For the general data and the additional data in forms for sales cases, the same fields are usually always used. Depending on Opportunities, Quotes and Orders, additional fields and tabs that are needed for scheduling, turnover planning or calculation are used.
Creating a sales case
Creating sales cases in the project folder
Usually, sales cases are created in the context of the customer, where all customer data is taken over.
In the project folder, new sales cases can be created in the Sales subform. It is also possible to assign existing sales cases to the current project folder. In the sales cases themselves, the respective project folder can be assigned in the Additional data subform. A case can be assigned to several project folders.
For this reason, you should create a sales case directly in the context of a customer, so that all case-specific data like customer discount, language, terms of payment and terms of delivery, etc., are transferred from the customer base to quotes or opportunities.
When creating a sales case, the system transfers the following information from the customer base:
- Communication language
- Terms of payment
- Terms of delivery
- Customer discount
Note: The data is transferred automatically on the first assignment to the customer. It should only be changed case-specifically afterwards.
- Open the customer record concerned.
- Click Sales in the function bar, and select the desired case from the submenu.
- In the form, complement the transferred customer data with relevant case-specific data and Save.
- Qualify the record further.
Note: Since there is a dedicated form for the different types of sales cases, the list below includes some selected fields from all forms for a quick overview. The availability of some fields depends on the installed version of the software and the permission profile of the user. Note that the respective sales form can have at least the areas General and Additional data.
In the area General, tab Master data, the most important fields, which are partly taken over from the customer data, are summarized.
The form includes sections for T/O planning (turnover planning), Net calculation and Weighted calculation as well as for Appointment scheduling and the general quote data from the customer relation.
Field | Meaning | Comment |
|---|---|---|
Keyword | Title identifying the record in the CRM | Free input |
Customer | Name of the customer | Click the button Customer to create relations. |
Number | Case number | The case number must be unique! |
Status | The status is automatically set and can be changed after saving. | |
Business agents | Internal staff members or team that commercially attend to a case | The logged-in user is the default. |
Sales partner | Sales partner | Select a contact. |
Technical agent | Staff member who technically attends to the case | When creating a new case for a company, an internal staff member in the role "technical agent" in this company is automatically adopted. |
Forecast | Incoming order prediction | Use this field if you would like to transfer this sales case to your forecasts (Sales pipeline). |
Customer budget | The customer’s available budget | Enter a decimal value. |
Exp. turnover without discount (€) | Expected turnover without discount | Enter a decimal value in the quote. |
Order value without discount | Expected order value without discount (derived from expected turnover) | In the order: If they give administer a decimal value. |
Customer discount | Customer discount for order (amount to be subtracted from expected turnover without discount) | Enter a percent value or an absolute value. |
Exp. turnover (€) | Sales expectancy for the turnover planning (expected turnover minus discount) | Includes net calculation and weighted calculation. When calculated, this value will be integrated in the forecast. |
Net calculation (€) | Net turnover minus commission | Contained commission in % absolute as a decimal value |
Weighted Calculation | Calculation of the turnover, weighted automatically from the case status or manually independently of the case status | Enter a proportional value. (Deactivating the manually flag sets the probability again according to the case status.) |
Flag: Manual | Manual input of the probability (y/n) | Tick the checkbox if you want to specify the percent values yourself. |
See also: Go and Get for cases | ||
Language 1 | Customer language | Is preallocated with the location of the customer (country) or select a language if necessary. |
Language 2 | Communication language | Select a language. |
Incoming order value | Value of the order | Order |
Progress | Progress of the order in % | Order: Enter a proportional value. |
Customer references | Signature | Subform Additional data |
Terms of delivery | Notes | Subform Additional data |
Terms of payment | Modalities of payment | Subform Additional data |
Period of commitment | Period | Subform Additional data, calendar control |
Confirmation | Appointment of the confirmation | Order, subform Additional data, calendar control |
Customer response until | Period |
|
Delivery date | Date of delivery | Subform Additional data, calendar control |
Source | Source, starting point | subform Additional data, free input |
Customer order number | Order number of the customer | Order: subform Additional data, free input |
Calculation status | Calculation status for case-specific Products or services: C = calculated; P = personnel costs; * = no price available | Tab Products/services. The calculation status can be reset in case-specific part lists from P to C again (function reset personnel costs) |
Addresses
Various addresses are required for a case. They can be specified by their type in the Additional data subform (P.O. Box address, main address, delivery address, etc.). These addresses need not necessarily correspond to the customer’s addresses, and can be provided independently of them.
Calculation (tab in quotes, orders)
In general, the fields refer to the price fields in assigned case-specific products. To recalculate, open a case-specific product from the relation in the tab Products/Services and change the prices there. Clicking Save automatically starts the calculation. If this doesn’t happen, please use the function Calculate in the function bar.
Field | Meaning | Comment |
|---|---|---|
Manufacturing costs | Manufacturing costs of the product catalog | Total manufacturing costs by quantity |
Material costs | Material costs of the product catalog | Total material costs by quantity |
Flag: Calculate case revenue | Determines whether the sales prices from the tab Calculation are transferred after a calculation into the expected turnover or incoming orders value. | y = automatic transfer of the sales price with a calculation, n = manual input of the turnover in the case (standard) The manually input exp. turnover is transferred through the OE-value, the manual value is then no longer available and must be input again. |
Production costs without surcharges | Production costs without surcharges | Total manufacturing costs + material costs of the product catalog |
Production costs | Production costs with surcharges | Total manufacturing costs + material costs including surcharges of the product catalog |
Sales price | Total of all list prices of Products/services that are assigned to this calculation group | From calculation group |
Project price | Sales price of all product groups of the case (selection of the currency next to the project price)
| From calculation group (tab Calculation, field Project price in ...) |
Flag: Up to date | Case is currently calculated | Informative |
Cross margin (GM) | Cross margin showing the proportional profit of the sales price | Of a calculation group |
Admin: Your administrator or customizer can adapt different selection entries according to your requirements.