Microsoft Dynamics CRM 4.0 User's Guide - MAEIL, Information ...

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When you first create a quote it has a status of Draft. A quote that is a draft can be changed. When the quote is readyto send to the customer, you change the status of the quote to Active. When you open a quote that is active, the quoteinformation is displayed as read-only and cannot be changed.Create or edit a quoteCan I do this task?This task requires permissions that are found in all default security roles. More information about specificpermissions and performing this task while offline: Sales Permissions1. In the Navigation Pane, click Sales, and then click Quotes.2. On the Actions toolbar, click New, or open the record that you want to edit.Note: To edit an active quote, you must select Revise on the Actionsquote is listed in the Status column.menu. The status of a3. On the General tab, enter information or observe any noted restrictions or requirements as needed:You can use accent marks when you enter data, for example, in a customer's name. Your ability tosort and find information is not affected by these accent marks.Quote IDThis information is automatically created. System administrators can set the auto-numberingformat for this ID from the Administration page, under Set Auto-Numbering.Revision IDThis information is automatically created. The Revision ID tracks the number of times anactive quote has been revised.NameYou must enter a name with a length of 100 characters or fewer. The information should bemeaningful and unique. By default, these records are sorted by Name in the records list.Potential CustomerSearch for and select an account or contact. You can select a record from a filtered list in theForm Assistant pane, or you can click the Lookup buttonto search for other records.CurrencySelect the currency in which the quote will be calculated.Price ListSearch for and select the price list that you want. Price lists are created in the productcatalog. At least one price list must exist in the product catalog before you can select it. Youcan select a record from a filtered list in the Form Assistant pane, or you can click Lookup tosearch for other records.In the Totals area, enter all the information you have available. If you are adding a discount, youcan add a percentage discount, a monetary discount amount, or both.Detail AmountThis box is read-only and automatically calculates the sum of all existing quote, order, orinvoice line items, which includes products and write-in products.292 Microsoft Dynamics CRM 4.0 User’s Guide
Quote Discount (%)This number represents a percentage of the total amount (not including freight charges) thatwill be discounted from the total amount. This must be a number between 0.00 and 100.00.You can use a decimal point, but you cannot use a percent sign (%).Quote DiscountThis number represents a whole monetary amount that will be discounted from the totalamount. This must be a number between 0.00 and 100,000,000,000.00. You can use commasand a decimal point, but you cannot use a currency symbol, such as dollar ($), euro (€), oryen (¥).Pre-Freight AmountThis box is read-only and automatically calculates a subtotal based on the detail amount andany discounts.Freight AmountThis must be a number between 0.00 and 100,000,000,000.00. You can use commas and adecimal point, but you cannot use a currency symbol, such as dollar ($) or euro (€).Total TaxThe total tax is calculated when you click Recalculate or when you click Save.Total AmountThe total amount is calculated when you click Recalculate or when you click Save.4. On the Notes tab, click Click here to enter a new note, and add the information that applies toyour record.5. Click Save or Save and Close.Resolve potential duplicate records.1. If the system detects that your record might be a potential duplicate, instead of saving therecord, you'll see the Duplicates Detected dialog box.2. To open a record to make sure it is a potential duplicate, in the Potential duplicate recordslist, double-click the record.If the duplicate-detection rule identified potential duplicate records in other recordtypes, review records from each record type listed.3. If your new or updated record is not a duplicate, to create the new record, click Save Record.– OR –NotesIf your new or updated record is a duplicate, to cancel your changes, click Cancel.If you enter a duplicate record within a few minutes of entering the first record, MicrosoftDynamics CRM will not detect the duplicate record. The matchcodes for new and updatedrecords are created every five minutes, rather than as a record is created.Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settingsand if at least one duplicate-detection rule exists for the record type. More information: Avoiding DuplicateRecordsTipsTo activate a quote, on the Quote form, on the Actions menu, click Activate Quote.Microsoft Dynamics CRM 4.0 User’s Guide 293
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Microsoft Dynamics CRM 4.0 User’s
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Table of ContentsChapter 1: Getting
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Chapter 3: Marketing ..............
