Activant Prophet 21

Customer Relationship Management

This class is designed for…

System AdministratorsPersonnel responsible for monitoring important business events and maintaining customer relationships

Objectives

Define Customer Relationship ManagementUtilize tools within Prophet 21

Customer Master InquiryCustom Column MaintenanceTerritory DefinitionContact MaintenanceTask Maintenance

This course will NOT cover…

Customer Maintenance

Customer Relationship Management

Customer Relationship ManagementManage existing customersImprove automation of outside sales force

Opportunity ManagementPipeline Management

Grow marketing initiatives within distributorship

Customer Master Inquiry

Contact Maintenance

Tasks

Territories

Contacts Report

Customer Maintenance

Physical Address

Custom Columns

Ship To/Sales Rep

Sales Pricing

Financial Information

Invoices

Payment

Credit Mgmt

Cash Collection

Customer Master Inquiry

AccessibilityInquire menuHotkey - F8Right Mouse Button anywhere Customer ID field is present

General Information

Column sorting availablePrint and Print Preview available from RMB menu

Foreign currency view toggle

Customer / Contact Information Tab

Arrows allow scrolling thru customers viewedContact information displayedDrilling into Sales Trend graph opens Order History tab

Customer / Contact Information Tab

Go To options available with RMB clickCustomer Notepad MaintenanceOrder Drill Down by CustomerSales Pricing InquiryOrder Entry

AppShare

Demonstrate Customer Master InquiryShow how to launch windowShow available Go To optionsShow scrolling through multiple customers

Physical Address Tab

Physical address info

Custom Column Tab

Custom Column Maintenance

Create and organize custom fields for customer recordsCan control what information is available and how it’s presented

Custom Column Definition Maintenance

Column Name – field IDColumn Description – nameData TypeAlphanumericDateDecimalIntegerList

Max Length – number of characters field will acceptDecimal Precision Custom Column List Value

Custom Column Association Maintenance

Determine how and where custom fields displaySystem Setup / Maintenance / Custom Column Maintenance / Custom Column Association

Custom Column Tab

Field displayed on Custom Column Data tab in module specified during setup

Ship To / Salesrep Tab

Displays all customer ship tos and related sales reps

Sales Pricing Tab

Pricing Method displayed, as well as pricing libraries and contract pricing

Audit Trail Tab

Tracks changes made to customer record, who made them and when they were made

Additional Tabs

Customer Notes TabDisplays notes that would display in Customer Maintenance

Document Links TabDisplays any links with the display location of Customer Master Inquiry

Customer Master Inquiry

Contact Maintenance

Tasks

Territories

Contacts Report

Customer Maintenance

Physical Address

Custom Columns

Ship To/Sales Rep

Sales Pricing

Financial Information

Invoices

Payment

Credit Mgmt

Cash Collection

Invoices Tab

Invoices may be filteredDrilling into invoice launches AR Drill Down by Inv

Invoices Tab

Payments Tab

All payments from customer are listedCheck Number drill down available

Credit Tab

Credit Status, credit limitsCredit card information

Credit Status Tab

Summarized credit information

Credit History Tab

Order History Tab

View customer’s extended price, profit % and a sales comparison

Cash Collection Calls Tab

Displays all open and mandatory collection calls and their associated invoices

Customer Master Inquiry

Contact Maintenance

Tasks

Territories

Contacts Report

Customer Maintenance

Physical Address

Custom Columns

Ship To/Sales Rep

Sales Pricing

Financial Information

Invoices

Payment

Credit Mgmt

Cash Collection

Contact Maintenance

Synching Contacts

Jobs are created on exchange server that will synch Prophet 21 contacts to Outlook

Software added on

Free of charge Recommended Technical Consulting

Must have Outlook 2000Enter Software Support Case for Software

Contacts

Remember!…Prophet 21 is an open database Contacts can be imported into Excel Perform Mail Merges

Create form lettersMailing EnvelopesCatalogs

Contact Report

Contact Management / Reports / Contacts Report

Contact Fast Edit

Contact Fast Edit

Task Tab

Tasks

Acts as To Do notes Can be attached to Contacts in specific transactions Can be set up to display RemindersAutomatic Task Reminders for uncompleted and open Tasks upon Log in Assign more than one person to a taskAssign the same task to multiple contactsSystem Administrator can see all open tasks in the system

Tasks

Schedule Task Tab

Assigned To Tab

Assign task to multiple people

Contacts Tab

Associate multiple contacts with a task

Tasks

Tasks

Automatic Task Reminders will appear at Log In

Tasks

Tasks

Setup prompts for Tasks to be created in User Maintenance

View All Tasks

To Do Tab in Task Maintenance My tasks - The tab only displays tasks assigned to you.Tasks assigned by me - The tab only displays tasks assigned by you.All tasks - The tab displays all tasks in the system.

Activities Tab

Territory Tab

Territories assigned to customer display on this tab

Territories

System Setup / System / System Settings

Territory Maintenance

Accounts Receivable> System menu> Territory Definitions> Territory MaintenanceAdd, edit and delete territories

Territory Group Maintenance

Accounts Receivable / System / Territory Definition / Territory Group MaintenanceOrganize territories into groupsTerritory may belong to more than one groupTerritories tab to list territories belonging to group

Territory Use

Customer and Ship To Maintenance have Territory tabs

Territory Option on Reports

Reports modified for territory parameterSales History ReportWBW ReportInvoice ReportPacking List ReportOpen Orders ReportOpen RMA ReportOrder Line Item Detail ReportProfit Exception ReportContract Pricing ReportCustomer Pricing Report

Limit by Territory Option

Limit by Territory settingSet to Yes, must specify Territory IDSet to Group, must specify Territory Group IDSet to No and territories are not taken into affect when running the report

AppShare

Demonstrate creating a territory for a customerShow WBW report limited by territory

Summary

Define Customer Relationship ManagementUtilize tools within Prophet 21

Customer Master InquiryCustom Column MaintenanceTerritory MaintenanceContact MaintenanceTask Maintenance

For More Information…

Prophet 21 Help FilesVisit Activant on the web: http://distribution.activant.com/

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