Professional Documents
Culture Documents
Module Overview
One of the central goals of sales and customer relationship management (CRM) is
to increase sales by increasing customer satisfaction. CRM strives to make
companies competitive by improving not only "hard" parameters, such as a price,
quality, and delivery time, but also "soft" parameters, such as:
• Customer knowledge
• Customer handling
• Customer relationships
Lead records help your sales and marketing teams gather and store information
about a lead. In opportunity management, leads are qualified and become
opportunities. Like lead management, opportunity management is used to track
and store information.
Objectives
8-1
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
Process Definitions
Each company has unique processes for marketing, leads, and sales. In Sales and
Marketing, you can define and implement these processes by creating guidelines.
You can create activities, and then integrate them into each step of the process for
marketing, leads, and sales. You can require workers to complete each step of the
process before they can proceed to the next step. By making certain activities
required, you guarantee that all the necessary steps are taken when a process is
completed.
Activities and the processes that you develop can also be attached to
responsibilities. If you create responsibilities, the owner of the responsibility is
automatically added to the process whenever a new process is created for
marketing, leads, or sales. The owner of the process does not have to be the same
worker who created the process.
Defining a Process
A sales process is a series of steps that complete a sale. This process starts the
moment you hear about a potential sale and includes every interaction and step
you go through from that point forward, until the sale is complete.
The number of steps in the sales process, the types of interactions you have along
the way, and the length of time the process takes to complete depend on your
business and the customers.
8-2
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
Process Examples
The following two examples illustrate possible real-world sales processes. Consider
your current sales process and contrast it with the following examples.
In this example, the auto part supply company's primary customers are
distributors. The distributors buy in bulk from the supplier and then resell the
parts to customers.
The customer will accept or reject the offer; the sales process is now complete.
• The sales process begins when an RFP manager identifies an RFP the
company wants to bid on.
• The sales team is responsible for delivering a response to the
customer.
• The response creation process takes place outside of the sales
process.
• Once the response is completed, it must be approved and then sent
out to the customer.
The customer will accept or reject the bid. The sales process is now complete.
8-3
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
Business Rules
Throughout the sales process, there may be times you want to automate certain
procedures and enforce specific business rules on your sales staff. This can make
the process of tracking a sale easier, improve sales person efficiency, increase the
quality of the data captured, and ensure that quality control procedures are
followed.
Create a Process
You can create a process and the stages of a process for campaigns, leads, and
opportunities. To create a process for leads, follow these steps:
1. Click Sales and marketing > Setup > Leads > Qualify process.
2. Click New to create a new process.
3. Enter the Name of the process and a brief Description.
4. Select a Type of process.
5. A process is automatically marked as active when you create it. If the
new campaign, lead, or opportunity process should be inactive, clear
the Active check box.
6. On the General FastTab enter time and responsibility information for
the selected qualifying process.
7. On the Responsibilities FastTab, enter the responsibilities of the new
process and descriptions of the responsibilities.
8. On the Exit criteria FastTab define whether to check for required
activities as an exit criteria. If you select the Check for required
activities check box, you will be required to check for activities
before the process can be completed.
8-4
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
9. After you create a process, use the Actions button to create levels and
activities for the lead-qualifying process.
10. Close the form.
Leads
Use lead records to help your sales team gather and store information about a
lead. By using this information, you can implement the sales activities and tasks
that qualify a lead to move to the next level and become an opportunity.
Lead records contain various types of information. You can store and attach
information for multiple contacts and addresses, source types and references, and
documents. You can also associate multiple responsibilities, activities, campaigns,
projects, and other leads to a lead record.
As you manage a lead record, you can update the status to indicate where it falls
in the qualifying process. You can qualify a lead record and then create a new
opportunity or a customer record for the lead.
You can disqualify, delete, or postpone a record if it seems that the lead will not
become an opportunity or customer for your organization. When you delete a
lead record, you can also delete any associated activities, responsibilities,
campaigns, and contacts. If you postpone a lead record, you can reactivate or
disqualify the lead later.
