New ship to accounts can be created in CRM (with appropriate permissions enabled) to capture leads and their related records. This allows those leads to be tracked in a CRM Process for increased visibility and improved team work as they are progressed through a sales pipeline. It also allows the leads to be accessed in CRM Mobile to better support the sales team and the potential customers with readily available information. (If your reps work at Account level instead of Ship To customer level, use the Account Leads process here.)
Creating Ship To Lead Accounts and Related Records
1. Use the Create Account option in the Ship To module to create a new Leads ship to account record (or one per sales rep if needed). This will be used to attach all new ship to leads to (as Account is a required field).
Note: This generic lead account can be created in your ERP and synced to CRM if preferred.
2. Use the Create Ship To Customer option in the Ship To module to create a new Leads ship to account record.
3. To identify this as a lead account, set the type as a lead account (or prospect account, according to your business practices). Notice the ERP ID is blank; that means this account is not synced to your ERP (yet).
Note: If these accounts need to be filtered in the CRM Mobile App, the system field and dropdown list must be used. Details available on Near Me Mapping article.
3. Once the lead is created and saved, create a new related Contact using the Relationships or Related Contacts widget (shown below) or the Contacts module.
Follow your usual steps to input all of the required fields, and any needed details, in the Contact form then save the new contact. Then click on the link to open the contact record.
4. From the new contact record, create a new Opportunity using the Relationships widget (as shown below) or the Opportunities module.
Follow your usual steps to input all of the required fields, and any needed details, in the Opportunity form then save the new Opportunity.
All of the related records are now available to use as needed, including within a Quote, Process or Workflow.
Updating Ship To Lead to Customer Status
When the lead account is turned into a customer account and setup in your ERP, wait for the overnight sync to bring over the Account (and if applicable, the Ship To account).
If a Ship To account record syncs over:
- Find it and the CRM lead account and select the two accounts to merge the records from the Actions list.
- Be sure to keep the synced record's details so that the ERP ID is now on the lead ship to account.
- Edit the Customer Type to remove the Lead/Prospect type.
- Ensure the Account is now the real customer account instead of the generic Lead account that was originally used as the bill to account. Edit if not already updated to the synced over bill to Account.
If a Ship To account record was not created in ERP and synced over:
- Edit the ship to Lead account to
- Edit the Customer Type to remove the Lead/Prospect type.
- Edit the Account from the originally used generic Lead account to the new ERP customer Account.
- Ensure the Relationships widget is properly updated on both records.
- If a Ship To Account is later created in ERP & synced over to CRM, merge the two accounts if needed.
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