Release Notes

On the 9th of August, 2019 our Web CRM underwent significant changes. Read about the updated features and functionality enhancements below. With additional product & stock features, training modules, integration & quoting updates, you can start working smarter with Tall Emu.

Product and Stock Enhancements

Basic Stock Management has been added added. We can:

  • Define multiple locations (with addresses)
  • Track In Stock, Committed, Back Order and in demand by location, by product
  • Optionally Track Stock.

Virtual” products can now be created.  Virtual products allow you to have the same physical (usually stock tracked) product sold under multiple SKUS, names and prices. This allows you to track stock of the master item (e.g. a car tyre of a certain size) but sell and quote based on virtual items (e.g. a car tyre for a Holden Commodore)

“Variations” of products can now be created.  This is useful when several slightly different versions of the same product are created, for example Small, Medium and Large shirts. The variations are all related, but can be sold and price separately.

Added the possibility to define Cross Sell items on products. This has been added for reference only, but will be used elsewhere in the system in due course.

Products which are flagged as “Training” can now have pre-requisites. These are currently added for reference only, but will be used elsewhere in due course.

Configurable Items are now available! A configurable item allows the definition of complex items, which can have sub-groups and options.

For example, if you’re selling a car – you are able to define an option group “Transmission” where you must select one, and only one – but an additional group “Accessories” where you may select none or many.

Stock levels on a product

This is (part of) the product screen.   The “Stock” shows availability at different locations:

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How stock works

  • In stock – How many are at the location
  • Back Order – How many are on backorder
  • Committed – How many are on open Sales Orders
  • Incoming – what’s inbound (on either manufacture, when implemented – or PO when implemented)
  • Available –  In Stock less Committed = Available to sell.

Stock movements simplified.  On here we also store things like stock value at time of movement (for historic reports) as well as before/after stock levels.    Note that these are the movements, which automatically update the stock available table.  It means that stock lookups should be lightning fast, and very scalable to high numbers of SKUs and movement/invoices.

 

Stock Movements on a product

Here we can see we have two locations “New Stock” and “Head Office” – and you can see adjustments into and out of each location.  Stock movements written here are immutable, so if you (for example) make an invoice – stock will reduce.  If you then delete the invoice, stock will increase and there will be a narrative entry for audit purposes so you can always see what’s happened, and why.

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Show Stock during Order Entry

When we enter stock, we can see the QTY ordered – and – depending on available stock levels, it will auto-place stock on back order.  So in this case we can see 20 ordered, but 10 are popped on back order.  If I decide, at the line level – that I want to put all 20 on back order, I can manually adjust this and save…. But let’s say we don’t….

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If someone takes our stock before we get to save, or we cannot supply for some other reason – say the stock file imports and some stock went astray – we see this warning – we can’t supply it so we warn the user.

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Orange highlight means (as you see from the popup) – that though we have 10 items on back order, we have 5 items actually available to supply if we want to.  Nothing automatic happens here (we just opened a sales order) – but if we want to, the user can open the order and adjust it (either – to supply an extra 5 items now – or adjust it in any other way).   Just a friendly way to indicate to the user that they could increase supply.

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And finally,  let’s suppose we make, or buy some new stock – or an order is cancelled, or someone puts an order for another client on back order – so we have stock available for any reason – we see this:

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So the user can see that he could supply this line.

 

Training Module

The training module has been significantly updated.  It is now possible to define training courses with variable sub-types (using variations), pre-requisites, and to either simply add attendees, or to have a booking with multiple attendees.

Training courses can then be invoiced (per attendee or per booking).   If you have Ezidebit – you can take payment by credit card, BPAY or Direct Debit.    And if you’re connected to XERO or MYOB, then the customer, invoice and payment could be transferred over.

 

Setting up Courses

In Tall Emu, a training course is a product that we sell:

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This example product is a training course called “Kitten Wrangling”

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It is possible to add “Cross Sell” products these will be offered when the course is sold online, and can be things like printed manuals, T-Shirts, Hoodies, or any other extra item(s) that you want to promote.

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The course can have pre-requisites defined.  These are courses that must have been completed before you are able to do this course.   This is for reference only for now.

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We can also set up different variations of the course – in this case, I have a refresher, Introductory and advanced version of kitten wrangling.

 

Each can be priced differently (and each can have pre-requisites defined).

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Running a course

When we want to run a course, we choose the type of course and set the needed fields like the date and location of the course, how many people can attend and so on.

