PCS Training Material CCA

PCS System Functionality

Objectives:

• Learn what is PCS
• PCS functions and characteristics
• How to search for accounts
• How to create accounts
• Edit or add information within the account

INDEX

1. PCS Introduction2. PCS Home Page 3. PCS Search Mechanic 4. PCS Account Creation 5. PCS Account Maintenance

Instructions:

In this presentation we have several interactive elements which reveal information when you click on them, if you see any of these icons blinking it means they contain information. and you must click.

PCS Introduction

1. PCS Introduction

The PCS application is a proprietary program designed and developed by Systemax for use with in its subsidiaries. This program manages and stores data in all areas of our business.

When an order is placed for our company’s customers, the records associated with the order are stored in the PCS system. Data from the order will flow from PCS Sales to our Warehouse, Customer Service and Accounting departments.

1. PCS Introduction

PCS System Standards

Mouse Click Commands:

• PCS is a “click” based application.
• Use the mouse when working within the PCS system applications.
• The Enter key command on the main keyboard is not a PCS programmed keystroke.
• Avoid using the Enter key to ensure all the data is captured.

Back Button Commands :

• Do not use the Back button keystroke command
• The PCS system will not store data properly if the Back button in used.
• If returning to the previous page after using the back button keystroke command, you may need to reenter the data manually.

1. PCS Introduction

PCS System Standards

Field Standards :

• Required fields are flagged with a red asterisk.

• The PCS system is not Case Sensitive. The logon password is one of the few exceptions to this rule.

• Dimmed fields on any screen are for display only and cannot be edited.

1. PCS Introduction

Navigation Aids

Breadcrumbs PCS uses a secondary navigation aid called breadcrumbs. The term “breadcrumbs” is defined as a trail of web pages a user has visited to arrive at the present screen.

• In PCS, a user’s breadcrumb trail of screens will be mapped and listed at the top of a user’s display.
• The breadcrumbs start with the first page and ends with the current page.
• If the screen can be selected to allow a user to go back, the name of the screen will be underlined.

1. PCS Introduction

PCS System Standards

Recent History Recent History log shows a list of where a user has recently saved information in the system:

1. PCS Introduction

- What is a Purchase Order or PO?A Purchase Order is a commercial document and first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services. A customer-generated Purchase Order (P.O.) will incorporate all the information needed to process the order request. Please find a sample to the Purchase Order (P.O.)

QUIZ

PCS Intro

Start

1. Required fields are flagged with a...

Number sign (#)

Check mark (✓)

Red asterisk (*)

2. What is the use of the recent history?

You can see the recent contact history

It shows a list of where a user has recently saved information in the system.

Gives you information related to the quote

3. A Purchase Order (P.O.) will incorporate all the information needed to process the order request.

FALSE

TRUE

PCS Home Page

2 PCS Home Page

When users logon to the PCS system, the first screen to open is the home page. The home page is customized for each individual user based on the needs of your job function.A PCS system administrator assigns access to the home page and the user applications. Dependent upon user need and management direction, the administrator may assign additional or remove unused display options. On this home page we have three (3) menu: - Horizontal - Vertical - Recent History - Sales Dashboard

2 PCS Home Page

Vertical Menu

The vertical menu located on the left margin of the homepage is used to access different modules of the application. When the PCS System Administrator assigns a user role, they are granting access to areas of the application that are in accordance with the user’s required job tasks.

Horizontal Menu

The Horizontal Menu is located at the top of most PCS screens. This menu provides quick and easy access to the PCS Home page as well as some of the most frequently used single-mouse-click system functions

2 PCS Home Page

Sales Dashboard

The sales dashboard is divided in two sections, upper and lower. Upper section:

2 PCS Home Page

Lower section:

Activity

PCS Home Page

Indicate the use of each one of the following tabs

10

11

12

13

18

16

14

17

15

20

19

21

22

23

24

PCS Search Mechanic

3 PCS Search Mechanic

When our clients call and do not remember what their account number is, it is our duty to help them find the account in our PCS, to do that we have 2 different ways, the first one allows you to look for Consumer & Business accounts, see the following steps to follow when performing an account search.

B) Click "Order Entry - Inbound"(New)

A) From the vertical menu click "Customer Service"

3 PCS Search Mechanic

B) Now you're in the search for an account screen, you can ask the customer to provide you any of the below information, let's ask the company's zip code and house number

3 PCS Search Mechanic

3 PCS Search Mechanic

The second way allows to look only for Business accounts

A) Click "Search Accounts" on the vertical menu

B) From here we can find the customer's existing account by entering diferent pieces of information. For example enter the zip code and the street address number of the Ship-to or Bill-to address & Click "Submit"

3 PCS Search Mechanic

C) Use the Ship-To or Bill-To address zip code + street address number; best practice technique is to obtain the highest number of search results. PCS search is not case sensitive. Example: A customer calls from a company named “Hagemeyer”. Enter Ship-To zip code (29607) and the street number (150). Search returns 17 lines of Search Results.

3 - PCS Search Mechanic

D) Since you have too many lines of results you have to scrub the account, enter first three (3) characters of the name in the Account Name form & Customer's fist name + last name field to refine search further and click "submit"

E) Click the corresponding account number link to go to the Account Screen

3 - PCS Search Mechanic

Customer's Account Screen

3 PCS Search Mechanic

Note: If you get the "No data available" result, it indicates the account does not exist.

