When you click on the View Record Details icon for a specific record on the Lead Master-Quick Entry Search/Criteria Grid page, the Lead Master-Quick Entry Detail page opens for that record. The fields on the Details page can be edited (as long as the Lead has not been converted to a Prospect).

The Details page includes fields that allow you to enter general information about the current Lead. If you want to add additional information for the Lead, but the field(s) are not available, you must use the Lead Master-Complete Entry/Details as this page offers every field available on the Customer Master view.

Note: The only field on the Details page that is required is the 'Lead Name' field. The remaining fields are all optional until the Lead is Converted to a Prospect. The Details page includes two sections that contain all of the fields required to convert a Lead to a Prospect:
1. Sales Grouping-Required for Prospect
2. Additional - Required for Prospect

The fields contained in these sections complete all of the requirements for promoting a Lead to Prospect.

There are many sections on the detail page of the Lead Master. The following list defines every field in each section:

• In the Main Context section, the Company Number and Lead Key display as reference information for the detail record you are viewing.

• In the Header Info section:
  • Lead Name - the Lead Name can be a maximum of 30 alpha numeric characters in length. This field is mandatory.

  • Address 1 - the street and number to a maximum of 30 characters.

  • Address 2 - any additional Address information such as Rural Route or Unit/Suite number to a maximum of 30 characters.

  • City - the City or town to a maximum of 30 characters.

  • Province/State - enter or select from the lookup the Province or State. The Province/State list is maintained in Maintain Province Codes (CC14). Note: Once the Province or State is entered, the Country field automatically displays the associated Country.

  • Postal/Zip - the Postal Code or Zip Code. For Canadian addresses, the Postal Code field automatically converts to Upper Case. The Postal Code displays exactly as keyed, therefore be sure to enter the Postal Code with a space between the first group of 3 alpha numeric characters and the second group of 3 alpha numeric characters, for example H0H 0H0.

  • Country - the Country automatically displays once the Province or State is selected from the list box. You can edit this field, as required.

• In the Additional Info section:
  • Lead Status - this field represents the status associated with the Lead. Enter or select from the drop down list a Lead Status. Valid options include:
    • A - Current and Active

    • I - Inactive

    • D - Ready to Delete - flags the Lead for deletion. Leads can be manually flagged for deletion by selecting the 'D' status. Leads are automatically set for deletion by converting the Lead to a Prospect.

      Any record in the Lead Master table can be deleted (flagged for deletion or not) but we recommend setting the record to Delete or Inactive status if you plan on executing bulk deletions. Bulk deletes can be processed both in the Complete and Quick Entry views from the Search Criteria/Grid page.

      You can also delete a single record by selecting the Delete on the Details page.

      If you attempt to delete a Lead that has NOT been Converted and is related to Activity records, then an error displays below the offending record and you cannot remove the record until the Activity(s) have been deleted. All other information in any of the other related tables remains intact as well. Once the all of the related Activities are deleted, the Lead can be deleted. This simultaneously deletes any related records in the Lead Notes, Lead Area of Interest, Lead Campaign and Lead Trade Show.

      Special Conversion Note: Once you convert a Lead to a Prospect, you cannot update ANY of the fields for the 'Lead' in the Lead Master. If you make changes to a Lead that has been converted to a Prospect and try to update the record, the following message displays: "This Lead has been converted to a Prospect. Cannot update." The record is not updated.

  • Phone Number - the Phone Number appears exactly as entered in the Lead Master. Be sure to include the Area Code, extensions (if required) and dashes.

  • Fax - the Fax number appears exactly as entered in the Lead Master. Be sure to include the Area Code and dashes.

  • Lead Date Opened - the date the Lead was created. This date is also displayed in the Customer Master (SU13) once the lead is converted to a Prospect.

• In the General Information section:
  • Language - enter or select from the drop down list the Language code for Sales Order/Invoice headings and Product descriptions. Valid options are:
    • E - English
    • F - French

  • Number of Employees - enter the number of people employed by the Customer. You can enter up to a maximum of 99,999 in this field. This information can be exported to Excel and used in comparative reporting, or you can use this information for comparative reporting with Crystal Reports. (If you want to export the information in this field to Excel, you will have to personalize the Search Results page to display this field. For more information on personalizing, click here).

