Sales Advice Documents
- Matthew Garrett
The Sales Advice Documents screen provides a list of all sales advice documents for a client. Multiple sales advice documents may be created for a client and these can be used as a means of comparison between house products. It is also used as a full version history of all client changes.
Documents synchronised to Framework ECM may not be edited. If modifications are required for a sales advice document, a copy can be created and edited accordingly.
A selected sales advice document may be printed from the screen by clicking the Print or Print Preview toolbar icon or by selecting Print from the File menu.
Procedures
Creating A Blank Sales Advice Document
Click New. The Create a New Sales Advice Document confirmation prompt will appear.
Click No to create a blank sales advice document. The Client tab of the Sales Advice dialog will be displayed.
Enter the details.
Click OK. The dialog will close and a new sales advice will be created.
Copying A Sales Advice Document
From the Sales Advice Documents list, select the sales advice document to be copied
Click New. The Create a New Sales Advice Document confirmation prompt will appear.
Click Yes. The Client tab of the Sales Advice dialog will be displayed.
Click OK. The dialog will close and a new sales advice will be created.
Sales Advice Dialog - Client Tab
The Client tab is used to capture key information about the client, including their contact details, current home address and the site details.
General Group
Field | Description |
|---|---|
Status | Click to select the sales advice status. Example: Deleted, Cancelled, Pending Cancellation, Inactive, On Hold, Active. |
Full Name | Full name of the client. |
Report/Search Name | Report/search name of the client. |
Category/Quality | Category: A field for assigning a lead category code. Quality: A field for assigning a percentage to indicated the quality of the lead. |
Deposit Paid | Date the deposit was paid. |
Paperwork Complete | Date the paperwork was completed. |
Contact Person 1 Group
Field | Description |
|---|---|
Title | Title of the contact. |
Given Name | Given name of the contact. |
Surname | Surname of the contact. |
Full Name | Full name of the contact. |
Telephone (AH) | After hours telephone number for the contact. |
Telephone (BH) | Business hours telephone number for the client. |
Mobile | Mobile telephone number for the client. |
Fax | Fax number for the client. |
Email Address | Email address for the client. |
Client Address Group
Field | Description |
|---|---|
Street Number | Street number of the client's home address. |
Street Name (Line 1) | Street name of the client's home address. |
Street Name (Line 2) | Second line of the client's home address. |
Suburb | Suburb for the client's home address. |
State | Australian state for the client's home address. |
Postcode | Postcode for the client's home address. |
Land Council Group
Field | Description |
|---|---|
Council Name | Municipality or council for the land. |
Zone Allowance | Zero allowance information relating to zone charges or policies. |
Specification Group
Field | Description |
|---|---|
Salesperson | Primary salesperson for the sales advice. |
Region/Division | Region/division allocated to the salesperson. |
Framework Job | Framework job number, once synchronised to Framework ECM. This field is locked and cannot be edited. |
Notes/Legal Contact
Field | Description |
|---|---|
Notes/Legal Contact | A free text area to record any notes relating to the prospect, including legal contacts. |
Contact Person 2 Group
Contains the same fields as Contact Person 1.
Land Address Group
Field | Description |
|---|---|
Lot Number | Lot number of the site. |
Street Number | Street number of the site. |
Street Name (Line 1) | Street name of the site. |
Street Name (Line 2) | Second line of the site address. |
Suburb | Suburb for the site. |
State | Australian state for the site. |
Postcode | Postcode for the site. |
Map Reference | Map reference for the site. |
Estate | Estate name, if applicable, for the site. |
Estate Stage | Release stage for the estate, if applicable, for the site. |
Sales Advice Dialog - Sales Advice Tab
The Sales Advice tab is used to capture details relating to the type of sale and the issues that need to be addressed in order to move forward with the sale. These involve details of the site, finance, advertising feedback, and early deliverables.
