Sales & Counter Guide

Plan who you'll reach out to, log how it went, and submit your week — all in a few taps.

1. Signing in

1. Open TrueBearing in your browser (your manager will give you the link).
2. Click Sign in with Microsoft and use your normal APD Microsoft 365 account — the same one you use for Outlook and Teams.
3. You're in. You'll stay signed in for up to 7 days, but you're signed out after 12 hours of not using it — so a browser left open overnight asks you to sign in again next morning. Signing out signs you out everywhere.

2. Dashboard — your day at a glance

The Dashboard is the first thing you see when you sign in. It shows exactly what needs your attention right now:

• Past due — calls you planned that haven't been logged and whose date has passed
• Due today — today's calls
• Due tomorrow — so you can see what's coming

Work straight from it: check off a call to log it, ✎ edit to reschedule (a past-due call moved to today disappears from Past due), or tap ＋ Add activity to add one — the date defaults to today. When all three lists are empty, you're caught up.

Everything you need to make the call is on the call. Under each one you'll see the customer's name, the company phone, and — if the call has a contact attached — that person's direct and mobile numbers and their email. Tap a number to dial from your phone, or the email to open a new message. Tap the customer name to open its 360° view, the 🪪 button to do the same, or the call's title to open it for editing. Only what P21 has shows up, so a call with no contact just shows the company line.

If sales tracking is set up, you'll also see My sales — this month: your gross sales and gross profit with a bar showing progress to your monthly goal, straight from P21.

Right below it, New customer activity — last 2 weeks flags any of your new accounts (first invoice in the last 12 months) that placed an order or a quote this week or last week, with the counts (ord = orders, qte = quotes). Tap one to open its 360° view — a quick read on freshly-won customers who are active. See New Customers below for the full list.

Below that, My sales by month breaks the year out one month at a time — each month's gross sales, gross profit, and % to goal, with a year-to-date total at the bottom. The % to goal is colored green at or over goal, blue when close, and red when behind. Use the ‹ › arrows by the year to look back at previous years.

3. My Week — your call plan

This is your home screen. The title shows the week you're viewing (e.g. Week of Jul 13) with the date range beneath it. The ‹ and › arrows move between weeks — go back to review, or forward to plan ahead. Once you're off the current week a Jump to current week button appears under the title to bring you straight back. A progress bar shows how many planned calls you've logged (e.g. "7 of 12 logged").

Each call here carries the same contact details as the Dashboard — company phone, and the contact's direct, mobile, and email where P21 has them.

Add a call to your plan

1. Tap ＋ Add activity.
2. Customer / prospect — type a name or customer number; matches come live from P21. Pick one.
3. Contact (optional) — once you pick a customer, its contacts load from P21. Choose a person, or leave it blank.
4. Activity type — Call, Visit, Email, and so on.
5. Planned date — the day you plan to make the call. You can pick any date; if it's in another week, the call is filed there automatically.
6. Objective (optional) — a short note, e.g. "camera line upgrade."
7. Tap Add to plan.

Didn't finish last week? Tap Pull last week's incomplete to carry those calls into this week so nothing slips.

Calls your manager assigns you

Your manager can send you a campaign — a batch of accounts to work by a set date, say a supplier promotion. When they do, the calls appear on your plan on that date, all carrying the campaign name, and you get an email listing the accounts, the due date, the activity type, and any notes they added about what to push. Work them like any other planned call: check them off as you go. The notes are also on each call, so you don't have to go back to the email.

Change a planned call

Need to fix something? Tap the ✎ (edit) button on any call to change the customer, contact, activity type, planned date, or objective. Move it to a different day and it files itself in that week automatically. Your notes and completed status stay put.

The person you're calling

Pick a contact and their details appear right in the dialog: job title, contact preference, email, direct phone and extension, mobile, and your personal notes on them. Wrong title, missing mobile? Tap ✎ Edit in that box, fix it, then Save contact…. You'll be asked to confirm before anything is sent — say no and nothing reaches P21.

4. Logging your calls

Two ways, whichever suits the moment.

Quick: check the box next to the call, add a note on how it went, tap Mark complete.

From the call itself: tap ✎ (edit) and use Post-call notes and Mark this activity complete at the bottom. Handy when you want to fix the objective or the contact's details in the same pass.

Either way the call is logged in P21 and shows with a line through it — the P21 task's comments get the date, time, and your name automatically.

Notes without completing work too — leave the box unticked and the note is filed against the call as a dated note, so a "left a voicemail" is on the record before the call is done.

Made a call you hadn't planned? Tap ＋ Add activity and add it — it shows under Unplanned adds so your effort is counted.

Checked something off by mistake? Uncheck it to reopen — editing a completed call never un-completes it. Every call shows its P21 task number, activity type, and date so you can always find it in P21.

5. Submitting your week

Both are recorded in P21. After you submit, the status line shows the date — with an undo link if you submitted by mistake or need to change your week and submit again.

6. Customers — the 360° view

Tap the Customers tab and start typing a customer name or number. Pick one to open its 360° view — everything about that account on one screen, live from P21:

• Sales trend — net merchandise sales by year, with how this year is tracking vs. the same point last year (▲ up or ▼ down).
• Days since last… — days since the account's last order, quote, invoice, and payment, with each date, so you can spot a customer going quiet.
• Accounts receivable — open balance by age; 60+ and 90+ days are flagged in red so you see credit problems before you quote.
• Open orders, contacts, and the account's recent activity — every call and visit logged against it. Use ＋ Add activity at the top of that panel to plan a new one, or click any activity to open it and view or edit its details.

