The MX-Contact Sales Module Overview
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1 The MX-Contact Sales Module Overview The complete Customer Relationship, Contact Management and Sales Automation System for Microsoft Outlook
2 Table of Contents 1 Introduction Opportunity Management Opportunities Folder General Information Details Sales Plan Generate Quote (Page) Create Quote (Documents Tab) Projects General Information Page Details Information Page Sales Plans Sales Plan Templates Company Sales Plan (Page Tab) Orders & Order Details Product Details Company Orders Tab Order Form Order Details...17 i
3 1 1 Introduction The purpose of this document is to give an overview of the Sales Module of MX-Contact. The Sales Module consists of 3 main components: Opportunity Management Sales Plans Orders, Invoicing and Shipping Details 2 Opportunity Management All potential sales to companies and contacts are called Opportunities. The MX-Contact Opportunity Management facility allows you to collect and report on a variety of information relating to an opportunity such as expected values, probability of closing a sale, estimated close dates and more. 2.1 Opportunities Folder The Opportunities shortcut on the Navigation bar shows a listing of all opportunities: A variety of Views is available to sort, group and filter the information so as to see for example only the Open opportunities. 1
4 2 2.2 General Information Any number of companies, contacts, users and/or teams can be linked to an opportunity. In addition all activities (journals, tasks, appointments, documents and ) that relate specifically to that opportunity can be linked to the opportunity so that one can get an overview of what has transpired in the progression of this opportunity. 2.3 Details The Details page typically records the expected values, dates etc. that relate to the opportunity, but then is also used to record the actual detail when the opportunity is either won or lost. In the case of a lost opportunity one can track who was awarded the business and the reasons (if known). 2
5 3 2.4 Sales Plan A Sales Plan page is also available. This is discussed in more detail in the next section. 3
6 4 2.5 Generate Quote (Page) You are able to generate a quote from an opportunity by selecting a Report Name. Check the File Format and Path and then click on the Generate button. A crystal report is generated using the product information linked to this opportunity. This report can be customised to include specific terms and conditions, GST etc. (Use this option when you are quoting on multiple products or products with line items.) The report is automatically exported to a Word document, which is then attached to the Contacts record as a Document item. 4
7 5 This document can be opened for further editing: 5
8 6 2.6 Create Quote (Documents Tab) You are able to create a quote from an opportunity by clicking on the Documents tab and selecting New Document. Click on the Create New Document tab. Select the template, name your document and click on OK. Merging the relevant information from the opportunity with the selected template will create the quote. (Use this option when you are quoting on a single product without line items.) The following quote will be created: 6
9 7 You can easily modify the Template using Microsoft Word to include additional data fields retrieved from the Opportunity, Company and/or Contact forms. 3 Projects The MX-Contact Project Management facility allows you to collect and report on a variety of information relating to a project. 7
10 8 3.1 General Information Page 3.2 Details Information Page 8
11 9 4 Sales Plans Sales Plans can be used for Account (Company), Contact and Opportunity Management Plans. 4.1 Sales Plan Templates Several sample Sales Plan Templates (i.e. Target Account Selling), which can be customized by the administrator, are available in the System / Sales Plan Templates folder: These templates define a series of questions that prompt the account manager or person responsible for the company to research and complete: 9
12 10 These are set up as follows: Folder Name: The folder name reflects the name of the folder that the sales plan will be available to i.e. Companies, Contacts or Opportunities. Templates: Any number of sales plan templates can be set up e.g. Target Account Selling, Miller Heiman, LAMP etc. Each question can be grouped by section, sub-section, category and sub-category. Question: The question that the user must answer. Response: A value must be selected from the combo box, which indicates the field type of the response i.e. Check Box, Combo Box, Currency, Date, Keywords, Notes, Text Box, Value. 10
13 Company Sales Plan (Page Tab) To enter a sales plan for a particular company, you open up the company record and select the Sales Plan tab. You select the required template from the template combo box which contains a listing of all the template names that have been set up in the System / Sales Plan folder. Once a template has been selected, the Generate button is clicked in order to generate a new sales plan. The user is prompted for the date that applies to when the sales plan was conducted. This allows for history of how the position has changed over time. All questions for the selected template are automatically added to the sales plan folder for that company. The View option allows one to view the template in a certain order i.e. group by section or by category. One then enters a response to enter a response to a question, by opening up the relevant item. The following screen appears: 11
14 12 The appropriate Response type field will be displayed as per the template set up e.g. Date, Text Box, Value, Notes etc. Enter your response. Click Save and Close to be returned to the Sales Plan grid. Repeat the above steps until all questions have been answered. Note: You can link this to a particular company if you wanted to see which company a competitor was active in. 12
15 13 5 Orders & Order Details Orders are used to record details of the products and/or services ordered and subsequently delivered to a customer. 5.1 Product Details Orders are linked to a standard Product Master/Item folder: For each item one can store a comprehensive amount of information, similar to what can be recorded in an Inventory Master File for an accounting system. These items can in fact be imported from your ERP system on a regular basis. 13
16 Company Orders Tab An Orders Tab exists on the Company form from which orders can be viewed, added, etc. 14
17 Order Form Opening an order shows the top level detail for that order, as well as the Line Items associated with order: 15
18 16 16
19 Order Details Opening a Line Item record shows the relevant product detail for that line item in the order: 17
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