User Guide
Setup a Sales person v1.0
Finance Systems
Table of Contents
1.
Overview ...........................................................................................................................................2
1.1
2.
Document Purpose .................................................................................................................2
Set up a sales person ........................................................................................................................2
2.2 Support Team Members (Step 2) ...............................................................................................8
3.
Updating a salesperson contact details ..........................................................................................10
4.
Document Control ..........................................................................................................................14
3.1
Document Location ..............................................................................................................14
3.2
Change History .....................................................................................................................14
3.3
Glossary ................................................................................................................................14
3.4
Reviewers .............................................................................................................................14
3.5
Copies To ..............................................................................................................................14
User Guide
AR ~ Setup Sales Person Scenario
1. Overview
1.1
Document Purpose
The purpose of this document is to assist AR team in how to set up sales person in NS Financials.
Service desk sets up billers when they receive a form from someone requesting access. Then service
desk asks AR to set up a sales person.
This document outlines how to set up a sales person.
2. Set up a sales person
When a biller raises an invoice they select a sales person who has been previously set up within
biller’s faculty. Details of sales person will print on the customer invoice as the point of contact
within UNSW. Customers will contact sales person for any questions on their bill. A biller and a sales
person can be same.
To set up a sales person is a two-step process.
First step: Setup Team Member (Sales person) Personal Data
Second Step: Setup support Team Members
You will need to know the following before you start the set up process:
 Initials Of Employee Name (set up by service desk)
 Employee Id
 Business Unit
 Phone number
 Email address
You will find all this information in the ticket that the IT service desk has sent you.
Here is an example:
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AR ~ Setup Sales Person Scenario
2.1 Team Member Personal Data (Step 1)
IT service desk has already set up a Billing Specialist with a bill inquiry phone number. To access Sales
Person (Team member) personal data go to menu:
Main Menu < Set up Financials/Supply Chain < Common Definitions < Team Members < Team
Member Personal Data
Click “ Add a New Value”.
SetID:
Business Unit of the Sales person
Note: Exceptions BU – FSAR1, CNFCE, DONAT, KENCL and PVCIN has to be setup under SetID
“GROUP” first and then under their own Business Unit. Similarly, NSETC has to be set up under SetID
“NSGLO” and then under NSETC. (Please refer to User_Guide_BI_Billing_Business_Units_v1.0)
Team Member:
Use the Sales person initials provided by service desk in the email (in this
scenario UK for Uma Kumar)
Click “Add”.
Member Data Tab
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Search for the Employee ID by clicking magnifying glass
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Select the Employee Id to return to Member Data tab.
Once the Employee Id is selected, change the current order of the name to First Name, Last Name
(This name prints on the bill. There is an example on Page )
Status:
Language Code:
Region Code:
Vendor:
Email Address:
Currency Code:
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Active
Select English
Leave Blank
Leave Blank
Enter their UNSW email address, look it up if IT have just put the
user id (this prints on the bill)
AUD
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Member Commission tab
Team Member Type Code: Select CONV (or UNSW if this is an option, if both options exist always
select UNSW)
Member Address tab:
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Address Type:
Primary:
Effective Date:
Status:
Country:
Select Business
Tick
Current date
Active
AUS
Entering Suburb/City; State and Post Code is not necessary.
Member Phone Area:
Type:
Select Business phone
Prefix:
Enter correct prefix for Australia and state 612
Phone:
Enter phone number (this prints on the bill)
Ext:
Only enter if the number is within our PABX system as below
Click Save.
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2.2 Support Team Members (Step 2)
Go to Menu:
Set Up Financials/Supply Chain < Common Definitions < Team Members < Support Team Members
Click “Add a New Value”
SetID:
Business Unit of the Sales person
Note: Exceptions BU – FSAR1, CNFCE, DONAT, KENCL and PVCIN has to be setup under SetID
“GROUP” first and then under their own Business Unit. Similarly, NSETC has to be set up under SetID
“NSGLO” and then under NSETC. (Please refer to User_Guide_BI_Billing_Business_Units_v1.0)
Support Team Code:
NEXT (System will automatically pick the number. Please do not change it)
Click Add.
Effective Date:
Status:
Description:
Short Description:
Team Member:
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Current date
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Enter their name (first name, last name)
Enter the initials they are already set up as
Select their initials from the Team Member list
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Click on magnifying glass to select Team Member
Select the Team Member.
Priority:
Enter 001
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Click Save.
The next sequence number for that Business Unit will now be assigned in Support Team Code field.
3. Updating a salesperson contact details
If the contact details of the salesperson need to be updated, then the original details should never be
deleted.
Here is an example:
This record already exists, so the phone number has to be updated.
Go to:
Main Menu < Set up Financials/Supply Chain < Common Definitions < Team Members < Team
Member Personal Data
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Change SetID to ARTSS
Enter Team Member: JD (Salesperson Id as per email from IT)
Click Search and go to Member Address tab.
Click + sign to add another record.
You can see there are two records. Click View all to see all the records.
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Update the record with the latest effective date to reference new phone number.
Click Save and click OK to the two warning messages.
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To review the old contact number later, click on include history.
Note: If contact update is required for Sales person under BU – FSAR1, CNFCE, DONAT, KENCL and
PVCIN the update must be done under SetID “GROUP” first and then under their own Business Unit.
Similarly, NSETC should also be updated under SetID “NSGLO”. (Please refer to
User_Guide_BI_Billing_Business_Units_v1.0)
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4. Document Control
3.1
Document Location
J:\BSI\FINSYS\Financial Systems\Systems\NS Financials\V9.1\Documentation\User Guides\User
Guide AR Setup Sales Person.docx
3.2
Change History
Version Date
1.0
3.3
Description
Author
12/02/2013 Author
Shaleen Batra
Glossary
Term
Description
NS Financials or NSF
NewSouth Financials application. UNSW’s name for its Finance system.
Sales Person
Person who raises bills to the customers
AR
Accounts Receivables
3.4
Reviewers
Name
Title
Sharon Moore
Systems Support
3.5
Review Date
25/03/2013
Copies To
Name
Title
Date Emailed
Kavitha
Accounts Receivables Supervisor
28/03/2013
Finance Website
Posted to Knowledge Base
28/03/2013
End of Document
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