Orders are used when you want to track a sale during and after its installation. This will allow you to reconcile the order against your commissions to ensure that the commissions paid out on it are correct. They can also provide an email notification to you when the contract is coming up for renewal or when an Order's expected first commission date is approaching.
Tracking of Orders can vary depending on numerous factors. If you have a custom use case or would like assistance in crafting an Orders process that fits your needs please don't hesitate to reach out to us for a consultation.
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Top Menu >> Processes >> 2. Orders
For the Customer Name, this is a list of customers already in your RPM system found in the Customer page of RPM (Top Menu > Customers). If the customer you sold the service to is already in your RPM system, select their name from the drop-down menu. To add a new customer click +Add.
In the add menu, fill in the customer details.
Note: Only the customer’s name is mandatory field. Once filled in click Ok to save.
The Agency name and Rep name are used to track who made the sale and who the accounts commissions will be assigned to once the commissions starts being paid. The agency and rep fields are references to your existing agencies and reps found in their respective pages, Top Menu > Agencies or Reps.
If you have Rep assignment turned on, RPM will use these fields to do the assignment when the account is imported for the first time.
It is recommended to have Rep assignment enabled for Orders as entering Orders into RPM with the account number filled in will reduce the need to assign the account come commissioning time.
To check if you have Rep Assignment enabled please view this article,
The Account number reference field is a list of all of your accounts referencing the Accounts page (Top menu > Accounts). By default the field is set to limit the account numbers by the selected customer in the customer reference field.
Click the drop down and select the account number. If you have received the account number ahead of the install, you can add it to your RPM system by clicking +Add. If you are not provided an account number, you can come back later and fill in the account number field.
Clicking on the +Add will bring up a similar window to the customer add, for this window the Account and Supplier are mandatory fields. Once entered click Ok to save.
Suppliers will sometimes provide an order number as confirmation of your order being booked, this can be the account number or a unique number. If provided enter it into the Supplier Order No.
The Carrier reference field is a list of all of your suppliers referencing the Supplier page (Top Menu > Suppliers) is the end company who will be providing the service to the customer.
The Term is the length of the contract for that account and service. Select the length of contract for the account in the drop down menu.
The Order Updates section auto fills forms from the Order Modifications that are started from this Order. Order modifications are meant to track MACDs of the Order that happen over the Orders lifespan.
For the Products table, here is where you will enter the services that are sold onto the account. This will represent the Order's initial list of Products.
The Product reference field is a list of all of your Products referencing the Products process (Top Menu > Processes > Products). To add new products navigate to the Products process and add new forms to represent a product.
Note: Product tracking can be done in multiple different ways or even not at all. The product tracking can be linked to the Order's MRC or completely replaced with a text description box depending on how complex the tracking needs to be.
The Total Order MRC value will be updated based on the value of the Order Updates table and the Original MRC field. It is a formula field that takes into account all Order Updates and the Original MRC.
Note: When setting up reconcile, please use the Total Order MRC as the Net billed comparison.
The Total Order SPIFFs value will be updated based on the value of the Order Updates table and the SPIFF field.
The Original MRC value is the charged original service amount.
The NRC value is for charges that are a onetime charge. As an example, the installation fees or Equipment purchase charges.
The SPIFF value would be a bonus usually paid by the carrier for a service sold.
Enter the values for the three fields.
The Order Contact information is used to track who the point of contact for the sale is.
For the Locations enter the address the service is being installed at. If the account will span multiple locations, for example the head office and satellite offices, click +Add row to add another location.
The Location Name reference field is a list of all of your locations referencing the Locations process (Top Menu > Processes > Customer Locations). To add new locations navigate to the Customer Locations process and add new forms to represent a Location.
Note: Just like Products Locations can be simplified to a single text field or multiple text fields rather than a table.
If the billing address is different than the primary location, click the No on the field Billing Address Same as Primary Location? You will then have the fields to enter the billing address.
Critical Dates are used to track the life cycle of the order, and to help provide reminders based on key dates. For example, setting up an installed date reminder, RPM can email you the day after the installation for you to follow up with the customer and ensure everything was set up correctly.
The Critical Date Metrics, shows the time difference between the Requested Install Date and the Installed Date, allowing to see if the installation fell within an acceptable range.
Click Ok to save the form.
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