Getting the Most From Your Reports

Sales management is a really big thing. The need for a sales manager depends on the organization and size but that does not change the need for sales management. I was recently asked to help a Pinnacle site with this subject and wanted to share with you what we came up with. While this is Pinnacle specific the ability to do this exists in all yard management systems to some extent. Get with your YMS provider or IT person to see what you can do with your system and see if some of these things help you sell more parts by creating better closers.

Pinnacle S12 – Opportunity Report
The S12 report in Pinnacle has a lot of information on it when exported into Excel. Here are some instructions on how I would clean it up and use it for my sales team.
Build report for a single day, save in Excel to your desktop or Term Light Server if you are configured that way. You must have Excel on your Term Light Server for this to work.
Open report and remove all credits. Column C is labeled “ISINVOICE”. True stands for invoice and false means it was a credit. Highlight and delete all the lines with false in that column.
There are a number of columns that do not contain information that is relevant to me so I delete those columns. The ones I think are irrelevant are labeled as “TAX1”, “TAX2”, “CHARGE”, “CUSTOMERTYPE”, “TOTALTAX1”, “TOTALTAX2”, “ORDERCHARGE”, “BILLID”, “DELIVERYID”, “SHIPTO”& “ITEMFREIGHT”.
That leaves me with the following columns:

a. Invoice Number
b. Date Created
c. Invoice Type
d. Created By (Salesmen)
e. Customer Name
f. Part Type
g. Found Price in Pinnacle
h. Price Invoiced For
i. Surcharge (Core Charge)
j. Warranty Amount
k. Freight Amount
l. Customer Category
m. Line item total for part
n. Vehicle Stock Number (All brokered parts are BP001)
o. Interchange number of part sold
p. Year model
q. Vehicle model
r. Any comments entered about part such as damage
s. Sales Recommendation

i.    D = No Discount
ii.   G = Good Price
iii.  N = Negotiate
iv.   S = Sell It

5. Use Sort Program in Excel to sort according to your objective.
a. Core charges: Sort by part type, flagging the ones they charged the core; green and red for the missed core opportunity. This does not always mean there is core value but reminds them to look and verify.
b. Warranty Opportunity: Sort by invoiced price smallest to largest with all of the parts that selling an extended part only warranty existed in red and recognizing the good ones in green.
c. Freight Opportunity: Sort by customer type and make sure freight charges have been applied where they should. You can compare asking price to invoice price and add freight to determine actual part discount.Sort by freight charge and you can see how much was moved out of part price as opposed to coming from the customer thru good selling.

The report can be used for many other things and is a very useful sales managing tool. Like any tool it must be used in order to provide value. I think it will help you help your sales team grow.

Mike Kunkel        Lee Worman

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