Download Doc-To-Help Standard Template

Marketing
Marketing
Information in this document is subject to change without notice. Companies, names
and data used in examples herein are fictitious unless otherwise noted. No part of this
document may be reproduced or transmitted in any form or by any means, electronic
or mechanical, for any purpose, without the express written permission of Markinson
Technologies Pty. Ltd.
 2008 Markinson Technologies Pty. Ltd. All Rights Reserved.
Version 3.1
Contents
1
Overview of the Marketing Module ......................................... 1-1
1.1
1.2
1.3
1.4
2
Prospects.................................................................................. 2-1
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
3
Introduction to Marketing Module ........................................................... 1-1
Conventions used in this manual ........................................................... 1-2
Marketing interface with other Modules ................................................. 1-3
Marketing programs ............................................................................... 1-4
Prospect procedures .............................................................................. 2-1
What is a prospect? ................................................................................ 2-2
User defined fields in Marketing ............................................................. 2-3
2.3.1 Searching for Prospects using user fields ................................. 2-4
Creating a new prospect ........................................................................ 2-5
2.4.1 Prospect Master Maintenance [Settings] ................................... 2-6
2.4.2 Prospect Master Maintenance [Contacts] .................................. 2-7
2.4.3 Prospect Master Maintenance [Marketing] ................................ 2-9
2.4.4 Prospect Master Maintenance [User Fields] ............................ 2-10
2.4.5 Prospect Master Maintenance [Diary] ...................................... 2-11
2.4.6 Prospect Master Maintenance [Notepad] ................................ 2-13
2.4.7 Prospect Master Maintenance [Security] ................................. 2-14
Printing a list of prospects .................................................................... 2-15
Printing address labels for prospects ................................................... 2-16
Setting prospect details in bulk............................................................. 2-17
Inquiring on a prospect ......................................................................... 2-18
2.8.1 Prospect Inquiry [Contacts] ...................................................... 2-19
2.8.2 Prospect Inquiry [Delivery Details] ........................................... 2-20
2.8.3 Prospect Inquiry [Marketing] .................................................... 2-21
2.8.4 Prospect Inquiry [User Fields] .................................................. 2-22
2.8.5 Prospect Inquiry [Notepad] ...................................................... 2-23
2.8.6 Prospect Inquiry [General] ....................................................... 2-24
2.8.7 Prospect Inquiry [Diary] ............................................................ 2-25
Marketing attributes ................................................................. 3-1
3.1
3.2
3.3
Marketing attribute procedures .............................................................. 3-1
What are marketing attributes? .............................................................. 3-2
Marketing attribute codes ....................................................................... 3-3
3.3.1 Procedure to create a marketing attribute ................................. 3-4
3.3.2 Procedure to edit a marketing attribute ...................................... 3-5
3.3.3 Procedure to delete a marketing attribute code ......................... 3-6
3.3.4 Procedure to print a list of marketing attributes ......................... 3-7
MomentumPro—Marketing
Version 3.1
Page i
Contents
4
Customers in Marketing Module ............................................. 4-1
4.1
4.2
4.3
4.4
4.5
5
Customer procedures in Marketing ........................................................ 4-1
Customers in Marketing Module ............................................................ 4-2
Converting a prospect into a customer .................................................. 4-3
Maintaining customer details .................................................................. 4-4
4.4.1 Customer Detail Maintenance [Contacts] .................................. 4-5
4.4.2 Customer Detail Maintenance [Delivery Details] ....................... 4-7
4.4.3 Customer Detail Maintenance [Marketing] ................................. 4-9
4.4.4 Customer Detail Maintenance [Sales Diary] ............................ 4-10
4.4.5 Customer Detail Maintenance [Notepad] ................................. 4-12
Printing address labels for customers .................................................. 4-13
Using Marketing database ....................................................... 5-1
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
Marketing database procedures ............................................................. 5-1
Marketing database ................................................................................ 5-2
Searching in Marketing database ........................................................... 5-3
5.3.1 Marketing Database Inquiry <Criteria> ...................................... 5-4
Exporting Prospect User Defined Fields ................................................ 5-5
Prospect User Fields Import program .................................................... 5-6
5.5.1 Prospect User Fields Import XML Sample File .......................... 5-7
What is mail merging? ............................................................................ 5-8
Marketing Template ................................................................................ 5-9
5.7.1 Creating a Prospect Marketing Template ................................ 5-10
5.7.2 Creating a Customer Marketing Template ............................... 5-11
5.7.3 Creating a Supplier Marketing Template ................................. 5-12
Marketing Export .................................................................................. 5-13
5.8.1 Exporting prospect details........................................................ 5-14
5.8.2 Exporting customer details....................................................... 5-15
5.8.3 Exporting supplier details ......................................................... 5-17
Printing address labels for suppliers .................................................... 5-19
6
Glossary of Terms.................................................................... 6-1
7
Index.......................................................................................... 7-1
MomentumPro—Marketing
Version 3.1
Page ii
1
Overview of the Marketing Module
1.1
Introduction to Marketing Module
The MomentumPro Marketing Module enables you to maintain a database of
categorised prospects (non-customers) and customers for marketing purposes. You are
able to record mailing details, attributes, general notes and diary entries for an
unlimited number of prospects and customers. In addition, multiple contacts can be
stored for each prospect and customer. This provides an efficient method of storing
information for marketing purposes.
Multiple attributes can be stored against both prospects and customers. These can then
be used as criteria to select prospects or customers in the Marketing Export programs,
saving time when producing mailouts. Prospect, customer and supplier records are
exported in ASCII format, allowing the data to be imported into other software
programs such as Microsoft Word to create mail merges.
The Marketing Module can also be used to extract customers by either sales or credit
status criteria. This provides a valuable enhancement to the Sales and Accounts
Receivable Modules for credit control letters.
The Marketing Module maximises sales opportunities to existing and potential
customers.
MomentumPro—Marketing
Version 3.1
Page 1-1
Overview of the Marketing Module
1.2
Conventions used in this manual