Contact cards

The same details are in the activity dialog whenever you pick a contact, so you can work from either place. In the Contacts panel, click a person's name to open their card: name, job title, contact preference, company phone, email, direct phone and extension, mobile, and a free-text box for personal and relationship notes — what they golf, who they report to, whatever helps you deal with them as a person. Numbers dial and the email opens a message, same as anywhere else.

You can edit it. Tap ✎ Edit, change what you need, then Save…. You'll be asked to confirm — it tells you how many fields are changing and on whom. Say no and nothing is sent; your edits are still in the form. Cancel drops the edits and goes back to reading.

7. New Customers

The New Customers tab lists your accounts whose first invoice landed in the last 12 months — the customers you've recently won. For each you'll see when the account was opened, their first and last invoice dates, how many orders (ord) and quotes (qte) they placed last week and this week (booked orders vs. open quotes), and each account's last task (most recent activity, ✓ if completed) and next task (soonest planned).

• Sort by any column — tap a heading to order by customer ID, name, account opened, first or last invoice, any of the weekly order/quote counts, or the task dates. Tap again to reverse. It opens sorted by orders last week.
• Click the customer's name to open its 360° view.
• Click a last-task or next-task date to open that task and view or edit it.
• When no next task is scheduled, the Next-task column shows ＋ Plan — tap it to add one to your call plan (pre-filled for that customer).

8. Inactive Accounts

The Inactive tab is your win-back list: accounts that were buying from you but have gone quiet. By default it shows every account of yours that was invoiced in the last 3 years but hasn't placed an order in the last 30 days.

It keys off orders rather than invoices on purpose — the order is the moment the customer chose us, while an invoice can trail weeks behind on a backorder. Cancelled orders don't count as activity.

• Contact details are right in the row — the company phone plus up to two named contacts with whatever P21 has on them (direct line, mobile, email). Every number is tappable to dial and every address opens a new email, so you can work the list without opening a single customer card.
• Days quiet is how long since their last order. An account that has never ordered reads never.
• Last order, last quote, and last invoice tell you what kind of quiet it is. A recent quote with no order means you were in the running and lost it — usually a more urgent call than a customer who simply hasn't needed anything.
• Last task and next task show whether you've already chased this one. Tap either date to open that task.
• Change the windows — set your own "no order in the last __ days" and "invoiced within the last __ years", then hit Apply (or press Enter). Thirty days is right for an account that reorders monthly; a project account might not be worth a call until 90 or 120. reset to 30 / 3 puts it back.
• All accounts asks a bigger question: everything of yours that hasn't ordered in the day window, whether it was invoiced years ago or has never bought at all. The invoice window switches off (it greys out, because it no longer applies) and the list gets a lot longer. Press it again to go back.
• Click the customer's name to open its 360° view, or ＋ Plan to add a call to your plan — pre-filled with the customer and their first listed contact.

9. Leaders & Bleeders

The Leaders & Bleeders tab ranks your whole book by how this year is tracking against last year — measured over the same window (January 1 through today, versus January 1 through the same date last year), so it lines up with the Sales trend on each customer's 360° view. Leaders are growing, bleeders are slipping.

Each row shows this year's and last year's sales to date, the % change, the account's last order and last quote dates, its last task (the most recent activity that happened, ✓ if completed) and its next task (the soonest planned activity, with +N if more are scheduled) — so you can see at a glance who's moving and whether you've followed up. Click the last-task or next-task date to open that task and view or edit its details.

• Filter by grade — the chips (A–F) show or hide each band. Tick Show only leaders & bleeders to drop the flat accounts and focus on movement. Show new customers is on by default; untick it to drop the brand-new accounts (the A⁺/NEW ones, which have no last-year sales to compare against) and see only true year-over-year movers.
• Sort by any column — tap a heading (change, sales, last order, open tasks…). Tap again to reverse. It opens sorted by biggest gainers first; flip it to bring your bleeders to the top.
• Filter by supplier — type a supplier name in the Supplier box and pick it. The list narrows to accounts that actually buy that line, and the sales figures and grades are recalculated for that supplier only — so an account that's up overall but down on that line shows as a bleeder. It's the fastest way to see who's slipping on a specific brand before a promotion or a line review. ✕ clear supplier puts it back to the whole book. Hover a customer's name to see the last time they bought that line.
• ＋ Plan adds that customer to your call plan (pre-filled), and Open jumps to its 360° view.

10. Price Pages

Build a customer a branded price page — the margins you want to run by supplier, backed by peer benchmarks. Open a customer's 360° view (section 6), find the Price Pages panel, and tap ＋ New price page. The customer, your name, and today's date fill in automatically.

1. Quick Load Level — set the ceiling margin the customer sees. No supplier's margin can go above it; if you need a supplier higher, raise the Quick Load.
2. Search a supplier and add it (the newest sits at the top), then enter the margin % you want to run.
3. If the supplier has a level program (e.g. Gold, Platinum), pick the level. Levels need manufacturer verification — only verified ones get entered in P21.
4. Under each supplier is a margin comparison: what peers at different 12-month volume bands run on that supplier, and where this customer sits — so your number is grounded in real data.
5. Tap Submit & email. TrueBearing saves the page, builds a branded PDF, and emails it to the vendor-programs team and your manager. It stays on the customer's Price Pages panel for reference.

11. Quick fixes