8-5
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
Defining Leads
Scenario
Each morning, a sales representative receives a list of leads that have registered on
the company website since the previous day. The sales representative enters the
leads into the system and tracks the information. The next step is to contact the
lead. Based on the interaction with the lead, the sales representative might take
any of the following actions:
8-6
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
The company tracks the leads that result in closed sales and the method of lead
source that produced the closed sale. This allows the company to focus on the
successful marketing campaigns and refine them.
Setup Forms
Use the lead setup forms to create lead types, priorities, and ratings. These forms
are not required but provide information to make educated decisions about leads.
To create a lead type click Sales and marketing > Setup > Leads > Lead types.
Use the Lead types form to create type codes and descriptions for leads.
The Lead type information is found on General FastTab in the Leads form.
To create a priority for leads, click Sales and marketing > Setup > Leads >
Priority. Use the Priority form to set priority codes for lead records.
8-7
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
The Priority information is found on General FastTab in the Leads form.
To create a rating for leads, click Sales and marketing > Setup > Leads >
Rating. Use the Rating form to create ratings of the importance or probability of
a lead record.
8-8
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
The Rating information is found on General FastTab in the Leads form.
Create a Lead
1. Click Sales and marketing > Common > Leads > All leads.
2. On the Action Pane, in the New group, click Lead.
3. Enter the Subject and Name of the lead.
8-9
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
4. Enter a Lead ID if you have set the numbering sequence in the Sales
and marketing parameters form to be manually populated,
otherwise the Lead ID field is automatically populated.
5. Enter the appropriate information for the new lead record.
Note: Enter as much information into the lead record as you can. Having
detailed information about a lead can help you win a sale.
Note: To create a lead from an existing lead, click Sales and marketing >
Common > Leads > All leads. Select the lead record that you want to copy, and
then click Copy lead.
In the Copy lead form, select the check boxes for the information that you want to
copy to the new lead record, and then click OK.
Note: You can delete a lead and all associated activities, documents,
responsibilities, campaigns, and contacts. To delete a lead, click Sales and
marketing > Common > Leads > All leads.
Select the lead record that you want to delete, and then click Delete.
Qualify a Lead
1. Click Sales and marketing > Common > Leads > All leads.
8 - 10
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
2. Select the lead record, and click Edit to open the Leads form.
3. Click Change status > Qualify.
4. Select the reason why the lead record is qualified, and then click OK.
5. Close the forms.
1. Click Sales and marketing > Common > Leads > All leads.
2. Select a lead record, and then click Edit to open the Leads form.
3. Click Change status > Disqualify.
4. Select the reason why the lead record is disqualified, and then click
OK.
5. Close the forms.
After you qualify a lead, you can create an opportunity or customer record for the
lead. To create an opportunity record from a qualified lead record, follow these
steps:
1. Click Sales and marketing > Common > Leads > All leads.
2. Select the lead for which you want to create an opportunity record,
and click Edit.
3. Click Change status, and then click Qualify.
4. In the Update status form, select the reason for qualification, and
then click OK. If you selected the option to automatically create
opportunities from qualified leads in the Sales and marketing
parameters form, the Opportunities form is opened. Otherwise, you
can manually create the opportunity record later.
5. To manually create a new opportunity from the Lead record, click the
General tab and then click Opportunity on the Generate group.
6. In the Opportunities form, enter any additional information in the
opportunity record.
7. Close the forms.
8 - 11
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
Opportunities
You use lead management to create lead records. Lead records help your sales
and marketing teams gather and store information about a lead. In opportunity
management, leads are qualified and become opportunities. Like lead
management, opportunity management is used to track and store information.
When a lead record becomes an opportunity record, you can start to track more
sales-related information, such as quotations and competitors. By tracking the
competition for a sale, you can obtain valuable information about how to win the
opportunity and gain another customer.