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Chapter 1: Getting StartedThis chap
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Customer Service ManagementThe Cust
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Information in the Resource Center
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ToPressMove to the next option or o
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utton .Use an asterisk (* ) as a wi
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In any list, select multiple record
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Clear, delete, or group search crit
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a. In the Activities list, in the T
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Delete a saved search3. On the Stan
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Microsoft Dynamics CRM.Business Uni
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NoteYou cannot update an attached f
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From the Reports areaa. In the Work
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3. Click Enter Value, and enter a v
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The following export formats are in
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DueEnter the date and time that the
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is displayed as long as the receipi
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NotesWhen you close an activity, th
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CustomerYou must click the Lookup b
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In the Assign to Queue or User dial
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Attach a fileCan I do this task?Thi
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5. On the General tab, in the Recor
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To search all records on all pages
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ooYou can use the Modified On colum
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2. Select the record or records tha
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You cannot create a new contact or
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Assign to another userClick the Loo
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Or, select multiple recordsSelect s
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use Track in CRM.Copy a shortcut. O
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width (in pixels) that you want, an
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There is potential for data loss if
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To ensure that the file is exported
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Notes and attachmentsYou can delete
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A record will only import if all Mi
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9. After reviewing the details, if
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The Created On and Modified On attr
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. Click Browse, select the comma-se
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TipIf you create a data map that yo
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Add any file or link to a Web page
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To adjust the width of a column, cl
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6. In the list of available records
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Configure sortingTo change the sort
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If you export a dynamic worksheet o
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If the recipients are in the same d
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To select a report from a record or
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To install the required control, cl
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Competitor Win Loss ReportUse this
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Web linksStatic filesDynamic files
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- OR -To start from a copy of an ex
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Column width. Width of the column h
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ooForms for related record typesRep
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Only reports that relate to the cur
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To page through the report, on the
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Add a report without using the Repo
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If you use the Microsoft Dynamics C
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share the.RDL file with the report
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g. To ungroup a group, click the Op
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If the report is enabled for pre-fi
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Create, edit, or copy a report usin
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a. For each row you want to group,
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oShow chart. To view data for a cha
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Make a report available for externa
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a. In the Microsoft Dynamics CRM Re
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Use Microsoft Office Word 2003Can I
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3. On the Actions menu, click Make
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TipTo share your new file with othe
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4. On the Actions toolbar, click Se
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7. If necessary, you can add or del
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While working with quotes, removing
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7. Click OK.Microsoft Dynamics CRM
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RegardingThis field is used to link
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DueIf you are not sending your e-ma
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Close an activityCan I do this task
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6. Click Save or Save and Close.Not
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Assign an activity to a user or que
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Work with Integrated Instant Messag
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More information: Creating and Usin
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Sending and Replying to E-Mail Mess
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To attach an articlea. To look up a
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This procedure does not create an O
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After a message is sent, the status
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Set the option to send and receive
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Convert an activity to a caseCan I
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You can enter a description of the
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Increasing Your EfficiencyPersonali
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2. In the Set Personal Options dial
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Create the duplicatesThis option al
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Create or edit an e-mail templateCa
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Set how your e-mail is trackedCan I
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In the above options, if you chose
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You can export to a static or dynam
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Create, Edit, or Copy a Report Usin
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However, rows with field values fro
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oShow chart. To view data for a cha
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From the Reports areaa. In the Work
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. To group criteria, you must selec
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ExcelView the report in Microsoft O
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Parent ReportIf this report is a su
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Lists for related record typesRepor
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Edit the default filter for a repor
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2. Download the report from Microso
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Create one-time or scheduled Report
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- OR -To edit an existing report, s
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Column width. Width of the column h
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ooForms for related record typesRep
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Edit a default report or create a R
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language in their personal options.
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Use Microsoft Office Word 2007Can I
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4. Continue with the Query Wizard.
