Using Leads

Web Page-Lead Master Snapshot

Leads travel through the sales funnel. Sales funnels typically have four stages:

The purpose of the Lead Master is to capture sufficient first contact information to enable salespeople to:

  • reach out to the contact to discover the customer’s problem,
  • qualify the sales opportunity, and
  • if appropriate, convert the Lead to a Prospect.

Capture Leads

There are three ways to capture Leads in Salesorder:

Capture Leads on Prospects or
Customers

New Leads can emerge at any stage after the original Lead was captured.

You can create Leads from the Prospect and Customer masters.

To create a Lead from Prospect master, go to:

SALES > Prospects > Select Prospect > Actions > New Lead

To create a Lead from Customer master, go to:

SALES > Customers > Select Customer> Actions > New Lead

Alternatively, you can assign a Lead to a Customer by selecting a trading partner (Company field) on the Lead master.

Capture Leads
from your Website

You can connect external web pages to the Lead Master to capture and create new Leads.

Refer Setup Web to Lead for more details.

Import Leads into Salesorder

You can import leads into the Lead Master. To import leads, go to:

SETUP > Import Data > Leads > Select Download Template.

Enter the lead information in the downloaded template. Ensure that there are no duplicates. Save the template.

Using the Upload Data option on the same screen, import the leads in Lead Master.

For more details on importing data, check Using Import Data.

After running import, to verify all imported Leads, go to:

SALES > Leads > List All Leads

Lead Management

Assign Leads

Leads may or may not have a Customer associated with it.

You can use the Company field in the Lead Document, to assign the Lead to a existing | non-existing Customer, when creating a new Lead.

Find Leads

Go to: SALES > Leads > Find

All my Leads: List all Leads owned | created by you.

My open Leads: List all open Leads owned | created by you.

My Qualified Leads: List all qualified Leads owned | created by you.

All Unassigned Leads: List all Standalone Leads ( i.e. Leads not assigned to a Customer | Prospect).

All Open Leads: List all open Leads.

All Qualified Leads: List all qualified Leads.

Convert Leads

To convert a Lead to Prospect, go to :

SALES > Leads > Select Lead > Actions > Create Prospect

To Convert a Lead to Customer, go to:

SALES > Leads > Select Lead > Actions > Create Customer

Lead Preservation

You can configure a Lead to automatically delete the original Lead when it is converted to a Prospect | Customer.

To configure this behaviour, go to:

SALES > Leads > Select Lead > Configure

Set the Delete Lead when Customer/Prospect created checkbox.

When checked, the original Lead will be deleted, when a the Lead is converted to a Prospect | Customer.

When left unchecked, the original Lead will be preserved for future reference.

Delete Leads

Use the List All Leads option, check the Leads to be deleted. Use the Delete Lead option to delete the selected Leads.

Lead Document: Configuration

To configure Lead document, go to:

SETUP > Configuration > Lead

Or

SALES > Leads > Select Lead> Configure

The following configuration options are available –

New Lead Rating

You can set a rating on the Lead to signify the priority.

The new Rating will be available in the Lead's Rating drop-down field when creating a new Lead.

New Lead Status

You can define a new Lead Status.

The new Status will be available in the Lead's Status drop-down field when creating a new Lead.

Edit

Switches the configuration screen to edit mode.

Customize Fields

A Lead document consists of fields, sections and tabs. The Salesorder app allows you to customize all the parts of the document.

If you don’t have all of the fields (or the functionality) you need, you can add custom fields to store and use additional data.

To customize fields, sections and tabs in the document, refer to Using Customization

Delete Lead when Customer | Prospect created

You can configure a Lead to automatically delete the original Lead when it is converted to a Prospect or a Customer.

When checked, deletes the Lead when it gets converted to a Customer or Prospect.

When unchecked, the Lead persists even after it gets converted to Customer or Prospect.

Lead Ratings

View | Edit list of available Lead Ratings defined in the system.

Lead Statuses

View | Edit list of available Lead Statuses defined in the system.

Lead Document: Reference

Fields

Company Customer Company Name.

Use this field to assign Lead to a Customer.

If it is an existing Customer, it creates an associated Customer Contact when creating the Lead.
Description Short description about the Lead.
Status Displays list of all the Lead Statuses defined in the system.

To configure Lead Status, refer Configuration section in this document.
Rating Displays list of the Lead Ratings defined in the system.

To configure Lead Rating, refer Configuration section in this document.
Rating score Assign a Rating Score to the Lead.
Owner User creating this Lead or owning this Document.
Date received Lead recorded in the system.
Source Source where the Lead came from i.e. email, google, etc.
Campaign i.e. Black Friday deals, etc.
Tabs

Contact

This tab is used to store the default contact details of the Lead.

Profile

This tab stores the following details about a Lead:

  • Type of business
  • Annual revenue
  • Number of employees

Notes

You can add notes to the document. To learn more, refer Using Notes

Memos

You may track or schedule events or assign tasks using memos.

For example: You can schedule a meeting or assign a task to a team member using memos.

For more details, refer Using Memos.

Email

You can send and receive emails from Outlook, Google and other mail systems.

Email is automatically filtered at the Lead contact level, so you only see and can send emails related to the Lead and its contacts.

For more details, refer Using Email.

Classification

Refer Using Classifications

Lead Document: Settings

The following settings are available on the Lead Document:

Save

(available in Create | Edit mode)
Saves the Document.

Save and New

(available in Create mode)
Saves the new Lead details and refreshes the screen for creating the next Lead.

Edit

(available in View mode)
Switch the Document to edit mode.

Configure

(available in
Create | Edit | View mode)
Takes you to the Lead Document configuration screen. Discussed in the Configuration section in this article.

Actions

(available in
View mode)
Actions can be used to perform various tasks on a Lead Document:

Create Customer

Convert a Lead to Customer. This action is visible only if the lead is not assigned to a Customer (standalone Lead).

Create Prospect

Convert a Lead to Prospect. This action is visible only if the lead is not assigned to a Customer (standalone Lead).

Take Ownership

You can transfer Customer account ownership using this option.

Delete

This option permanently deletes the Lead Document from the Salesorder app.

However, if the document has associated transactions then you will not be able to delete the document.

You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app.

However, you do have an option to view the history of the deleted Document.

Go to, ACCOUNTING > Find Transactions > Search Document History

Hence, caution is advised in using the Delete option.

Email

(available in
View mode)
You can send emails directly from the Lead Document.

To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

Lead Document: List Settings

List Settings are used to perform bulk actions. The following tasks can be performed on Lead Documents:

List all Leads

List all the leads in the system.

Find

Displays the following:

All my Leads

List all Leads owned | created by you.

My open Leads

List all open Leads owned | created by you.

My Qualified Leads

List all qualified Leads owned | created by you.

All Unassigned Leads

List all Standalone Leads ( i.e. Leads not assigned to a Customer | Prospect).

All Open Leads

List all open Leads.

All Qualified Leads

List all qualified Leads.

Delete Leads

Use the List All Leads option, check the Leads to be deleted. Use the Delete Lead option to delete the selected Leads.

Export

To export the Leads, select the checkbox against the Export option to enable the export mode.

The result set returned by the following search Leads | List Leads operation, is automatically exported in Excel and a link to download the Excel file is displayed on the screen.

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