Site Details Group
Field | Description |
|---|---|
Developer | Name of the land developer. |
Dev. Approval Required? | Developer approval requirements. |
Dev. Contact Details | Land developer's contact details. |
Dev. Phone Number | Land developer's phone number. |
Registered? | Land title registration status. |
Forecast Registration | Forecast date of the land title registration. |
DP Number | Deposited plan number. |
Road Complete? | The road complete status for the land. |
Kerb/Gutter Complete? | Kerb and gutter complete status for the land |
Settled? | Land settlement status. |
Forecast Settlement | Forecast date for land contract settlement. |
Exchanged? | Land contract exchange status. |
Knockdown/Rebuild? | An existing dwelling on the land is required to be removed prior to the construction of the new home. |
Demo. Quote Required? | A quote for a demolition of an existing dwelling on the land is required. |
Had Land Prior to Visit? | Land ownership status prior to the sales process. |
Area | Size of the block of land. |
Frontage | Width of the block of land. |
Finance Group
Field | Description |
|---|---|
First Home/FHOG? | First Home Owners Grant (FHOG) entitlement or application. |
Property to Sell? | Does the client have a property to sell prior to proceeding with the sale? |
Cash Client? | Is the client paying by cash? |
Lender/Budget Advice? | Does the client require financial referral or advice? |
Lender | Name of the finance lender. |
Pay Deposit at Contract? | Will the client pay a contract deposit at the time of contract signing? |
Current Ownership | Details of the ownership status of the land. |
Field | Description |
|---|---|
Television? | Was the client referred to the company by television advertising? |
Press? | Was the client referred to the company by press advertising? |
Radio? | Was the client referred to the company by radio advertising? |
Internet? | Was the client referred to the company by Internet advertising or Internet content? |
Direct Mail? | Was the client referred to the company by direct mail advertising? |
Display Village? | Was the client referred to the company by display village advertising or location? |
Word of Mouth? | Was the client referred to the company by word of mouth advertising? |
Signage? | Was the client referred to the company by signage advertising? |
Salesperson Checklist Group
Field | Description |
|---|---|
House Siting Signed? | Has the house siting document been signed by the client? |
Client Variations Signed? | Has the client variations document been signed by the client? |
VOs, Master, Facade? | Has the variation order, master, and façade documents been acknowledged by the client? |
Buyers Checklist? | Has a buyers checklist document been provided to or acknowledged by the client? |
Procedures Signed? | Has a procedures document been signed by the client? |
Pricing Sheet? | Has a pricing sheet document been provided to or acknowledged by the client? |
H&L Info Attached? | Has house and land information been attached? |
Finance Checklist? | Has a finance checklist document been provided to or acknowledged by the client? |
Advised Site Start? | Has the client been advised of the site start date? |
Deposited Plan Number? | Has the deposited plan number for the block of land been provided? |
Location Map? | Has a location map document been provided to or acknowledged by the client? |
Unregistered DP? | Does the land have an unregistered deposited plan? |
Council Checklist? | Has a council checklist document been completed, provided to, or acknowledged by the client? |
Receipt Number? | Has a deposit receipt number been provided to or acknowledged by the client? |
Sales Advice Dialog - Product Selection Tab
The Product Selection tab is used to record and capture details of the sale specific to product selection and pricing.
