CRM Module Concept - Documentation Acosys

The Problem It Solves

Without a CRM these three live in someone's head or notebook, and leave with them when they change jobs:

Prospects that are not customers yet. Before this module the only place to record them was the Customer master — so unproven prospects polluted the customer list, the sales reports, and the receivables.
Visit plans and visit proof. Who visits which outlet today, and whether the visit actually happened.
Why a deal was lost. Price, stock, or credit worthiness — the answer decides what to fix.

Sales history, receivables, and commission already live in the same database. Questions like "which outlet stopped ordering" are a report here, and an expensive integration project elsewhere.
A won deal takes its value from the Sales Order that was actually raised — never a re-typed number. CRM figures therefore cannot disagree with the sales reports.
Salesmen, divisions, and permissions reuse the existing masters. There is no second user list to maintain.

They have different rhythms, and this module serves both. Do not use only the first.

Kind of work	What it is	Forms used
New account acquisition	Finding outlets that are not customers yet, judging their credit worthiness, until an account is opened.	Leads → Deals → Convert to Customer
Managing running outlets	Routine visits, repeat orders, collection, and waking up outlets that stopped ordering. This is 80% of a distributor salesman's day.	Visit Plan → Activities → the Today's Visits, Coverage, and Dormant Outlets reports

Used only for the first, this module feels like extra work with no return. The second is what pays for it.

Term	What it means in this module
Lead	A prospective customer with no account yet. Not in the Customer master.
Deal	One sales opportunity being pursued with a lead or customer — a new account, a tender, a price contract.
Stage / pipeline	The steps a deal goes through, from Prospect to Won or Lost. The Pipeline Board shows them as columns.
Activity	One interaction: visit, call, WhatsApp, meeting, or collection. It can be a plan or a record of what happened.
Coverage	How many scheduled outlets were actually visited in a period.
Effective call	How many visits produced a Sales Order. Many visits with low effective call means time spent without result.
Drop size	Average order value per successful visit.
Dormant outlet	A customer that used to order and then stopped for N days.

Open CRM & Distribution / CRM Daily Work / CRM Module Concepts and press Seed Default Stages & Sources. Six stages and five lead sources appear. The button is safe to press repeatedly: it only fills tables that are still empty.
In the Salesman master, fill the Employee field for each salesman. Without it the visit buttons cannot work, because visit proof (GPS and time) hangs off employee data, not off the salesman.
Make sure each salesman also has an application user, and that the employee record points at that user.
Check Customer Groups: each group needs the correct receivable and other accounts. Lead conversion copies those accounts from the group.
Fill the Visit Plan for each salesman: which outlet on which day. This is what gives the Today's Visits and Coverage reports their content.
Only then start recording Leads, Deals, and Activities.

Skipping steps 2 and 3 leaves everything else working — only the "verified" column in the reports stays empty.

Morning: the salesman clocks in as usual, then opens the Today's Visits report — outlets in stop order, with overdue receivables and how long since the last order.
At each outlet: open the Activity form, press Start Visit, do the work, then press End Visit and record the result.
If the visit produced an order, raise the Sales Order as usual and name it on the activity — that is how effective call is measured.
Afternoon: the supervisor opens Coverage & Effective Call and Salesman Performance.
Weekly: open Dormant Outlets, take the valuable ones, and add them to next week's visit plan.

Some things are refused on purpose, all for the same reason: keeping CRM figures identical to the sales and finance figures.

A deal marked Won must name its Sales Order. Otherwise the funnel shows wins that the sales reports do not have.
A Lost deal must state why.
A lead can be converted once, and only when it has a customer group and a salesman.
A visit can only start if the salesman has clocked in that day, and the next visit only after the current one is closed.
A salesman whose role is locked sees only his own leads, deals, activities, and visit plans — including on the Pipeline Board.