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Contacts: Converting your Contact to a Customer

December 9, 2019Cari Corozza

In the last entry for this series, we covered quoting our contacts. Once we receive that very important order from our prospective Customer, it’s time to complete the Customer Card creation and get that Sales Order confirmation back out the door.

Customer creation is often a combined effort between the Sales and Accounting Teams. Many companies will implement a workflow approval process to allow Sales to gather the information to begin their process and Accounting to confirm the Customer Card created captures the information most important to them before orders are entered. Remember, the contact information listed on the Customer Card belongs to the Accounting team.

To begin the process of converting a Contact to a Quote, highlight the Company contact and select Actions \ Create As \ Customer.

Microsoft Dynamics NAV | Create a Customer Screen

Where templates are necessary to allow quoting against Contacts, they are optional for Customer creation. Creating templates can help with the data entry and overall time it takes to approve a new Customer.

Microsoft Dynamics NAV | Do you want to create a contact as a customer using a customer template notification check box

Microsoft Dynamics NAV | Customer Template List

Microsoft Dynamics NAV

Microsoft Dynamics NAV | The quote has been converted notification check box

The Order can now be updated with details like Requested Delivery Date, Promised Delivery Date, additional shipping and billing information, etc. If Dimensions were added during the Customer Card creation, they will also need to be added to either the Quote (before conversion) or the Order (after conversion).

Microsoft Dynamics NAV |

 

Microsoft Dynamics NAV Screen | Create a contact notify check box

From the Contact Card, we can see the new Customer Card created by using the Business Relations function.

Microsoft Dynamics NAV

Microsoft Dynamics NAV | New Prospective Company Screen

The Accounting team can now review the new Customer Card and make any changes to complete the process. This can include the posting information, Dimensions, updates to Credit Limits and Payment Terms and updating (creating) the Primary Contact. As mentioned previously, the Contact Information on the Customer Card should be their Accounts Payable contact.

Once the Customer Card creation is complete, Sales can move forward with converting the Sales Quote previously created on the Contact. Overall, consider the Contact area of the system for your Sales team.

This closes the loop on using the Contact to manage prospective Customers without creating Customers that may never be used and expanding on the entire company’s use of the system to gather multiple contacts for any given Company.

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The experts at New View Strategies are experienced Dynamics NAV and Business Central trainers and business process consultants who have walked in your shoes as former Corporate Controllers, Directors of IT, and Solution Architects, and believe increased utilization of your business systems is critical to the continued success of your company.
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