Sales & Bookings Summary

Purpose

The Sales & Bookings summary screen is the starting point for every service booking and sales transaction you enter into byondpro. The links on this screen attach this entry to the associated records: Person (authorising, reference, deceased), Location and Company.

The Sales & Booking screens are used to process:

Cremation bookings
Chapel and Function bookings
Burial bookings
Cremated remain interments
Right of interment sales: at- and pre-need
Memorial sales: plaques and headstones
Monumental mason permit applications

The different types of records help you to organise your work and control situation-relevant validation and processing rules. For example, specific to a cremation or burial booking the registration status of the company must be current in order to save the record.

The status of the Sales & Booking record helps you to monitor your progress toward fulfilling the customer's request. Changing the status to completed for cremation and burial bookings is important in ensuring that all associated records are finalised, that is, the interment record is created on the location and the deceased's service date and disposition are updated.

The Sales & Booking summary screen includes a financial totals block for quick insight to the value of quotes, invoices, credit notes, receipts and balances outstanding against the transaction.

Adding new Records

New Sales & Booking records can be created using the new menu - this presents the user with a blank form for entry. A new record can also be created from the related screen within the Person record using the New Sales & Booking button - this will pre-fill the Reference and Location fields (for deceased records).

Related Information available on the Sales & Booking record:

Bookings: to record funeral service requirements, as arranged with funeral company and/or family
Burial: (linked to type burial booking): to record operational requirements, processes and staff assignments
Crematorium (linked to type cremation booking): to record operational requirements, processes and staff assignments
Concierge: (linked to types cremation, burial and chapel booking): to record service requirements, processes and staff
Communications: a list of appointments and tasks associated with the record, includes resource and family appointments /correspondence
Sales: a list of quotes, invoices and credit notes created within the record
Pre-Need: a list of items purchased pre-need in reference to the person or location listed on the summary screen
Cremated Remains: a list of cremated remains records for the deceased
Documents: a list of documents referencing the person added to the record or generated by the system
Receipts: a list of receipts (money received) created within the record
Memorial Orders: a list of memorial orders created within the record
Permits: a list of permit applications created within the record
Tracking: a list of audit changes to the record

Button Functions

Button	Description
Change Attributes	Switches to edit mode
Change Status	Function to edit the record status Complete status includes record validation/update rules for cremation and burial bookings. Removes ability to edit summary, bookings and sales screens.
Reopen Sale & Booking	Only visible if status is completed. Not available if type is Burial Booking Only available to adminstration user.
Change Type	Function to change record type For example, allows switch between burial and cremation booking types
Booking Confirmation	Report link for service booking confirmation, with pre-filled email link to funeral company
Application documents	Provides access to documents related to the application to print, export or email.
Chapel Bookings Rpt	Report link for overview of existing chapel resource bookings
New Appointment	Function to open new Communications entry screen Offers to pre-fill service date from summary screen for chapel, function, burial and cremation appointments
New E-mail	Function to open new email entry screen

Standard Field List

Field	Description	Associated Business Process
Sales & Booking ID	Unique identifier for the record	System generated when saved
Type	Selection list to differentiate types of transactions for reporting and processing	Used by printed schedules and website search functions
Site	Look up to cemetery sites	Controls location records, item selections and pricing available to the record
Status	Selection list to monitor progress	Completed status prevents record entry/edit on Summary, Bookings, Sales, Memorial Order and Permit screens. Completed status updates related records: Burial bookings: creates interment record & sets date of service and disposition on deceased person record. Cremation booking: sets date of service and disposition on deceased person record.
Funeral Company	Look up to company records	Entered value passes to Bill-To Company field on order header.
Service Date	Date field	Used by printed schedules and website search functions. Date entered is offered to appointments. Appointments created are checked against this date - discrepancy warnings issued.
Funeral Arranger	Text field to enter name of funeral company's arranger
Private	Checkbox to indicate service details should not be disclosed to general public	Printed schedules include option to show/hide private bookings. Booking information suppressed on website search functions.
Reference Contact	Look up to person records, based on name The Reference is the person for whom the sales/booking record is created; deceased or pre-need	If selected, system pre-fills fields: Reference No, Given Name & Surname Location & Interment (for deceased only) Entered value passes to Reference field on order header.
Reference No.	Look up to person records, based on reference number	If selected, system pre-fills fields: Reference Contact, Given Name & Surname Location & Interment (for deceased only)
Reference Given Name	Text field to enter Given Name	Pre-filled from person record if either Reference Contact or Number are selected. Free-form for quick entry of burial or cremation booking data
Reference Surname	Text field to enter Surname (last name)
Authorising Person	Look up to person records, based on name	Linked to reference person relationships Entered value passes to Authorising Person field on order header.
Search all Contacts	Checkbox to extend Authorising Person search field to entire person records database
Add New Person	Function to open new person entry screen	Visible only in edit mode
Location	Look up to location records, based on location code	Pre-filled from person/interment records if either Reference Contact or Number are selected. Pre-filled from sales quote; field label changes to Quoted Location. When quote changed to invoice, field label reverts back to Location.
Interment	Look up to interment records	Pre-filled from interment records if Location is selected.
Assigned User	Look up to user list	Pre-fills with logged-in user
Details	Free form text	Details field is also displayed on Bookings screen.
Purchase Order	Order number allocated at purchase
GSM Status	Where the Grounds & Services Management tool is integrated this status displays the phase in the process that has been completed.	Where the phases / tasks haven’t yet been commenced or completed the status will display as pending initiation.