Keyboard keys are enclosed in square brackets e.g. [Tab], [Enter]

Module names are italicised e.g. Marketing

Program names are bold and italicised e.g. Prospect Inquiry program

Field names are bold and Arial e.g. Entity

Window names are bold and capitalised e.g. PROSPECT CONTACT DETAILS

Button names are enclosed in angle brackets e.g. <New>

Hyperlinks are underlined e.g. Prospect

Tab names are bold and enclosed in square brackets e.g. [Settings]
MomentumPro—Marketing
Version 3.1
Page 1-2
Overview of the Marketing Module
1.3
Marketing interface with other Modules
The interfacing of the Marketing Module with other MomentumPro Modules is shown
in the following diagram.
MomentumPro—Marketing
Version 3.1
Page 1-3
Overview of the Marketing Module
1.4
Marketing programs
Menu
Program
Inquiry
Prospect Inquiry
2-18
Marketing Database Inquiry
5-3
Prospect Master Maintenance
2-3
Customer Detail Maintenance
4-4
Marketing Attribute Maintenance
3-3
Set Prospect Details in Bulk
2-16
Prospect Marketing Template
Maintenance
5-10
Customer Marketing Template
Maintenance
5-11
Supplier Marketing Template
Maintenance
5-12
Prospect Master List
2-15
Prospect Address Labels
2-16
Customer Address Labels
4-13
Supplier Address Labels
5-19
Prospect User Fields Import
5-6
Prospect User Fields Export
5-5
Prospect Marketing Export
5-14
Customer Marketing Export
5-15
Supplier Marketing Export
5-17
Maintenance
Reports
Data Exchange
MomentumPro—Marketing
Page number
Version 3.1
Page 1-4
2
Prospects
2.1
Prospect procedures
The following prospect procedures are covered in this chapter:

Creating a new prospect ....................................................................................... 2-3

Printing a list of prospects .................................................................................. 2-15

