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The prospect customer record is a single shared Accounts Receivable customer record that allows you to define default information for all Sage CRM prospect companies. The Sage CRM Prospects customer is created in Accounts Receivable when a prospect customer number is entered in CRM Company Options. This customer number is then automatically entered in Sales Order Entry for all prospect quotes entered from Sage CRM. Prospect quotes are entered for prospect companies with a company type of Prospect that do not have relationships with Accounts Receivable customers.
Because prospect companies are not related to Accounts Receivable customers, they do not have individual customer records in Accounts Receivable. The Sage CRM Prospects default customer information, such as the sales tax schedule and shipping code, can be maintained in Customer Maintenance. This default information is then automatically entered in the prospect quotes.
It is important to understand that the Sage CRM Prospects customer record represents multiple prospect companies in the Sage CRM system; therefore, do not enter specific information for the prospect customer in Customer Maintenance unless this information can be used for all prospect customer quotes.
Note The prospect customer number can be accessed from other modules. Do not use this customer for any purpose other than maintaining Sage CRM prospect customer information.
For reporting purposes, when determining the prospect customer number to enter in CRM Company Options, choose a number that is at the beginning or end of the customer number range, or create a separate division just for the prospect customer number.
Note All prospect quotes entered by salespeople who are not in the same division as the Sage CRM Prospects customer are reassigned to the default salesperson for the Sage CRM Prospects customer.
The prospect customer number can be changed in CRM Company Options only if there are no prospect quotes in the system for that prospect number. If there are existing prospect quotes, you must delete them, change the prospect customer number, and then re-create the prospect quotes.
The prospect customer cannot be merged or renumbered when the Delete and Change Customers utility is run.
The name of the prospect customer is Sage CRM Prospects, and cannot be changed.
You can maintain prospect customer information in Customer Maintenance. Information entered for the prospect customer, such as the sales tax schedule and shipping code, automatically defaults to all prospect quotes for all prospect companies. For more information, see the How is the default information determined for Sage CRM prospect quotes entered in Sales Order Entry? FAQ below.
If the Sage CRM company is promoted to have a company type of Customer and a relationship is created between the company and Accounts Receivable, all prospect quotes for that company are automatically converted to customer quotes. For more information, see Create Relationships Between Sage CRM and Accounts Receivable.
When prospect quotes are promoted to customer quotes, the salesperson who created the original prospect quotes is automatically assigned to the customer quotes. The exception to this is if the quotes are promoted for a customer that is in a different division than the salesperson. In that case, the quotes are assigned to the default salesperson for that division. For more information, see Salesperson Maintenance.
You can print prospect quotes just as you would print customer quotes. You can also select to print prospect quote information in reports such as the Open Sales Order Report by selecting the prospect customer number in the Selections grid of the report task.
When you create a prospect quote for a company in Sage CRM using Sales Order Entry, some default information comes from the company record in Sage CRM, and some information comes from the Sage CRM Prospects customer record in Accounts Receivable.
The following table provides the source of all information that is defaulted into a prospect quote. Information that comes from the Sage CRM company can be maintained in Sage CRM. Information that comes from the Sage CRM Prospects customer record in Accounts Receivable can be maintained in Customer Maintenance.
Information Defaulted from the Sage CRM Company Record
Information Defaulted from the Sage CRM Prospects Customer Record in Accounts Receivable
Prospect ID
Sales Tax Schedule
Confirm To
Terms Code
Salesperson (if the prospect quote is entered by a Sage 100 salesperson in the same division as the Sage CRM Prospects customer)
Ship Via
Sage CRM User Logon
Batch Fax
Sage CRM Opportunity
Salesperson (if the prospect quote is entered by a Sage 100 salesperson who is not in the same division as the Sage CRM Prospects customer)
Bill To Address
Price Level
Ship To Address (defaults to be the same as the Bill To Address)
Payment Type
Discount Rate
For more information about prospect quotes, see the What is the Sage CRM Prospects customer in Sage 100? FAQ above.
To connect your Sage CRM data with your Sage 100 data, follow the steps in Set Up Customer Relationship Management for a New Company.
Information is synchronized between the Sage CRM and Sage 100 systems whenever any of the following occur:
Options are changed in CRM Server Options and the Accept button is clicked.
The Load Sage CRM Data button is clicked in CRM Server Options.
