Invoice Import Add-On

Showroom Exchange offers an optional feature that allows you to bulk-import invoices (your commission statements).
Ask your brands/mfrs to send your commission/shipment reports in an Excel sheets that includes the expected information, such as mfr po #, invoice #, amount shipped, date paid, etc.,
You can import this information all at once, eliminating data-entry.

Once the optional feature is activated, you can access it from the reports tab and by clicking “import/export options” to bulk import invoices.

 

invoice import

 

 

 

The next page is where you can both download a sample invoice import excel template file and submit the invoice import files for processing. To download the template file, click on the link “SR_Invoices” at the bottom of the page. To import a completed file or a .zip of completed Excel files, click browse, select the file, then click “submit” at the bottom of the page.

NOTE the section titled “Important:”, it contains important requirements necessary to properly import invoices.

 

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Showroom Exchange will then process the invoices on the provided excel sheet.

1) The following page shows you how many records will AND won’t be imported (due to errors or missing info).
2) To see why records might not have been imported, click on the TXT or CSV links to download error logs.
3) Click proceed to save the successfully imported invoices

invoice import3

 

 

Import Excel Orders/POs Add-On

We’ve released a new add on that will allow showroom reps/users the ability to bulk import orders from excel sheets.

By entering your orders on an excel sheet, you not only save paper and make your business “greener,” but you can save time by not having to re-enter all of the information again into Showroom Exchange! Much like the Joor/NuOrder Import Module or the Invoice Import Module, you can import a large number of excel files at once, saving you time.

Once the feature is activated, go to the reports tab to import Excel Order Files

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The following page is where you can select your Excel file or .zip file of multiple Excel files to import into Showroom Exchange.

 

A template of a PO Excel sheet is provided for your convenience, select the “Click Here” link to download the sample template file.

excel imports4

 

Below is the template Excel Order File that downloads when you click the link:
Excel Order Template

 

You can customize the Excel file for your showroom. you can change the logo, change the layout, etc.However ALL NAMED cells must also be included in your custom version. You can move these cells around, just make sure the name stays the same.

To be clear, the NAME of a cell is different than the value entered in the cell.

See the image below for a list of all of the cells with assigned names, as well as an example of a name in Excel.

excel imports9

 

 

 

Note: In the grid that contains the actual order, we use Excel mathematical equations to provide a unit total and an amount total to import into SE.

Once you have imported an excel file or a .zip file of Excel files, you will be taken to the page depicted below to verify your customer information and fill in any information that might have been missing from the Excel PO.

1) If the system is not recognizing a customer that is already an existing customer, select the “Assign” option to link the row to an existing customer.

2) “Map” means that this aspect of the customer has yet to be assigned. Click “Map” to select the correct value for the customer. If you try to save the customers and you see the warning “Please map customer data,” this suggests that there are still unassigned/missing values for the respective customer row.

3) Click “List Orders” to go to the next page

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The order edit page is very similar to the previous page- here you can make edits, as well as add info that might not have been on the Excel PO, e.g.; rep, commission etc. Here too, you’ll find the “Map” option if something is missing on the excel order. If you can’t process the orders when you click “Import Orders,” look at the column on the far right to see an explanation as to why the order could not be imported. Make the edits to then properly save the orders.

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After clicking “Import Orders”, you’ll be taken to a confirmation page where you can see if your orders and customers were imported or not.

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Order Scan Size Limitations

You’ll notice when uploading .zip file order scans, the size limitation warning as shown in the screenshot below. It states the maximum file-size of a single order scan should be no more than 1500 KB (or 1.5MB). And the maximum resolution should not exceed 1000 pixels x 1200 pixels.

order scan import size limitation

 

What should you do if your file size is too big?

There are many different programs (that help manipulate images in bulk) on the internet that allow you to reduce that size (both in size and resolution) of your large images.

We at Showroom Exchange use ACDSee (standard version): http://www.acdsee.com/en/products/acdsee-18

ACDSee allows us to bulk reduce multiple images before uploading.
There are free options. here is 1 link.
NOTE: This is not an endorsement:

19 Best Free Bulk Image Converter

 

Access Social Media Profile of Your Contacts

Save a contact’s social media links in Showroom Exchange. Have the most complete record for all of your customers and potentials, and keep important information easily accessible.

Add a contact’s social media profile by clicking on the yellow pencil icon next to contact’s name when adding or editing customers, or click on the same yellow pencil icon next to the contact’s name in the contact column on the customer tab.

 

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Once a contact’s social media page has been linked, you can click on the platform’s icon to see the profile on a new page.

social media links 2

The Address of this Reply from my PBE isn’t in my Customer List

If you receive a reply from a personalized bulk email (PBE) you’ve sent and cannot find the replying email address anywhere in your contacts, the most likely cause will be that you are sending to an address that auto-forwards to another address.

One thing you can do to find the correct contact in your account is to look at any personalized entries (e.g. “Hi [sFirstName]” turns into “Hi Amy”) and search for any contacts that match (e.g. any customers entered that have a contact named “Amy”). Another good reason to be personalizing your email blasts! (see: Reduce the Risk of e-blasts Getting Tagged as Spam)

Once you match the new address to the customer profile, be sure to update their email address in SE.

Missed Bookings Report Webinar

Missed Bookings Report Webinar

Cancellation Analysis

Showroom Exchange helps you see how your cancellations $s are distributed so you can work on minimizing them.

Using the “Annual Sales by Month” Report, select either “cancellation $s” or “cancellation count” from “order status”. Select “cancellation $s” to see $ totals of cancellations broken up by month. Select “cancellation count” to see the number of cancellations broken up by month. With either option, you have the additional feature of being able to filter by cancellation reason.

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You can also select “Cancel/Book %” to see the percentage of booked sales that are cancelled/revised. You also have the option to show $s (see check-box in image below). With this option you can see the values behind a percentage. For example, 50% means $600 cancelled out of $1200 booked.

cancelation analysis

 

 

You can also use the “Sales by Mfr/Customer” or “Sales by Customer/Mfr” reports to analyze cancellation $s (see image below). Under order status, selected “cancelled.” This report is best to see summary cancellation values, or see itemized/listed specific cancellations. Annual Sales by Month is best for analysis.

cancelation analysis1

 

From the Order tab, you may view/filter ALL cancellation records:

On the Orders tab, you can also filter by the “cancelled” column. If you don’t see this column, you can activate it with “customize this view” (http://blog.showroomexchange.com/customize-this-view/). With this method, you can filter to see how many cancellations have been made by a customer or manufacturer, how many cancellations occurred within a territory, analyze a specific $ range of cancellations, etc. You can also export or print your findings from the order tab (see below).

 

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export print order tab

Measure Brand Performance with Ship-Through Percentages

Once the order is booked, it’s up to your manufacturers(mfrs)/brands to credit-approve, produce and ship the goods on-time!

…So that you can receive your commission.

With the Annual Sales by Month report, you can view ship-through %s, i.e.; how completely your mfrs are shipping each month.

From the reports tab, select “Annual Sales by Month.” On the report criteria page, under “order status” select: “ship / active %”, or “ship / book %”. e.g.; $100 was booked, $90 active (due to a $10 order revision), $60 shipped, ship/booked %=60%, ship/active%=66.7%.

We find “ship / active %” to be more fair/realistic of what should actually be shipping.

If you select ship/booked% or ship/active%, you can check “show $” to see dollar values shipped along with the percentage.
Net shipping value, will take into account any negative invoice as well (e.g.; charge-backs, returned goods)

ship through percentage