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Prospects

Prospects​

From the DockMaster menu, select Sales Management > Prospects Functions > Prospect​

Prospect Info [tab]

Prospect ID - To begin a new Prospect, you can enter the letter "N" or click the "New" button on the Command Panel. If the Prospect already exists in the system, access that prospect by entering in the ID number. If you do not know the Prospect Number, enter all or part of the prospect’s last name, home phone, or work phone number preceded by a backslash "" to access a cross-reference list. If an existing Prospect is entered, focus will immediately be on the Follow Up tab.

Modify Prospects based on Prospect List Criteria:

  • List Name - Enter the name of the pre-defined Prospect List created in the Report Generator.
  • salesperson – Enter the Salesperson ID to select all prospects for this particular sales person.
  • Starting Follow Up Date – Enter a date to select all prospects that have a follow up date greater than or equal to this date.
  • Ending Follow Up Date - Enter a date to select all prospects that have a follow up date less than or equal to this date.
  • Manufacturer – Enter the Manufacturer to select all Prospects that have this Manufacturer entered as a Preference.
  • Model - Enter the Model Id to select all Prospects that have this Model entered as a Preference.
  • Model Type - Enter Model Type to select all Prospects that have this Model Type entered as a Preference.
  • Color - Enter Color to select all Prospects that have this Color specified as a Preference.
  • Size - Enter Size to select all Prospects that have this Size specified as a Preference.
  • Price - Enter Price to select all Prospects that have this Price specified as a Preference.
  • Status – Select a status from the drop down box to select all Prospects that have this Status specified as a Preference.

    - Closed: Boat Sales Contract was entered and Closed

    - Lost: Lost information was entered for the prospect

    - Quoted: Boat Sales Contract has been entered

    - Unquoted: No Contract has yet been initiated

  • SAVE-LIST Name – Prospects matching the selected criteria will be saved to the DM.LISTS file using this list name entered. This list can then be used for reporting purposes.

Once the list criteria are entered click the SELECT button to display the prospects matching the entered criteria and select the prospect to maintain.

  • Sales Rep – Enter the Salesperson ID for this prospect. This will default to the current Salesperson/Clerk that is logged in.
  • Customer – If the prospect is a current customer, enter the customer ID. If you don’t know the customer’s number, type in the person’s name preceded by a backslash "" to access a cross-reference list. The associated info from the customer record will populate the form. i.e. Name, address, phones, etc.
  • Initial Date – Enter the Initial Contact date for this prospect. Unless the salesperson has Level 5 or 6 privileges, or ‘Allow Predating of Contacts’ is checked in the Parameters, this date must be greater than or equal to the current date.

-- Prospect Information --

  • Buyer Salutation - Enter the Buyer’s Salutation as you would like it to appear on labels and reports.
  • Buyer First Name - Enter the Buyer’s First Name as you would like it to appear on labels and reports.
  • Buyer Middle Name - Enter the Buyer’s Middle Name as you would like it to appear on labels and reports.
  • Buyer Last Name – Enter the Buyer’s Last Name as you would like it to appear on labels and reports.
  • Buyer Suffix: Enter the Buyer's suffix, if applicable.
  • Address - Enter the Buyer's street Address. You are given 3 address lines, any combination of up to 50 letters and numbers can be used.
  • Postal Code - Enter the prospect's Postal Code. The Postal Code format is verified based on the country entered. If the City and/or State fields are blank, these will be filled in when the Postal Code is entered. Ex: If Canada or CAN is entered as the country, the Postal Code format will be #A# A#A (3C1 H7J).
  • City - Enter the prospect's City. Any combination of up to 35 letters and numbers can be used. If you leave this blank and enter a Postal Code, the city and state will be filled in based on the Postal Code entered.
  • State - Enter the 2 digit abbreviation for the prospect's State/Province. If you leave this blank and enter a Postal Code, the city and state will be filled in based on the Postal Code entered.
  • Country - Select the prospect's Country from the drop down box.
  • County – Enter the prospect’s County. If a County has been entered in the Postal Code file, it will default and display.
  • Phone Types – Four Phone Types can be entered for the Prospect. Choose one of the following Phone Types from the dropdown box: Assistant, Business, Business 2, Business Fax, Callback, Car, Company, Home, Home 2, Home Fax, ISDN, Mobile, Other, Other Fax, Pager, Primary, Radio, Sat Phone, Telex, or TTY/TDD.
  • Email Addresses – Enter up to 2 Email Addresses for this prospect. Once entered, a search is made to look for duplicate e-mail addresses. When this field has focus a double-click will open a separate Email Options form for initializing an e-mail to the prospect. Once filled out the information is fed to MS Outlook and the e-mail is finished there. A record is made back in DockMaster to track the issuance of the email. Either a Phone Entry or an Email Address is required when saving.
  • Mail - Check the box for Mail with the date that the customer approved to be contacted by mail. This will default to the current date.
  • Phone - Check the box for Phone with the date that the customer approved to be contact by phone. This will default to the current date.
  • Drivers License – Enter the prospect’s Drivers License number. For security purposes only the first character and last 4 digits are displayed. The data is stored with an encrypted format.
  • Social Security - Enter the prospect’s Social Security number. For security purposes only the last 4 digits are displayed. The data is stored with an encrypted format. If this same SSN has been entered on another prospect the system will display a message indicating the prospect that has this SSN attached.
  • Date of Birth: Enter the prospect's Date of Birth. Enter in plain numeric format, DockMaster will automatically format to MM/DD/YYYY or single digits if applicable for month and date.

Other Info

  • Location Code (required) – Enter the Location for this prospect.
  • Category Code - Enter a Category Code (Pre-defined) for this Prospect. The entry you make here allows you to print Prospect reports for a specific category of Prospects.
  • Source Code (required) – Enter the Lead Source Code (Pre-defined) used to track where the prospect originated from.
  • Forecast Code - Enter a Forecast Code (Pre-defined) for this Prospect. The entry you make here allows you to print Prospect reports for Prospects with specific Forecast Codes.
  • Forecast Date - Enter the date the Forecast code was assigned. This date should be used in conjunction with the Forecast Code. The date entered here helps inform the Sales Person as to when the last Forecast code was assigned.
  • Possible Delivery Date - Enter a possible Deliver Date for the boat. This date can also be used in conjunction with the Forecast Date to help estimate order quantities. If this date is blank and a Delivery Date is entered on the Boat Sales Contract, that date on the contract will display in this field.
  • Attach Photos - Bit Map, JPEG, and GIF file types can be attached to the Prospect. To Attach a Prospect Photo, click on the ATTACH PHOTO command button. To remove the Photo, click on the REMOVE PHOTO button.

-- Co-buyer Information --

  • Co-buyer Salutation - Enter the Co-buyer’s Salutation as you would like it to appear on labels and reports.
  • Co-buyer First Name - Enter the Co-buyer’s First Name as you would like it to appear on labels and reports.
  • Co-buyer Middle Name - Enter the Co-buyer’s Middle Name as you would like it to appear on labels and reports.
  • Co-buyer Last Name - Enter the Co-buyer’s Last Name as you would like it to appear on labels and reports.
  • Enter the remaining contact information for the Co-buyer