3. Modules
- 3.1 Calendar and Tasks
- 3.2 Messages
- 3.3 Leads
- 3.4 Accounts
- 3.5 Contacts
- 3.6 Potentials
- 3.7 Quotes
- 3.8 Sales Orders
- 3.9 Invoices
- 3.10 Products
- 3.11 Installations
- 3.12 Services
- 3.13 Service Contracts
- 3.14 Trouble Tickets
- 3.15 Projects
- 3.16 Project Tasks
- 3.17 Milestones
- 3.18 Vendors
- 3.19 Purchase Orders
- 3.20 Visit Reports
- 3.21 Delivery Notes
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:
Clicking on the icon allows selection of Calendar view modes:
Clicking on the icon opens the list of available users (who have shared the Calendar with us):
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.
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:
This view shows a list of all folders available for the predefined mailbox and, below, you can choose among the configured Mailboxes.
Clicking on the Inbox folder opens the following view with a list of all e-mails in arrival, both read and unread:
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:
It is also possible to access the 'TO READ' folder to facilitate the use of emails even on mobile:
Clicking on a specific incoming e-mail displays a screen like the following:
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
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 at the top right.
Filters available for the Leads module
This is how a Lead page is displayed once saved or when searched for within Wilson fo VTENEXT.
There's a 'Open Map' button that allows you to open Google Maps and locate the Lead
Here is how the lead detail page looks once you have saved or searched for it within VTECRM Mobile:
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.
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.
Logically, clicking on the icon,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.
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.
List view showing filter applied App side (fields displayed below each record)
Account detail view
There's a 'Open Map' button that allows you to open Google Maps and locate the Account
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).
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.
There's a 'Open Map' button that allows you to open Google Maps and locate the contact.
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 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.
Quote detail
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.
Sales Order Detail
Products in a Sales Order
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.
Invoice details
Products in an Invoice
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.
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.
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.
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).
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.
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).
Ticket Signature detail
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.
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).
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.
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.
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.
Purchase Order detail
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.
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.
Delivery Notes detail
Products in a Delivery Note
Organizational layout of related modules | ||
Conversations | Notes | PDF Maker |
Documents | Invoices | Messages |
Processes |