Printing address labels for prospects .................................................................. 2-16

Setting prospect details in bulk .......................................................................... 2-16

Inquiring on a prospect ....................................................................................... 2-18
MomentumPro—Marketing
Version 3.1
Page 2-1
Prospects
2.2
What is a prospect?
A prospect is a person or company who is not yet a customer, but has the potential to
become a customer. It is people about whom you would like to store information such
as addresses, phone numbers, fax numbers and contacts.
Once stored, this information is available for you to use for marketing purposes. You
are able to select to send advertising material to all or some of your prospects. You are
able to use your prospects to conduct market research should you so wish.
You are able to store multiple contacts against each prospect. This then allows you to
target the appropriate contact.
MomentumPro—Marketing
Version 3.1
Page 2-2
Prospects
2.3
User defined fields in Marketing
Up to six user defined categories can be allocated to each Prospect. This offers you
the flexibility to handle attributes that are not otherwise standard in the system. If you
have the Extended User Defined Fields Module installed you have an unlimited
number of user fields.
User fields are used for further classifying prospects for reporting purposes. User
defined categories are created in the User Field Configuration program. They are
assigned to a Prospect on the [User Fields] tab in the Prospect Master Maintenance
program.
MomentumPro—Marketing
Version 3.1
Page 2-3
Prospects
2.3.1
Searching for Prospects using user fields
User fields can be used as search criteria in the PROSPECT LOOKUP window.
You are able to enter a search value in the All user fields field. This then results in
every user field being checked for this value. Depending on the number of user fields
you have defined and the number of Prospects, the search may be very slow.
You are also able to enter a value for a specific user field as each user field is listed
individually. This search is potentially faster as only the nominated fields need to be
checked for a match.
MomentumPro—Marketing
Version 3.1
Page 2-4
Prospects
2.4
Creating a new prospect
Prospects are created using the Prospect Master Maintenance program.
1. Click the <New Record> button on the Tool bar.
2. Type an identifier for the prospect in the Prospect field. This identifier can consist
of up to up to ten letters and/or numbers. Spaces can be included in the identifier.
Alternatively you can let MomentumPro assign a unique number for this prospect by
leaving the identifier as <AUTO>. Once an identifier has been assigned to a prospect,
it cannot be changed.
3. Type the Name of this prospect.
4. Enter data in as many of the remaining fields as required.
Note: The Abbreviation field is used to sort the prospects in the Prospect Master
Maintenance and the Prospect Inquiry programs. It is also used as the default sort
order when using the Prospect Master List program.
MomentumPro—Marketing
Version 3.1
Page 2-5
Prospects
2.4.1
Prospect Master Maintenance [Settings]
1. A Sales territory is defaulted for each new prospect. The default territory is set in
the Marketing System Configuration program.
2. Prospects use the same user defined categories as customers. These are defined in
the A/R System Configuration program’s <Categories> option.
Because these categories are the same, customers who are created directly from
prospects retain their user defined categories.
MomentumPro—Marketing
Version 3.1
Page 2-6
Prospects
2.4.2
Prospect Master Maintenance [Contacts]
The [Contacts] tab allows you to create contacts for the prospect within any of five
categories: Sales, Accounts, Service, Admin and Other.
1. To create a new contact for a prospect, click the <New Record> button located at
the bottom of the window.
2. Enter the contact’s name in the Contact field.
3. Select the Contact type from the Combo box.
MomentumPro—Marketing
Version 3.1
Page 2-7
Prospects
4. Only one contact within each type can be checked as the Primary contact.
5. Complete the remaining fields. Direct Phone, Direct Fax and Mobile details are
only required if they differ from those of the prospect.
6. Click one of the <Save> buttons when all the information has been entered.
MomentumPro—Marketing
Version 3.1
Page 2-8
Prospects
2.4.3
Prospect Master Maintenance [Marketing]
Marketing attributes are assigned to a prospect using the [Marketing] tab. Marketing
attributes are used within the Marketing Module to categorise prospects and customers
into different user defined groups.
1. To create a new attribute for the prospect, click the <New Record> button at the
bottom of the window.
2. Select the Attribute set from the Combo box. Attribute names are created in the
Marketing System Configuration program’s <Attributes> option.
3. Select the Attribute code to assign to this prospect. Attribute codes are created in
the Marketing Attribute Maintenance program.
4. Any additional information can be entered in the Comment field. Any information
