Workbooks Glossary

Workbooks Glossary

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Item Description
Accounting Period Pre-determined length of time with a start and end date.  They are usually a month in length with twelve periods making a full financial year.
Activity Actions (tasks) carried out in relation to records on Workbooks such as a Phone call, Meeting, or To-do.  Other types of activity can be specified if required.
Allowed Foreign Currencies  Currencies that have been set up within Workbooks with an exchange rate (with your home currency) and made available to be used in both customer and supplier transactions. 
Assigned to This field denotes which user or queue the record is assigned to.
Best Case Projected revenue in a Sales Forecast which is not guaranteed to close within the specified time period but that may close if everything goes to plan.
Campaign Marketing initiative designed to promote a specific product or service and build brand awareness, eg, an advertisement, appearance at a trade show, direct mail, etc.
Campaign Member A Lead, Person or Organisation identified as being a target for a specific campaign. 
Capability Capabilities govern which parts of Workbooks a user can access. 
Case Details logged against a specific case number to track customers' queries or problems.  Some organisations use the term support ticket instead of case.
Commit Amount Projected revenue in a Sales Forecast which the salesperson is confident will close within the specified time period.
Competitor An Organisation considered to be competing for the business from the same potential customers.
Contact ‘Contact’ is a term that normally relates to individual people.  In Workbooks it is not used as we distinguish individuals as either being a Lead or a qualified Person.
Convert The mechanism by which a Lead is 'moved' from being a Lead to being a potential customer.
CSV Comma Separated Values.  CSV is a standard export format for many applications, most notably, Microsoft Excel.
Customer A customer is an Organisation or Person with whom you have transacted business.
Custom Field Data field that can be added to the standard fields within Workbooks by a user with System Administrator capabilities.
Dashboard Graphical 'snapshot' of information from your database, shown in real time, laid out in a way that enables you to monitor the data at a glance. Dashboards reflect the very latest data each time they are refreshed.
Default View The initial view displayed when a Landing Page is opened.
Document Currency  The currency assigned to a transaction document.  This could either be a foreign currency or your home currency.  The choice of currencies is restricted to your home currency and allowed foreign currencies. 
Email Template Standardised template used for frequently recurring email content. 
Exchange Gains & Losses  The difference between the home currency value for a given customer or supplier invoice and the home currency value of the receipt or payment received actually made.  This can arise when a foreign currency transaction is settled in that foreign currency and the receipt or payment is made to or from a bank account which is based in your home currency.  The exchange rate applied by the bank is very likely to be different from the rate used in the transaction when it was Posted. 
Exchange Rate The rate at which one currency is converted into another.  For example, if the exchange rate between US Dollars and GB Pounds is 1.5, for every £1.00 there is $1.50.  This can also be expressed another way, ie, for every $1.00 there is £0.67.  Often exchange rates are expressed in both ways, ie, in this example 1.5 or 0.67 depending  whether the currency is being converted using a multiplier or a dividing exchange rate.  In Workbooks all exchange rates are entered as a multiplier and the reverse rate is automatically calculated. 
Filter Mechanism to identify those records in your database that fulfil a specified set of criteria. 
Fiscal (or Financial) Year A time period (normally 12 Months) over which an Organisation will report its financial performance. See also Accounting Period.
Foreign Currency  Any currency which is not your home currency. 
Home Currency  Your normal trading and reporting currency, based on the country in which your Own Organisation is domicile.
HTML  Acronym for hypertext markup language, which is the most common language used for writing web pages. 
i-Cal Standard file format enabling you to transfer activity information in Workbooks to your an external calendar system including Outlook calendar. 
iFrame (Inline Frame.)  An iFrame can be set up as window within a record that allows you to embed the content from another source (eg, Google Maps) into a Workbooks record.
Landing Page The main (or home) page of a group of related data within Workbooks.
Lead Person (or Organisation) potentially interested in buying your products or services.
Lead Source The activity that generated a Lead, eg, a trade show, direct marketing, advertising, referral, etc.
Line Items A row in a transaction document (or an Opportunity) that details the product(s) or service(s) your prospect/customer is interested in buying. 
Note Information relating to a Workbooks' record, which is not recorded in any other specific field or place.
Notification Notification about records that have been assigned either to you or to a queue to which you are subscribed.  Notifications can be delivered via a pop-up dialogue box within Workbooks and/or sent via email. 
