Questions & Answers
Q: How do I log out of Promotional Office?
A: If you are already logged in to the system and want to log out internally, then you can click the X on the top right to log out. If you are logged in to another work station and want to be logged out of the system externally, then please call support on 01252 701092
Q: How do I search for a customer?
A: You will need to go to the Dashboard, General Data and then Customer. You can then click search on the Customer Overview screen to bring up the first 300 customers, or you can search using the keyword.
Q: How do I create a new customer?
A: You will need to go the Dashboard, General Data and Customer. On the Customer Overview page on the top left side there is a button called Create New Customer. Click this and fill out the relevant fields. Where there is a red X this is mandatory information that will need to be filled out before you can save.
Q: How do I Trigger a Product in to Promotional Office?
A: You will need to log on to the Sourcing City website, www.sourcingcity.co.uk and log in using your credentials. You can then search for a product and click on the Product Trigger icon. This will then pull through the product information and the supplier information.
Q: How do I close a quote?
A: You can close a quote by highlighting the quote and clicking close quote on the left side of the quotation overview screen. It will ask you for a reason for closing the quote which you can add.
Q: How can I view all my orders and their actions?
A: Go to the Order Overview screen and on the left side click on Order Action Overview. This will then show you all of your open orders and the actions that are still outstanding. It will also show you what actions have been completed.
Q: How can I change the currency exchange rate?
A: If you have access you can update the exchange rate by going to Manage, Advanced Settings and then the first tab currency is where you can change the currency exchange rate. You can also change the exchange rate on the quote or order individually by going to the third tab in your quote or order and changing the currency factor.
Q: How do I add an VAT Number?
A: If you go to the Customer Overview and click on the customer, then go to the Invoice Address, there is a field called VAT Number. You can then add the VAT Number.
Q: How do I add a credit limit?
A: Go to Dashboard, General Data and Customer. Find your customer and open the record. At the bottom of the page there is a field called Credit Limit. Fill then in and click OK.
Q: How do I send a document?
A: Go to any of the overview screen pages i.e Quotation, Orders, Purchase Orders. Find your Quote, Order etc. Once highlighted click on Print Document. This will bring up the document and there will be an envelope icon at the top of the page that you can click. This will take you to Outlook where you can then send your document in an email providing the email address has been filled in.
Q: The Bank Details On The Invoice Documents Need Updating, How Do I Get These Updated?
A: Please Contact The Support Team On 01252 701092 So That We Can Assist You With This. Or Alternatively You Can Send An Email To Support@Promotionaloffice.Co.Uk And Provide The Updated Bank Details.
Q: I Have Some Template Amendments, How Do I Get These Updated?
A: Please Contact The Support Team On 01252 701092 So That We Can Assist You With This. Or Alternatively You Can Send An Email To Support@Promotionaloffice.Co.Uk With The Amendments.
Q: I Need To Request A New Licence, How Do I Do This?
A: Please Contact the Support team with the New Users First Name, Last Name And Email Address. A Request for a new Licence may take 24 Hours to complete, you will be Notify when The Licence Has Been Created.
Q: How Do I Make A Customer Inactive?
A: Go To The Dashboard, General Data And Customer. Find Your Customer And Click Search. Go In To The Customer Record And Click On The Second Tab Called Additional Information. In The Middle Of The Page There Is A Tick Box Called Active. To De-Active The Customer, Make Sure The Box Is Unticked.
Q: How Do I Close An Order?
A: Go To The Dashboard And Click On The Order Overview. Find Your Order And Click Search. On The Left-Hand Side There Is A Feature Called Close Order. Press This Button. It Will Then Close The Order And You Can Then Filter To Closed Orders If You Need To Find The Order.
Q: How Do I Close A Quote?
A: Go The Dashboard And Click On The Quotation Overview. Find Your Quote And Click Search. On The Left-Hand Side There Is A Feature Called Close Quote. Press This Button. It Will Ask You For A Reason For Closing The Quote. Select The Reason And Click OK. You Can Filter Your Search To Closed Quotes If You Need To Find The Quote.
