Customer Statements :

You can easily review a customer's account balance using Vivenda. Simply find a contract, click on it and locate the Customer Balance view. If you need all the account statements for a project, just select the Customer Statements report from the Reports Shortcut.

Welcome to our sixth newsletter

Welcome again to this edition of our Vivenda product newsletter where we bring you news on improvements, new features as well as tips and best practices so you can get the most out of the product. Remember that you can read past issues of this newsletter on our site. We hope you enjoy this and please feel free to make suggestions by sending an e-mail to newsletters@vivendasoftware.com.

Terminating or Routing Items

Whenever a user finishes updating information on an item in one of their work queues (a hold, reservation, contract or customer contact, for example), they need to terminate it by using the Done command in order to proceed to the next step in the workflow. On the other hand, if the item is received with missing or erroneous data, the user may need to route it back or laterally to another user in order to correct the data. If routing back, Items can only be routed to users that have previously worked on the item. Items can be routed laterally (that is to a different user but within the same workflow step) to any user that has the appropriate queue. Here are some examples:

• Location:Inbox - New Contract workflow, Approve Deal queue.
• Done:The sales manager reviews the deposit schedule on the contract sent to her by the sales agent. Once approved, she selects the contract and executes the DONE command in order to push the contract forward to the next step of the process by assigning it to the sales agent's obtain customer signature queue.
• Route:The sales manager reviews the deposit schedule and detects errors that need to be fixed, so she selects the contract, and instead of using the DONE command, she uses the ROUTE command in order to send it back to the sales agent's Customize Docs work queue for rework.

Review an Item's History

On occasion, in order to identify a delay or data entry mistakes, a user will need to know who "owns" an item, or what data has been changed, by whom and when. Vivenda supports this need through a feature called History.

To consult any item's history you must:

• Find the item whose history you wish to look up: say a reservation, contract, scheduled deposit or customer. This can be done by navigating using the browse views provided by the system.
• With your mouse, click on the item's icon so the History menu item pops up, and then click again on the History option.
• The History window shows Workflows the item has participated in, a full accounting of attribute value changes as well as the time and user for each update or change.

Let's look at a practical example: The Commissions Manager wants to know why commissions have not been created for a given Contract. To find out he should:

• Click on the Purchase File.
• Click on the Browse view.
• Click on the Contract icon from the list of items contained under the purchase file.
• Click on the History icon.
• Once the dialog has popped up, he will see the Workflow History, which shows the workflows the item has been a part of.
• By looking at this list, he can determine that the contract is still in the first step of the process (Customize Docs) and thus Commissions are not yet due to be generated (they are created when the developer approves the transaction.
• The Commissions Manager can, with this information, insist with the sales associate that they finish their work so commissions can be generated and earned.