When you manage your opportunities, you can also assign probability
percentages and prognosis ratings to the opportunity. You can then track the
probability percentage, which is the chance that the opportunity will become a
customer.
As soon as you provide quotations and the contact at the opportunity makes a
decision, you can track whether you won the opportunity and why you won it. If
you lose the opportunity, you can track why you lost it and to whom you lost it.
This information can be useful later.
Defining Opportunities
Opportunities can track very detailed information about a potential sale, including
the following information:
8 - 12
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
• Notes about the opportunity.
Identify Opportunities
1. Click Sales and marketing > Periodic > Sales management >
Management statistics. It is important to know you must create
default data for a query before you can view statistics. For more
information, see Queries in the help.
2. In the Management statistics form, click New to create a new
version, and give it a meaningful name and description.
3. On the General tab, enter your criteria using the following
information:
Sales Criteria: Enter the organizational group or person on which you want to
base the statistics.
Date: Use the From date and To date to determine the time frame of the
management statistics.
Views: You can customize your view of the graph based on the Category group
and one of the following descriptive Views:
• Telemarketing response
• Call list statistics
• Sales and quotations value
Interval: Select the interval Unit, such as Month, and the Length of period
(based on the unit selected) on which you want your statistics based.
Log: Refer to this field for information, including the last time the statistics were
calculated.
8 - 13
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
4. Click Calculate, and then select all to calculate data for all queries, or
enter a Query name to select a specific query.
5. Click Graph, and then select all to show statistics for all queries in a
graph, or enter a Query name to select a specific query.
Creating Opportunities
Your company may have specific processes defined for its sales representatives to
convert leads. In a basic process, a qualified lead record might be used to create a
contact and an associated opportunity record. Perform the following steps to
create contact and opportunity records from a qualified lead:
1. Open the Lead form for the selected lead (Sales and marketing >
Common > Leads > All leads).
2. On the Action Pane, in the Maintain group, on the Lead tab, click
Change status.
3. Click Qualify to qualify the lead for an opportunity.
4. In the Update status form, select a Reason qualified and click OK.
5. Click the General tab; note that the Opportunity button in the
Generate group is now available.
8 - 14
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
6. Click Opportunity to convert the lead to an opportunity.
7. The Opportunity form opens automatically so you can verify
information and update as needed.
After you qualify a lead record, you can create an opportunity record that
contains information about the potential sale. Use this record to track quotations
and competitors for the potential sale. You can also copy the information from
one opportunity record to another if you have to. To create an opportunity follow
these steps:
1. Click Sales and marketing > Common > Opportunities > All
opportunities.
2. On the Action Pane, click Opportunity to create a new opportunity.
3. Enter the Subject or interest of the opportunity and the Name of the
opportunity's company.
4. Enter any additional information that you have about the
opportunity.
8 - 15
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
The following table lists additional information you can find in, add to, or change
in opportunity records:
FastTab Description
General View or update general information about
the selected opportunity.
Contacts Add or remove contact records for the
selected opportunity.
Address Add or remove address records for the
selected opportunity.
Contact information View or add a contact person for the
selected opportunity.
Competitors View, add, or update information about
the competitors for the selected
opportunity.
SWOT analysis View or create a strengths, weaknesses,
opportunities, and threats (SWOT) analysis
for the selected opportunity.
You can copy the information from one opportunity record to another. It is also
possible to delete opportunities and the associated records.
8 - 16
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
To copy information from one opportunity to another, follow these step:
1. Click Sales and marketing > Common > Opportunities > All
opportunities.
2. In the All opportunities list page, select the opportunity that you
want to copy.
3. In the Opportunities form, on the Action Pane, in the New group,
click Copy opportunity.
