Archive for June, 2010

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Generating an invoice from an order

June 29, 2010

Hang in there, because there’s one last step in the opportunities / quotes / orders / invoices process.  Your customer will need an invoice from you once an order is placed.

This feature is really only useful if CRM is automatically integrated into your accounting system.

Step-by-Step Instructions

  1. Open an order.
  2. Click the Create Invoice button on the toolbar.

Tips & Tricks

  • If your CRM system is not integrated into your accounting system, then you may set up a workflow to automatically send your accounting department an e-mail whenever an invoice is created in CRM.  This way, they’ll know to send the customer a bill.

 

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Generating an order from a quote

June 20, 2010

So a customer has received your quote and decided to buy your product.  You’re almost there.  The heavy lifting has been done, and you now have to fulfill the order.

In CRM, you can generate an order from any activated quote.  Creating an order shows the system that your customer has accepted the quote, and it will tell your fulfillment department that there is an order ready to ship.

Step-by-Step Instructions

  1. Open a quote.
  2. Click the Create Order button on the toolbar.
  3. Click OK.

Tips & Tricks

  • Once you create an order for a quote, you should go back and close your originating opportunity.  Mark it as having been won.

 

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Activating a quote

June 7, 2010

Have you created and modified your quote to your liking? Before you send it off to a customer, you will want to activate your quote.

Once activated, the quote will be set to read-only in the system.  If you need to change anything in the quote after you’ve reactivated it, you should create a new quote from the opportunity.

Step-by-Step Instructions

  1. Open a quote.
  2. Click the Actions button on the toolbar, then Activate Quote.

Tips & Tricks

  • Invoices can only be generated from an activated quote.

 

  • You should activate your quote before you print it.  (Instructions for printing the quote are on the next page.)

 

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Creating a quote from an opportunity

June 7, 2010

So an opportunity is finally interested in your product?  The next step in the sales process involves sending a quote to the potential customer.

Quotes in Microsoft Dynamics CRM are automatically generated as a Word Document.

Step-by-Step Instructions

  1. Open an existing opportunity.
  2. Click Quotes on the left.
  3. Click New Quote on the Actions Toolbar.
  4. Make sure the sales information is correct.  (It will pull product information from the opportunity into this quote.
  5. Click Save and Close.

Tips & Tricks

 

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Organizing your opportunities

June 2, 2010

Opportunities can be hard to manage, especially if you have a lot of them.  They are also an essential part of the sales process, so you will want to come up with a way to organize them so that you don’t have this huge overwhelming list of opportunities to deal with.

You can get around this problem by creating views of certain opportunities.  This way, you can have different views to view different types of opportunities.

Step-by-Step Instructions

  1. Click Sales on the Navigation Pane, and then click Opportunities.
  2. Click the Advanced Find button on the toolbar.
  3. Configure your Advanced Find to search for a subset of your opportunities.
  4. Click the Edit Columns button to configure the columns that will appear in your view
  5. Click the Save As button to save your Advanced Find as a view on the opportunity screen.

Tips & Tricks

  • Check out the Search chapter of this book for more information on the Advanced Find feature.

 

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Configuring CRM Mobile Express

June 1, 2010

You can access your database anywhere, at any time using CRM Mobile Express.  CRM Mobile Express is a CRM application that works on your cell phone.  With CRM Mobile Express, you won’t have any excuse to have a personal life.  You can work all the time.

By configuring CRM Mobile Express, you will be able to customize which entities and forms show up when you access your CRM database from your phone.

Step-by-Step Instructions

  1. Click Settings on the Navigation Pane, and then click Customization.
  2. Click Customize Mobile Express.
  3. Add any entities that you want to show up in CRM Mobile Express.  Click Publish All when you are done.

Tips & Tricks

  • CRM Mobile Express is compatible with most current smartphones. iPhone, Palm Pre, Android, and just about any phone that has a finger push-screen will work with Mobile Express.