Mar
25
2010
* Payment Posting is now supported within the Invoice tab of a Work Order. This functionality mirrors the existing functionality currently available within a Sales Order.
* Ability to ship parts and supplies from a work order. This feature also integrates with Ship Rush.
* Undo Shipment button now available in the Invoice tab of a work order for items that have shipped
* Correction for Shiprush tracking number when undo shipment is performed
* Limited FireFox 3 support (recommend using IE Tab add-on for FF3 instead)
* Purchase Orders transmit to QB upon complete (instead of each save)
* Promotion Auto-Trigger can chain to another promotion
* Problems with retainer contracts and QB corrected
* New account quick view options for product purchase history
* Normal view of account now displays customer’s previous appointments and cleared follow-ups
* New search functionality under search accounts and contacts. It is now similar to functionality that existed within leads database.
* Bug fixed for adding pipeline entry from pipeline management screen attaching to wrong account
* Infolink reminders in correct timezone for Hosted Oasis users
* Infolink correctly sets terms in Quickbooks when terms in QB are non-standard date related terms
* Report Writer can subtotal based on new group by field option in edit mode
* Reports can ask for a date using the new ?DASKDATE:Prompt? Macro example: ?DASKDATE:Starting Date?
* Manual pricing set for related products corrected.
* Credit Limit set on accounts allows ecommerce to bypass the check out process
* Ability to view or sort follow-ups by technician under Follow-Up Management
* Shipping charge line on the Oasis order transferring to different position on the Quickbooks invoice corrected
* When logged in as an “admin” when viewing a part in Inventory Research there is a new EDIT button at the top of the screen that takes you to Inventory Maintenance for that item.
* Quickbooks Class assignment now available on an item by item basis within Inventory Maintenance menu under the ‘Classification and Grouping’ options.
* This class must match the class codes that already exist within Quickbooks and is manually typed in. Classes are not brought in from an Accounting Synchronization. Do not enter a class in Inventory Maintenance if you do not use Class Tracking within Quickbooks.
* Manufacturer Part # field moved to main Item Details area within Inventory Maintenance.
* In Version 3.6.7 is the added ability to assign warehouses at the resource level. Resources can only view, purchase and sell items into their “assigned warehouses.
Feb
10
2010
New changes with our new Version 4.2.4 have come out. The list provided below highlights the major changes:
Bug Fixes:
- Print to PDF format on invoices had a directory update issue that has been resolved. Please apply this update to resolve this error.
Feature Releases
- Sales order transfer to QuickBooks. Oasis CRM has the ability now to transfer over completed orders as either estimates, sales orders or invoices to QuickBooks. Clients may only select one option of the above. Note: if estimates or sales orders are selected, the transaction must then be completed in QuickBooks.
Feb
10
2010
New changes with our new Version 4.2.1 have come out. The list provided below highlights the major changes:
Bug Fixes:
- Tasks associated with work orders staying open after the work order had been completed or deleted. Resolution that was provided and now all associated tasks with work orders will be marked completed when a work order is closed. Additionally, if a work order is completed, all associated tasks are mark as completed.
Feature Releases
- PCI Compliance Practices are being implemented. First, all credit cards will be stored in the database in an encrypted format. Secondarily, all passwords for user logins must be updated every 90 days. No blank passwords will be accepted within the system as well after this update is applied.
- Ship methods within Oasis CRM will be matched to the shipping methods available via Z-Firm ShipRush’s product. For example, if you offer FedEx Ground delivery, the Oasis CRM system will pick that up via the SDK and display that as an allowed selection.
- Auto-Charging of shipping charges with the Z-Firm interface will be allowed. If you have this selected, the mark up selected within Z-Firm will be pulled in for the shipping charges (e.g. if you have a 10% markup selected, then Oasis CRM will pull in the cost plus 10% as the charge to the client).
Feb
6
2010
IFA ~ Oasis CRM & Out of the Box Technology
Oasis CRM has partnered with Out Of The Box Technology for the 50th annual International Franchise Association Convention. This is the first of many events Oasis CRM plans on participating in to further prove themselves as a contender within the franchise market. Oasis CRM did co-sponsor the event with the Platinum Level Reseller, Out Of The Box Technology.
With the continued level of service that the Out Of The Box Technology team is offering the Oasis CRM client base and brand, we look forward to co-sponsoring this and many more events.
Feb
3
2010
How to process an RMA (Return Merchandise Authorization) Within Oasis CRM
Log Into the Oasis CRM Application
Log into the application using the Employee Login & Password you have been provided. If you have lost your password, select the “Lost your Password” link at the bottom.
