Collaborate on Sales Order Invoice for Procurement with Ease Using airSlate SignNow

Sales order invoice for Procurement

welcome back to this video tutorial of Dynamics 365 s in our previous videos we talked about product catalog where we discussed on product creation product family product bundles we also talked about unit groups price list discount list and then we talked about different sales settings where we talked about sales territories currency setup and all those stu okay in this video we will be talking about Dynamics 365 standard sales process if I say sales process of Dynamics 365 it involves majorly these five entities or tables starting from lead and once we qualify the lead opportunity will be created or the lead will be converted to opportunity and within opportunity we can create a p record where we will be sending the formal quotation to the customer and once customer is happy with our quotation we will be converting this quote into an order so this is the place where we will be dispatching the product we will be shipping the product to the customer and once the product is received by the customer we will be invoicing the customer so these five entities that you are seeing here will form the complete sales process of Dynamics 365 okay and below that you can see two Separate Tables account and contact so these two are part of customer management already I have made a video of Dynamics 365 customer management I will just uh give the link for that video here in the description you can check it out and here we have a logic whenever we convert this lead into an opportunity the system will check at the back end if this lead is being created for a new customer or for an existing customer if it is for a new customer then new account and contract record will be created in the system and on the other hand we are creating this lead and qualifying opportunity for an existing customer okay in that case a new account and contact record will not be created instead the existing account and contact record itself will is sync to our opportunity okay so when we get into the demo I will show you these two scenarios how uh the lead creation works for an existing customer or for a new customer okay and then here you are seeing five different tables involved in sales process right so this is the standard behavior that Microsoft is providing but we can change it ing to our business requirement some companies will start the sales process directly from opportunity they will not create lead directly from opportunity they will convert to Cod and then they will convert to order and invoice and in some companies you can see like they will handle this invoice C in their Erp system not in CRM in that case what we need to do right from order whenever the order is fulfilled we will pass the data to the Erp system we will do integration and we will send the order information to the Erp Sy from there the invoice process will take place okay but in this particular video we will be talking about the standard happy PA Dynamics 365 saes process now I'm in Dynamics 365 sales Hub application to start off with sales process we will first go to leads page basically if you see uh a lead is a prospect in any sales process a lead can be a potential customer or a potential sale so when I say potential customer we are trying to sell the product to a new customer on the other hand if I say potential sale we are trying to sell the product to a existing customer okay and a lead is actually any person or organization that have the potential to have business with us in most of the business uh scenarios the leads will be created by the marketing team marketing team will work on different uh campaigns they will do a lot of online and offline advertising rate shows they will have some direct communication with the customer and they are the one uh who creates the lead in most of the business cases but in some companies or some businesses the sales team itself will be involved in lead creation okay and here uh when the sales person clicks on this leads page he will first see my open leads so these are all the leads that are already available in the system the salesperson should work on that when we click on the lead name it will show us the complete information about the lead what is the current status what is the current stage and what are all the previous Communications that we had with this particular lead everything we can see from this lead form okay and to start off with we will create a new lead I will give the topic as I'm giving the first name and last name as rockes Sharma and compan as Reliance Industries in this case the customer is Reliance Industries and rock Sharma is the person who is working for Reliance Industries to whom we will be talking and we will be selling the product okay the role of Rak Sharma is manager okay now I will save this lead record and here if you notice I didn't select any existing contact or existing account here instead I have manually entered the contact information and the company information okay now if I qualify this lead you will see a new account record and contact record in the system automatically created before this lead is getting converted to opportunity those two records will also be created okay if I go to account you can see there is no record for Reliance Industries and if I go to contact there is no record for rock Sharma okay now I will open this lead and I will quick qualify it the moment I qualify it it will be automatically converted to opportunity and at the back end there is one account record created for Reliance Industries and uh contact record created for rock sha okay this is because I have not selected any existing customer over here then now it is qualified yeah now the lead is qualified and we can see it is now into develop stage so now this is the scenario for new lead in this same way I will show you an example for selecting the existing account and existing contact okay now instead of giving all these first name company name I will directly choose the existing contact and existing account in this case all the information got automatically populated from the customer record itself and you can see the existing customer details are already populated now if I qualify this lead it will be converted to opportunity but there will not be any account record