Q: How Do I Book An Invoice?
A: Go The Dashboard And Click On The Invoice Button. Find Your Invoice And Click Search. With Your Invoice Highlighted On The Left-Hand Side Click Book Payment. Tick The Box To Say You Want To Close The Invoice After Booking And Then Click OK. If You Need To Find The Invoice Again You Can Filter To Closed Invoices.
Q: I Have Tasks Showing In My Task Area, How Do I Complete These?
A: If You Right Click The Task You Have Some Options. You Can Show Action In Action List, Show Related Quote/Order Detail Or Show Related Quote/Order Overview.
Q: I’ve Created A Customer, But I Needed Them To Be A Supplier. How Do I Change This?
A: If You Have Created A Customer Which Actually Needed To Be A Supplier, You Can Change This. You Will Need To Go To The Customer Overview And Find The Customer. Highlight The Customer And On The Left Side Of The Screen Press Copy To Supplier. It Will Then Move The Customer To The Supplier Overview, But It Will Also Keep The Customer In The Customer Database As Well, So You May Need To De-Active This Or Delete It.
Q: Why Do Some Of The Customers Have Customer Numbers And Some Of Them Don’t?
A: A Customer Number Is Generated When The Customer Has Been Used In An Order. Some Customers May Already Have A Customer Number Because They Were Originally Imported With A Customer Number. New Customers That Are Put On The System Will Have A Customer Number Of Zero Until They Have Been Used In An Order.
Q: I’ve Created A Supplier, But It Should Have Been A Customer. How Do I Change This?
A: You Will Need To Go To The Supplier Overview And Find Your Supplier. With The Supplier Highlighted, On The Left Side Click Convert Supplier To Customer. It Will Then Make A Copy And Send It To The Customer Overview.
Q: I Am Part Of A Catalogue Group And I Would Like The Product Data To Be Imported In To My Database. How Do I Get This Imported?
A: You Will Need To Let Us Know What Catalogue Group You Are Part Of. We May Have To Request This Data From The Supplier. If You Have This, Then You Can Send It To Us And We Will Get The Data Imported. There May However Be Some Charges For The Data To Be Imported, But This Can Be Discussed When We Have All The Information.
Q: How Do I Create A Product?
A: Go To The Dashboard, General Data And Product. On The Product Overview Click New. You Will Then Have The Option Of Creating A New Product, A Branding Method Or A Cost Product. Choose What Type Of Product You Would Like To Create. Make Sure That You Fill Out, Supplier Product Number, Own Product Number, Supplier, Product Name And Product Description Then Click OK.
Q: I Would Like To Copy An Old Quote. How Do I Do This?
A: Go To The Quote Overview And Find The Quotation You Would Like To Copy. With The Quote Highlighted, On The Left Side, Press Copy. This Will Make An Exact Copy Of The Quote. You Will Then Need To Save This So That It Gives It A New Quote Number.
Q: I Have Created An Order And All The Documents. How Do I View The Documents?
A: If You Go To The Order Overview And Highlight Your Order On The Left Side There Are The Functions To Show The Purchase Orders, Delivery Notes And Invoices For That Order.
Q: I Closed An Order And I Would Like To View This. How Do I Do That?
A: You Will Need To Go To The Order Overview And Filter From Open Orders To Closed Orders. You Can Then Either Type In The Order Number And Click Search Or Just Click Search To Bring Up All Closed Orders.
Q: I Would Like To View All My Orders And All The Actions Against The Orders. How Do I View That?
A: Go To The Order Overview And On The Left Side Click On Order Action Overview. This Will Then Bring Up A New Tab With All Open Orders And All The Actions That Are Assigned To The Orders.
Q: I Have A Purchase Order That Was Created, And I Would Like To Change The Cost Price. Can I Do That?
A: Yes You Can Change The Cost Price On The Purchase Order. You Will Need To Go To The Purchase Order Overview And Find Your Purchase Order. Double Click The PO And Then Change The Purchase Price Per Unit Column.