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    Field Sales Mobile App

    L
    Lavanya R
    29 Jan, 2024 - Updated 2 months ago
    Table of Contents

    Introduction

    What is the Field Sales Mobile app?

    The Vtiger Field Sales Mobile app is an application for field sales agents and can be accessed from the Vtiger CRM app. It is available on a mobile phone, or tablet, and sales agents can use it to perform their activities while on the field.

    Features and Functions

    Using the app, you can also perform the following actions: 

    1. Start a Route.
    2. Create an event for:
      1. A leave.
      2. Visiting the head office.
      3. Take up a joint meeting. 
    3. Take an order by phone call.
    4. Add a new outlet.

    You have to log in once a day and pick up the Beats assigned. There can be one or multiple outlets in a Beat for a day. If there are multiple Beats, and the manager has assigned a Fixed Route, you have to take up only that route to visit all outlets. Click here to know about Routes.

    After checking in to an outlet, you can take orders. You can place sales orders while taking orders. 

    After visiting each outlet, the status will be updated as completed in the app. Once all the outlet’s status is completed for the day, click End route. If a sales agent cannot complete the tasks assigned for the day, the status will be moved to pending tasks.

    Note: When the sales agent enters the vicinity of a particular outlet, you will be auto-checked in. 

    Field Sales module in the CRM

    The Field Sales module in the CRM allows sales managers to create Beats, and Beat plans for sales agents. Beats are added for each agent, and the date and time to pick up this Beat Plan are created in the CRM. It helps track the sales team’s activities remotely.

    The Field Sales Add-on has to be installed in the CRM. Only then will it reflect in the mobile app for you to access it. The sales managers will create Beat plans in the CRM for you to take it up by logging in to the mobile app. You can download the Vtiger CRM application from your Android or ios mobile devices. You can log in using your Vtiger credentials. You can access the Field Sales app under My Apps on your mobile device.

    Field sales agents can log into the Vtiger CRM app:

    • To view the Beats assigned to them.
    • Pick up Beats that are under Today’s section. 
    • Click Start on an outlet to begin the beat.
    • Perform tasks like taking orders, conducting auditing, etc

    The Admins can set up the following settings in the CRM: 

    • Enable if you want sales reps to take orders.
    • Enable Auditing if you want sales reps to conduct auditing.
    • Enable Feedback if you want the sales reps to add feedback. 
    • Enable the Last 5 Orders, if you want to repeat your past orders.

    Current Location Coordinates

    The current location coordinates refer to the specific geographical coordinates (latitude and longitude) of the device's current location at a given point in time. This feature is often integrated into field sales applications to provide real-time information about the location of sales representatives or field agents.

    The coordinates for the current location in the Field Sales app will be picked up from the Organization field for an outlet. 

    In case the location details do not load, you can use the search option to look for the Organization name (outlet name) and update the location coordinates (as shown) using the Update button.


    Feature Availability

    This feature is available in One Professional and One Enterprise editions of Vtiger CRM.

    Benefits 

    The Field Sales Mobile app offers numerous benefits for businesses and sales representatives operating in the field. Here are some key advantages:

    Benefits for Sale Reps
    • Easy accessibility - You can easily download the Vtiger CRM app and access the Field Sales module. 
    • Convenient for taking orders - You can easily log in to the app and check in to the outlets. They can take orders by clicking on the Take Order tab. 
    • Real-time access to information: With the app, you can get the latest product information, pricing, inventory levels, and customer data in real time. This helps you enhance the entire sales process.
    • Increased productivity: Field Sales Mobile apps streamline various tasks, such as order processing, customer management, and reporting. By automating these processes, you can focus more on selling and building customer relationships, increasing productivity.
     
    Benefits for the business​​​​
    • Improved sales forecasting: We aim to improve the effectiveness and efficiency of your business operations, resulting in increased sales and customer satisfaction. 
    • Optimized route planning: Field Sales Mobile apps often integrate GPS, enabling sales representatives to optimize their travel routes efficiently. This reduces travel time and expenses, allowing sales reps to visit more clients daily.

    Key Terminology

    Key Term

    Definition

    Route

    The journey between the starting and destination outlets.

    Marking Leaves

    An event in the Fields Sales app that allows sales agents to take leaves if they are unable to visit outlets.

    Visiting Head office

    An event in the Field Sales app refers to the sales agents visiting head offices while visiting outlets.

    Working Jointly

    An event in the Field Sales app refers to the sales agent joining another agent to visit the same outlet.
     

    Using the Field Sales App

    Starting a Route

    You can see the Beats assigned to you when you log in to the app. You can:

    1. Check-in to an outlet
    2. Take orders
    3. Log in to headquarters(head office) and distributor visits
    4. Create Leaves
    5. Create a Joint-work event
    6. Perform auditing
    7. Take Surveys

    Note: Admin managers must enable you to do the above for an outlet. 

