Leads Services & Software (SaS) (Settings)

Services & Software (SaS) items are quotable, non-hardware items, such as software and labour.

Once created, SaS items can be added to Quotes and, if the quote is accepted in a successful Lead, the revenue from the SaS item can be tracked in the Trailing Revenue section of the Sales Dashboard:

Accessing Services & Software (SaS) Settings

Settings > Leads Settings > Services & Software (SaS)

Services & Software is abbreviated to SaS for the rest of this article, unless referring to an on-screen label.

Add an SaS Item

In the Add new Services & Software (SaS) item section, enter the required information into the available fields:

Item Description (mandatory)

The description of the item, as it will appear in a Quote.

Customer Subscription

Select either Yes or No.

Fields Displayed Only when Customer Subscription is Yes

Contract Name

The name of the Contract, as it will appear in the customer's Contracts tab, and other areas (such as Reports, Dashboard, etc), where the contract is referred to within CommTrak.

The list of Contract Names can be modified in Settings > Customer Settings > Contract Names.

Contract Period

Select a period from the dropdown list.

The available periods are yearly, expressed as 12 to 120 months.

Contract Type

Select one of:

  • Casual: month-by-month
  • Roll Over: the contract will roll over unless cancelled at the anniversary of the first term
  • Fixed: the revenue will be received for the full term

The selection will modify the available fields (as noted in each field description in this article).

Customer Price

The amount the customer will pay each month.

This value does not affect GP for SaS items.

The default tax setting for Customer Price is inc tax (which is typical for consumer products), but it can be changed to ex tax if preferred.

It’s vital to ensure that the Customer Price you enter is accurate according to the inc / ex tax option.

Revenue (ex-tax)

The revenue to be received from the customer (or vendor). This figure will populate the Trailing Revenue section of the Sales Dashboard.

If the Contract Type is Roll Over or Casual, only the dollar value per month field will be displayed.

If the Contract Type is Fixed Term, the dollar value per month and term (duration) fields will be displayed.

The term options are:

  • once-off
  • per-month (full term)
  • per month for x months (displayed as multiple options, where x is from 12 to 120, i.e. 1 to 10 years)
  • Trailing Revenue Formulas (available formulas are listed, as configured in Settings > Leads Settings > Trailing Revenue Formulas)

If an item is selected from Trailing Revenue Formulas section of the list, the formula summary will be displayed, as shown in the following example image:

Buy Price (ex-tax)

If Buy Price is unticked (default), the Contribution to GP (visible in previous image) must be specified by selecting a percentage from the dropdown list (default 100%).

If ticked, a Buy Price must be entered and Contribution to GP is updated automatically:

Contribution to GP (0% to 100%)

The percentage of revenue that this item will contribute to GP.

If Buy Price is ticked, Contribution to GP is calculated automatically, and cannot be edited (visible in previous image).

If Buy Price is not ticked, Contribution to GP must be specified manually (default 100%) by selecting the appropriate percentage from the dropdown list:

If the item incurs no cost to you, the Contribution to GP will be 100%.

If there are overheads or ongoing costs relating to this item, the Contribution to GP is likely to be less than 100%.

The result of this field determines the GP for this item and is reflected in the Lead, in Reports, and in the New Leads and Closed Leads sections of the Sales Dashboard.

GP Shown in Dashboards

Select one of:

  • Do not present in the Dashboard
  • Show the GP/Month for the term of Contract
  • Show the GP/Month for 12 months only
  • Show the Total GP in the Month of Sale
  • Show the GP in the Month of Sale for only 12 months

The selection determines the way in which the GP is represented in the New Leads and Closed Leads sections of the Sales Dashboard, when the GP is ongoing.

This option does not impact the Trailing Revenue section of the Sales Dashboard.

Fields Displayed Only when Customer Subscription is No

Salesrep Commission (0% to 100%)

Select the required commission percentage from the dropdown list.

Unit Buy Price (ex-tax)

Once-off buy price of the item.

Unit Sale Price (ex-tax)

Once-off sale price of the item.

Common Fields

The fields described in this section are displayed for items regardless of whether or not they are Customer Subscription items:

Supplier

SaS items and services can be assigned to a supplier.

Select a supplier from the dropdown list, or press the plus (+) icon in the field label to create a new supplier.

Category

SaS items and services can be assigned to a Category for convenient identification and selection when creating Quotes.

The default assignment is Not Specified. When Category is not specified, the SaS item is assigned as Uncategorised.

To add a category, press the plus (+) icon in the field label.

For further information about the use of this feature, refer to the following articles:

Labour

If ticked, the item will be identified as Labour in a Quote, and can only be selected by choosing Labour in Method for the quote line item.

When this option is not ticked, the item will be identified as SaS in a Quote, and can only be selected by choosing SaS in Method for the quote line item.

Tax

Select either:

  • GST
  • FRE (i.e. free of sales tax)
Business Division

Select a Business Division to which the quote line will be applied, from the dropdown list.

Business Divisions are configured in Settings > Leads Settings > Business Divisions.

Attributes

Attributes are value-added items that can be added to a Quote line item, and which will appear on the Quote.

For each Attribute (of which there may be up to 8), enter the:

  • Name: A description of the value-added item
  • Value: The nominal value of the value-added item. This is a text field, and the value should typically be preceded with a currency value (see the image in the following example)

Example:

If we have an Item Description of Training Services for the current SaS item, we may wish to create a contract for a monthly fee on a casual contract. In addition to the fee that is charged to the customer (e.g. on a rolling-monthly basis), we can create value-added items which appear in the Quote, but which do not affect the cost to the customer, nor our revenue.

In the following example image, there are two Attribute items, each of which has been designated a dollar value:

It is important to understand that Attributes do not affect any calculations in terms of the Quote totals, nor any revenue related to the contract. Attributes are purely visual, value-added items that are displayed on a Quote.

Press to confirm the new SaS item.

Modify an SaS Item

  • Select an SaS item from the list displayed at the top of the settings screen
  • Edit the fields as required
  • Press to confirm the changes

Modifying an SaS item will not update existing Quotes containing the modified item; only line items added after the modification will be affected.

Delete an SaS Item

  • Select an SaS item from the list displayed at the top of the settings screen
  • Press

Deleting an SaS item cannot be reversed.

Deleting an SaS item will not affect existing Quotes.