entered in the Comment field is able to be viewed in the Prospect Inquiry program’s
[Marketing] tab or when double clicking on the attribute.
5. Click one of the <Save> buttons when all the information has been entered.
MomentumPro—Marketing
Version 3.1
Page 2-9
Prospects
2.4.4
Prospect Master Maintenance [User Fields]
You will have six user fields that can be used to store information that is not otherwise
available in Momentum Pro. If you have the Extended User Defined Fields Module
installed, you will have an unlimited number of User Fields. User field labels and
types are set up in the User Field Configuration program.
To create or add to the user field, click the <Edit> button and type the value or select it
from the Combo box. Repeat for each user field.
Click the <Save Record> button when all information has been entered.
MomentumPro—Marketing
Version 3.1
Page 2-10
Prospects
2.4.5
Prospect Master Maintenance [Diary]
A diary entry is a date stamped entry created for a prospect. It can be used to track
contacts with the prospect.
Diary entries are created in the Prospect Master Maintenance program’s [Diary]
option.
1. To create a dairy entry, click the <New Record> button at the bottom of the
window.
MomentumPro—Marketing
Version 3.1
Page 2-11
Prospects
2. The User ID, Date and Time are defaulted but can be changed if necessary.
3. Enter a Subject for this diary entry. This subject can be used as a search criteria on
the Prospect Inquiry program’s [Diary] tab.
4. Enter the text of the diary entry.
5. Click the <Save> button when all the information has been entered.
MomentumPro—Marketing
Version 3.1
Page 2-12
Prospects
2.4.6
Prospect Master Maintenance [Notepad]
General notes can be entered on the [Notepad] tab.
MomentumPro—Marketing
Version 3.1
Page 2-13
Prospects
2.4.7
Prospect Master Maintenance [Security]
The [Security] tab is used by administrators to set which entity views and entities the
prospect can be used with.
MomentumPro—Marketing
Version 3.1
Page 2-14
Prospects
2.5
Printing a list of prospects
You are able to print a list of your prospects using the Prospect Master List report
program.
You are able to select prospects using the selection criteria of Entity, Territory,
Postal code and/or User Defined Categories.
The Prospect Master List report can be run in summary or detailed format. The
summary format prints the prospect’s number, abbreviation, name and phone number.
The detailed format prints all details of the prospect with the exception of attributes.
If you select to Print contact details, a one line entry for each of the contacts, giving
contact type, the primary contact status, the contact’s name, and the phone and fax
number of the contact, is printed below the prospect’s details.
The layout of the Prospect Master List wizard is shown below.
MomentumPro—Marketing
Version 3.1
Page 2-15
Prospects
2.6
Printing address labels for prospects
You are able to print address labels for your prospects using the Prospect Address
Labels report. The printed labels can be sorted by abbreviation, prospect number,
territory or postal code.
The program prints standard Unistat and Avery labels. The labels are 102mm wide by
36 mm deep and are three wide.
A number of selection criteria allow you to select which prospects to print labels for.
Prospects can be selected by Sales territory, Postal code, Date and Sales rep.
The Line up only option allows you to check that the printer is correctly lined up for
printing labels. If this option is selected, the program prints one line of labels using
asterisks.
You are able to print labels for all contacts, a particular contact type, or only the
primary contacts. You are not able to print the labels to a file. However you are able to
set a default printer using the Document Output Rules program.
The layout of the Prospect Address Labels wizard is shown below.
Note: If you do not have access to the standard labels used by MomentumPro,
prospect address labels can be printed using the mail merge export programs located
in the Marketing Module.
Select the fields that you wish to print and export these in a .csv file to Microsoft
Excel. This file can then be used as the data source for a mail merge in Microsoft
Word. Mail merging in Microsoft Word allows you to print to many different label
sizes or to produce form letters. Consult Microsoft Word Help for more information.
MomentumPro—Marketing
Version 3.1
Page 2-16
Prospects
2.7
Setting prospect details in bulk
Occasionally you may need to change some details for all or most of your prospects.
For example this could happen if new sales reps are employed by your organisation. It
can also happen if your organisation expands. You may have created a new territory
and now need to assign this new territory to some of your prospects.
This can be done by modifying each prospect in turn. However, if you have a large
number of prospects this can be very labour intensive. The Set Prospect Details in
Bulk program allows you to both select prospects to be updated as well as set the
details to be updated.
To change details in bulk you must first identify the prospects you wish to change.
The Set Prospect Details in Bulk wizard allows you to select prospects by any
combination of the following:

