General Setup/Module D - Users and Salespersons

INTRODUCTION TO USERS AND SALESPERSONS IN SOLACE ACCOUNTING

Solace accounting manage users and salesperson in in place as a salesperson is created as a user in the system. A salesperson will then login in the system as a normal user but with an extra function related to sales activity in the company. All salespersons are users but all users are not necessary salesperson. Solace accounting organise role for users, this helps controlling user’s accesses in on location the role and each user is assigned only one role. Changing the role access rights changes access rights of all users assigned with the role.

MANAGING USERS AND SALESPERSONS

To create users/role

From the main screen click on Control Panel to open the main configuration menu.

Double-Click on User Access button in the Assistants group to get to the following screen.

The first tab list all the roles and the second list all the users. Uses small button on the bottom of the list to create, delete and save roles.

On the Access rights list put a tick in all the options the role is allow to perform in the system. Click on User list to manage users.

Click on the green plus button at the bottom of the user roles list.

Type the Description in the Description box in the top right block.

Tick the administrator checkbox if the new role should be assume as administrator group.

Tick the Active checkbox if this role is active.

To save the role click on the diskette button at the bottom of the role list.

Now the role is saved and the access for this role can be set using Access Rights checklist

Click on Apply to save all the access rights defined for the role.

To add/remove/edit users

From the same screen as roles, Solace give the ability the manage users that will be allowed on the system. Each user must attached to a role. Access rights for each users are those defined for the role the user belongs to.

Click on User List Tab to get to the below screen

Click on the Green Plus Button at the bottom to add new user

Click on the Red Cross Button to remove the selected user

Click on the Diskette Button to save changes.

Note: In Solace once the first user in added, the entire company is now secured and any time a user open the company a login screen will be displayed and the company will open only on a successful User name and Password. After the company is opened, anytime a user try to access any restricted resource than is not allowed to access Solace accounting resource an error message box with be displayed stating “Access Denied”

When adding or editing a user make sure that all the boxes in the screen bellow are filled accordingly or the user will not be able to log into the company.

Let give more light on the Access Expire: When the user only have a limited time to access the system, use this filed and specify the last date the user is allowed to access this company information.

Note: In Solace any Sales person is first a user on the system. So any added sales person will also be listed as system user.

To Add/Edit/Delete Salespersons

From the main screen click on Control Panel to open the main configuration menu.

Double-click on Salespersons to open the following screen.

To add new salesperson, click on add button then fill the details. You must select the user role with which the salesperson will be accessing solace features.

To edit, select on the left the salesperson to change, update details accordingly the save.

To delete a salesperson, select the person to remove then click on delete button.

Note: Once one password has been entered, Solace accounting will force all users and salesperson to enter User Name and Password to login into the system. The last administrator role cannot be delete but can change the description to suits any other need but still act as administrator.

To use salesperson payed commissions

Each sales person can have his own rewarding rules for sales recorded in the system. Solace accounting uses 2 methods to evaluate sales commissions.

The first one is commission on net sales. The full amount of the sale is used and evaluated for each range percentage.

The second is commission paid on gross profit only. The total gross profit of the sale is used and evaluated for each range percentage. Solace accounting will always use average cost in commission’s evaluation.

From the Salespersons screen click on commissions tab to define percentage table for the selected salesperson.

Select the Source of the commission by selecting which method to be use for calculations.

In the table, specify the ranges and percentage for each range. Put the low limit of the range and solace will set the max limit, the target, accordingly.

Solace accounting will calculate commission on the point of posting the sales invoice using the costs at the point of time. Report can be then generated on historical data. (See Sales Commissions report)

To illustrate this, let use our sample company and use the following transactions.

Marie sold 2 Dining Suites for 8 618.40, exclusive price, each that costs 7 200.00 each. Commission on gross profit.

Tracy sold 3 lounge suites for 8 850.80 each that costs 7 980.00 each. Commission on gross profit.

Russel sold 10 Garden Chairs for 285.00 each. Commission on sales.

Marie and Tracy Commission table	Russell Commission Table

To entre Marie and Tracy table.

Open the Salespersons screen.

Click and Open the Commission tab.

Select Marie in the list of names.

Select Gross Profit in the Source list.

Click in the Range Amount table in the first row first column. Leave the value to 0 and press Enter key, this will jump to % column.

Enter 4.25 and press Enter. This will jump to the second row.

Type in the second row first column 1000 and press Enter key, Solace will calculate the first row and fill the target to 999.99

Press Enter to type in 3.50 the rate for the second row.

Click on Save. The resulting screen will be like the following.

Repeat for Tracy.

To enter Russel table.

Same as for Marie and Tracy,

Select Sales in the source list.

Type in the ranges and percentages (As described for Marie).

Click on Save. The resulting screen will be like the following.

Now enter the sales via invoicing screen. (See invoicing module). And post all 3 invoices.

To print commission report

On the report we will see

For Marie earning commission on gross profit.

From the invoice, these values will be calculated and saved.

2 items * 8 618.40 (Exclusive price)	= 17 236.80
Cost Price is 7 200.00 * 2	= 14 400.00
Gross Profit	= 2 836.80

The Commission report will evaluate as follows

The first 1 000 at 4.25 will earn	= 42.50
From 1 000 onward 2 836.80 – 1000 = 1 836.80 at 3.50% will earn	= 64.29
The total commission will be	= 106.79

For Tracy also earning commission on gross profit.

From the invoice, these values will be calculated and saved.

3 items * 8 850.80 (Exclusive price)	= 26 552.40
Cost Price is 7 200.00 * 2	= 23 940.00
Gross Profit	= 2 612.40

The Commission report will evaluate as follows

The first 1 000 at 4.25 will earn	= 42.50
From 1 000 onward 2 612.40 – 1000 = 1 612.40 at 3.50% will earn	= 56.43
The total commission will be	= 98.93

For Russell is earning commission on sales.

From the invoice, these values will be calculated and saved.

3 items * 285 (Exclusive price)	= 2 850.00

The Commission report will evaluate as follows

The first 500 at 4.23% will earn	= 21.15
The second part for 500 to 2 000 = 1 500 at 4% will earn	= 60.00
From 2 000 onward = 850 at 3.5% will earn	= 29.75
The total commission will be	=  110.90

From the main screen click on Reports.

On the report main screen click on Sales Reports.

Under Sales Reports groups double click on Sales Commissions button to open the report option

Select period range and other settings then click Print button.

Cost and prices before capturing invoices can be found on the cost report.

From the main screen click on Reports.

On the report main screen click on Inventory.

Under Transactions groups double click on Inventory Costs button to open the report option

Select period range and other settings then click Print button.

WERE FROM HERE

This module was about users and sales persons, Solace accounting contains more features that are explain in more tutorials and that need to be studied to master the system. Find more info on the wiki page and Solace accounting web page.