How Can We Help?
A sales rep (salesperson) is an existing OpenJanela user who has
been given a sales-rep record. Reps are set up in Sales Management → Sales Partner
Management: pick a rep in the list on the left, then the Details button. The rep is
what a customer’s Sales Rep field points to, what every new quote/order is credited to,
and what the commission calculation is based on.
What, where, who, when, why
| What | A sales-rep record wrapped around an existing login user: branch, name, product/shipping/installation commission schemes, monthly targets, Net:List ratios and an optional parent rep. |
| Where | Sales Management → Sales Partner Management → Details. The commission schemes themselves are built on Sales Management → Sales Commissions (Configuring reps & schemes). |
| Who | Sales management. The rep record must exist before the person can be picked as a customer’s Sales Rep or join a sales team. |
| When | When a salesperson starts (create), moves branch (new record — Branch is locked on Edit), changes commission scheme, or leaves (Inactive, not Delete — delete is refused once they have any order or opportunity). |
| Why it matters | Every quote and order is credited to a rep, and the rep’s schemes + Net:List ratio are what turn that revenue into commission. A rep left active keeps appearing in pickers; an inactive rep stays on old documents only. |
The Sales Partner Management screen
The left-hand list shows the reps (searchable by first or last name). Administrators and
sales/marketing leaders see every rep; everyone else sees only the reps of their own branch.
Inactive reps stay in the list; deleted reps do not. The buttons on the right open four views
of the selected rep:
| Button | What it shows |
|---|---|
| Details | The rep record itself (fields below). |
| Calendar | The rep’s working calendar (weekend days, timetable, holidays, exceptions). |
| Sales Team | Which sales teams the rep belongs to. Click Edit, move teams between the two lists, then Save. See Sales teams. |
| Documents | The order documents list for this rep. |
Details — every field
| Field | What it does |
|---|---|
| Branch (required) | The branch the rep belongs to. On New it defaults to your own branch (or the main-office branch if you have none) and only administrators and sales/marketing leaders can change it. It cannot be changed on Edit. The branch decides which users are offered in Sales Person, and which non-admin users see this rep in their lists. |
| Resource (required) | The resource type of the rep, from the shared resource list (User, Truck, Station, Sales Team, Measuring, Installation, Service, Sales Group). Locked on Edit. Stored on the rep; no other effect was found for sales reps in the current version. |
| Sales Person (required) | The login user who becomes the rep. The list offers only users of the chosen branch who are not already a rep. Picking one copies that user’s first and last name into the two name fields. Locked on Edit — the rep and the user are the same record, so a rep can never be moved to another user. |
| First Name, Last Name (required) | The name shown for the rep in lists, combos and documents. You may change it from the user’s name. |
| Commission | The product commission scheme. Only active schemes are offered. Optional. |
| Commission on Shipping | The shipping commission scheme. Optional. |
| Commission on Installation | The installation commission scheme. Optional. |
| Target | A sales-person target matrix. The + button next to it opens the twelve monthly targets — see Monthly sales targets. |
| Net:List (required) | A ratio recorded on the rep, up to 2 decimals. Enter 0 if you do not use it. |
| Net:List Absolute (required) | A second ratio recorded on the rep, up to 2 decimals. Enter 0 if you do not use it. |
| Active | Read-only tick showing the rep’s status. It is changed with the Inactive button, not by clicking it. |
| Sales Parent Person | Another active rep this rep reports to (do not pick the rep itself). The parent rep, when not an administrator or sales/marketing manager, also sees this rep’s customers in Customer Management and this rep’s documents in the order document lists. No report or commission calculation was found that reads it in the current version. |
| Notes | Free formatted notes. |
How the commission schemes, the Net:List ratio and the target matrix turn into money is
explained in Sales commissions, The
Net:List ratio, Commission schemes and
How commission is calculated. The schemes themselves are
created on Sales Management → Sales Commissions (see
Configuring reps & schemes).
New, Edit, Inactive, Delete
| Button | Rule |
|---|---|
| New | Clears the form and ticks Active. Fill the required fields and Save. If the chosen user was a rep before and was deleted, the old record is brought back (un-deleted) with the commission, target, Net:List, notes and parent values you just entered. |
| Edit | Everything except Branch, Resource and Sales Person can be changed. |
| Inactive | Asks Confirm Inactivation? (or Confirm Activation? for an inactive rep) and flips the status, recording who and when. An inactive rep is no longer offered in the customer’s Sales Rep list or as a Sales Parent Person, but stays on existing customers and documents. |
| Delete | Refused when the rep has any CRM opportunity or any order (quote or order, open or closed) — the message reads We cannot complete this action! The selected record(s) have related information. For an active rep it offers Deactivate Record? instead. A rep with no history is marked deleted after Delete Selected Record?. |
In the current version Save does not complete (an error is raised) when a Target
matrix exists in the system but none is selected, and on Edit when no Sales Parent
Person is selected. Until this is fixed, select a Target (when the list is not empty) and a
Sales Parent Person before saving.
How the rep reaches customers
On the customer form (Customer Service → Customer Management) the Sales
Rep drop-down is filled from the ship-to address: OpenJanela finds the branches whose service
areas cover that address (postal code first, then county, city, state/province, then country),
then the sales teams of those branches, and lists the active reps who are members of those
teams. If nothing matches, every active rep is listed.
- For a new customer, a user who is a sales rep (and not a team leader) gets
themselves pre-selected; others get the first rep in the list. - Only users with the right to change or assign the sales rep can change the
field.
How the rep reaches new quotes and orders
- A new quote/order takes the customer’s Sales Rep.
- Exception: when the customer’s type is a sundry (cash) account, the document takes
the logged-in user as the rep instead — if that user is a sales rep. If not, the
customer’s rep is kept. - A new service order always takes the customer’s Sales Rep.
When a user who has a rep record logs in, OpenJanela treats them as a sales rep: lead
lists and similar screens are limited to their own records unless they are an administrator,
have the view-all right, or lead a sales team (see Sales teams).
Checklist — adding a salesperson
Worked example: hire “Jane Roe” on the Main branch, paid 5% product commission —
create user jroe (Main branch), scheme Standard 5% on Sales Commissions, then here:
Branch = Main, Resource = Sales Team, Sales Person = jroe, Commission = Standard 5%, Target = 2026
matrix (via +: Jan $80k … Dec $120k), Net:List = 0, Net:List Absolute = 0, Sales Parent
Person = the regional lead; Save, then add her to the “East” team.
- Create the person as a user first (User management), on the right branch.
- Create the commission schemes if you pay commission (Configuring reps & schemes).
- Sales Partner Management → New → Branch, Resource, Sales Person, names, schemes, Target, Net:List figures → Save.
- Add the rep to a sales team (Sales Team button) so the rep is offered on customers in that team’s area.
- Optionally set monthly targets with the + next to Target.