    Follow these steps to start a route:

    1. Log in to the Vtiger CRM app.
    1. Go to My Apps.
    1. Click Field Sales.
    1. Click Start Route.
    1. Click In Progress or Today’s Journey.
    2. The Outlets will be displayed.
    1. Click Check-In for each Outlet. A Camera access prompt will appear for capturing images and videos.
    1. Click Okay. Check if the following actions have to be taken for the selected outlet.
     
     
     
     
     
    1. Take Order: Enter or select the following information to take order:
      1. Order by Category - Select one of the following:
        1. Lace Food
        2. Haldirams
        3. Supreme Products
      2. Click the Lace Food category.
      3. Click Add on a product. Items will be added to the cart.
      4. Click View Cart.
      5. Click Place Order.
      6. Click Done. If an order is placed successfully, you will see a green tick mark beside Take Orders.

    Note: Enable the Last 5 Orders toggle,  if you want to repeat your past orders.
     

     
     
    1. Click End. A message Are you sure you want to check out from the outlet? will be displayed.
    2. Click OK.

    Note: Follow the same steps for each and every outlet in your route.

    Your status for the first outlet will be marked as Completed in green. You can follow the same steps as above for other outlets. Once you have visited all the outlets, click End Route.

    Marking Leaves

    You can mark a leave event if you want to take leave, by logging in to the app, and creating a leave of absence event.

    Follow these steps to create a leave in the CRM:

     

    1. Select the Mark Leave tab in Vtiger CRM app.
    1. Click Add Event.
    1. Enter your (sales agent's) name.
    2. Select the Start Date and Time by clicking the Calendar icon.
    3. Select the End Date and Time by clicking the Calendar icon.
    4. Tyoe the Agenda.
    5. Click Save.

    Your leave of absence event is created successfully.

    Visiting the Head Office

    You can create an event if you need to visit the head office. 

    For example, if a sales agent has to visit the head office while visiting the outlets, they can pause their ongoing visit and keep the manager informed by creating a Head Office Meet event to visit the Head Office.

    Follow these steps to create a Head Office Meet event:

     
    1. Select Head Office Visit tab in the Vtiger CRM app.
    1. Click Add Event.
    1. Enter your name.
    2. Enter Agenda.
    3. Click Save.
    The Head Office Meet event is created successfully.

    Working jointly with team members

    A sales agent can join another agent if they visit the same outlet. They can inform their manager by selecting the Joint Working option. For example, you may need assistance from another sales agent who is familiar with a particular outlet, or you may need to train a new sales rep.

    As a sales rep, you can select the agent who can join you by checking their status on the app. You can add them to the Joint Working event if their status is available.

    Follow these steps to work jointly:

    1. Click the Joint working tab in the Vtiger CRM app.
    1. Click Add Event.
     
    1. Select the User you want to join from the drop-down.
    2. Check the User  Current Activity.
    3. Click Add if the status is available.
    4. Click Save.

    The Joint Working Event is created successfully.

    Placing or Taking orders by phone call

    On a fixed route for a day, there will be several outlets. In case you cannot take orders from an outlet that is not listed on a route or if you cannot visit a particular outlet, you can take orders by phone using the Order on Call feature. 

    Note: You can use the Last five orders option if it is a repetitive order.

    Follow these steps below for taking an order on call: 
     

    1. Click the Order on call tab in the Vtiger CRM app.
     
     
     
     
     
    1. Type the outlet's name in the Search field.
    2. Select one of the following for the list of outlets displayed -
      1. Take Order
        1. Select Order by Category.
        2. Select the Category.
        3. Click Add to add the product. The item will be added to the Cart.
        4. Click View Cart.
        5. Click Place Order. An Order placed successfully message will be displayed.
        6. Click Close.
      2. Last five Orders (to repeat the previous Orders from the outlet if required)
     
     
     
    1. You have two options - View Order and Reorder
    2. Click Reorder. The item will be added to the Cart.
    3. Click View Cart.
    4. Click Place Order. An Order placed successfully message will be displayed.
    5. Click Close.
    Adding new outlets

    When sales agents are on their beat and find a new outlet, they can add it to the CRM using the New Outlet option.

    Follow these steps to add a new outlet:
     

     
    1. Click Add Organization in the Vtiger CRM app.
    1. Type the Organization Name.
    2. Type the Website.
    3. Type the Phone number.
    4. Select the Status of the Organization.
    5. Select Assigned To from the drop-down.
    6. Select Organization Status from the drop-down.
    7. Select Price Book if you want to link any.
    8. Update the Coordinates.
    9. Click Save.

     
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