Create and manage sales teams from Sales: the Configuration list, the team on every order, and archiving

The list is deliberately narrow. It exists to let you see every team at once, put them in the order you want, and open the one you need.

Above the list, the search box matches on three things: the team name, the team leader, and the members — so typing a salesperson's name is the quickest way to find out which team they are on. One filter is offered, Archived, and two groupings: Team Leader, and Company in a multi-company database.

The list also accepts multi-edit: tick several rows, change a cell, and WindoorERP asks whether to apply the change to every record you selected. It is the fast way to hand five teams to a new leader.

The form is one sheet: the name and its toggles at the top, a Team Details group on the left, the Members tab below, and a chatter at the bottom. These are the fields this article owns.

The team on a sales document is a real stored value, written when the record is created and editable afterwards. It is not looked up on the fly, which is exactly why a team change today does not rewrite last year's orders.

When a quotation is created, WindoorERP chooses the team by working down this list until something matches:

1. A team that the order's salesperson leads or is a member of, and that the order's company may use. If more than one qualifies, the team the screen you started from already suggested wins; failing that, the first by the ordering on the list — lowest sequence, then most recently created.
2. The team the screen suggested, even if the salesperson does not belong to it. Starting a quotation from a team's card is what puts a team there.
3. Any team the order's company may use, taken first by that same ordering.

Note what drives it: the salesperson recorded on the order, not the person typing. A manager raising a quotation on a colleague's behalf gets the colleague's team, provided the salesperson is set before the record is saved.

Once written, the field lives on the Other Info tab, in the Sales group, directly under Salesperson.

Elsewhere the same value turns up in three places worth knowing about.

Invoices behave in two different ways depending on where they come from. An invoice raised from a sales order — from the order's Create Invoice button or the To Invoice queue — copies the order's team, whatever it says. An invoice created by hand in Accounting gets its team from the same rule as above, applied to the invoice's own salesperson. So a hand-written invoice can carry a different team from the order it relates to, and nothing warns you.

The Sales Team box on an order is an ordinary editable field: open the order, change it on the Other Info tab, save. Three things follow, and it is worth knowing which.

Teams outlive the arrangements that created them, so most of the work is maintenance rather than creation.

When a team stops being used, archive it. Deleting is possible but usually refused, and for good reasons.

To archive, open the team and use the cog menu beside its name, then Archive. The team disappears from the list, from the card view and from every dropdown that offers a team. Its history is untouched: the orders and invoices it collected still name it, and reports still group by it. Bring it back with the Archived filter on the list and Unarchive in the same menu.

The two guards on Delete

Deleting is in the same menu, and two guards stand in front of it.

• The two teams that ship with the system, Website and Point of Sale, refuse outright: "Cannot delete default team "Website"". Archived is how they already are; leave them alone.
• A team carrying five or more sales orders that are not cancelled refuses: "Team Sales has 37 active sale orders. Consider cancelling them or archiving the team instead." Quotations count towards that five — the guard counts every order whose status is anything other than Cancelled.

Below five orders, the delete goes through, and the Sales Team box on those documents is simply emptied rather than the delete being blocked. That is the real argument for archiving: a deleted team takes its name off the history and leaves you with orders belonging to nobody.

Every internal user, including people with no sales rights at all, can read team records — that is what lets a team name render on a document they are allowed to open.