3. Modules

3.1 Calendar and Tasks

These two modules are used to add activities and deadlines in the vtenext Calendar. Everything that is entered will appear within a few seconds in the same Calendar but web side.

When a new Calendar record is created it must be assigned to a user (yourself, or another vtenext user) and it can also be associated with a Contact and/or a Company. Other data is also required: the date, start time, status, description, and all other information considered necessary.

In the left-hand column it is possible to navigate to other information (and modules) related to the activity just created.

The list of Tasks is displayed as follows when this item is clicked in the menu:

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Clicking on the icon image-1655717342208.png allows selection of Calendar view modes:

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Clicking on the icon image-1655717436570.png opens the list of available users (who have shared the Calendar with us):

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This is how the Calendar appears, opened by clicking this item in the menu. It shows all the appointments for the selected day and their temporal sequence during the day. You can change the view from “Day” to “Month” or view the details of a single task.

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Day View

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Month View

 

3.2 Messages

The Messages module allows you to read e-mails using the vtenext App. As soon as the module is opened a screen is displayed like the following:

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This view shows a list of all folders available for the predefined mailbox and, below, you can choose among the configured Mailboxes.

Clicking the button image-1655718251904.png opens a dialogue window for writing and sending a new e-mail.

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Clicking on the Inbox folder opens the following view with a list of all e-mails in arrival, both read and unread:

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In both the Inbox and other folders, you can search for emails by using the dedicated field in the header. Additionally, you can activate search in SUBFOLDERS by using the corresponding button:

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It is also possible to access the 'TO READ' folder to facilitate the use of emails even on mobile:

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Clicking on a specific incoming e-mail displays a screen like the following:

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Every e-mail can be associated with vtenext records or can be the starting point for the creation of a new record. The available modules are displayed at the top of the e-mail message display, or by clicking on the icon 2.1 [5].PNG

 

3.3 Leads

The Leads module is displayed according to the filters available in the App, which are those defined in your user account via web.

It is therefore possible to choose how to display this list by clicking on the icon  2.1 [3].PNG at the top right.

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Filters available for the Leads module

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List of Leads

This is how a Lead page is displayed once saved or when searched for within Wilson fo VTENEXT.

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There's a 'Open Map' button that allows you to open Google Maps and locate the Lead

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Here is how the lead detail page looks once you have saved or searched for it within VTECRM Mobile:

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From the Leads module in the Wilson app, you can also perform conversion. Just click on the three dots at the top right, which are present in the details of the relevant record. A popup will appear with the option to CONVERT LEAD.

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Once you click on CONVERT LEAD, the conversion page opens directly, giving you the option to choose what to convert the Lead into (Company - existing or new - Contact and/or Opportunity) and which fields to fill out.

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Logically, clicking on the icon2.1 [5].PNG,shows all the relations in the present record, and clicking on them opens the connected records. All the record details are shown in the center of the display.

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Organizational layout of the modules related to Leads
Conversations Notes PDF Maker
Activities (Calendar) Tasks (Calendar) Documents
Products Services Messages
Visit Reports Trouble Tickets Processes

 

3.4 Accounts

As with the Leads, the Companies are also organized with filters and information cards (address, description, etc.). The relations menu at the top right gives access (and allows additions) to various correlated data items.

For example, from the Companies module it is possible to progress to the next stage of the sales cycle, creating a potential automatically correlated with the account information.

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List view showing filter applied App side (fields displayed below each record)

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Account detail view

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There's a 'Open Map' button that allows you to open Google Maps and locate the Account

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Organizational layout of the modules related to Companies
Conversations Notes PDF Maker
Activities (Calendar) Tasks (Calendar) Products
Contacts Messages Sales Order
Trouble Tickets Potentials Quotes
Services Documents Invoices
Installations Projects Project Tasks
Service Contracts Processes DDT
Visit Reports    

You can also modify or eliminate the correlated data, for example (as in the figure) the Contact associated with the account. The arrow icon (top right) gives direct access to the Contacts page.

N.B.: The order and presence of related items can be modified in the mobile editor layout (configurable web side).

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Display of a Contact related to a Company

 

3.5 Contacts

As with Leads and Companies, Contacts are also organized with filters and information cards. The main Contact information includes the relation with the respective Company. The relations menu can be used to access (and add) correlated data.

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Contact Detail view

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There's a 'Open Map' button that allows you to open Google Maps and locate the contact.

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Organizational layout of related modules
Conversations Notes Activities (Calendar)
Tasks (Calendar) Messages Potentials
Touble Tickets Quotes Purchase Orders
Sales Orders Products Documents
Invoices Services Service Contracts
Projects Processes Visit Reports

3.6 Potentials

Potentials are starting points for negotiations. The module is organized with filters and information cards. Within the main information, a Potential must be correlated with a Company / Contact (so that the commercial information flow is complete).

The relations menu gives access to the data of related modules. As usual, a relation can be added by pushing the relevant button 2.1 [8].PNG. For example, from a Potential it is possible to progress to the next stage of the sales cycle by creating a Quotation, which is automatically correlated with the Potential / Account information.

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Potential Detail

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The image above shows a Quotation related to a Potential

Organizational layout of related modules
Conversations Notes PDF Maker
Documents Activities (Calendar) Tasks (Calendar)
Products Contacts Quotes
Sales Orders Services Messages
Account Processes  

 

3.7 Quotes

The Quotations module is again organized with filters and information cards (Customized Information, Address, Terms and Conditions, etc.). Within the main information a Quotation must be related to a Company and a Potential (so that the information flow is complete). The Quotation includes products and/or services to be added (+) along with quantity, price, discount, etc. The relations menu gives access to (or addition of) correlated data.

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Quote detail

image-1655721639372.pngProducts in a Quotation

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Totals, Taxes, Discounts, and Shipping & Handling Charges

Organizational layout of related modules
Conversations Notes PDF Maker
Messages Activities (Calendar) Tasks (Calendar)
Sales Order Documents Processes

 

3.8 Sales Orders

Sales Orders are also organized with filters and information cards. The main information must include a correlation between the Sales Order and a Company/Contact, a Quotation, and also a Potential (so that the information flow is complete).
The relations menu can be used to access and add all correlated data for the modules that appear in the list. For example, from a Sales Order you can progress to the next stage in the sales cycle and create an Invoice.

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Sales Order Detail

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Products in a Sales Order

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Sales Order Total, Taxes, Shipping & Handling Charges, Discounts and Rounding off

Organizational layout of related modules
Conversations Notes PDF Maker
Invoices DDT Activities (Calendar)
Tasks (Calendar) Documents Installations
Project Tasks Service Contracts Messages
Processes    

 

3.9 Invoices

Invoices are again organized with filters and information cards. Within the main information an Invoice must be correlated with a Company/Contact and also a Sales Order (so that the information flow is complete). The relations menu gives access and enables addition of correlated data regarding the modules that appear in the list.

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Invoice details

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Products in an Invoice

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Invoice Total, Discounts, Shipping & Handling Charges, Rounding off

Organizational layout of related modules
Conversations Notes PDF Maker
Activities (Calendar) Tasks (Calendar) Documents
DDT Installations Messages
Processes    

 

3.10 Products

In Wilson for vtenext the Products module only exists as a relation for other modules that use it, like Quotations, Sales Orders, Purchase Orders, Invoices, etc.

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Product description

3.11 Installations

Installations are organized with filters and information cards. Within the main information an Installation must be related to a Product and a Company, and also requires a Serial Number. A connection is also required with a Sales Order and an Invoice (so that the information flow is complete).
The relations menu can be used to access and add all correlated data for the modules that appear in the list.

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Installation details

Schema di organizzazione dei moduli relazionati
Conversations Notes Trouble Tickets
Messages Documents Processes

 

3.12 Services

This module contains the list of services that can be offered to customers. As in the Web version, they differ from Products only by including management of man hours, which is difficult to manage using the Products module. The relations menu can be used to access and possibly add data correlated with the related modules present.