4. In the Copy opportunity form, select the information that you want
to copy to a new opportunity record. The following information is
available to copy:
• Contacts (Identification)
• Activities
• Documents
• Responsibilities
• Campaigns
• Projects
• Competitors
• SWOT analysis
• Leads
• Opportunities
5. Click OK to copy the changes.
8 - 17
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
You can delete opportunities and records associated with the opportunity. To
delete an opportunity, follow these steps:
1. Click Sales and marketing > Common > Opportunities > All
opportunities.
2. From the All opportunities list page, select the opportunity record
that you want to delete.
3. In the Opportunities form, on the Action Pane, in the Maintain
group, click Delete.
4. The Confirmation deletion form opens; select Yes to delete the
record.
5. After selecting Yes to delete the record, the Delete opportunity
form opens where you can delete any associated records.
6. Click OK to delete the opportunity.
• Contacts.
• Strength, weakness, opportunities, and threat (SWOT) analysis.
• Associated documents such as marketing material or catalogs.
• Prices and products.
• Opportunities of your competitor.
8 - 18
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
3. Enter a competitor Name from the list, and then type a brief
Description of the competitor.
4. Type as much information as possible about the competitor in each
field on the tabs. For information about the fields in the Competitors
form, see the F1 Help.
Opportunity Statuses
When you create an opportunity record the default Status is "Open.” Open
opportunities are conventionally used to represent potential sales and will often
have sales processes associated with them. Open opportunities can be modified as
necessary. When a customer reaches a buying decision, opportunity statuses can
be updated as follows:
To update the status of an opportunity, click Sales and marketing > Common >
Opportunities > All Opportunities. Click the desired opportunity from the All
opportunities list page, and click Edit. Select Change status on the
Opportunity tab.
Opportunity Processes
Working with opportunities may involve several activities, such as assessing the
customer needs, formulating a solution, making a proposal, and finally gaining
acceptance from the customer. Collectively, these activities are often called a
"sales process," and many organizations have well-defined steps that reflect the
unique aspects of their selling model, their customers' purchasing habits, or
certain required activities for specific products or business lines.
If you use a defined process involving opportunity records, open the Opportunity
form and click Sales process on the Action Pane. Select or view the associated
activities for the selected opportunity.
8 - 19
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
To move an opportunity to the next stage in a sales process, click Change stage
on the Action Pane in the Opportunity form. After clicking Change stage, a
Dialog form opens where you can select the next stage of the sales process. Click
OK to complete the update.
8 - 20
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
Challenge Yourself
1. From within the lead record, create an activity based on the scenario.
2. Qualify the lead based on the lead’s competency.
3. Convert the lead to an opportunity.
Step by Step
1. Click Sales and Marketing > Common > Leads > All Leads.
2. On the All leads list page, click Water Televisions and then click
Edit on the Action Pane.
3. On the Action Pane, click the General tab.
4. Click Activities, and then click New task.
5. On the General FastTab enter or select the following:
• Purpose: Type “Credit check”.
• Phase: Select “Approved”.
• Type: Select Follow-up.
8 - 21
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
6. On the Status FastTab, in the Activity status field, select Completed.
7. Close the Activities form.
8. In the Leads form, click the Leads tab.
9. In the Maintain group, click Change status, and then click Qualify.
10. In the Update status form, in the Reason qualified field, select
Competency, and then click OK.
11. Click the General tab, and then in the Generate group, click
Opportunity to convert the lead to an opportunity.
8 - 22
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
Module Review
Module Review and Takeaways
Keeping track of leads and opportunities is an essential part of good CRM and a
successful sales strategy. Sales and Marketing helps you do the following:
8 - 23
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
1. When creating a process definition for a lead or opportunity, you can require
certain activities.
( ) True
( ) False
( ) True
( ) False
( ) True
( ) False
8 - 24
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Module 8: Leads and Opportunities
(√) True
( ) False
(√) True
( ) False
( ) True
(√) False
8 - 25
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement
Sales and Marketing in Microsoft Dynamics® AX 2012
8 - 26
Microsoft Official Training Materials for Microsoft Dynamics®
Your use of this content is subject to your current services agreement