Go To Orders & Purchasing Menu
Select the Quotations & Sales-Orders option.
Search For the Order
Search for the order by number, customer PO or by sales rep. You can also go to the customer’s account screen by doing a search for the customer under Customer-Management/ Search Accounts & Contacts. From the client’s account page you can find all orders and the select the one with the return associated to it.
Run A Search For the Product Being Returned
Use either the Model # or Description of the part being searched.
Enter A Negative Qty Indicating A Return
In the qty. field, enter a negative qty of the product being returned. For example, if three units are being returned, then enter in -3 to this field and select Commit Line Chages (or press enter or Alt+C).
RMA Number Will Be Auto-Generated
This RMA number will then be assigned to this order.
Go To The RMA Tab
From here, enter in the number of units that have been returned and select Commit Line Changes
Receive the Product Back Into Stock
Upon tracking information being received by the client, enter in the Inbound Tracking Number, Ship Method and any associated COD Shipping Cost. Click on the “Finalize This Package & Continue” button. Note; if the product is a serialized unit, make sure to indicate would serial number is being returned as seen above.
Save Changes ~ Credit Memo
Select the Save Changes button. This is activate InfoLink (Oasis CRM’s connection to QuickBooks) to issue a credit memo to the customer account. Accounting can then issue a refund or credit to account following the guidelines set forth internally.
Jan
11
2010
Enclosed are the notes from the Version 4.0.6 update that was released. These notes are for prior reference. Oasis CRM has release a 4.1.2, 4.2.1 and a 4.2.4 update since this release:
1. Disable Quantity Breaks unless specifically enabled per account: No/ Yes flag. Available now under master system configuration – System Defaults
a. If set to YES, you must go to each customer account specifically, edit view, accounting tab, sales order and invoice settings, set the Enable QTY breaks question to a YES. This will then only use QTY breaks set in the QTY breaks tab in inventory maintenance menu for those accounts.
b. If Set to NO it works as it always has and any account can get quantity breaks based on inventory maintenance setup.
2. Global Discount Percentage at the account level. Go to edit view on an account, accounting tab, sales&invoicing settings. Enter a numeric value. This will automatically discount every order by that percentage without the use of price levels or any additional configuration within inventory maintenance.
3. Order and Work Order Specific Tasks with accompanying tasks dashboards and new TASKS SQL table. System Code Maintenance – predefined list of tasks can be autopopulated under Order Task List Defaults. There is no system code currently to default a list of work order tasks. Tasks are not the same as followups but are specific to a work order or a sale and when assigned to users can show on the tasks dashboard or on the sale/work order itself and then will appear on dashboards. Go to Customize my Dashboard to select those dashboards to appear.
4. Shopping Cart Additions: – Purchase of this module is separate for Oasis if you do not have it.
a. Buy now option allows less key strokes to add item to cart without having to drill down to item details. Option is not available for configurated items.
b. Once logged into their shopping cart account a user can repeat their last order or see a list of items previously purchased and pick and choose to repeat purchase of those specific items. This new feature requires the addition of the REORDER directive and new hyperlink in the Ecommerce Shopping Cart Site Configuration. Go to System Configuration and Setup menu under Reports & Admin. Go to the Shopping Cart Setup. Work with your existing site. Go to the Site Header Tab. Highlight one of your “checkout” or “viewcart” hyperlinks and then click the “chain” icon in the HTML window and copy the URL path that one of those links already uses. Next, In the Site Header area type in the Name of the link you want for the user to see when they shop or login, highlight that name and use the “chain” icon to create it as a hyperlink. Target is “Same Window”, paste in the URL copied from one of the other links. However, at the end of the URL line take out the directive from the one you copied and change the directive to REORDER. Additional assistance can be provided with setup of this through a support request.
c. Hide E-commerce pricing until cart login (yes/no) option now available under master system configuration – system defaults tab. This requires that a person MUST already have an account setup and configured in Oasis in order to login and purchase items on the cart.
d. Search by category now allows sort by item price.
e. Flat Shipping Charge default now allowed for a shopping cart site. Go to Shopping Cart Setup, work with Site, Shipping Configuration Expandable. Set radio button and the $ amount for the flat shipping amount desired. This will also show the estimated values for options other then standard, such as overnight, 2nd day etc as it did before but will deduct the amount of the standard from those options if the shopper selects to have shipping faster then “standard”.