or contact record created in the back end okay now if I qualify it will be converted to opportunity but if you go back to account and contact you will not see any new record we we are seeing only one Reliance Industries which was created in the earlier test and you can see one ra Sharma record no new account and contact records are created now okay I hope uh now you are uh clear with with how the lead to opportunity conversion works when we select existing account or when we didn't select the existing account and contct okay now we will create one more uh lead record okay and then we will continue the actual sales process so for this demo also I will be using the existing contact and account that we already created okay so in the lead form we are getting lot of options if I go to this details tab here I can enter all the additional information that are relevant for this particular lead and their contact preference method everything everything we can add it over here the fields that you are seeing on this page is the standard Behavior okay so whatever the Microsoft Is providing you are seeing all the tabs sections Fields Etc but if you want to do some additional uh customizations or configurations on top of it you can go ahead okay based on your business requirement you can add additional uh fields to this form or if you want to remove something you can do it okay but for this demo we are going with a standard approach in our coming videos we will talk about all the configuration and customization related things now the lead is ready so for this lead basically we need to do some uh meetings or we need to have some phone calls with the customer right so all those things we can create from this timeline directly from here we can create any email activity or meeting activity or phone call activ and we can um progress through the sales process we can have interactions with customer we can talk about our product or give our a product demo all those things happen in this lead stage okay and in case if the customer is really interested in our product then we can qualify in case if the customer is not interested we can disqualify this lead okay if I click on this disqualify I will get some four addition options I can choose one of the option and I can go ahead with the disqualification if the customer is not interested and after disqualifying if the same customer is returning back to us after uh one or two weeks uh and at the time he might be interested in our products so what we can do right we can uh reactivate this lead instead of creating a new lead from scratch we can just click on this button and react activate this lead and we can start working from this lead at this point of time since the customer is really interested in our product we can qualify this lead Rec the moment I click on qualify you can see the business process flow stage moved from qualify to develop and you can see the form also changed to opportunity which means the lead record is now converted to opportunity record okay and opportunity is the place where we will be adding the actual product that the customer is looking for so in this case the customers is looking to purchase a television right so for that we need to go to products Tab and we first need to select the price list and then we can add the relevant products that the customer is looking for price list is something very important in any sales process without price list we we cannot proceed with opportunity or uh quote order invoice everything depends on pricing and price okay so for Price this we have already made a video I will copy and paste the video link in the description you can check it out that video as well when we were uh discussing about lead I told that uh lead uh can be a potential sale or a potential customer but the actual potential customer or potential sale is only when we convert it into an opportunity because a lead we can qualify or we can disqualify because lead is the very first stage of any sales process okay but only if it is converted to opportunity we can say it as the actual potential customer or an uh actual potential sale okay and similar to uh lead where we had uh qualify and disqualify here in Opportunity also we have two options whether the opportunity can be closed as W or closed as lost even at the opportunity stage also the particular sales process can be closed as loss okay if the customer has gone to some other competitor or at this point of time they are cancelling our sales process we can go ahead and close this opportunity as loss if they are really interested at this point of time and they are happy with our quotation then only we need to close this opportunity as own we have two options here in the comment bar okay and another thing that I want to highlight here is for this demo we are seeing the process of uh creating lead and then converting the lead into an opportunity but this is not the case with every organization or every businesses okay sometimes we might need to directly create opportunity from here instead of uh converting it from lead we can also start the sales process from opportunity itself we can click on this new button in opportunity and we can start the Le sales process directly from opportunity as well okay for this demo I will use the opportunity that got uh converted from lead record this is the opportunity that converted some lead now I will go to products tab here I will link the price list since we are dealing with B2B I will choose wholesale price list and revenue type I can choose either user provider or system calculator based on my requirement and now I will add products to this opportunity while adding Pro the product to opportunity I can select the quantity as well I will choose the quantity as 10 and I am adding the product to opportunity product is now added to my opportunity and the estimated revenue is also now calculated now we have all the things ready in our opportunity the next step in the sales process is to create a quote and we need to send that quotation to customer either via email or we need to hand it over the quotation to the customer directly okay so the customer will review that quotation and once he is happy with our quotation then only he will place the order okay to create a quotation we need to go to codes tab within opportunity and I just need to click on this