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Welcome to OASIS!»Entering Manufacturers and Cus…
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Last modified on 6/18/2015 9:50 AM by User.

Entering Manufacturers and Customers

The most important items to enter into OASIS either during a demo period or prior to training are Manufacturers, Customers, and Contacts. It is not necessary to get every detail listed below, but enter as much information as you can. This document will guide you through the most important steps. 

Manufacturers

Go to the Manufacturers section. Click on the New button  on the tool bar or go to File > New.

General Tab

  • Manufacturer Name & ID - You must enter a manufacturer name and ID for OASIS to accept it (required).
    • Note: - Make sure you do not have spaces before or after the ID or Name!! 
  • Parent Company – Do not enter at this point, we will cover in training.  
  • Active - Make sure the manufacturer is set to Active. 
  • Specialization – Leave blank for now, will be covered in training.
  • Logos – Drag & drop a manufacturer's logo here and resize. Call for help if needed (format jpg, gif, or png)
  • E-Mail O2O - If the manufacturer uses OASIS internally, any emailed quote or order can have a copy of the transaction in OASIS native format for quick entry into their system.

Contact Information

 

Enter mailing, shipping and remit to addresses for this mfg. To enter phone, fax, etc., just double-click on the cell below “Kind”. The options will appear, then select the kind and enter numbers or addresses as needed. 

Contacts 

To enter contacts for the manufacturer, you have a few options: 

  • Quick way – Click on the New Line button . A new line will appear. Enter the contact information in the proper cells (as shown above). This is a quick way to enter multiple contacts. Just keep adding lines as necessary.
    • Use the CSR box to designate the contact (even if it is an order entry email address) at the factory. This makes this contact automatically selected for emailed orders. 
    • Use the Quoter box to designate the contact (even if it is an quotations email address) at the factory. This makes this contact automatically selected for emailed Requests for Quote. 
    • Use the Accounting box to designate the contact at the factory.
    • Use the RMA box to designate the contact at the factory for returned merchandise authorizations. This makes this contact automatically selected for emailed RMA requests 
    • Note: - Entering the contacts email and fax number will allow OASIS to email or fax documents directly from OASIS. 
  • Alternate – click on the New button  and the quick contact editor window will appear.

Enter the contact information as needed. (Sample above). 

  • Detailed way - Go to the Contacts section of OASIS and create a new contact entry.

General tab

Contact Information tab

  

Terms tab

Order Terms

In the Order Terms tab, there are several options that are explained in training. 

  • Account Required for Order – For manufacturers that require an account number. 
  • Agent Number – Enter your agent number for this manufacturer (Some manufacturers require it on all orders. If entered, it will show on all orders.)  
  • Resell OK – If this manufacturer allows you to resell products, then this box must be check to enter resell orders. Left unchecked, OASIS will not allow resell orders with this manufacturer. 
  • Resell Only – If this manufacturer, I only buy items to resell. Check the box and it will allow only resell transactions for the manufacturer. 
  • Resell Account Number – If needed/used, enter it here.
  • Ingen ID - Used for customized programming. 
  • Default Lamp Manufacturer – Is this manufacturer a default lamp mfg
  • Misc Submittal Manufacturer - Sets this entry as a "misc" entry for submittal use. Commonly used for submitting items for manufacturers that you do not rep but that you can acquire.
  • Merge and sort items on order print - Will merge items that have the same part number on the order print.
  • Recap change orders – Used if manufacturer will not accept Hold For Release orders
  • Customer PO Required – If customer requires a copy of the customers PO, users of OASIS can drag the PO to the attachments tab and send with PO to factory.
  • Agency Holds Only – Setting for when the manufacturer will not accept Hold for Release orders.
  • Entry for Invoicing only – Used when no vendor orders will be created for this mfg entry (invoicing only)

Price Lists tab

This tab is used to separate price lists between workgroups and/or quote and order entry.

New Order Message tab

  • Any text typed here will display in a pop up window when an order is created for this manufacturer.  
  • The text here can be changed at any time.

 

Freight / Shipping tab

  • Minimum Order can be set for Parts Order, Min Order Amount, or Weight
  • Freight Allowance can be set for dollar amount or weight 

 NOTE: Tracking is set for lead times on stock or project orders, these will affect estimated ship dates and shipping info.

Commissions / Invoicing tab 

  • Quotes/Orders - Users can set standard commission rates (Std Comm) and standard overage splits (your portion). These are default settings and can be over-ridden by price files or manual entry.
  • Invoicing – settings for average days to paid and thresholds can be set to close Invoices and PO’s by dollars $$ or percentages %.
  • Commission Opportunities – territory splits can be set to properly give credit for out of territory jobs.

 

Submittals tab

These settings help manage automated warnings and archiving of cut sheets based on age. See this document for more information on this feature. Auto-archiving Cut Sheets Feature

Terms Text

Printed terms for customer confirming copy of an order, manufacturer copy, quote terms (and conditions) and price books will be explained in training. Terms can be entered here per manufacturer and shown on any of the transactions listed on the tabs.

