Time is money, and it’s no secret that by its very nature, ERP software can be a bit of a time sponge. Enter SalesPad’s workflow. Workflow is an incredibly powerful tool that can revolutionize your business’s order processing.
SalesPad’s workflow combats those time-eating, click-heavy operations by making many common tasks much simpler, cleaner, and faster, saving you time and money.
Consider the 5 options below as your very own workflow cheat sheet, a money saving toolbox that also cuts down on time spent processing documents. Sound good? You bet it does.
The following workflows are ones that can be set up in SalesPad Desktop, and they are presented with the SalesPad Desktop user in mind. However, workflows are also able to be put to use in SalesPad Cloud, and if you want more information on that, review this portion of the SalesPad Cloud Webinar. (Or watch the whole thing, to really get the idea.)
The Auto Forwarding Queue
Have you ever stared blankly out your window, eyes glazed as you daydream about automating advanced business processes? The Auto Forwarding Queue is about to become your new best friend. And boy is it easy.
By adding a “+” symbol to the end of your workflow queue name, SalesPad recognizes that this queue should execute automatically, without requiring additional user input. When configured in this manner, workflow can send email confirmations to specific recipients, split a document based on user defined criteria, create a purchase order, and much more, all with the touch of a single button.
To really get things automated, you can chain together multiple auto forwarding queues. As long as a document is moved from one auto forwarding queue into another, each action specified in the workflow setup will take place automatically until the document lands in the desired “static” batch.
Execute a Run Script
Ready to take it to the next level? SalesPad’s Workflow offers a plugin to fire a C# script as a document moves to a new queue. With this type of scripting, there are virtually no limits on what can be done to a document as it moves through your workflow queues. Some examples we've seen include:
- A script that updates the Quantity Allocated and sets the Quantity Backordered to zero when all quantities are available for the sales lines on the document.
- Scripting that checks for a signature on a document, and if a signature is found, moves it to a specific batch.
What works for one company might not work for another. The best part about using a run script is that it can be tailored to match the exact specifications of your business’s environment.
With a Run Script catered to your needs, moving documents through workflow can accomplish almost anything.
Split Your Sales Documents
While manual sales document splitting is a perfectly viable option, and is useful in many applications, we’re of the mind that if you’ve got the tools, why not automate?
Workflow can be configured to split sales documents automatically, based on the setup of the Split Sales Documents security in Security Editor. Once you have your desired split criteria assigned, setting the Split Sales Document plugin on a workflow line will automatically split the document as it moves through the queue.
Splitting automatically can be a great way to keep your documents moving forward when you have orders shipping from different warehouses, orders that are partially backordered, or orders that ship to multiple addresses. You can even configure documents to split based on a custom field, giving you ultimate control over how and when documents are split.
A workflow classic! There are multiple ways to repeatedly loop a queue, but we’ll take a look at one we see quite regularly: The Backordered Items loop.
This requires the setup of a new rule with the “BACKORDERED ITEM” condition ID, as well as a specific queue for the documents to loop back into (BACKORDER should do nicely). The rule will evaluate whether any items are currently backordered, and if so, the document will “forward” right back into the BACKORDER queue.
The rule will trigger each time the document is released from the queue, and will loop back into itself until there are no remaining backordered items. When all items have been fulfilled, releasing the document from this queue will move out of the BACKORDER queue and into the next determined batch along the document’s journey.
While the backordered item loop is one of the most common loops we see used, it’s certainly not the only one. Here are two other quick examples:
- Payment Equals Total: The document moves to the next queue only if the payment total is equal to the document total. This can be useful for documents where multiple payments are captured.
- Credit Check: Orders will either be held or released based on a customer’s current credit status. If the customer is over their credit limit, the document will loop back to a “Credit Check” queue until they are no longer over their limit.
This one is an absolute must. Instead of having users manually email each document after it is entered and saved, workflow can do the emailing for you.
With Smart Printing configured in your company’s workflow, you can send multiple documents to multiple recipients at different stages of the document’s life span.
Smart Printing is frequently set up in several workflow queues, with the goal of emailing & printing documents when they are needed. Here’s a fairly typical (albeit basic) setup:
- The new order is entered, saved, and released.
- Upon release, Workflow Smart Printing emails the order confirmation to the customer, as well as an internal copy to the customer’s sales rep.
- The document moves to another queue, and when released, prints the pick ticket for the warehouse, as well as the packing slip.
- When the document moves to into a “Ready to Ship” queue and is released, Workflow Smart Printing emails the customer’s shipping department, and also emails an invoice to the customer’s Accounts Payable address.
This list is in no way exhaustive, but hopefully gives you an idea of how practical Smart Printing can be when used effectively in workflow.
When in Doubt, Make a Flowchart
One final tip for making the perfect workflow: The best way to determine if the workflow you’ve been dreaming of can be accomplished is to make a flowchart. If you can successfully make it work, SalesPad can make it Workflow!
The Right Tools Make a Difference
Learning how to create these workflow tools will help make you a workflow pro in no time, and will help cut back on all the time you used to spend on order processing. If at first getting it set up correctly seems daunting, don’t be afraid to to use trial and error in your test environment. The more time you spend tweaking, the easier it will become to create an efficient workflow that provides a significant return on investment.
For more info on forming the perfect SalesPad Desktop workflow to suit your business’s needs, check out SalesPad’s available online resources, or give us a call. We love helping your business succeed, and have just the tools you need to do so.
And don’t forget that workflow is also available in SalesPad Cloud as well! Follow this link for more information on how to use workflows in SalesPad Cloud.