• In the Internet & Intranet Addresses section:
  • Web Address - enter the Internet Address web page from an external web server for this customer. Click on to open the web browser and view the page.

  • UNC to Client Document Folder - enter the path to a customer related directory where files pertaining to this customer may exist on your network. Note: A UNC Path is constructed from the name of the server, the name of the share on that server and is followed by any additional subdirectories within the share. For example, \\Server\Share\SubDirectory1\SubDirectory2. Once the record is saved, a folder icon displays to the right of this field. When you click on this icon, the associated directory opens. The path provided in the UNC type field is not validated by iTopia.

  • Intranet - enter a contact related web page from an internal web server (Intranet) or from a web page stored on your regular server. Click on to open the web browser and view the page.

• The following fields are available in the CRM section:
  • Account Manager - enter or select from the lookup a CRM Account Manager for this Lead.
    • The Account Manager information is maintained in the CRM Account Manager table, in the CRM module.

  • CRM Teams - enter or select from the lookup a CRM Team for this Lead. CRM Teams can be based on regional divisions or territories as an example.
    • The CRM Teams information is maintained in the CRM Teams table, in the CRM module.

  • Projected Close Date - enter or select from the calendar the date on which the Lead is anticipated to close.

  • Close Date Fiscal Year - this field is automatically populated when the Projected Close Date is entered. Note: If the date entered is outside of the date range in Maintain Fiscal Dates (CC90), then this field will remain blank.
    • You can use the information from this field and the 'Close Date Fiscal Period' to forecast the potential sales for each fiscal year/month.

  • Close Date Fiscal Period - this field is automatically populated when the Projected Close Date is entered. Note: If the date entered is outside of the date range in CC90, then this field will remain blank.
    • You can use the information from this field and the 'Close Date Fiscal Year' to forecast the potential sales for each fiscal year/month.

  • Probability % - Account - using the drop down list, enter the percentage likelihood that this Lead will become a Customer with an active account. Valid values include:
    • 0%
    • 10%
    • 25%
    • 50%
    • 75%
    • 90%
    • 100%

  • Potential Sales $ - enter the potential dollar value associated with the initial sale that converts the Lead to a Customer.
    • You can enter a maximum of 999,999,999.00.

    Note: The Potential Sales $ along with the 'Projected Close Date' and 'Probability %-Account' fields are used to produce Account Pipeline statistics views that can be found under the Customer Relationship Management/CRM Report Views/Accounts Pipeline folder.

  • Initial Campaign - enter or select from the query the initial campaign that brought the Lead to your company.
    • The Campaign codes are maintained in the CRM Campaign table, in the CRM module.

  • Sales Source - enter or select from the lookup the sales source, for example a trade show, campaign, employee, website, etc. that was the source for the initial sale that converted the Lead to a Customer.
    • The Sales Source codes are maintained in the CRM Sales Source table, in the CRM module.

  • Sales Stage - enter or select from the lookup the Stage within the sales cycle the Lead is in. For example the Lead may be a 'New' lead, a 'Converted' lead (to a prospect) or 'Assigned' to a customer service rep.
    • Sales Stage codes are maintained in the CRM Sales Stage table, in the CRM module.

  • Sales Status - enter or select from the lookup the Status in the sales cycle that the Lead is in. For example, the Sales Status for a Lead may be 'In Process', or a 'New Sales Deal', or a 'Closed Deal'.
    • Sales Status codes are maintained in the CRM Sales Status table, in the CRM module.

  • Initial Trade Show - enter or select from the lookup the initial Trade Show Code from which the the Lead came.
    • Initial Trade Show codes are maintained in the CRM Trade Show table in the CRM module.

  • Contact Method Preferred - enter or select from the lookup the method by which the Lead prefers to be contacted. For example, the Lead may prefer to be contacted by e-mail or telephone.
    • Contact Method Preferred codes are maintained in the CRM Contact Method table, in the CRM module.

  • NAICS Code - enter or select from the lookup an appropriate NAICS code for this Customer. NAICS is the North American Industry Classification System.
    • NAICS is used by business and government to classify and measure economic activity in Canada, Mexico and the United States.

    • The NAICS numbering system is a 6-digit code that is maintained in the CRM NAICS Code table, in the CRM module.