QUIZ

PCS Search Mechanic

Start

1. Best practice technique to find the correct account.

Use the Ship-To/Bill-To address zip code+street address number, in addition to the company and customer name

Use the company name and order number

None of the above are correct

8. The "No data available" result, indicates the account does not exist.

TRUE

FALSE

9. What type of accounts we can search by the "Search Accounts" on the vertical menu?

Consumer Accounts

Business & Consumer Accounts

Business Accounts

PCS Account Creation

4 PCS Account Creation

- Business Accounts Below steps are the one to follow when creating a Business Account

A) From the vertical menu click "Sales Force Automation"

B) Click "Business Accounts"

4 PCS Account Creating

C) Click the "New" tab

D) Proceed filling out all the required fields with the customer company's information and click "Next". Required fields are indicated by a red asterisk *. Additional field information wants to be entered as it becomes available when the account is being worked on.

4 PCS Account Creating

E) The last step is enter all of the required customer's information and click "save" & the account will be successfully created

4 PCS Account Creating

- Consumer Account Follow the below steps to create a Consumer Account

A) From the vertical menu click "Sales Force Automation"

B) Click "Consumer Accounts"

4 PCS Account Creating

C) Fill out the required information and click "save"

E) From the vertical menu please click consumer addresses

D) Once you click save, you'll have this pop-up, click ok

4 PCS Account Creating

F) The addreses you have to add when opening a new account are Bill-To address and Ship-To address, please proceed entering the addresses and click save

G) After clicking save you'll get the below pop-up, click ok

H) To add the Ship-To, please check the new box, choose select from the address code drop down menu & repeat the previous proccess but this time using the Ship-To address

QUIZ

PCS Account Creation

Start

1. In what situation do we have to create an account?

Everytime we speak to a customer

When the customer does not remember the account number

After searching and not fiding an exiting account

2. The addreses you have to add when opening a new account are:

Mail-To address & Bill-To address

Ship-To address & Bill-To address

No addresses needed

3. When PCS gives you this error it means...

The Bill-To address is incorrect

There is an existing account with the same name

The account name is misspelled

PCS Account Maintenance

4 PCS Account Maintenance

There are times when the information in an account suddenly changes due to the company moved, new hires or new people in charge of a department and we are the ones in charge of editing the information if the client requests it. In this section we will learn on how to provide general maintenance to an account, such as:- Editing contact information - Adding and editing addresses, - Confirming whether the account is coded as Tax Exempt, - Verifying sales history, - Credit status, - Account open invoices and more.

5 PCS Account Maintenance

- Contacts: from here you can see, add or edit any information from a contact. Let's begin with the steps on how to edit the information: A) Click the little pen located next to the first name

5 PCS Account Maintenance

B) First we have the Edit Contact Information, where we can edit any customer information

C) Second is the Online (Extranet Settings), where we can edit the online account settings/info.

5 PCS Account Maintenance

D) Last but not least we have the "Edit Contact Settings" & the "Comments" section.

E) Click "Save"

5 PCS Account Maintenance

- Add a contact: to an account is as well one of the actions you can do in the "Contact" sectionA) Click "New"

B) Enter all the required information to create the new contact, including Extranet Settins & Edit Contact Settings

5 PCS Account Maintenance

- Addresses: An account can have Bill-To address, Ship-To address, Mail-To address, etc. & we have the ability to add/edit any of them.A) Click the Address Code of the address type you'd like to add/edit

To edit: update the needed information & click "save"

Once you click "save" it'll give you this pop-up

5 PCS Account Maintenance

To add:

2- Enter the new address information

1- Click "clear" on the bottom of the page

3- Once entered proceed to click "save"

When the addres has been saved you'll get the below pop-up

5 PCS Account Maintenance

Tax Exempt Certificate: from this page you can verify if the client's account is coded tax exempt

5 PCS Account Maintenance

- Sales History: from this page you can see all the orders the customer has placed, check the sales history will serve you to: - Create a game plan prior to an interaction.- Refer to the customer by using the last order they placed - If the customer would like to re-order an item or items

Click the "View" drop down menu to sort the sale history by date range

To find the order quickly you can type information on the search bar

5 PCS Account Maintenance

- Credit Status: this allows you to know the current open credit or credit card status

Here we're able to see if the customer has open credit and the current status

Here we're able to see if the customer has a credit card on the account

5 PCS Account Maintenance

- Open invoices: from this page we're able to see or send to the customer the account open/closed invoices & credit memos.

Credit M.

Invoice

View Open invoices: the invoices the customer has pending or past due.

View Closed invoices: these are the paid invoices. See below three (3) simple steps on how to send the invoice to the customer:

5 PCS Account Maintenance

- Customer carrier: this is when a customer has their own account with a Ground Service or Freight Carrier, our Company can bill their account number for shipping charges for their order. From this page we can see, edit, detele or add a customer carrier to the account.

Add a new customer carrier: follow below steps

Edit a customer carrier: follow below steps

QUIZ

PCS Account Maintenance

Start

1. We can edit all the addresses on an account except by...

Mail-To Address

Shipping address

Bill-To Address

5. These boxes will be checked everytime we speak to a customer.

TRUE

FALSE

3. The sales history will serve to:

Check all the orders the customer has placed

Check the quotes the customer has pending

Update the orders information

4. An invoice is a document issued by Global to the customer that indicates the quantities and costs of the products provided.

FALSE

TRUE