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Prospect Functionality and Ordering Process



When a sales agent logs in and does not have a specific contact to be represented, the sales agent can create a contact name by making a prospect order.
 
A prospect is a temporary contact that is created by the sales agent.
 
To be able to create prospect order the Create prospects option should be enabled in Sana Admin: Setup > Customers > Profile fields > Prospect profile. For more information, see 'Customer'.
 
To create a prospect:
 
Step 1: Log in as a sales agent.
Step 2: On the My account page click Create a prospect order.
Step 3: Enter the prospect details:


Prospect Details 
 
Countries that are available in the Countries dropdown are configured in Microsoft Dynamics NAV. In order to make the prospect functionality works correctly, a Customer Template Code has to be set for each visible in webshop country in Microsoft Dynamics NAV. This customer template specifies the currency type, discounts and posting groups that the newly created prospect will have. If the countries are visible in webshop and customer templates are assigned, the countries will be available in the Country dropdown on the Create Prospect and Shipping information pages.
 
To manage the countries in Microsoft Dynamics NAV, which should be available for prospects creation click: Administration > Application Setup > General > Lists > Countries/Regions.
 

Visible in Webshop Countries with Customer Template Set
 
If no customer template is available, you can create the one yourself:    

Step 1: Click: Sales & Marketing > Sales > Setup > Customer Templates.


Customer Template List

Step 2: To create a new customer template the following fields are required to be filled: 

  • Code
  • Customer Posting Group
  • Gen. Bus. Posting Group
  • VAT Bus. Posting Group
Other fields are optional.
 
 
Different countries have their own VAT number format. This format can be specified in Microsoft Dynamics NAV for each country by the NAV administrator. If a unique VAT format for a selected country is specified, then during the prospect creation the shop administrator can only enter the VAT number in the VAT number field in this format.
 
To specify the VAT format for a country:

Step 1: In Microsoft Dynamics NAV click: Administration > Application Setup > General > Countries/Regions.

Step 2: Select a country and at the top click: Related Information > Country/Region > VAT Reg. No. Formats.


Specifying the VAT Registration No. Format for a Country

You can specify the VAT registration number format for each individual country.

You can use three symbols to specify the VAT number format:

  • '#' - means digit
  • '@' - means letter
  • '?' - means digit or letter
 
The ordering process in the prospect mode is almost the same as the ordering process in the regular customer mode, though there are some differences:
  • There is no My account link when the sales agent is under the prospect mode, because a prospect is not an independent customer until he is manually transformed to a customer in Microsoft Dynamics NAV.
  • There is no possibility to save the order as an order template.
  • There is no possibility to choose the address on the Shipping information page in the prospect mode. The billing address information is taken from the prospect data. The shipping address is pre-filled with the billing address data, but the sales agent can change it.
     
After the prospect order has been completed it is saved in Microsoft Dynamics NAV as a sales quote. The sales agent can continue working with this prospect or log out. But be aware that the prospect can be used only once and if you log out you will not be able to use it again or create orders with this prospect.

The administrator in Microsoft Dynamics NAV can make a sales order from a saved quote and a customer can be created based on the prospect.
 
 The Countries/Regions table is also used to configure countries that should be available when a customer registers in the webshop online. For more information, see 'B2C Customer Registration'.
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Updated: July 2015