 

We are also setting here whether it is a specific course (e.g. only advanced kitten wrangling) or whether or other course sub-types could be booked as well.

 

The date of the course, attendance levels, and trainers are all definable.

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When the course has been defined, we can see the summary:

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In the CRM, we can define contacts (these are people) and on the person you can see which courses they have attended:

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Each attendee on the course is booked in, and during the booking process we can (optionally) choose the course sub-type, adjust the price.

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Billing Training Courses

We have added the ability to generate course for single self-attendees to a course, and also added the possiblility to create one invoice for an entire booking.

If Ezidebit is connected – it’s possible to pay by Credit Card over the phone (and securely PCI compliant) save the details. With MYOB or XERO connected, it’s possible to then transfer those invoices, clients and payments over to the accounting system.

 

CSV Import and Exporting

  • Changed Icon to “Excel” Icon to avoid duplicate Icon.
  • Added ability to export a template CSV file so you know what columns are needed to import.
  • Improved importer to work with reference data – for example, if you have sales regions in your import file you can tell the importer to create new sales regions automatically, or skip rows that contain sales regions which are not in CRM – or abort the import entirely.

 

Email Templates

Email templates have been added.  These can currently be used with Quotes, Sales Orders and Invoices. Further updates will be coming in the next release.

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Quoting and Selling

 Online Quoting

  • Added support for terms and conditions.
  • Added ability to pay for quotes online using Ezidebit
  • Added ability to take deposits against quotes

 

 Email Template

  • It’s possible to define many email templates, and link them with a quote template so they’re automatically used.

 

Quote Templates

On each quote template, you can now specify whether or not the customer must accept terms and conditions.

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You can free-text type in the terms. They are different for each template.

For displaying the terms, there are two options: as a popup, or at the bottom of the quote.

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When we have “popup” defined, and they click on “terms and conditions” we get this, which shows the terms that we entered.

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Otherwise, the terms and conditions are shown after the quote:

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On the PDF version of the quote, the terms are always shown on the next page:

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Payment for quotes

It’s now possible to accept payment onlin (via Ezidebit) for a quote, or to request an invoice:

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New Fields on Quotes and Sales Orders

  • Order source (for example, Website, Manual Entry, EDI)
  • PDF Template and Email Template selectors have been added in the SalesOrder and Invoice editors.
  • The TimeLine section has been added For Sales Order and Invoice;

It is not currently possible to add custom PDF templates, but we can develop these if required.

 

Activities

  • Added basic Time logging
  • Converted the Web Time Tracker from our ERP to Web CRM
  • Added ability to delete from calendar.

 

Integrations

Woo Commerce

Basic support has been added for Woo Commerce.   You need to be running the latest version of Woo Commerce.   The first connection will download all customers, contacts, products and orders.

Subsequent downloads will bring down orders and changes only.  Orders downloaded from Woo are by default flagged as “Not Supplied”.

import product features and product feature values for sales orders items during import of orders from Woo.

MYOB

  • Added ability to import misc and service invoices
  • Handle situation where two company files have the same name
  • Minor fixes

Xero

  • Minor fixes
  • Add Correct warning if we try to export an unallocated payment to Xero

Outlook

  • Inbox Insights fixes
  • Added ability to create tasks from an email

 

Company/Contact Records

  • “Add” button under Company for Jobs, Quotes, Sales, Invoices, Payments
  • Added an ability to see what lists a company/contact is on
  • Added ability to add/remove company/contacts from lists.
  • Added Photo to Contact

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The new field “Follow-Up Date” has been added for Contact and Company.

 

Opportunities and Project Changes

Modify Project system to allow many related opportunities to a project:

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Sale Orders, Invoice, Payment tabs were added for opportunity

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  • A link to “Related Project” which can be clicked on
  • Added a field ‘next follow up’
  • Show of company address on map was added if opportunity’s address specified
  • Added fields “Start Date”, “Expected Close Date”, “Close Date” into full editor

 

Miscellaneous Changes

  • SMS: SMS sending is disabled now if any SMS sytem is configured/activated.
  • Added the “unsupported” message for MS Internet Explorer (task # 390075)
  • Automatic Error Logging and improved error page.
  • Fixed bug where discounts applied not taken to account when displaying gross profit amounts.

 

Mapping Changes

  • Modified map definition for “Cards”, “Companies”, “Contacts” to use postal address on the map when physical address is empty.
  • Modified map definition for Sales Orders, Quotes, Invoices – to use billing on the map when shipping address is empty.