new P button the moment I click on new quote automatically a quote record will be created in the system which means the opportunity record is now converted to a code record and all the details that we have already populated in the opportunity right it will be transferred to this new quote record you can see the basic details here you can see the quote ID got populated automatically the product that we have added in the opportunity is now added to this code you can see the related opportunity as well as the potential customer here and all the pricing details are also populated here now what we need to do right we can export this quotation to a PDF and we can send this PDF to the customer either bya email or we can hand it over to the customer directly okay before exporting the PDF we need to First review the values in this code code and we need to activate this code first now my code record is activated and it becomes read only at the top you can see it is read only this record status is active now before exporting this PDF I will just go back to my opportunity and I will move the stage to propose propose is the stage where we need to submit the quotation to customer and customer will review our quotation and uh the customer will ask for some negotiation or the customer will approve our quotation and and we can create order from our quotation okay now I will go back to my quote and when we talked about opportunity I told you like the opportunity can be converted uh from lead or the opportunity can be created manually right for quotation also the same rule applies we can convert the opportunity to code or we can create a code record manually Al as well if I click on this cods we have this new button using that we can create a new P manually as well and here we can link the potential customer with this code record for this demo we will go with the port that got created from opportunity now from my uh quote record I will click on this export to PDF so only if we click on export to PDF we will be able to generate the uh code as a actual document that we can send to the customer okay basically uh in d365 term or in any business term quote is the formal documentation that we need to send to the customer okay now if I click on export to PDF I getting all these options I can download this PDF to my local machine or I can send this PDF as a email to my customer or I can save this particular PDF to my Dynamics 365 code record okay and while downloading or while sending to customer as email I can give a name for this particular code for this particular code I will give the name like reliance Industries TV purchase okay and then we have uh multiple templates available we can choose any of the available template based on that the code format will be applied okay if I choose this print code for customer template I'm getting the code in this particular format if I select another template I will have the quotation in a different format okay so these two are the standard code templates already available in the system but we can create additional code templates as well based on our business requirement okay for now I will select the existing code template and I will click on download you can see the code is now generated and it is downloaded to my system on the other hand if we need to send this quotation as a email we can do that option as well we just need to click on this email button here a new email activity will be created within Dynamic 365 with the click off a button the particular code will be forwarded to the customer's email yeah all the details are already populated and you can see the attachment as well within email activity the code attachment is also automatically updated now our job is just to click on this send button email is now uh sent to the customer okay now the customer will review the quotation that we have sent to them here if I go to this details you can see the email has been triggered to the customer now the customer will review the email and if they are fine with this quotation they will ask us to create order in case if they want further negotiation they will come back to us and they might ask for some additional discount or uh they might ask for some relaxation in case if the customer has come up for some relaxation or some some discount what we need to do right instead of editing this quotation we first need to revise this quotation for that we need to click on this revise button at the top if I click on this button a new quote record will be created and the current quote record will be changed to closed okay and you can see the revision ID is now populated as one in the earlier code it was zero but in the new code you can see the revision ID as one which means this is the revised code now this code will be in draft status here we can give some additional discount to customer we can have add some 10% discount and if I click on Save the total amount will be updated based on the additional percentage discount percentage that we have given okay now once we are fine with this particular code we again we need to follow the same process we need to activate this code and then we need to export the code to PDF and we need to forward that PDF to the customer okay and this time since we have given 10% of discount the customer will be happy and he will be creating the order with us okay once the customer confirms we can click on this create order button but even after that as well the customer is not happy with our quotation and he want to go with some other uh business or some other company we have no other option we need to go ahead and close this code by this time we are uh closing this sales process okay but in case if the customer is really happy and he's fine with this quotation we can create order directly from here if I click on create order it will ask me what should be the status reason for code now since we have own this code we can set this as W and we can select the date automatically today's date will be populated and it is asking like whether we want to close the related opportunity and if you see in this process we have converted the opportunity to code and now we are going to convert this code to order right so it is asking whether we want to close the opportunity as one as well while closing the code I will go with this option yes and then do we need to