Understanding Sales Business

A sales business deals with selling devices and equipment. All the processes involved in sales like generating leads, disqualifying leads, giving proposals and finally converting proposals to contracts, can be made easy with the help of AntMyERP. Even after sales activities like managing warranty and service requests can be taken care of with the help of AntMyERP.

Settings

Navigate to Settings > Sales.

Under the Sales Preferences tab, check the box Competition Analysis.

Click on Update.

Lead Generation

As per the requirement of the customer, either a lead is generated or a quotation is directly given to the customer.

If the sales team goes through lead, they will create it by following the below steps.

Navigate to the left menu> CRM Sales> Lead.

Fill in the mandatory fields and click on Save.

After a lead is created, it is followed up and the status of the lead is updated. The lead follow up is done as follows:

Lost Lead

A lead is called “Lost”  when the lead’s order is lost to a competitor or is not given to the company for any other reason. Below is the path to record a lost lead.

Navigate to the left menu> CRM Sales > Leads.

Right click on the particular lead > Click Lost.

Select Reason of Lost from dropdown as applicable.

Select Sub-Reason from dropdown as applicable.

If Reason of Lost is selected as Competitor, then enter the Competitor name.

The competitor should come from the client list in the dropdown.

Enter remarks against the loss.

Click Save.

Note: The Reasons can be customized in Masters.

Future Leads

A Future Lead is called as such when the Lead gives a timeline in the near future as to when he might give the order. For example, the Lead will ask to be called back in two months, six months etc.

The steps to record Future Leads are as given below:

Navigate to the left menu> CRM Sales > Leads.

Right click on the particular lead > Click Future.

Select the Future Reason of call from the dropdown as applicable.

Write Remarks if any.

Select the Future date when the Lead has requested a call back.

Click Save.

Note: The Reasons can be customized in Masters.

Disqualified Leads 

If a lead is uncertain to be turned into an order; or if a customer is not responding for any reason, it is categorized as a Disqualified Lead. 

The steps to disqualify a lead are as follows:

Navigate to the left menu> CRM Sales > Leads.

Right click on the particular lead > Click Disqualified.

Select the Disqualified Reason of call from the dropdown as applicable.

Click Save.

Note: The Reasons can be customized in Masters.

Qualified Leads 

A Qualified Lead is called one when the Lead has expressed interest and has asked for the pricing/ further details. 

The steps to qualify a lead are as follows:

Navigate to the left menu> CRM Sales > Leads.

Right click on the particular lead > Click Qualified. In case the customer is there in the database, it will show in the dropdown. If it is a new one, you will need to add it.

Fill up details in the fields provided.

In the dropdown for the Lead Type, select the option for which the Lead is showing interest.

Enter an existing client as a Referral from the dropdown if applicable.

Select the option from the Lead Funnel to indicate how probable the Lead is.

Select if the Commission is applicable.

Click Save.

Quotation Management 

Once the lead is qualified, quotation management comes into picture where the customers can be quoted. To proceed, follow the below given steps:

Navigate to the left menu> CRM Sales> Lead.

Right click on the desired lead and select quotation number. Then select the type of business in the lead form. This will open the desired Quotation Form.

Fill in the details in the mandatory fields.

Click on Save.

Note: The Process of quotation to sales order confirmation: after the quotation is created, Book the Quotation> Accept the Quotation> Convert to Contract> Book the Sales Order.

The Sales Order is executed/ booked. It can be seen under CRM Sales> Sales Order.

The orders that are left to be executed can be seen under Pending.

Once the Pending orders are approved, procured and serial number entered, it will automatically become challan.

After the device is delivered, an installation ticket is generated.

Service Support

After executing the order, service support needs to be provided. After logging the service call, how many calls are pending can be seen under Service> Open Service. 

To see how much spare parts are there in the device, click on Service> Request Spare.

For checking the Defective Returns, click on Service> Defective Returns.

Status of the Device

To check where the device is currently,

Navigate to the left menu> Asset > Active Device.

All the devices that are in contract, whether it is yours or customer’s will be shown here. The Current Location is seen by clicking on the serial number.

This opens the Device Details.

If a device is purchased from the vendor, then the warranty can be tracked from Asset > Warranty.

Renew Contract Report

Once the contract expires, the system will remind for a contract renewal 60 days in advance.

Navigate to the left menu> CRM Sales> Reports> Renew Contract.

The details of the contracts being expired is shown under the To Renew column.

This is how a sales business can be managed through AntMyERP. There is sales quotation, lead management, proposal management, contract management, renewal management and sales support management.