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Prospect Fields

Top Block Fields:

Prospect Name

The unique name of the Prospect’s company.

Ref #

A reference number auto-assigned. See Working with Reference numbers (Ref #).


Dropdown field where the worker can be selected.

  • The owner of a prospect is usually the Worker who created the Prospect.
  • The ownership can be re-assigned at any time.
  • The drop down Owner field is a list of Workers that have login permission.


This field cannot be edited. See Working with the Balance field.


Once set, the currency cannot be changed and transactions will only be in the selected currency. See Working with Currencies.

Credit Limit

Enter a Credit Limit for your Prospect to indicate the maximum amount of credit that you will extend to that client.


The Prospect Status reflects the various stages a Prospect can be in depending on the process. Default values include:

  • Open – Usually when it is a new prospect.
  • Pre-Qualification – Prior to the prospect going through qualification processes.
  • Being Qualified – In the process of initial discovery.
  • Qualified – Passed through qualification processes and approved.
  • Convert to Customer – Converting the prospect to a customer.
  • Converted – Process is finished.
  • Dormant – No activity.
  • Discard – Disqualified or withdrawn.

These fields can be customised to suit your requirements. See Configuring Prospects.


Rating gives an indication how close the prospect is to conversion. Default rating values:

  • None
  • New
  • Cold
  • Warm
  • Hot
  • Dead

These fields can be customised to suit your requirements. See Configuring Prospects.

Rating Score

A numerical score related to the Rating to formalise categorisation of prospects.
Three digit value, where for example 10 = cold, 50 = warm & 100 = hot (very interested).


The date the Prospect was received.


From where the Prospect originated.
For example, Word of mouth, Conference, Newspaper etc.
It is a Text field, simply type in the source.


Identifies the marketing campaign associated with this Prospect. For example ‘Black Friday’.
It is a Text field, simply type in the campaign name.

Bottom Block – Tab one: Main Contact

The details of the contact person representing the company for this prospect.
A new contact will be created when you save the document.
This contact will be added to the Contact List underneath the Organiser node.
See Working with Contacts and Contact fields.

Tab two: Profile

General Information

Basic information about the Prospect’s business:

  • Is Active – a checkbox. Checked = Active prospect.
  • Prospect since – This date is automatically populated.
  • Type of business – Text field to categorize businesses.

Additional fields can be added.

Trading Information

  • Tax Code – Dropdown field, select the applicable tax code. See Working with Tax Codes.
  • Prospect is VAT registered – Check the tickbox if applicable.
  • VAT No. – Once the above is ticked – complete the prospect’s VAT Registration number.
  • Is from other EC Member State – Check the tickbox if the Prospect is a member of the EU.
  • Terms – Defaults to 30 days, 2%, 10 Net 30, COD. See Working with Payment Terms.
  • Price Level – See Working with Price Levels.
  • Price List – See Working with Price Lists.
  • Ship Via – The default Shipping Carrier & the preferred shipment method, e.g. DHL Express 9.00. See Working with Shipments.
  • Shipping Terms – The default Shipping Terms, e.g. CPT (Carriage Paid To) etc. See Working with Shipments.

Banking details

The prospects banking details.

Tab three: Notes

Place to add notes pertaining this prospect that everyone on the team can see.

Tab four: Transactions

Where all Transactions associated with this Prospect are listed. See Working with Transactional Documents.

Tab five: Memos

Summary of all memos pertaining to this Prospect.
Memos are very useful to keep track of progress.
See Working with Memos.

Tab six: Contacts

Allow additional contacts to be created for this prospect.
Useful to keep track of the different parties and departments involved.
See Working with Contacts.

Tab seven: Email

Email can be sent directly from here.
See Working with Email.

Tab eight: Classification

Classification facilitates greater organisational options.
For example, classifying prospects according to country or region.
See Working with Classifications.