D365: How to create sales prospect and convert prospect to the customer

If customer expressing interest in a certain products you can treat that customer like a prospect. In general, prospect is a possible sell-to entity. So, in essence, it can become an actual customer.

Sales and marketing teams can manage prospects by manually creating and maintaining prospects directly in AX.

Before jumping into prospects creation, there are several configurations that needs to be done.

Relation types

Navigate to Sales and marketing > Setup > Prospects > Relation types.

This form is used to create and maintain types of relations. You can create any kind of relation type with Table source such as:

  • Customer
  • Vendor
  • Relation

At the time of prospect creation, relation type with Table source = Relation type will be used.

Relation types

To create a new relation type, click New button

Fill in Type, Description, Table source.

If Delete converted prospect is turned on, AX will delete prospect records after they’ve been converted to a customer. Think whether you want to keep them or remove them after converting.

Sales and marketing parameters

Navigate to Sales and marketing > Setup > Sales and marketing parameters.

Switch to Prospects FastTab

Set the default values that will be used when you create a new prospect in the Prospect details form.

Sales and marketing parameters

Creating a Prospect

After engagement with the representative (this could take the form of a chain of email messages, a phone call, or a meeting) you can enter that customer into AX with further converting into customer.

The following steps outline the solution process to create prospect:

Navigate to Sales and marketing > Relationships > Prospects > All prospects.

Click New button to create new prospect.

New button to create new prospect

Create prospect form will be opened.

Type ID and Currency will be set by default from Sales and marketing parameters with ability to override them.

Populate all necessary information.

Create prospect form

Click Save button.

Prospect details form will be opened.

Expand Miscellaneous Details FastTab.

Notice that default values are set here as well from Sales and marketing parameters.

Miscellaneous Details FastTab

Note: If Type ID value is changed to one of the following Relation types:
Relation type with Table source Cust table
Relation type with Table source Vendor table
error message will be thrown:
Cannot create prospect of type customer or vendor directly.
This is done in order to use Prospect form only for prospects creation and not for customer and vendors creation.

Switch between tabs and set the data if needed. 

Note: Customer group is mandatory for converting prospect to customer and Vendor group is mandatory for converting prospect to Vendor. It can be filled in manually directly on the Prospects details form in the Miscellaneous details FastTab, or can be set by default on Sales and marketing parameters.

Convert a Sales Prospect to a Sales Account

The following steps outline the solution process to convert prospects to customer:

On the Prospect details form switch to General tab on the Action pane.

In the Convert section, select Convert to customer button.

Convert to customer

Confirmation dialog box will appear.

Confirmation dialog box

Click Yes.

Customer account form will be opened in order to specify Customer account for the customer that you are going to create.

Customer account form

Fill in Customer account.

You will have the opportunity to check the validity of the account number by clicking on check button.

Validity of the account number

AX is validating whether specified format of the customer account is right (Number sequence format for the Customer is used from Account receivable parameters).

AX is validating whether specified customer account isn’t currently in use by another customer.

Click OK.

Navigate to Sales and marketing > Customers > All customers to validate created customer.

All customers

In order to see a list of prospects that have been converted to customers follow the steps below:

Navigate to Sales and marketing > Relationships > Prospects > Converted prospects.

Converted prospects

Summary:

This feature is helpful for creating prospects. Later prospects will be used in the sales process by converting them into customers.

Advertisements

One thought on “D365: How to create sales prospect and convert prospect to the customer

  1. Hi Galyna,
    Thank you for this publication! It was very helpful to me.
    Could you advise, please, is there any way to skip the filling of the customer account ID? Is it possible for AX to generate the account ID automatically? I have tried to find the way how to do it with number sequences in Account receivable module, but I did not find such information with google:)
    I will be very grateful if you could explain me the solution.

    Thank you!

    Like

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s