General

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Prospect Functionality Management

When a sales representative logs in and does not have a specific contact name, the sales representative can create a contact name by making a prospect order.

A prospect is a temporary contact that is created by the sales representative. After the creation, this prospect will be automatically assigned to the sales representative. The sales representative can create regular orders in the webshop; the orders can be saved as a sales quote in NAV. The Shop Administrator can make a sales order from a saved quote in NAV. A new customer can also be created in NAV based on the prospect.

Creating a Prospect

In order to create a prospect you need to log in as a sales representative.

Open the 'My account' page and click on the 'Create a prospect order' link. You will see the following page:

The 'Prospect Details' Page
After the confirmation pop-up window has been closed, you will automatically be assigned the created prospect.

When submitting an order to NAV, the contact is created in NAV, using the prospect information entered earlier in the process.

A country that is available in the 'Countries' dropdown list is specified by the Shop Administrator in NAV. For more information please read the 'Configure the Prospect functionality' chapter.

Ordering Process

The ordering process during the prospect mode is almost the same as the ordering process during the regular customer mode though there are some differences:

Please note that there is no 'My account' link when the sales representative is under prospect mode, because a prospect is not an independent customer until he is manually transformed to a customer in NAV:

The Top Header During the Prospect Impersonation
There is no possibility to save the order as an order template:

The Bottom Right Corner of the 'Shopping Basket' Page
There is no possibility to choose the address on the 'Billing/Shipping' page during the prospect mode. The billing address information is taken from the prospect data. By default the Shipping address fields are pre-filled with the Billing address data, but the sales representative has the possibility to change them:

The 'Billing/Shipping' Page During the Prospect Impersonation

After the order has been completed successfully, you can continue working with the prospect or you can log out.

You can use the prospect mode only once. When you are no longer utilizing the prospect mode, you will not be able to use this prospect customer mode again nor create orders with this prospect customer.

Configuration

Each country in the 'Country' dropdown list on the 'Create prospect' page has its own prospect template based on the customer template card in NAV. This card specifies the currency type, discounts and posting groups that the newly created prospect will have.

To configure the prospect template:

Open the NAV client;
Select 'Sales & Marketing > Sales > Setup > Customer Templates'.

'Customer Template Card'

More information about the 'Customer Template Card' can be found in the 'Configure the Prospect functionality' chapter.

Different countries have their own VAT number format. This format can be specified in NAV for each country by the Shop 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:

Open the NAV client;
Select 'Sales & Marketing > Sales > Setup > Customer Templates';
Select 'Administration > Application Setup > General > Countries/Regions';
Select a country, click the 'Related Information -> Country/Region' button, and select 'VAT Reg. No. Formats':

Specifying the VAT Format for a Country
You can specify the VAT number format for this country in the 'VAT Reg. No. Formats' window:

The VAT Number Format for the Netherlands in the 'VAT Reg. No. Formats' Window

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

'#' - means digit;
'@' - means letter;
'?' - means digit or letter.

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Sana Software – e-Commerce for Microsoft Dynamics

Updated: September 2011