Entity

Sales territory

Sales rep

User defined categories
Alternatively you are able to update all prospects.
You are able to update any of the following fields:

Sales territory

Sales rep

User defined categories
Be aware that changes made using this program take effect immediately. Since bulk
updating can impact on system performance, the update should be performed outside
normal working hours. As with all changes to your system, you should have a reliable
back up available before starting the update.
MomentumPro—Marketing
Version 3.1
Page 2-17
Prospects
2.8
Inquiring on a prospect
The Prospect Inquiry program allows you to inquire on all aspects of your prospects.
You are able to view the postal address, phone and fax numbers, and a list of the
prospect’s contacts.
MomentumPro—Marketing
Version 3.1
Page 2-18
Prospects
2.8.1
Prospect Inquiry [Contacts]
Details of a prospect’s contacts can be viewed on the [Contacts] tab. Double clicking
on a prospect allows you to view full contact details.
MomentumPro—Marketing
Version 3.1
Page 2-19
Prospects
2.8.2
Prospect Inquiry [Delivery Details]
The prospect’s delivery address can be viewed on the [Delivery Details] tab.
MomentumPro—Marketing
Version 3.1
Page 2-20
Prospects
2.8.3
Prospect Inquiry [Marketing]
Attributes assigned to a prospect can be viewed on the [Marketing] tab.
MomentumPro—Marketing
Version 3.1
Page 2-21
Prospects
2.8.4
Prospect Inquiry [User Fields]
The field names and values of the User Fields can be viewed using the [User fields]
tab.
MomentumPro—Marketing
Version 3.1
Page 2-22
Prospects
2.8.5
Prospect Inquiry [Notepad]
The [Notepad] tab contains static information concerning the prospect. This
information can be added to at any time.
MomentumPro—Marketing
Version 3.1
Page 2-23
Prospects
2.8.6
Prospect Inquiry [General]
The date the prospect was entered, the prospect’s sales territory and sales rep are
viewable on the [General] tab.
MomentumPro—Marketing
Version 3.1
Page 2-24
Prospects
2.8.7
Prospect Inquiry [Diary]
You can create, view, edit and delete diary entries using the [Diary] tab.
MomentumPro—Marketing
Version 3.1
Page 2-25
3
Marketing attributes
3.1
Marketing attribute procedures
The following procedures are covered in this chapter:

Creating marketing attributes ............................................................................... 3-4

Editing marketing attributes ................................................................................. 3-5

Deleting a marketing attribute.............................................................................. 3-6