5. Quotations and Sales Order Center:
a. Task Assignments tab – See #2 above for explanation.
b. Alt P –Pick and Pull button on left panel – strictly for those using bar code scanner devices
c. Alt S – Pack and Ship button on left panel – strictly for those using bar code scanner devices
d. Comments per line item moved to just left of the model number
e. Commissions Tab – allows split of total commission based on sales rep on order OR allows assignment of any resource (move to the right) and then can configure commissions at the item level and override each resources settings for this order. Print commission worksheet will show the total commissions to be paid, commissions by resource and commissions by item when used.
f. To Be Printed and To Be Emailed flags in the Payment tab of order. This relates to Quickbooks. These flags exist in QB. When set to YES on either one the invoice goes to QB and sets this flag. The YES/NO settings can default in all orders – go to Master system configuration, financial settings tab. OF NOTE: If you set the order or the default to YES for the TO BE EMAILED flag the contact on the order must have an email address setup on the account or the invoice will fail to transfer to Quickbooks.
6. New Shipping Feature for those using SHIPRUSH integration ONLY. Pack and Ship will now automatically add the shipping and handling and charge/price reported from shiprush as a line item to the order in Oasis AFTER completely printing the waybill from shiprush. This allows multiple charges for shipping and partial invoicing to charge for shipping per shipment. To disengage this feature at the order level, turn the flag in settings – to Add shipping charges to invoice as a NO. This question now always defaults to a yes. You must also have “allow partial invoicing” set to YES in the setting tab of an order or as a default setting in master system configuration under the “system defaults” tab. You must also designate your shipping part number to use in the System Defaults tab under Master System Configuration.
7. SHIPRUSH – version 7.0 supported. Must download the new oasisshiprushconnector.exe from www.oasiscrm.com/customization folder and apply/run at the workstation where shiprush is currently installed. You will also need to upgrade to version 7.0 of shiprush which you can download by going to www.zfirm.com products download area. Of NOTE, USPS is now supported through Oasis and shiprush. Also we utilize the UPS PRO 7.0. Currently we support Fedex 7.0, UPS PRO 7.0 and USPS. We do not support all downloads that zfirm may offer.
8. Inventory Maintenance – New Tab – Customer Specific Margins. Link the particular customer account and then you will be able to designate a specific margin on this item ONLY when this item is sold to this particular customer.
9. Recurring appointments – duplicate appt fixed.
10. FIX – QB Merchant Services credit card processing not working in WORK ORDERS
11. FIX – Shipping Method (using shiprush) now appropriately shows UPS or Fedex respectively.
12. FIX – Shipping Method – UPS Ground, 2nd day etc selected in shiprush now populating correctly in the pack and ship tab.
13. FIX – ability to remove a configured/related item from a PO
14. FIX – not able to change cost on service/non-inventory type items within a related group on a sales order.
15. FIX – in contract the primary technician will be used when creating a new work order linked to this contract.
16. FIX – documents showing in normal view under account profile but not showing in documents tab under edit view now fixed.
17. AUTO RENEWING CONTRACTS – In this version we have eliminated the need to have an invoice template for recurring/auto renewing contracts. There is now a “renewal invoice” tab in a contract. This allows you to manually link ANY part/service from your inventory maintenance to populate as the item/part(s) you want Oasis to use when it generates the renewal invoice over to Quickbooks. For those who have already had renewing contracts setup upgrading to this version will not require you to update this tab unless you wish to make changes. The radio button on the contract to “auto generate renewal invoice” no longer has a drop down next to it to select an invoice template. This is what the renewal invoice tab replaces.
18. New feature in Contract Management to generate a renewal invoice as a sales order or a work order. If work order option is selected it creates an open ticket assigned to the primary tech on the contract.
Dec
2
2009
One of the crucial aspects of any CRM is the ability to keep the data as relevant and clean as possible. One of the key cornerstones within the Oasis CRM platform is the ability to qualify & classify leads by a multitude of fields. The first of many is the Classification drop down field. This allows you to designate a custom status or one that is out of the box such as “Warm Lead,” “Dead Lead,” etc. The second field is the Role of the contact that you have as a lead:
Within the context of selecting the role (again a custom field that can be modeled around your processes), you can fill out the required fields accordingly. The importance of this data becomes evident when trying to filter the leads within the Oasis CRM user interface. While under the Lead Database section of Oasis CRM, you will be provided a multitude of search/filtering options.
The grouping features of Oasis CRM are another critical element of the solution. The ability to to search data within the native user interface without the requirement to run a report to find the information becomes apparent when running almost any search. Another key element of lead management is the ability to import the relevant leads that you gather through proactive campaigning.