Relationships are created or deleted in the Relationship Management Wizard, Customer Maintenance, in the Customer Contact Maintenance window, in the Customer Ship-To Address Maintenance window, or from the Sage CRM software. In the Accounts Receivable windows, synchronization occurs when the Accept or Delete button is clicked.
A sales order or quote is saved in Sales Order Entry where the customer is related to a Sage CRM company, and a Sage CRM opportunity is entered. Synchronization occurs when the Accept or Delete button is clicked.
When Sage CRM is integrated with Sage 100 and a relationship exists between an Accounts Receivable customer and a Sage CRM company, Sage CRM users with the appropriate security setup can change company information. This information is then automatically updated for the customer in Accounts Receivable.
The options that determine whether a related company can be changed in Sage CRM are defined in the following two places. Rights must be defined in both places for a Sage CRM user to make changes to Sage CRM companies that are related to Accounts Receivable customers.
Users in Sage CRM require a security profile that defines the View, Edit, Insert, and Delete rights for their territory. The ability to change any information is defined by the security profile to which the user is assigned, and requires the appropriate security setup.
Settings in CRM Server Options also determine whether changes can be made to Sage CRM companies, contact persons, and addresses that are related to Accounts Receivable customers, contacts, and ship-to addresses. In CRM Server Options, you can select whether Sage CRM users can make changes to the following Sage CRM data when a relationship exists between Sage CRM and Accounts Receivable.
Changes to these Sage CRM records…
…automatically update these related Accounts Receivable records
Company name
Customer name
Default company address
Customer billing address
Default company contact
Primary customer contact
Company contact
Additional customer contact
Company address
Customer ship-to addresses
If Sage CRM users are allowed to make changes to this information, the changes are automatically updated to the related Accounts Receivable information as soon as they are saved.
For example, if the Customer Name check box is selected in CRM Server Options, a Sage CRM user can change the name of a company in Sage CRM that is related to an Accounts Receivable customer. When the change is saved in Sage CRM, the name of the related Accounts Receivable customer in Sage 100 is automatically updated to be the same as the Sage CRM company name.
For more information, see CRM Server Options - Fields.
You can create relationships for the following records between Accounts Receivable and Sage CRM:
Accounts Receivable customers and Sage CRM companies –You can create relationships between Accounts Receivable customers and Sage CRM companies that have a type of Customer. If the company has a type other than Customer, you can promote the company to a Customer type and create a customer relationship with that company. When a customer and company are related, you can maintain information for them in Accounts Receivable or in Sage CRM and, depending on selections in CRM Server Options, the information will be automatically updated in both locations.
Accounts Receivable contacts and Sage CRM persons – If an Accounts Receivable customer is related to a Sage CRM company, the contacts for the customer can be related to the contact persons for the company. If you create a new customer or Sage CRM company for a relationship, a contact defined as the primary contact in the existing record will become the primary contact for the new record as well. If you create a relationship between an existing customer and an existing Sage CRM company, the existing primary contacts remain the primary contacts.
Accounts Receivable ship-to addresses and Sage CRM company addresses – If an Accounts Receivable customer is related to a Sage CRM company, the ship-to address for the customer can be related to any address for the company.
To create multiple relationships at one time between Sage CRM and Accounts Receivable using the Customer Relationship Management Wizard, see Create Relationships Between Sage CRM and Accounts Receivable. To create and maintain individual relationships, see Create a Relationship between a Customer and a Sage CRM Company.
If the Return City Names in All Caps check box is selected in Company Maintenance, city names are displayed in all uppercase letters in Sage 100 when a valid ZIP Code is entered. When a new company is created in the Sage CRM software to relate to an Accounts Receivable customer, the customer information is copied to the company using the same capitalization as the original record. To prevent synchronized city names from appearing in all capital letters in Sage CRM, clear the Return City Names in All Caps check box.
If a shopping cart selection is submitted from the eBusiness Manager Web site, you can select the appropriate Sage CRM opportunity after the shopping cart is submitted. In Shopping Cart Accept/Reject Entry, accept the submission. Then open the order in Sales Order Entry and select the opportunity in the CRM Opportunity field.
Note If the opportunity is not selected in the CRM Opportunity field, the sales order and invoice created can be viewed on the Inquiry tab in Sage CRM; however, sales information will not be linked to the opportunity in Sage CRM.