Printing a list of marketing attributes ................................................................... 3-7
MomentumPro—Marketing
Version 3.1
Page 3-1
Marketing attributes
3.2
What are marketing attributes?
Marketing attributes are used within the Marketing Module to categories prospects
and customers into different user defined groups.
You are able to maintain up to five sets of marketing attributes. Such sets could
include ‘Location’, ‘Size’, ‘Business Type’, ‘Region’ and ‘Industry’ amongst others.
Marketing attributes describe characteristics that you choose for your business for
marketing purposes such as mailouts, promotion of products, advertising of sale prices
and so on.
Marketing attributes can be applied to both prospects and customers. Multiple
attribute codes can be set up within each attribute set. There are no restrictions on how
marketing attributes are used by you.
Marketing attributes are used as one of the search criteria in the Marketing Database
Inquiry program. They are also used as one of the selection criteria in the mail merge
export programs.
Marketing attribute sets are defined in the Marketing System Configuration program.
MomentumPro—Marketing
Version 3.1
Page 3-2
Marketing attributes
3.3
Marketing attribute codes
Marketing attribute codes are a way of expanding each attribute set. You are able to
have as many attribute codes within the one attribute set, providing that each is unique
within the set. This can be seen in the following table.
Set
Attribute
Attribute Code
Description
1
Location
Far North Qld
Located north of Townsville
SE Qld
Located south of Bundaberg
N Coast
North coast of NSW
Electrical WH
Electrical wholesalers
Automotive
Distributor of car parts
Pharmaceutical
Distributor of chemist supplies
Electrical WH
Electrical wholesalers
Automotive
Automotive products
Pharmaceutical
Chemist products
2
3
Business type
Industry
‘Electrical WH’, ‘Automotive’ and ‘Pharmaceutical’ appear as both a Business Type
attribute and an Industry attribute. Within each of the attribute sets, however, each of
these entries is unique.
Marketing attributes are used when searching for both prospects and customers in the
Marketing Database Inquiry and the mail merge export programs.
Marketing attribute codes are created using the Marketing Attribute Maintenance
program.
Further information on maintenance programs is available in the System
Introduction Manual.
MomentumPro—Marketing
Version 3.1
Page 3-3
Marketing attributes
3.3.1
Procedure to create a marketing attribute
1. Run the Marketing Attribute Maintenance program.
2. Click the <New Record> button or choose New Record from the File menu.
3. Select the Attribute set that the attribute code is to belong to.
4. Type an Attribute code for this Attribute set. The attribute code can be up to 15
characters in length. This field is mandatory.
5. Type a Description for this attribute code. This description can be up to 30
characters in length. This field is also mandatory.
6. Click the <Save Record> button after all the information has been entered.
Note: If you are creating multiple marketing attribute codes, you may prefer to click
the <Save and New> button as this leaves you in the program with the cursor in the
Attribute code field.
MomentumPro—Marketing
Version 3.1
Page 3-4
Marketing attributes
3.3.2
Procedure to edit a marketing attribute
You are able to edit marketing attributes using the Marketing Attribute Maintenance
program.
1. Run the Marketing Attribute Maintenance program.
2. Ensure that the correct marketing attribute is entered.
3. Click the <Edit> button.
4. You are able to edit the Attribute code as well as the Description of the marketing
attribute.
5. Click the <Save Record> button when you have completed the editing.
MomentumPro—Marketing
Version 3.1
Page 3-5
Marketing attributes
3.3.3
Procedure to delete a marketing attribute code
Attribute codes that have not been used can be deleted using the Marketing Attribute
Maintenance program.
1. Run the Marketing Attribute Maintenance program.
2. Ensure that the correct marketing attribute is entered.
3. Click the <Delete> button.
4. You are asked to confirm the deletion.
The system checks to ensure that the marketing attribute has not been used with either
customers or prospects. If it has been used the deletion cannot proceed.
If the marketing attribute has not been used, it is then permanently deleted.
MomentumPro—Marketing
Version 3.1
Page 3-6
Marketing attributes
3.3.4
Procedure to print a list of marketing attributes
To print a list of your marketing attributes you must first open the browser by
clicking on the <Show Browse> button in the Marketing Attribute Maintenance
program.
Once the MARKETING ATTRIBUTES browser is open, you can click on the
<Report> button in the bottom tool bar.
This opens a Print Preview window. The list of marketing attributes can be printed
from this window.
MomentumPro—Marketing
Version 3.1
Page 3-7
4
Customers in Marketing Module
4.1
Customer procedures in Marketing
The following customer procedures are covered in this chapter:

