Contents
Related Documents
Xact Link for ACT! and MYOB EXO User Manual
Walk-through
The walk-through section covers the process of adding a new prospect to the ACT database to converting the prospect into a customer (a debtor contact) and finally raising a quote for that customer. The process demonstrate how ACT and MYOB Exo can be used together with the XLAMExo link to improve productivity and provide a higher level of customer service.
The walk-through uses the ACT Demo database with CH-TechOne as the company and Chris Huffman as the sales person.
In order for a business to operate it needs customers, customers are acquired through marketing, a customer doesn’t necessarily start its life in your system as such, for many businesses customers start their life as prospects.
CRM systems are ideal for working with prospects as they were designed to manage and track the communication that takes place with prospects (and customers) , so it is only natural to record the details of prospects into your CRM system first.
When a new prospect contacts the business, the first step is to record their details into the database, this is done in ACT through the process of adding a new contact.
Relevant contact details are entered (e.g. postal address, phone number , Email) and the contact is flagged as a prospect in the database.
After going through a series of calls this new prospect decides that they would like to open an account with CH-TechOne, instead of re-entering the same details into MYOB Exo Chris only needs to push a button to create an account for our new prospect.
Upon clicking the Create Contact button, Chris is presented with 3 options:
- Create a debtor account using the contact’s company in ACT (if one exists)
- Link this contact to an existing debtor account.
- Create a debtor account manually.
Since we already have a company for Acme Retail in ACT we will choose the first option, doing so will display the new debtor account form with the company’s details pre-populated.
Note: If the link is setup to integrate in Contact to Account mode then creating a new DR account will automatically default to option one in the screen above and will bypass the selection process all together.
At this stage we can either post the details to MYOB Exo to create the account or make some adjustments first (e.g. setup credit terms, currency etc.) and then post the account details.
Clicking Ok will create the debtor account and will also create John’s record then associate it with the new account.
As a result, ACT will link John’s contact record to its equivalent debtor contact in MYOB Exo.
From here we can process to raise a new quote for John, we do so by clicking on the create Quote button.
The form above allows us to enter the details of a new quote direclty into MYOB Exo from within ACT, we can proceed by filling the form and adding line items.
clicking the Add Line Item button will open up the stock list window, the stock list can be filtered by typing into the filter box at the top left hand side, the sell price is displayed based upon the debtor account’s price level.
Once a line item is added , we can modify the quantity and override the price if required, we can add /edit and delete line items as needed.
If we’re happy with the quote we can proceed to saving it to MYOB Exo by clicking on the save button.
If needed we can also modify this quote after is has been saved, by clicking on the quote in the Orders tab we can display its details again then make the required changes.
Note that when deleting a line item which has already been saved against the quote the link will automatically save the record.
If the customer chooses to proceed with the quote then we can simply inform the back office staff and they can turn it into an Order then proceed with processing it as necessary, the Xact Link will allow the sales person to track the status of the order in real time and the sales person will be able to update the customer throughout the process if needed.