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Using the Knowledge BaseUsing Artic
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View unpublished articlesCan I do t
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Using workflowsYou use workflows by
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Send an e-mail notificationStart a
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Conditional Branch. Adds a conditio
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5. Click the field where you want t
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Create or edit an announcementCan I
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c. In Common Tasks, click Add Colum
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Managing Customer RelationshipsMana
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postal code can provide basic geogr
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ooFaxThe selected option simply pro
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NoteYou cannot set up duplicate rel
Page 248 and 249: Party 2Select the customer record t
Page 250 and 251: For Selected RecordsSelect this opt
Page 252 and 253: NoteThis topic documents the list o
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Page 256 and 257: 5. Click Save or Save and Close.Rep
Page 258 and 259: However, you can also click the Loo
Page 260 and 261: For Selected RecordsSelect this opt
Page 262 and 263: Use this report to identify account
Page 264 and 265: Create or edit a leadCan I do this
Page 266 and 267: oMailThe selected option simply pro
Page 268 and 269: NotesBased on the security privileg
Page 270 and 271: Reactivate a closed leadCan I do th
Page 272 and 273: a. In the Navigation Pane, click Ma
Page 276 and 277: Work with OpportunitiesOpportunitie
Page 278 and 279: When the Look Up Records dialog box
Page 280 and 281: To remove a relationship, open the
Page 282 and 283: Close an opportunityCan I do this t
Page 284 and 285: Default sales reportsThe following
Page 286 and 287: 2. On the Actions toolbar, click Ne
Page 288 and 289: Add or remove opportunities for a c
Page 292 and 293: 9. Under Details, click Documents.1
Page 294 and 295: Selecting recipients for the quick
Page 296 and 297: You cannot add additional records t
Page 300 and 301: You must manually enter the tax amo
Page 302 and 303: Price ListSearch for and select the
Page 304 and 305: The mail merge process creates two
Page 306 and 307: You must enter the date in the form
Page 310 and 311: CurrencySelect the currency in whic
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Page 314 and 315: CurrencySelect the currency in whic
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Page 320 and 321: Bill To AddressEnter the address wh
Page 322 and 323: Lock or unlock the price for an ord
Page 326 and 327: Running CampaignsPlanning Campaigns
Page 328 and 329: The Total Cost of Campaign Activiti
Page 330 and 331: 8. In the Outsource Vendors box, cl
Page 332 and 333: Understanding Quick CampaignsYou ca
Page 334 and 335: NotesYou cannot add additional reco
Page 336 and 337: Importing Campaign ResponsesIn addi
Page 338 and 339: 2. Open the campaign that contains
Page 340 and 341: Using Marketing ListsCreating and M
Page 342 and 343: Add members to a marketing listCan
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Page 346 and 347: 5. Create a query to find the list
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Select this option to include all r
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Chapter 4: ServiceThis chapter expl
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ArrivedCanceledCompletedNo ShowBusy
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calendar in your Workplace.You can
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The Schedule Service Activity form
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Show Time AsIf you want to change t
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that another service activity or ap
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Change the status of a service acti
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You cannot create a recurring servi
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2. On the Actions toolbar, click Sc
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Find an available time with specifi
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2. On the Actions toolbar, click Ne
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Close or cancel a service activityC
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7. On the Details tab, you can sele
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. On the Actions toolbar, click New
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SubjectYou must enter a subject. Th
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The Schedule Service Activity form
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Show Time AsIf you want to change t
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example, you could enter the sympto
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a. In the Navigation Pane, click Wo
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- OR -To work with activities assoc
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Providing Customer Service with Con
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. In the Contract form, on the Acti
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3. Under Details, click Contract Li
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Renew a contractCan I do this task?
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Recording Entitlements Through Cont
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Resolve potential duplicate records
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3. On the Actions menu, click Resol
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Chapter 5: Microsoft Dynamics CRM f
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RemindersAfter synchronization with
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5. To save your changes and close t
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ContactsSelect this option if you w
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More information: Set Personal Opti
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when you are working offline, they
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If a tracked activity is deleted fr
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3. Save Outlook tasks as Microsoft
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In your personal options, you can s
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2. Do one of the following:Create a
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Outlook, the attachments do not syn
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6. You can also attach an article,
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This procedure does not create an O
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After a message is sent, the status
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Save Record.- OR -NotesIf your new
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NotesIf your new or updated record
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Before you go offline, you can sele
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The Data Group tab lists existing d
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More information: Set Personal Opti
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Set address book options in Microso
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Synchronize with Microsoft Outlook
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Resolve data synchronization errors
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TroubleshootingAccessing Parts of t
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Work with Security RolesControlling
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Importing DataHow do I link address
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What does the message mean that I g
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How can I find all records that don
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Export Data to ExcelRunning Reports
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4. In the Encoding list, click Unic
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e-mail activities created?Microsoft
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Why am I receiving e-mail messages
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Why can't I fix some of the synchro
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Why are Outlook appointments not ap
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General Issues with Microsoft Dynam
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Synchronizing InformationWhen I upg
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Why can't I go back online?This usu
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Running Reports - TroubleshootingCr
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Why do I receive the error "SRS soa
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GlossaryAaccept (To move a case int
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ase currency (The primary or defaul
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conditional branch (An element of w
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number of recipients. The e-mail go
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Import Data Wizard (A wizard used t
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opportunity (A potential revenue-ge
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qualify (To verify that a record fi
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subset of that type. )schedule (A l
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Tteam (A group of users who share a
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workflow scope (The range of record
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