calculate actual revenue of opportunity from court if you see in Opportunity the total amount will be 3 lakhs but in court we have given additional 10 per discount which means 30,000 got reduced in court right so only if we select this option to yes then only in Opportunity as well the same same the updated amount will be uh changed otherwise in Opportunity we will still have 3 lakhs only okay I will go with yes and I will click on okay now a new order record will be created in the system all the values that we have captured so far will be transferred to the order record okay before exploring this order we will go back to see the opportunity as well as the code okay I will first go to the code the status of code record is now W okay and if I go back to opportunity and here as well you can see the status of opportunity as one now I will go back to the order record that got created in CRM term order is the actual confirmation of sale that the customer is given okay only after we create the order we can tell that we have successfully completed or we have successfully acquired a new customer or we have successfully sold our product to a customer okay and similar to opportunity and code here as well instead of convert in the codee into an order we also have the capability to manually create a order record as well okay with the click of new button we can create a order record manual okay and here you can see all the products all the products that we have LinkedIn opportunity is now transferred and all the amount related information also got transfer to my order record and here I can select the uh shipping dates and the shipping method all those things we can select in the order the actual things that we will be doing in the order is like we need to pack the product we need to ship the product to customer okay and once the customer has received the product we can fulfill this order okay and similar to opportunity lead and code at this point of time as well there can be some cancellation custom customer might cancel the product in case if they are not interested okay so if the customer is not interested we just need to click on cancel order okay then the sales process will be ending here but in our case we will see that the customer is uh okay with our product so we will ship the product to customer and once it is shipped and once it is delivered by the customer we will be fulfilling this particular order here we need to select uh at what date the order got fulfilled if it is uh today's date we can go ahead with this in case if we want to change some other date we can change the date and we just need to click on fulfill here we have one more option like complete fulfillment or partial fulfillment in case if we have delivered only partial order then we just need to select partial completion or in case if we have delivered the full product to the customer then we can mark it as complete and we can click on fulfill button now my order is fulfilled okay at as a Next Step what we need to do right we need to invoice the customer okay invoice is actually the final stage of any sales cycle after an order is delivered successfully an invoice is generated in the system in some companies they will track the invoicing details within Dynamics 365c but in some companies what they will do right they will transfer the invoicing details to any Erp system from there they will be doing the invoice management okay but for now what we will do right we will create this create invoice we will just click on this create cre invoice button and we will create a invoice record in Dynamics 365 sales itself okay the moment I click on uh create invoice button from order automatically a new invoice record will be created similar to previous stages we also uh getting option to create manual invoice as well even without converting it from order we can create manual invoice as well but for this Dem we will see this converted invoice okay and here as well you can see all the information got transferred from our opportunity quote and order all the pricing details are populated and you can see all the related sales records you can see the related opportunity related order and related customer for whom this invoice is actually created okay and here as well due to some reasons if we need to cancel this invoice we can go ahead and cancel this invoice but if the customer has fully paid us the total amount here in this case uh 270,000 then we can we can go ahead and we can mark this particular invoice as paid similar to order here also we have two status reasons we can mark the invoice is completely paid or we can mark it as partially uh paid maybe the customer uh has paid only 2 lakhs instead of 2 lak 70,000 then we can first Mark the status as partially paid and once they pay the remaining amount we can mark it as complete and okay okay now the invoice status is changed to paid and it becomes read only I hope uh you are clear with the complete sales process we started from lead we converted the lead to opportunity where we saw two scenarios like if we select any existing customer then the account and contact record will not be created in case if we go for some new lead then a new account and contact record will be created in the system and then we talked about adding products to opportunity and then we created a quote record from opportunity and within quote we used the standard code templates to export the code into a formal document and we have sent the quotation to customer in email and from there customer has received that particular uh quotation and they had come for some negotiation they wanted some 10age discount and we were ready to give the 10 per discount in our revised quotation and then customer is happy with our revised quotation and they asked to create a order okay and then we created order from quotation so that the order order record got automatically created and then once we shipped and the product has been received by the customer we Mark the order status as uh order fulfilled and then uh we created invoice directly from order and this invoice record got created here here once we received the full amount from customer we Mark the invoice status as paid okay I hope this video helps you in understanding the sales process in our coming videos we talk about we will talk about remaining sales functionalities thank you