  • SIC Code - enter or select from the lookup an appropraite SIC code for the Customer. SIC is the Standard Industrial Classification code or system which is used by the US government for classifying industries with a 4-digit code.
    • SIC was replaced by the NAICS system in 1997, but some US government agencies still use SIC codes.

    • The SIC codes are maintained in the CRM SIC Code table, in the CRM module.

• In the Sales Grouping-Required for Prospect section:
  • Class of Trade - enter or select from the lookup the Class of Trade (COT) appropriate for the Customer. COT codes are defined in the Class of Trade (SU09) view. The COT code categorizes Customers into different market types, for example Wholesale, Manufacturing, major Department Store chains, and Independent Retailers.

    The following COT codes have special features within Enterprise:

    • CSH - when assigned to the Customer, the COT is associated to the Cash Sale account and is used in processing transactions via RS41. This class of trade will disallow a 'charge' payment type in RS41, thereby forcing payment types of 'cash', 'check' or 'credit card'. No Invoice is posted to the AR sub-ledger for 'CSH' transactions.

    • STO - when assigned to the Customer, the COT defines individual locations (Store or Warehouse) and is used to facilitate stock transfers via the Direct Inventory Transfer method in OE30.

    • WHS - when assigned to the Customer, the COT defines individual locations (Store or Warehouse) and is used to facilitate stock transfers via the In-Transit Inventory Transfer method in OE30.

  • Territory - enter or select from the lookup a Territory code for this Customer. Territory codes are defined in Territories (SU09). Territory codes are used to categorize Customers into various Sales territories for reporting purposes.

  • Sales Group - enter or select from the lookup a Sales Group code for the Customer. Sales Group codes are defined in Sales Groups (SU09). Sales group codes are used to categorize customers into various market groups, such as Eastern States, Central States, etc. for Sales analysis.

  • Sales Rep-SU - enter or select from the lookup the Sales Rep code associated with this Customer. Sales Rep codes are defined in Sales Reps (SU09) . The Sales Rep code is used by OE30, IN41 and RS41 to calculate commissions and to capture commission statistics for reporting purposes.

  • Sales Office - enter or select from the lookup the Sales Office code for this Customer. Sales Office codes are defined in Maintain Sales Office/Warehouse Numbers (CC96).
    • A Sales Office/Lead Master cross-reference is maintained within PointForce Enterprise (iTopia). This cross-reference enables Customer Sales reports to be printed in Sales Office/Customer sequence. Customers from All or only specific Sales Offices may be selected for reporting.

    • The Sales Office is used in combination with the Customer Type code and the Product GL Code to determine the specific GL Control Accounts for Sales and Cost of Sales for all Invoices processed through the Invoicing module. Note: The Invoice's Warehouse assignment is used to determine the Inventory and Ticketing Recovery GL Accounts.

    • In CC00/Invoicing/General Ledger the GL Control Accounts are defined for each combination of the Sales Office (from the Sales Order), the GL code (for the Product), and the Customer Type code. This is also known as the Inventory Sales GL Table or the GL Relating Table. For more information on Invoicing and the GL Interface, click here .

• In the Additional - Required for Prospect section:
  • AR Terms - the standard Invoice (Accounts Receivable) terms. Enter or select from the lookup the standard AR Terms code for the Lead. The Terms codes are defined in Maintain Support Tables (SU09/Terms). The standard Terms code will be assigned to all Orders and Invoices when the Lead is promoted to a Prospect.

  • Bank - the Accounts Receivable Bank code. Enter or select from the lookup the AR Bank code. The Bank codes are defined in Maintain Bank Codes (AR02).
    • The Bank field defaults to the Bank that is assigned to the Domestic Currency Type. The currency for the Bank Code entered in this field must match the currency for the Master Price List. If you enter a Bank Code in this field, you must ensure that the Master Price List selected has the same currency. Once a Bank Code and/or Master Price List is selected, the system performs a verification routine that ensures the currency for these two fields match.

  • Tax Group - enter or select from the lookup the Tax Group for this Lead. The Tax Group is used by the tax routine to calculate the appropriate Taxes for the Customer's Order. Tax Groups are maintained in Maintain Tax Groups (IN06).
    • The Tax Group assigned to the Customer in SU13 becomes the default Tax Group used on the Sales Order in OE30/IN41/RS41.