Document Group
Field | Description |
|---|---|
Number | Sales advice number, sequentially allocated. This field is locked and cannot be edited. |
Date | Date the sales advice was created. This field is locked and cannot be edited. |
Name | Sales advice name, sequentially allocated. This field is locked and cannot be edited. |
Reference | Reference name of the sales advice, sequentially allocated. This field is locked and cannot be edited. |
Sale Package Group
Field | Description |
|---|---|
Sale Type | Allocated sale type. Click the Sale Type popup button to select. |
Name | Name or description of the sales advice. This name should differentiate it from other quotations or sales advice documents. |
Inclusions Template | Document template that specifically lists the inclusions relevant to the quote. |
Price | Assigned or quoted value of the sales advice. This is not linked to the value of the quotation. |
Price Effective | Date from which the quoted price is effective. |
Receipt Number | Deposit receipt number. |
Allocated Site Start | Forecast or expected site start date. |
House Package Group
Field | Description |
|---|---|
House Package | House package. Click the House Package popup button to select. |
House Promotion | House promotion. Click the House Promotion popup button to select. |
House Product | House product. Click the House Product popup button to select. |
House Class | House class. Click the House Class popup button to select. |
House Type | House type. Click the House Type popup button to select. |
House Facade | House facade. Click the House Facade popup button to select. |
House Series | House series. Click the House Series popup button to select. |
House Siting | House siting. Click the House Siting popup button to select. |
House Elevation | House elevation. Click the House Elevation popup button to select. |
Variation Price Book Group
Field | Description |
|---|---|
VPB Version | VPB version allocated to the sales advice. This can only be assigned when creating a new sales advice. Once assigned it cannot be edited. Click the VPB Version popup button to select. |
VPB Area | VPB area allocated to the sales advice. This can only be assigned when creating a new sales advice. Once groups and items are assigned it cannot be edited. Click the VPB Area popup button to select. |
Price Registration Group
Field | Description |
|---|---|
Form Signed | Date the price registration form was signed. |
Form Number | Price registration form number. |
Home Manual | Date the home manual document was provided to the client. |
House Type Image Group
Field | Description |
|---|---|
House Type Image | Displayed image associated with the house type product information. |
Sales Advice Dialog - Quotation Tab
The Quotation tab is used to create a quotation document using items from the VPB, imported templates, or non-standard items.
Quotation Group
Field | Description |
|---|---|
Budget | Amount the client has to spend. |
Total | Value of the current document. This is derived from the document itself. This field is locked and cannot be edited. |
Balance | Calculation of the difference between the Budget and Total document figures. This is derived from the document itself. This field is locked and cannot be edited. |
Groups List
Column | Description |
|---|---|
Mandatory? | Flag set in a template that denotes whether the group must be included in a quotation. |
Included? | Flag that determines whether the group's details and price are included in the quotation. |
# | Sequential number of the group, based on order of appearance. |
Name | Name allocated to the group. |
Total Price | Total value of the items included in the group. |
Items List
Column | Description |
|---|---|
Mandatory? | Flag set in a template that denotes whether the item must be included in a quotation. This field is locked and cannot be edited. |
Included? | Flag that determines whether the item's details and price are included the quotation's appearance and pricing. |
# | Sequential number of the item, based on order of appearance. |
VPB Ref. | Reference number of the original VPB item. |
Description | Notes about the item. |
Qty. | Quantity assigned to the item. |
Price | Retail price of the item. |
Published | Published price of the item. |
Buttons
Button | Description |
|---|---|
Click to import an existing sales advice, or a Template. This button launches an import process where a pre-existing template or quotation can be selected and added to the current sales advice. |
Procedures
Reconciling A Sales Advice Document
The reconcile function will re-order the Groups and Items lists by placing the included items at the top and excluded items at the bottom of the respective lists.
When all quotation groups and items have been entered for a sales document:
Click . The Reconcile Sales Advice message prompt will be displayed.
Click Yes to reconcile the Groups and Items list.
OR
Click No to cancel the reconciliation.
OR
Click Cancel to cancel the process.
Importing To A Sales Advice Document
A quotation document may be made up of one or more pre-existing templates. The Import button allows for a document template to be added. Once imported, template items can be deleted or modified according to the quotation requirements. The quotation does not need to be restricted to the template items; further groups and items can be added, either as standard or non-standard VPB quotation items.
Click Import. The Select Document Import Source dialog will be displayed.
Select the source.
Click OK. The dialog will close.
Depending on your selection, follow the on-screen dialogs.
After selecting the document, the user will be returned to the Quotation tab of the Sales Advice dialog.
Sales Advice Dialog - Reservation Tab
The Reservation tab is used to select and reserve available Land from the ECM database for the selected Client.
For detail on how the Reservation process works, see Land Register and Reservation.
Other Tabs or functions may be available based on custom requirements. The above content represents Standard configuration.