For example, tradeshows continue to be a popular venue for most any small to medium sized organization. With that being said, one of the burdens of attending such an event is insuring you contact ever opportunity and follow up accordingly. Additionally, classifying those opportunities that represent the highest probability for close assists with insuring that hot opportunities do not get overlooked.
Within the next series of posts, we will explore the auto-responder features of the Oasis CRM platform. Insuring that all new/existing opportunities are provided with key information about new/existing products will further insure that your brand is always front and center for any potential sales. Please let us know how you currently categorize/organize/prioritize your leads.
Nov
23
2009
One of the pieces that we rolled out on the blog was about Section 179. It just so happens that Section 179 has been re-enacted and this will assist businesses who are looking to make an investment this year (2009) in technology to minimize their tax exposure. The IRS has recently approved an increase in the amount that Section 179 will cover and an extension to cover this year (2009).
This approval will now allow our customers the ability to deduct the full cost of their business equipment, up to $250,000* a year, through 2009! This accelerated depreciation program will insure that business owners a maximizing their deductions while also improving productivity through technology.
For example, let’s say that Company ABC wishes to purchase a 10 User License Oasis CRM’s On Premise:
Software $5,950
Tax Rate 38%
Tax Savings $2,219
Oasis CRM does recommend that you consult your QuickBooks Pro Advisor/CPA before making any purchases to insure you understanding all the requirements and benefits of the Section 179 offering.
Should you have questions in regards to this, please do not hesitate to contact your Account Manager or Sales Representative @ (866) 566-9842.
*All potential clients should consult their tax advisor or accountant for additional information.
Nov
21
2009
In recent days we have overhauled our infrastructure to meet a better economy of scale. One of the largest decisions for any small business is to find an affordable phone system that will not only give the benefits of much larger systems such as Avaya, Cisco, etc. but also give you less administration and overall cost. In researching all of our options, we decided to use a hybrid system with Avaya which is tied to Bandwidth.com for a hosted PBX. However, we did discover a great option for our clients that we feel is worth mentioning. The option through Toktumi, Inc. (a California based company) is very enticing. In researching all options such as RingCentral, Google Voice and traditional options such as an in house PBX, these guys came up strong. With their softphone technology you can be assured that we are researching a potential interface with the Version 4.5 Edition of Oasis CRM.
The product is simple to setup, very reliable (based upon the testing we did and offers all the phenomenal features that one would enjoy with a much larger system (such as call routing, voicemail, customized greetings, etc.). The best part of the offering is their proof of concept option which will let try the product out for 30 days at no cost. If others have tried this out, please let us know what your experience has been.
Nov
20
2009
New changes with our new Version 4.1.2 have come out. The list provided below highlights the major changes:
Bug Fixes
- Qty break using regular break functionality shows alert now but shows full retail price… Showing Buy 2 @ $1500, when it should show at $1400.
- When doing quick search to add item to po and have multiple items the UOM drop down is showing all the units and amounts for each item above it.
- Qty breaks on vendors not applying correctly, have to either hit commit line changes or if you do not have a break or you hit commit it reverts back to last cost, not buy price on preferred vendor . I am setting preferred buy price and breaks based on base UOM. Qty break not applying by the buy UOM correctly. It is not doing the conversion to get the base first.
- Stock amount “on order” total is not being removed when you remove the line item from PO and delete it, even when it was only submitted radio button and no receiving was done. I believe ALLOCATED amount is doing the same thing on the sales side.
- PO stock analysis needs to show amounts by the base UOM on hand etc.Pack and Ship is not deducting qty correctly from inventory totals when selling an item using a BUY UOM conversion. It only deducted 5 (Thousands) instead of the amount of 5 cases which should have been 60.
List of Fixes/Enhancements for KB article creation on new version 4.1.2:
- Manual Pricing on Related Items fixed.
- Quantity breaks on shopping cart fixed.
- New flag in system defaults of Master System Configuration– Non-standard Units of Measure for use on a per item basis now available.
- Quantity Breaks functionality within Inventory Maintenance enhanced to link quantity breaks back to a price level to allow for discount percentage on retail sales prices, percentages of last cost or percentages of average cost. This feature can be used for both manual order entry or for the E-commerce orders.
- Feature to allow Vendor quantity breaks on a per item basis added. This is found in the ‘Vendor’ tab on a part within Inventory Maintenance and is a button called ‘Vendor Pricing’. Vendor quantity breaks will auto-apply to a Purchase Order as long as it is ‘Purchase Request’. Once it moves past this radio button the cost “locks”.
