Managing Hard Codes

For information for setting up Divisions and Territories please see this article.

Creating Hard Code/Territory Exception Assignments 

A "hard code" is a Salesperson designation that allows the Salesperson to sell a Manufacturer/line package out of territory "OOT". "Hard code" designations will override any Territory assignment present.  For example: Salesperson A sells Bella Vita as part of their Territory line package. Salesperson B is hard-coded to sell Bella Vita to a certain set of customers. If one of those customers happens to fall into Salesperson A's territory, Salesperson A would not be able to sell Bella Vita to that customer - only Salesperson B.

To assign a Salesperson with a hard code, there are a few similarities and differences to the Salesperson Assignment process shown above.

1. A Division needs to be in place. This can be a unique Division for the hard-coded Salesperson or a Division used in a Territory Assignment.
   • Note: to create a hardcode where an out-of-territory (OOT) Salesperson is the only person that can write an order for a specific Retailer, you would 1) create a Division with all lines, 2) assign the Salesperson to that Division, 3) place that Salesperson with that Division onto the specific customer.
2. When creating a hard code assignment, there will be NO Territory assignment, ONLY a Division assignment for the hard-coded Salesperson.
3. To associate the Salesperson to the applicable Division, navigate to the Salesperson record, select the Division and Territories tab, and then add the proper Division to the Division table on the left-hand side of the screen.  No action is needed in the other two tables (Salespeople Territories, Manufacturer Territories), to support creating a hard code assignment.
4. To complete the hard code assignment, the Salesperson and associated Division must be directly  added to the Customer account.  This is the biggest difference in the assignment set up for hard code vs. a Territory-based assignment
   • On the Customer screen note that their Bill to/Ship to address is what puts a Retailer into a defined territory. You can use either Bill to or Ship to by changing the toggle switch.
   • Select the Retailer you want hard-coded to the Salesperson by clicking the pencil icon under Action on the right-hand side of the screen.

• On the Assignments tab in the Retailer's screen, you can see which Salesperson or Salespeople are allowed to sell to that Customer. If the Salesperson's name is grayed out, it means that that Salesperson is the 'Territory assigned' Salesperson. The grayed-out Division name is the Division being used in a Salesperson Territory.

• To allow a hard-code to this Retailer, add the name of the hard-coded Salesperson and their respective Division to the Assignment section of the Retailer screen by choosing the appropriate names and then clicking the plus sign to add.

  For a hardcode to be in effect, the Salesperson must be assigned to the Retailer, with the appropriate Division.  Both the Salesperson AND the Division must show on the Retailer's Assignment screen. Without the Division, the hard code is not in place and the Salesperson will not get the visibility or intended assignment.

  You can tell if an assignment is a hard code-based assignment, because the text will be black, not grey, and will be editable (with the ability to delete the hardcode assignment altogether).  Same thing with the Division – if it is an in-territory Division assignment, it will be grey and uneditable. If it is a hardcode, then it will be black and editable. Notice that territory-based assignments cannot be deleted, as they are controlled by the Territory/Division setup.

What Right Looks Like

When you're finished with assigning a hard-coded Salesperson, the Division screen should look like this (note there is no information in the Salesperson Territories field because Territories are NOT a part of hard-code assignments):

The hard-coded Salesperson's screen should look like this (note the hard-code division is ONLY in the leftmost field.  NOTHING hard-code-related should appear in the other two fields.

The Customer screen should look like this (after you search for the hard-coded Retailer) Note that under Salesperson, the number showing includes a list of all Salespeople who can sell to that Retailer including Brandon, the hard-coded Salesperson:

and finally, the Retailer screen should look like this when the Assignments tab is selected: