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In This Article
Introduction
IMACS allows you to manage equipment, financials, and customer contacts, all under one project.
New Project (Menu Method)
Before you start
To start a new project, the customer must already have an existing customer number in your ERP system. You must also know the billing currency, deposit before delivery, credit release #, date that the credit was approved, and who it was approved by.
To start a new project, select Project → New Project from the top menu.
Project Information
Fill in the project information. Mandatory fields are indicated with a red asterisk (*).
One way to prevent duplicating project numbers is to always leave the box checked next to the Generate Number option. If this option is checked, a project # will be generated when the project information is saved. The project number will be 6 digits long. The first 2 digits are the last 2 digits of the current year. The next 4 digits are an incremental number that resets at the beginning of each year.
Leaving the Generate Number box unchecked will create a text box for entering a project number manually if you have the correct access.
When searching for a customer, a new window will appear. Select the parameter by which you want to Search from the dropdown box and type a keyword in the text box. Then click Search.
Select a customer by clicking on the Customer No. A new window will appear containing customer information. Click Add to Project.
The customer has now been added.
If all other fields are complete, you can now click ‘Save’. A confirmation email will be sent to you and any other recipient(s) that have been added to the ‘Project is Created’ email event (as shown in the image below). The ‘Customer Contacts’ and ‘Project Team’ tabs will then be enabled.
Customer Contacts
After the project Information tab has been completed, click on the Customer Contacts tab. A rule of thumb is to enter or check the information on each tab until all tabs are completed. The Customer Contacts page will be populated with customer details. You can add or edit specific information about the customer or even delete the customer from the system.
If the customer is listed in DBS, any changes will be sent to the SalesLink gatekeeper in the form of a Request. Changes will appear the day after the gatekeeper updates DBS, and the information is refreshed overnight.
If the customer is a Prospect (indicated with a ‘$’ before the customer number) and changes are made, the information is saved immediately in the system. If the customer is deleted and changes are made to the project, a new customer must be chosen before the project can be saved.
Project Team
Roles can be assigned to different individuals on this tab by clicking Add New
To assign the role(s) to an individual, first select the Contact Type(s) and then hit ‘Add’ beside the name of the contact. The screen will refresh with the new role assignment. Multiple people can be added to each role.
New Project (Won Quote Method)
When a quote status is set to ‘Won’, a ‘Create Project’ button will appear on the top right of the quote screen.
On the new project screen you won’t have to enter a Project Name, Owner, Customer and a Sales Rep, as these fields will be pre-populated from the Quote. Simply enter information in the remaining fields and save.
The Customer Contacts and Project Team entry process will be the same as if you were entering a project without a quote (which is described in the previous section).