- Discount Group Code quantity breaks feature enhanced. Assign any part a unique group ID (any manually entered number), and all parts with the same ID number will group together for quantity breaks on a sales order or on an ecommerce order. The field was moved from the ‘E-Commerce’ tab to the ‘Classification and Grouping’ expandable area within the ‘Item Details’ tab of a part. The field name is called ‘Discount Group Code’.
- Discount Group code quantity breaks can also be set as a contractual obligation over a period of time and assigned at the account level. This feature is located under the ‘Accounting’ tab under the expandable area ‘Discount Group Level’ within ‘Advanced/Edit’ view of a customer account. One account can have up to 6 contractual Discount Group Codes.
- New Commissions feature to allow tracking of commissions within a sales order on multiple resources and on a per line item basis. This feature allows any number of resources to be paid commissions on a single charge line item. This new feature is located in the ‘commission’ tab within a sales order. All resources involved with any line item on the sales order is moved over to the right side of the panel and then ‘selections saved’. Next, you can click on an individual resource and use the ‘configure commissions’ button to get a pop up of all services on the order. You may then use the default commission structure set up for that particular resource within resource management or you may adjust either the percentage or dollar amount to customize the commission this resource will get for the order. The commission worksheet has been modified to include totals for each resource, totals for the order and totals by item. This is NOT a commission split of the total order. The split functionality is still available as in previous versions.
- Missing Security Tab within Resource management fixed.
- Automatic Trigger to send blast email promotions enhanced within Marketing Campaign Management. Infolink fixes related to how these automatic broadcasts transmit for new promotion members.
- Automatic Trigger blast email Marketing Campaign functionality can now be utilized to send an email out based on sales order completion.
- Marketing Campaigns will now show the CONTACTS or LEADS that are assigned to that specific promotion within the ‘Members’ tab.
- A new option in Master System Configuration under ‘Financial Settings’ tab (Transfer SO/PO Line Item Comments) allows comments to be SUPPRESSED from orders and purchase orders into Quickbooks. They will NOT go over when this flag is set to NO.
- Estimates – Ability to send Estimates to Quickbooks as opposed to Invoices. Flag is in Master System Configuration within ‘Financial Settings’. No invoice will ever be generated from Oasis if this flag is set now will inventory quantities be deducted in Quickbooks, only in Oasis. Payments can be posted in Oasis against an Estimate when it is ‘Sales Order’ radio button or higher. Payments to not apply to Estimate in Quickbooks but do go to Undeposited Funds and show a payment line under customer account. The estimate will transfer to Quickbooks when changed to ‘Sales Order’ radio button. Changes to estimate should always be made within Oasis and added as NEW line item. Negative quantities will not generate RMA feature. RMA feature not available when using Estimates. Shipping Items or marking order completed deducts on hand quanties within Oasis but does NOT make deduction of stock within Quickbooks.
- When a quote is entered, the price lock checkbox is unchecked until the quote is fully saved, once saved the prices are locked to prevent the quote changing prices if opened later.
- Follow-ups show item detail in dashboard
- When a new work order is created, the user must select a contract from the list (no more defaulting of contracts), or they must select none-applies. If account has no contract then none-applies will default to the work order.
- Modifications to “Pay Pal Pay Flow Pro” credit card processing integration. Vendor name must be entered in Processor Parameter 1 within Master System Configuration, Integration Settings for processing to work. Knowledge Base Article KB3615 available for entire integration steps.
- Free-Format County Field added to Leads, Account and Contact Screens for use with reporting functionality.
- Pack and Ship tab within a Sales Order now has a “Ship All” button
- A new question “Warn Users When Inventory is Out of Stock” is now available under the ‘System Defaults’ tab within Master System Configuration menu. If this question is set to YES, it will show in stock or out of stock on the Oasis E-commerce module and blocks items from being purchased that are out of stock.
- Primary AND Alternate credit card choices are now available when charging an order.
- A new option in Inventory Maintenance in the related products tab will automatically display alternate/recommended items to sales people during searching. This is located in the related products tab and is a new drop down option per item under “Item Type”. Set this drop down to “Alternate Item” for each part within the related product tab that you would like to utilize this feature for.
- Elavon (Nova) is now as an available credit card processor. To use this, navigate to the ‘Integration Settings’ tab within Master System Configuration. In the processor drop down select Elavon. Enter your merchant account in the ‘Processor Login’ field. Enter your username in the ‘Processor Password/Transaction key’ field, Enter the Merchant ID in the ‘Processor Parameter 1’ field. SAVE Changes.
Version 4.2 is being worked on as we post this. As such, please comment and let us know what you features you would like to see the most….