the Edit Corporate Account record to specify the salesperson who should be linked to the corporate account.
In some cases, however, a company with a single CDPID number may have multiple offices in multiple cities. It may be that various members of the sales staff may be assigned to the offices within their district. This means that a single CDPID number may be served by several sales staff members.
The Customer Salesman file is used when a single CDPID number is served by several salesmen. Individual records are added, edited and deleted from that file using the Edit Customer Salesman Number program on the Sales Control Files Menu.
C. Revenue Analysis Report
This is a report of performance and analysis of rental revenue from closed RAs. Data can be sorted by Salesman, by CDPID number, or by Travel Agent. The report is divided into two sections:
Revenue Section - the user chooses which revenue items to show in separate columns such as Time & Mileage, Coverages (grouped or listed individually), prepaid fuel, etc.
Analysis Section - Calculations are made showing such things as the number of rental days, revenue per day, revenue per RA, average rental length, etc.
D. Corporate Account Report
This report is comprised of data from closed and posted RAs with CDPID numbers. Like the Salesman Revenue Report, it can be run for a particular salesman, a range of salesmen, or all salesmen. Market Segment and CDPID numbers are also offered as selections. When requested in detail, one line of information prints for each RA including:
Open and Close dates
Renter's name
Vehicle class
Opening location
Time and Mileage/Km revenue
LDW revenueSeveral statistical summaries are shown after the final subtotals:
Summary by month
Summary by Class
Summary by FOP
Summary by Opening Location
Summary be Rental LengthE. Vendor Commission Report
This report calculates and shows commissions payable to travel agents, garages, and other commissionable vendors. The report lists all no-show and cancelled reservations, as well as all commissionable RAs that closed and were POSTED during the selected time period.
V. Miscellaneous Notes
Mass Apply Salesman Codes
Use this program to change the salesperson on customer records. It can be useful when a new salesperson takes over for one who has left the position. When old and new salesperson codes are entered in the appropriate fields, all existing records in the Salesman File for the old salesperson are cloned with the new salesperson's code as of the effective date entered. The previous record is terminated with a date that is one day prior to the effective date.
If the field for the old salesperson is left blank so that only a new salesperson code is entered and a CDPID # is entered, the following takes place:
The Customer file is examined for matches on the CDPID number. For each record found, the Customer Salesman file is read by the Customer number. If records are found, they will be cloned with the new salesman code and effective date. The previous record will be terminated with a date that is one day prior to the effective date.
If no matching records are found, a new record will be created.
Multiple CDPID numbers on the same transaction:
If a client books a reservation through a travel agency to which a CDPID number is assigned, and that client also gives his personal CDPID number to the travel agent, the reservation and RA will reflect the client's CDPID; not the travel agent's. However, the Salesman Revenue and Corporate Account Reports provide for this in that the travel agent's CDPID number is used for reporting purposes.