Object Reference Every record in Workbooks is automatically assigned a unique reference number, which can be used when searching for the record and provides a consistent way to refer to records. An object reference is made up of a prefix, which uses alpha characters and a number. For example an organisation object reference might look like this: ORG-1234. Workbooks increases the number part of the object reference each time a new record of that type is created.
Object Type  Categorisation of a record type.  For example, people object type records contain information on people, activity object type records contain information on activities, case object type records contain information on cases and so on.
Opportunity Potential sale for which you can predict a value and a close date and thus track the progress over time.
Opportunity Stage A step in a sales process identifying how far through the sales process the opportunity has progressed. 
Organisation An Organisation can be a prospect, a customer, a supplier, a partner, a competitor or a combination of any/all of these.  Organisations are normally separate legal entities that are not people, such as companies, government agencies, charities etc.  Within Workbooks all of your Own Organisations can also be recorded alongside all those organisations with whom you do business.
Own Organisation A record within Workbooks that is used to identify the relationships that exist between your organisation and other records on Workbooks.  At least one Own Organisation record must be set up and if you have more than one, it's likely to be a company in the same group or a major division of a larger organisation.  Each Own Organisation must be assigned a home currency and can, if appropriate, be assigned a set of allowed foreign currencies.
Partner An Organisation that works in partnership with your Own Organisation would be classified as your partner.  Workbooks also allows you to record partnerships between organisations other than your own.
Person A Person can be a prospect, a customer, a supplier, a partner, an advisor or a contractor, or a combination of any/all of these.  A person is normally associated with at least one organisation by one or more relationship type, such as employee or consultant.
Pipeline Qualified prospects that are due to buy from you within a specified timeframe.  Some organisations use the term sales funnel instead of pipeline.
Posted Status applied to a transaction document that has been fully completed.  (See also Draft.)  Once a transaction document is Posted it is considered to be non-changeable and can be sent to the intended recipient.  
Pricing Scheme Enables you to set a range of prices that may differ from the default price, eg, Educational pricing.
Primary Contact Field on some object type records (typically an Activity or a Case) that identifies the main person to be contacted, including their contact details. 
Probability The percentage likelihood of winning an Opportunity
Product Goods and/or services sold by your Organisation.
Product Book An area where you set up products (goods and/or services) that you buy or sell.
Prospect A qualified sales lead.
Queue Holding area for Activities, Leads and Cases that have not yet been assigned to a specific person.
Quota Target for an individual salesperson or a team, stating the value of products and/or services they should sell within a specified timeframe.
Quotation Document that is usually sent to the prospect to confirm the products and services to be supplied, their prices and terms.
Record Set of data fields relating to an individual object, for example, John Smith's person record contains his name, email address and telephone number, etc.
Report A compilation of data from your database as specified by you to supply up-to-date information on how your business is performing.
Restricted Picklist A dropdown menu of data options that cannot be modified by the user.
Reveal  Section on a record, containing more information, that can be shown or hidden from view. 
Rich Text Editor Area within a record where you can enter text and apply formatting, without having to enter HTML. 
Sales Forecasts A prediction of what sales will be achieved within a given period. 
Saved View A customised view on a Landing Page, saved by the User.
Search Facility that enables you to look for specific data in your database to help you find information quickly and easily.
Standard View A view of a Landing Page generated by the system and provided as standard.
Supplier An Organisation that supplies your organisation with goods or services.  Workbooks also allows you to record supplier relationships between organisations other than your own.
Supply Scheme This enables you to set a range of standard costs for a product from a specific supplier.
System Administrator Typically the first person within your Organisation to be given a Workbooks licence and who is responsible for adding new user accounts and configuring the application.
Transaction Document Any of the following object type records on Workbooks:  Quotations, Customer Orders, InvoicesCredit Notes or Supplier Orders
Upload Library Area to which external files can be uploaded.  Links to these files can then be inserted into emails sent from Workbooks. 
v-Card Standard file format for electronic business cards enabling you to transfer contact data in Workbooks to your external calendar system such as Outlook.
Unrestricted Picklist A dropdown menu of data options that can be modified by the user if the option they're looking for is not already there.

 

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