Create Databases -> Salesperson -> Assigning Numbers

Assigning Numbers

Every user must be assigned a unique number, regardless of whether the user is a salesperson, an orderwriter or simply an employee. Anyone who usesDDMSneeds a three- or four-digit user number.

You can use the number to limit a person's access to databases or applications, or to limit the actions he or she can perform.

The number may be called several different names based on function. For example, it may be called an order-writer number, order-taker number, salesperson number, order-verifier number, picker number, or cashier.

Generally, salesperson numbers are for employees who receive commissions. These employees may or may not enter customer orders in the Order Entry window. Order-writer numbers are for employees who enter orders in the Order Entry window. (Order writers may also receive commissions.)

Rules for Assigning Numbers

1. Assign three- and four-digit numbers to those doing order entry. To be valid for order entry, the number must be at least 101 and not more than 9999. Assign one- and two-digit numbers to those for whom you track sales and commissions, but who do not enter orders themselves.



2. In addition to assigning a number to each salesperson, you should create a special salesperson to use as an in-house sales account for each location. This special salesperson is used to accumulate a history of sales for customers who are not assigned to a specific salesperson.


For the in-house sales account, assign the location number as the first character of a three-digit salesperson number, or the first two characters of a four-digit salesperson number. Use 00 as the last two characters. For example, for location 1, the in-house account would be 100. For location 42, the in-house account would be 4200.

Do not use 00 as the last two digits in salesperson or order-writer numbers, since they are reserved for in-house sales accounts.

For example, you could assign numbers as follows:

• 100 House Account
• 101 - 199 Customer Service Representatives
• 102 - 299 Commissioned Salespersons
• 301 - 350 Administration
• 351 - 399 Service Techs (Last 2 digits are for car stock location)
• 401 - 499 Warehouse Personnel (Deliveries and Receiving)
• 501 - 599 Accounting

You may not currently have 98 Customer Service Reps, for example, so allotting 101 to 199 for them may seem excessive. However, to allow for growth and employee turnover, a wide range is necessary.

If your location is 1 through 9, do not use leading zeros in your order-writer number. For example, if you are assigning numbers for location 1, assign 123, not 0123.

3. When assigning order-writer numbers, you may want to use the last two characters to specify retail or commercial settings, as shown:

• Retail 01 - 50
• Commercial 51 - 99

This information is used in the Sales Analysis Recap Report and the Items Sold Restock Report to differentiate between retail and commercial sales.

If you use location-specific order-writer numbers, an employee who works at more than one location will have multiple order-writer numbers.

Next, you will add a salesperson.