From a prospect record, you can see information for that prospect. Each prospect record is assigned a unique Prospect Code. For prospects with multiple locations (usually a primary bill-to location and multiple ship-to locations), enter a separate prospect record for each location.
List Prospects
- To see a list, edit a record or add a new record go to Customers > Prospects > List Prospects
- The Prospect List screen shows a complete list of active prospects. Perform an Advanced Search to find inactive prospects
List Prospects Fields
| Buttons and Functions | Description |
| Edit or View Details | To see further detail or edit a record, click on the corresponding code. This will open the record. After editing, click on the Save button to save the changes to the record. |
| Sort | Sort allows user to reorder the elements in the grid. |
| Prospect Code | Code identifying the Prospect. |
| Prospect | Prospect name that will appear on transaction documents and reports. |
| Address | First line of prospect address. |
| City | Prospect city. |
| State | Prospect state code. |
| Zip Code | Prospect zip code (postal code). |
| Phone No. | First contact phone number. |
| Additional References | Keywords used to quickly search for or identify the Prospect. |
| Bill-To Code Save the record | “Bill-to” Prospect code for this “ship-to” prospect. A ship-to prospect may receive the goods but generally does not receive the bill. |
| Active | Is the type active or inactive? |
Prospect Details Fields
| Buttons and Functions | Description |
| Active check box | To view an inactive account, see Active and Inactive Records |
| Prospect Code | One- to twenty-character code identifying the Prospect. The code can be created by the user (Manual Entry) or automatically defined. An entry in this field is required. |
| Prospect | Prospect name that will appear on transaction documents and reports. An entry in this field is required. |
| Address 1-4 | Prospect address lines (1-4). Click the Expand button to see (or hide) lines 3-4. |
| City | Prospect city. |
| State | Prospect state code. Based on the state’s settings the code or the state name will print on documents. An entry in this field is required. |
| Country | Prospect country code which is automatically shown based on the state. |
| Currency | Prospect currency. |
| Zip Code | Prospect zip code (postal code). The format of the entry in this field is restricted. |
| Prospect Type | Prospect type identifying the prospect for filtering and reporting on many sales and prospect reports. An entry in this field is required. |
| Additional References | Keywords used to quickly search for or identify the prospect. |
| Ship Via | The method of shipment that is expected that this prospect will want. |
| Warehouse | The warehouse that is expected to supply the prospect when and if converted to a . customer. An entry in this field is required. |
| Salesperson | The salesperson assigned to this prospect. An entry in this field is required. |
| Terms | Payment terms that are expected to apply to this prospect. An entry in this field is required. |
| Tax Jurisdiction | Tax jurisdiction that applies to this prospect. An entry in this field is required. |
| Taxable Status | Taxable status that applies to this prospect. An entry in this field is required. |
| Tax ID | Prospect’s sales tax exemption number if the prospect is exempt from sales tax. |
| Pricing Tier | Pricing tier that applies to this prospect. An entry in this field is required. |
| Bill-To Prospect | A Prospect code in this field indicates that this customer is a “ship-to” for a “bill-to” prospect. Generally, orders are placed for bill-to customers and ship-to customers can serve as the shipping address. |
| Credit Limit ($) | Credit limit in dollars and cents for this prospect. The No Limit checkbox indicates the prospect has no credit limit. A credit limit of “0” means that the prospect will have zero credit limit. An entry in this field is required. |
| Credit Status | Credit status that applies to this prospect. An entry in this field is required. |
| User Choice 1-7 | Company-defined fields for use as needed to store information. |
| Current Balance ($) | Displays the current balance owed by the prospect. |
| Last Order Date | Displays the date of the last order for this customer. |
| Allow backorder | Are back orders OK for this prospect? |
| Accept partial shipment | Will the prospect take partial shipments? |
| Recommend substitute items | If prospect accepts substitute products or has no preference, click the check box. If the prospect does not accept substitutes, make sure the check box is empty. |
Convert to Customer
- From an existing prospect record, click the Convert Customer button to move the prospect record to a new customer record
- Once you convert the prospect, you will be able to edit certain fields and define values that are required for a customer record
- To convert a prospect to a customer go to Customers > Prospects > open the prospect > Convert Customer button
Convert to Customer Fields
| Buttons and Functions | Description |
| Convert Customer | Convert Customer moves the prospect record to a customer record. The new record will be created and opened so you can edit the record as needed. |
| Reset | Reset values so screen will be a blank screen. |