A sales rep is the person credited with a sale. You attach a sales rep to a sales document so you can attribute the sale, and later filter and report on who sold what. It is an independent master file: each rep has a code, a name, and a login, plus two optional cross-references (a parent rep and a default location). The bookkeeper or accountant sets reps up once, and everyone selects from the list on the documents they enter.
A sales rep is the third of ZyncLedger's organizational dimensions, alongside Branches and Locations. Its job is to attribute activity to a person, and it does more than tag reports:
- Sales documents carry a sales rep. Quotations, Sales Orders, Invoices, and Invoice Credits have a Sales Rep field on the header, so each one records who made the sale. If the customer on the document has a default sales rep, that rep prefills the field.
- Reports group and filter by rep. Sales reports include a Sales Rep Name column you can group and sort by, so you can read sales by person and measure each rep's contribution.
- A default location prefills. You can give a rep a default location so their documents start with the right place to sell from.
- Each rep gets a login. Creating a sales rep also creates a restricted Sales Portal account for that person (covered below).
The Sales Portal login
Every sales rep is also a user account, so the email and password you set on the rep are that person's login. When a sales rep signs in, ZyncLedger does not open the main app. It sends them to a restricted Sales Portal where they can view Products and Customers and raise Quotations and Sales Orders for themselves, and nothing else. They cannot see the ledger, other reps' work, or the setup screens.
The email must be unique
Because the rep's email is a real login, it has to be unique across all users in your workspace. You cannot reuse an email that already belongs to a staff user or another sales rep. If you do not want the person to log in, you can still create the rep and simply not share the password.
Before you start
A new business starts with no sales reps. Add them as you need to attribute sales to individual people. If you only want to group sales by office or region rather than by person, use a Branch instead.
You need the create sales reps permission to add one, the edit sales reps permission to change one, the approve sales reps permission to approve it, and the delete sales reps permission to remove one. These are set per user under Users & permissions.
Create a sales rep
Open the Sales Reps list
Go to Lists → Sales Reps. The list shows every rep with its Code, name, Parent, default location, and Status (Active or Inactive, and Approved or Pending).
Start a new rep
Select Add Sales Rep. The Create New Sales Rep panel opens from the right.
Enter the code
The Code identifies the rep, for example
SR001. If your workspace generates sales rep codes automatically, this field reads Auto-generated and fills itself on save. If it is set to manual, type a unique code (required). You set this mode under Document numbering.Enter the name and email
Type the rep's Name (required) and Email (required). The email becomes the rep's Sales Portal login, so it must not already be used by another user.
Set a password
Type a Password (required) for the rep's login, or select the refresh icon to generate one. Use the eye icon to check what you typed. When editing an existing rep, leave this blank to keep their current password.
Choose a parent rep (optional)
Use Parent Sales Rep to nest this rep under a manager, for example placing a territory rep under a regional manager. Search for the parent and select it, or leave it blank for a top-level rep. A rep cannot be its own parent, and the hierarchy can be at most five levels deep.
Choose a default location (optional)
Use Default Location to set the place this rep usually sells from, so it prefills on their documents. Search for the location and select it, or leave it blank.
Set the status flags
Two checkboxes control whether the rep can be used:
Field What it does Active On by default. An inactive rep stays for history but is not offered when you pick a sales rep on a document. Approved Off by default. A rep is only offered for selection once it is both Active and Approved. Ticking this needs the approve permission. Once a rep is approved, this box is locked. Save
Select Create Sales Rep. The rep, and their Sales Portal account, are created, and once approved the rep appears in the Sales Rep dropdown on sales screens.
Approval gates availability
A new rep is created as Pending until someone with the approve permission approves it. Until then it will not appear when you tag a document with a sales rep. If a rep you created is not showing up on a document, check that it is both Active and Approved on this screen.
Edit, deactivate, or delete
Select the edit icon on any row to change a rep's name, email, parent, default location, password, or flags. To stop a rep being used without losing their history, clear the Active flag rather than deleting the rep.
Heads up
Deleting a sales rep also deletes their Sales Portal user account, and cannot be undone. ZyncLedger blocks the delete if the rep has child reps beneath it, or if the rep is already used on any sales document or POS sale. Because posted documents point back to their rep, deleting one would break that history. Deactivate the rep instead, or reassign and remove its children first.
Related
- Branches — attribute activity to a part of the business rather than a person.
- Warehouses & Locations — the stock-holding dimension you can set as a rep's default.
- Customers — set a default sales rep on a customer so it prefills on their documents.
- Invoice — where a sales rep is stamped on the sale.
- Document numbering — choose automatic or manual sales rep codes.