    • For an overview of the Tax Set Up, click here.

  • Ship Via - enter or select from the lookup the Ship Via code for the Customer. Ship Via codes are defined in Ship Via Codes (SU09).

    Note: The Ship Via field in OE30/IN41/RS41 automatically displays the value from SU13. You can change the Ship Via option in OE30/IN41/RS41.

  • Master Price List - enter or select from the lookup the Master Price List for the Lead. The Master Price List defaults to the Default Price List set in CC00/Inventory Control. The currency for the Master Price List entered in this field must match the currency for the Bank. If you enter a Master Price List, you must ensure that the Bank Code entered has the same currency. Once a Master Price List and/or Bank Code is selected, the system performs a verification routine that ensures the currency for these two fields match.
    • Price Lists are defined in Maintain Price Lists (IM18).

• In the System section, the fields are available for information purposes only and cannot be edit:
  • Date/Time Created - displays the date and time at which the Lead Master record was created.

  • Creator - displays the user id of the user logged into the system when the Lead Master record was created.

  • Last Change - displays the date and time at which the Lead Master record was last updated.

  • Modifier - displays the user id of the user logged into the system when this Lead Master record was last updated.

• The Customer Conversion section is used to promote the Lead to a Prospect. The following fields are required to convert a Lead to a Prospect:
  • Customer Code - enter a new Customer Code. The maximum length for the Customer Code is defined in Maintain Company (CC95) in the 'Customer Code Length' field. Each Customer must be assigned a unique Customer code.

  • Convert - select 'Yes' to convert the Lead to a Prospect. This field defaults to 'No'.

  To complete the conversion, click Save or Submit. The system performs a check for the following qualifications before the conversion takes place:

  1. The Customer Code field is populated.

  2. The Customer Code does not exist in the Customer Master (SUCU) file.

  3. The Convert radio button is set to 'Yes'.

  4. All of the mandatory Customer/Prospect fields are populated. The following fields are required to convert a Lead to a Prospect:
     • AR Terms
     • Bank
     • Tax Group
     • Ship Via
     • Master Price List
     • Class of Trade
     • Territory
     • Sales Group
     • Sales Rep-SU
     • Sales Office

     Note: The Paying Office and Commission Rate are also mandatory fields when converting a Lead to a Prospect, but these fields are populated with default information.

  Warning: Once you set the Convert radio button to 'Yes', the Lead Status automatically updates to 'D – Ready to Delete'. This occurs prior to updating the record. If you change your mind about converting the current record and set the Convert radio button to 'No', you must manually change the Status field and then update the record.

  Special Note: If you enter a Customer Code and do not select 'Yes' to Convert the record, the record updates and the Customer Code entered remains in the Customer Code field. The system checks do not take place until the Convert field is set to 'Yes' and the record is saved.

  Once a Lead is converted to a Prospect:

  • The fields in the Customer Conversions section as well as the Status field become inaccessible. In addition, you can no longer update any of the other fields in the Lead Master using Save or Submit.

  • If you modify any of the open fields and select either Submit or Save to update the record, the following message displays: "This Lead has been converted to a Prospect. Cannot update" and the record is not updated.

  • The Lead is now accessible in the the Customer Master (SU13) view with an Account Type set to Prospect.

  • All of the entries in the related tables (Lead Activity, Lead Area of Interest, Lead Campaign, Lead Notes and Lead Trade Show) are removed for the converted Lead and are automatically converted to the respective views in Customers/Prospects (Account Activity, Account Areas of Interest, Account Campaign, Account Notes and Account Trade Show).

  Note: If you do not want to maintain the converted Lead record, you must delete it manually. You can no longer process entries against the converted Lead record in the Lead Activity, Lead Area of Interest, Lead Campaign, Lead Notes and Lead Trade Show views.

The Related section at the bottom of the page contains links to related resources for the current record. The following links are available:

• Lead Notes
• Lead Activity
• Lead Areas of Interest
• Lead Campaign
• Lead Trade Show
• Lead Activity Notes

For information on the functionality of each button on the Lead Master-Quick Entry Details page, click here.