 

Other tabs

  • Accounts – Entry of account numbers that customers have with this manufacturer
  • Workgroups – Which workgroups this manufacturer is represented in
  • Goals – Sales and earnings goals can be created for this manufacturer and reported throughout the time frame of the goal 
  • Warehouses  – Warehouses for this manufacturer can be entered and the average days to have a part shipped (actual date) from this warehouse into your territory. You may enter it and OASIS will help you figure your shipping information for your customers. 
  • Notes  – Any notes about this manufacturer entered here are “internal” to your office only 
  • Attachments – Any electronic documents related to this manufacturer can dragged in here for later review (contracts, agreements, etc).

Customers 

This includes anyone you do business with: distributors, architects, engineers, contractors, interior designers, etc. It is important for demo and training purposes that you add at least one from each category. We encourage entry of all entities you do business with in OASIS to allow for more powerful reporting. OASIS not only tracks distributors, but also tracks specifiers related to each project/job. OASIS uses this information for job status, customer follow-ups, and reporting.

General tab

Click on the Customers section and click the “New”  button  on the toolbar. 

NOTE –Customer Name and ID are all that is required to use this Customer entry. 

Customer Name – Complete Name. Neither Name or ID can be used twice.  It is recommended to add the location to the end of this name so that distributors with multiple branches can be easily distinguished in some listings. 

Customer ID – uniquely identified ID for this customer. Example: 

Customer ID 

Customer Name 

CED/ST

Consolidated Electrical Distributors – South Town 

GRAY-NOR 

Graybar – North Bay 

ABR 

Abraham, Beecher and Ray Architects 

SMITH 

Smith Engineering 

 

  • Active – Select whether this customer is active or not. Customers with quotes and orders in the system should be inactivated rather than deleted to maintain the historical data. 
  • Out of Territory – Explained further in training. This can set up a customer in another territory to track sales. 
  • Send - If a customer uses OASIS internally, you can set them to receive O2O files so they can quickly load transactions into their system. Alternately, if they request, you can always attach an Excel spreadsheet of the transaction. 
  • Allow auto match on PO only - Only use if instructed by Ingen Software.
  • Customer Type – select type of customer (Distributor, Architect, Engineer, etc). These are customizable to add other types such as Landscape Architect, Interior designer, etc. A customer type must be selected to be used. 
  • Customer Rank – OASIS allows you to rank customers for internal use. 
  • Assigned To – if a designated person is assigned to this customer you can assign here and it will show on several different reports in OASIS. 
  • Alternate Role - Used to set up a customer for multiple assigned salespeople. 
  • Dates - Created - Who created it and when it was created.
  • Dates - Updated - Who created it and when it was updated last.
  • Logo - Drag and drop a logo into the logo field to import it.

Contact Information tab

Enter the Sold, Ship, and Billing Address with the “Name” in the first line of each. 

NOTE – the billing address may be a central billing address for customers who have more than one office. 

Enter the Phone, email and other numbers if available. 

NOTE –It is important that you enter the companies’ email address and fax number. OASIS has the ability to directly send documents from OASIS via email or fax, provided these solutions are in place. OASIS support staff can answer these questions and provide or recommendations to help set this up. 

Contacts tab 

You can enter Contacts multiple ways here as well. 

  • Quick way – Click on the New Line button . A new line will appear. Enter the contact information in the proper cells (as shown above). This is a quick way to enter multiple contacts. Just keep adding lines as necessary.
    • Use the CSR box to designate the CSR contact at the customer. This makes this contact automatically selected for emails. 
    • Use the Accounting box to designate the accounting contact at the customer.
    • Note: - Entering the contacts email and fax number will allow OASIS to email or fax documents directly from OASIS. 
  • Alternate – click on the New button  and the quick contact editor window will appear.

Enter the contact information as needed. (Sample above). 

  • Detailed way - Go to the Contacts section of OASIS and create a new contact entry.

General tab

Contact Information tab

Other tabs

  • Cust. WebView - This is used if the OASIS Web Portal add-on is purchased separately. Ignore for now.
  • Workgroups – Which workgroups this manufacturer is represented in
  • Goals – Sales and earnings goals can be created for this customer and reported throughout the time frame of the goal 
  • Notes  – Any notes about this customer entered here are “internal” to your office only 
  • Attachments – Any electronic documents related to this customer can dragged in here for later review (contracts, agreements, etc). 

Notes:

  • Contacts, whether entered through Customers, Manufacturers, or Contacts are all the same data. There is no need to duplicate.
  • Enter as much of the data per manufacturer and customer as possible but don’t worry about getting all data in. If these steps are followed you will be ready for training. 

Now that you have entered data, we can use this data for training as well. This will also become your “live” database. Any practice transactions we create will be removed once training is complete. We have found that using your data during training helps you become more familiar with the program.

Please call us at 501-843-6750 if you have questions.