Tours & Expenses
Managing sales team tours and visits and their corresponding expenses can be a hectic task. Organizational generally cannot state whether or not a tour was successful as no means and ways to compare a planned tour are available to managers. HoneycombERP® has a detailed system that enables the management to take decisions and compare each tour as cost benefit ratios are generated against each. Each tour can be planned to the individual visit level where source, destination, service provided and client visited can be specified against each visit. For the ease of use tours can be copied and cloned, updated, approved and each visit can be executed separately. The system is equipped with a rules engine that according to the entitlements updates / calculates the expenses incurred against each visit and tour as a whole.
Module Features
Employee Position Based Entitlements
Each member of organization has different entitlements based on the responsibilities assigned. HoneycombERP® has a detailed configurator that enables to assign specific values against each individuals based on the home station of the individual. Additionally the system has the provisioning of multiple entitlement types and each can be assigned to an individual with custom values. This makes the system fit in to any organization with great deal of ease.
Complete Tour Planning for a Single Person or a Group
HoneycombERP® has a thorough tour planning widget that houses options to create tour plan for a single person or a group of individuals. The system doesn’t do only this but allows to create individual visits inside a tour plan, enabling the managers to plan precise details for the Salesforce. Auto generated visit code differentiate each visit and make them easy to track later on. Each visit has its own source and destination and distances between them are calculated automatically and based on the entitlements, travel cost is calculated. Round trip option in a visit automatically doubles the travel distances updating all the calculation values. Tours are posted and can be updated before they are approved.
Tour Purpose & Objectives
HoneycombERP® Tour Plan widget, permits to associate purpose of the tour and also to define objectives of the tour. Each tour can have its own purpose and objectives which can be later on scrutinized and verified against the action plan execution. Each tour plan has its start and end dates as well and a unique tour code distinguishes it from the other tours.
Identical / Repetitive Tour Planning & Execution Functions
Understanding the needs of the businesses, HoneycombERP® has tour copying facility that is capable of creating an exact cone of a previously planned tour. This powerful option makes it possible for the managers to reuse an already planned tour by making minor modifications, as the cloning not only copies the tour, it copies visits and their details as well and automatically adjusts tour and visit dates and generates a new tour code as well. Like any planned tour, this newly system created tour plan is posted and waits for approval before it can be executed.
Tour Requisition & Approval
All tour requests go through standard approval process, this provides managers to view and analyze each tour before approval. If a requisition / tour is updated, complete change log is maintained for that tour and can be tracked back if required. Upon approval from the designated authority, the record is set as enabled for execution.
Planning & Execution of Individual Visits in a Tour
Each visit in a tour is a separate entity and can be planned separately confined in the timelines of the tour. Each visit has its own visit timings and customer to be visited. Additionally the system enables to specify the service for which the visit is been made. These provisioning at visit level make this system a highly flexible and manager can plan exactly according to the demands. Additionally while execution phase starts, Salesforce team members have the option to update individual visit as it is conducted. So managers have a live picture of the planned tour all the time.
Tour Planning verses Execution Variance Reporting
Planned tours can be updated and even at execution phase changes may occur. HoneycombERP® maintains all the changes made in a tour and has a detailed report that analyzes all the aspects and generates a variance report depicting the changes between the actual planned and the executed tour. This helps managers to better plan for the tours in the future.
Tour Budgets & Expense Management Integrated with Finance
Budgets can be allocated to each tour pre-hand based on previous experiences. Value of the budget allocated and the expenses incurred during execution of the visits are all tracked and posted to finance. Upon completion financial value of each visit and tour is calculated automatically by the system and vouchers are posted against each completed tour.
Post Tour Review of Objectives and Cost Benefit Analysis
Once a tour is completed, management and tour review committee can review each tour from different viewpoints using HoneycombERP® diverse and methodical reports. Additionally the management can take adequate decisions as each tour’s cost and the objectives achieved are shown in a way that comparison can be made easily and cost benefit ratio can be generated. This ensures better planning of tours in future, resulting in more sales with minimal expense.