January 23, 2025 Meeting Notes

1. Payment Methods and Picklists

• A payment method mismatch between POS receipts and customer receipts caused errors.

• Credit Payment method was renamed to Debit Card on the POS receipt picklist but not to the customer receipt picklist.

  • The payment method needs to be added to both picklists to avoid errors.

  • Use a global picklist to simplify updates and reduce errors.

2. Transitioning from Salesforce Standard Objects

• Move sales functions from Salesforce standard objects to GoldFinch objects by February 13th.

• The goal is to transition to EOM licenses by the deadline to avoid issues with Salesforce.

• Salesforce licenses will be converted to Salesforce Platform licenses.

• Permissions must be reassigned after conversion.

  • Test the conversion process on one user to start.

  • Take screenshots of permission sets before changing licenses.

  • Then complete conversion for all relevant users.

3. Supply Plan and Sales Order Process

• Sales orders create demand in the supply plan.

• If an order is canceled, running the supply plan again removes the demand.

• Sales Orders must represent confirmed sales (99.9% likely to deliver).

  • Non-confirmed orders (e.g., financing approvals or tentative deals) should remain in the quote phase to avoid creating unnecessary demand.

  • Use a stage before sales orders to manage unconfirmed orders.

  • Explore adding functionality to reserve inventory without transitioning to sales orders.

4. Leads and Zapier Integration

• Zapier is used to handle web forms and credit applications, creating or updating leads and opportunities in Salesforce.

• Transitioning away from leads will require reconfiguring Zapier or Salesforce functionality.

• Proposals:

  • Create a new “Contact Us” table for web form submissions and credit applications.

  • Redirect web form submissions to the new table via Zapier or standard Salesforce functionality.

  • Waseem to review the current Zapier setup and determine the best solution.

5. Projects and Case Management

• Combine opportunity, order, and case stages into a single project object in GoldFinch.

• Keep the project open until all administrative tasks (e.g., tag and title work) are completed.

• Cases:

  • Pickup cases: Cover the trailer pick, QC checks, and customer delivery.

  • Tag and title cases: Move into the final stage of a project instead of keeping them as separate cases.

• Action Items:

  • Review existing project configurations.

  • Update project fields and stages to align with the new workflow.

  • Decide whether to use the warehouse shipment object or create a custom object for pickup cases.

6. Optimization of Stages and Fields

• There are too many stages from lead to document submission, adding complexity.

  • Consolidate stages into broader categories (e.g., "Information Collection" and "Finance").

  • Use secondary fields for more granular reporting and tracking.

  • To-do: Rework stage definitions and sub-statuses for opportunities and projects.

7. Next Steps and Action Items

• Immediate:

  • Alex - Test the user license conversion process and validate access.

  • Waseem - Review the Zapier integration for leads and determine next steps.

  • GoldFinch - Update project configurations to align with the new workflow.

  • Scott / Zak - Evaluate how to handle pickup cases and determine if a custom object or existing GoldFinch objects will be used.

• By Next Meeting:

  • Provide Scott and Sarah with Alex’s document outlining project stages.

  • Break down project stages further and propose consolidated groupings.

  • Zak to review existing documentation (from Dennis) on pickup cases to share with GF.