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Service detail

Organizational layout of related modules
Conversations Notes Quotes
Sales Orders Invoices Accounts
Potentials Messages Trouble Tickets
Purchase Orders Leads Contacts
Documents Service Cotracts Processes

 

3.13 Service Contracts

Service Contracts (services measured in hours/days) are organized with filters and information cards. They include direct relations with Companies, Sales Orders, and Services (so that the information flow is complete).

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Service Contract detail

Organizational layout of related modules
Conversations Notes Trouble Tickets
Messages Documents Processes

 

3.14 Trouble Tickets

The Help Desk module contains all the Trouble Tickets opened by customers or internally by the Technical Support staff. They can be related to Companies/Contacts, a Product, Project, or Project Activity.

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Trouble Tickets detail

In a Ticket display view there is an area for signing by the customer. This serves for the creation of an Intervention Report that can be sent to the customer in PDF format, containing all the Ticket data including the signature (as shown below).

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Ticket Signature detail

 

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Ticket Signature Window detail

 

Organizational layout of related modules
Comments Conversations Notes
PDF Maker Messages Activities (Calendar)
Tasks (Calendar) Documents Services
Service Contracts Installations Interventions
Processes    

 

3.15 Projects

Projects is the most appropriate place for managing a new project, checking its development, and coordinating resources. A Plan is typically linked to an Account and its Operations.

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Project details

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Operations related to a Plan

Organizational layout of related modules
Conversations Notes Trouble Tickets
Messages Project Tasks Milestones
Documents Activities (Calendar) Tasks (Calendar)
Processes    

 

3.16 Project Tasks

Project Tasks are part of a Plan and are important for establishing “who does what” within a project. Each operation contains information regarding a specific work process, including progress as a percentage of completion. This provides a clear overview for Plans.
Like the other modules, Operations is organized with filters and information cards. Within the main information a project activity must be correlated with a Project and a Sales Order (so that the information flow is complete).

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Project Task detail

Organizational layout of related modules
Conversations Notes PDF Maker
Activities (Calendar) Tasks (Calendar) Trouble Tickets
Messages Documents Processes

 

3.17 Milestones

Milestones are useful for managing project deadlines or daily/weekly/monthly/annual company Milestones. As in the other modules, Milestones are organized with filters and information cards and must be correlated with a project.

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Milestone detail

Organizational layout of related modules
Conversations Notes Messages
Activities (Calendar) Tasks (Calendar) Processes

 

3.18 Vendors

This module is for managing the purchasing cycle. Vendors are organized with filters and information cards (main information, address, notes, etc.).
The Purchase Orders module also appears within the Vendors module. This assists management of the purchasing cycle and shows profit margins on Products.

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Vendor detail

Organizational layout of related modules
Conversations Notes Contacts
Documents Messages Products
Purchase Orders Activities (Calendar) Tasks (Calendar)
Projects Processes  

 

3.19 Purchase Orders

Purchase Orders are again organized with filters and information cards (main information, address, terms and conditions, etc.). Within the main information, a Purchase Order must be related to a Vendor as part of the purchasing cycle.

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Purchase Order detail

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Products in Purchase Order

Organizational layout of related modules
Conversations Notes PDF Maker
Activities (Calendar) Tasks (Calendar) Documents
Messages Processes  

 

3.20 Visit Reports

This module is for managing visits to potential or established customers. As usual it is organized with filters and information cards, where it is possible to note down the details of a visit (main information, expenses, etc.).
It is also possible to send a PDF document to a potential customer with details of a completed visit. This provides the customer with a reminder of the visit.

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Visit Reports detail

Organizational layout of related modules
Conversations Notes Products
Activities (Calendar) Tasks (Calendar) Messages
PDF Maker Processes  

 

3.21 Delivery Notes

Like all the VTENEXT modules, Delivery Notes are organized with filters and information cards. They must be related to a customer order and an account.

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Delivery Notes detail

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Products in a Delivery Note

Organizational layout of related modules
Conversations Notes PDF Maker
Documents Invoices Messages
Processes