SAP Business One - CRM and Sales/AR Module

SAP Business One Refresher Training Webinar on CRM and Sales/AR Module

1. Welcome to our: ONLINE WEBINAR WEDNESDAY SEPTEMBER 21 TIME 2:00-5:00PM

2. TOPICS: REFRESHER TRAINING CRM AND SALES/AR MODULE

3. TOPICS: REFRESHER TRAINING CRM AND OPPORTUNITY

4. Mark Edward A. Teves Business Application Consultant [email protected] 0999 882 3179

5. CRM Process Example Activity Campaign Sales Opportunity Sales Quotation Sales Order Delivery A/R Invoice Incoming Payment

6. Activity Note Call Meeting Task Campaign Other Activity

7. Calendar Click on the Calendar icon to view. Monthly, weekly, or daily views Option to display, schedule or update activities

8. Calendar Activities Double-click on a time and date in the calendar to create an activity

9. Assign Activities to Multiple Users 1 3 Choose the option for a recipient list. Select an existing recipient list or choose users for a new one. Save a new list with a name. 2

10. Business Partner Activities Activities can be created and managed in the BP master.

11. Alerts for Business Partner Activities Set a reminder for when the alert should happen To see daily activities in the Messages/Alerts Overview, select the checkbox: “Send alert for activities scheduled for today” in Users - Setup window or in General Settings

12. Recurring Activities Change a series or individual activities within a series. Move or cancel an individual occurrence. Use Back or Next to navigate to an occurrence of a recurring activity. Set activities to occur on a regular basis .

13. Campaign Activity Opportunity Sales Quotation

14. Campaign Generation Wizard Business Partners  Campaign Generation Wizard The target group is a distribution list of business partners. Define target groups in the menu: Administration  Setup  Business Partners  Target Groups . Select the Campaign Type Remarks are included in the e-mail. Also select the path for the campaign template

15. Sales Opportunity A sales opportunity allows you to manage the sales cycle for potential sales with a customer or lead. You can link any activities relevant to the opportunity Sales Opportunity Activity

16. 1st Stage (6%*) 2nd Stage (20%) 3rd Stage (40%) 4th Stage (60%) 5th Stage (80%) Contact at trade fair Contact expresses general interest BP created as lead You analyze their needs and identify suitable products You record more info on BP Negotiations regarding prices, payment terms, and so on Quotation is created for the customer Sales negotiations Prospect buys goods on basis of quotation Convert lead to customer * Success probability ** Potential amount 600 Euro** 2000 Euro 4000 Euro 6000 Euro 8000 Euro Lead Second Meeting First Meeting Negotiations Quotation Sales Opportunity ? Won Lost

17. Sales Opportunity Process Set up sales stages, competitors, and other parameters Enter and manage sales opportunities Generate opportunities’ reports and do forecasting & analysis Sales Managers Sales employees Sales managers and sales employees Step 1 Step 2 Step 3

18. Sales Quotation Sales Quotations: Can come out of opportunities, campaigns or activities Document an offer to a lead or customer Are not typically binding, but for information Have a validity period If accepted, are copied to sales orders to begin the sales process

19. Summary Here are some key points: Activities document interactions with business partners. Activities are automatically recorded in your calendar, in activity reports, and can be displayed in related business objects. Use the Campaign wizard to create multi-channel campaigns to target groups. Sales opportunities help you manage the sales cycle for a potential deal with a customer or lead. Opportunities are structured into stages. For each stage you can predict probability of success and potential sales amount. Sales quotations document an offer of products at an agreed upon price to a customer for a set validity period. The MS Outlook Integration add-on can help you manage presales and sales activities.

20. TOPICS: REFRESHER TRAINING SALES/AR MODULE

21. Sales Process Sales Order Sales Quotation Delivery A/R Invoice Incoming Payment

22. Key Data: Business Partner Business partners used in the sales process : Leads Customers

23. Key Data: Items Items represent products to be sold Items can be for either goods or services Item information is stored in the item master record

24. Sales Quotation A document created as a form of offer or proposal that you send either to a customer, or to a lead

25. Sales Order Commitment from customer or lead to buy a product or service Document used for planning production/purchase order We enter customer, items, and quantities in the sales order The system determines the price automatically if a pricelist is maintained

26. Delivery We deliver items to the customer The quantity is removed from inventory The inventory account is credited for item cost The cost of goods sold account is debited

27. Deliveries and Accounting Purchased Item Inventory Item Sales Item 100 100 Stock Acc. Cost Acc. Sales Order Delivery A/R Invoice

28. AR Invoice We bill our customer for the items The due date is based on the customer’s payment terms A journal entry is created to record: a credit to revenue a debit to the customer account

29. Posting in Sales Process for Inventory Item Sales Revenue Customer 500 500 100 100 Stock Acc. Cost Acc. Purchased Item Inventory Item Sales Item Sales Order Delivery A/R Invoice

30. Correction Document Sales Order Delivery A/R Invoice Returns Request Return A/R Credit Memo

31. Return Request Delivery Return Return Request

32. Goods Return/Credit Memo 50 50 Stock Acc. Cost Acc. Sales Revenues Customer 100 100 100 Customer 100 Revenues Acc. 50 Cost Acc. Stock Acc. 50

33. Credit w/out Stock Return When the customer requests for credit but no qty returned We reference the original invoice and create a credit memo without a quantity posting. The credit memo reverses only the invoice. 50 50 Stock Acc. Cost Acc. Sales Revenues Customer 100 100 100 Customer 100 Revenues Acc. Without Qty. Posting

34. Incoming Payment The customer pays the invoice A journal entry is created to record: debits to our house bank account a credit to the customer account

35. Deposit All received checks are temporarily stored in a check clearing account. Deposit module is used to deposit received check, credit cards voucher, and cash. 100 Check Clearing 100 Bank Acc

36. A/R Downpayment Invoice 100 Cost Acc. Sales Order Delivery A/R Invoice Incoming Payment A/R DP Request Incoming Payment

37. A/R Reserve Invoice 100 Cost Acc. Sales Order A/R Reserve Invoice Delivery Incoming Payment

38. Summary Here are some key points: Sales orders contain information for placing the order, delivering goods and invoicing the customer. They have no effect on accounting. Sales orders can be changed after posting as long as appropriate settings are made and the order is still open. A delivery indicates that goods have been shipped and reduces inventory levels. In perpetual inventory, posting a delivery debits current item cost and credits the inventory stock account. An A/R invoice is a request for payment. When one is posted, a journal entry posts a debit to the customer account and a credit to sales revenue and any tax accounts. You can preview journal entries before they are posted. Incoming payments are the last step in the sales process, even though they are a function in banking.

39. Here are some key points: An A/R credit memo reverses a journal entry partially or fully. When you create a credit memo with reference to an invoice, the system corrects both the quantities and values in the invoice. If the credit memo contains inventory items, the journal entry will increase the stock account and decrease the cost account. A credit memo can be created without reference. If you wish to give a credit without impacting stock, select the checkbox Without Qty posting on the item row or use a service-type credit memo. You can cancel marketing documents. A reversing document is created and both the reversing and reversed documents are closed. Base documents are re-opened after cancellation. Summary