Converting a prospect into a customer ................................................................. 4-3

Modifying customer details .................................................................................. 4-4

Printing customer address labels ........................................................................ 4-13
MomentumPro—Marketing
Version 3.1
Page 4-1
Customers in Marketing Module
4.2
Customers in Marketing Module
Customers are integral to the Marketing Module. All customers in the Accounts
Receivable Module are available to you in the Marketing Module. Customers are
normally maintained in the Accounts Receivable Module. However the Marketing
Module provides a tool, the mail merge export programs that allow you to use some of
the customers’ details for marketing purposes.
You are able to target all customers, or specific groups of customers, in mailouts for
such marketing activities as product promotion or the advertising of special sale
prices. This is done using customer characteristics which can include marketing
attributes set against customers in the Marketing Module.
MomentumPro—Marketing
Version 3.1
Page 4-2
Customers in Marketing Module
4.3
Converting a prospect into a customer
MomentumPro allows you to convert a prospect to a customer very easily, thereby
saving you a great deal of time. Details of a prospect can be transferred directly into a
new customer in the Accounts Receivable Module.
The Customer Maintenance program has a <New From Prospect> button on the
toolbar bar. Clicking this button opens a window where you are required to enter the
Prospect identifier.
You also have the option to delete the prospect from the Marketing Module once the
prospect has been converted into a customer.
You are also required to select a Credit Type and an optional Credit Limit.
Since no financial details of a prospect are available in the Marketing Module, these
will still need to be entered for the new customer. However, the creation of the
customer from the prospect is much quicker as the personal data has already been
entered.
This personal data includes the user defined categories. The user defined categories
set in the Accounts Receivable Module are also used in the Marketing Module for
prospects. Any entered user defined categories will not then need to be changed when
the prospect becomes a customer, again saving you time.
MomentumPro—Marketing
Version 3.1
Page 4-3
Customers in Marketing Module
4.4
Maintaining customer details
The Customer Detail Maintenance program allows you to maintain a number of
customer details within the Marketing Module. You are not able to add or to delete
customers using this program.
Address, phone, fax, email and web details, settings assigned to a customer as well as
user defined categories are able to be maintained in the Marketing Module. Any
changes made here are instantly available in the Accounts Receivable Module.
No financial information is available in the Marketing Module.
MomentumPro—Marketing
Version 3.1
Page 4-4
Customers in Marketing Module
4.4.1
Customer Detail Maintenance [Contacts]
Contact details can be maintained in the Customer Detail Maintenance program’s
[Contacts] tab by double clicking on the contact to be modified.
You can print a list of customer contacts using the <Report> button at the bottom of
the Customer Detail Maintenance [Contacts] viewer.
New contacts can be added by clicking on the <New Record> button at the bottom of
the viewer.
MomentumPro—Marketing
Version 3.1
Page 4-5
Customers in Marketing Module
Each customer can have multiple contacts. Contacts are people within the organisation
who are responsible for different aspects of the prospect’s business.
In MomentumPro contacts belong to one of five contact types: Sales, Accounts,
Service, Admin and Other. You are able to create contacts for any or all of these
contact types
MomentumPro—Marketing
Version 3.1
Page 4-6
Customers in Marketing Module
4.4.2
Customer Detail Maintenance [Delivery Details]
Multiple delivery addresses can be created for each customer. The primary delivery
address is defaulted in sales programs. Each delivery address can be allocated its own
freight code, territory and sales rep. Delivery addresses are identified by a site code.
You can print a list of customer delivery addresses using the <Report> button at the
bottom of the Customer Detail Maintenance [Delivery Details] viewer.
A new delivery address is created by clicking the <New Record> button at the
bottom of the viewer.
MomentumPro—Marketing
Version 3.1
Page 4-7
Customers in Marketing Module
Enter a Site code for this delivery address. If this delivery address is to be the main or
primary delivery address, turn on the Primary address check box. Only one site can
be set as the Primary address.
The sales entity on the delivery site code is only used for WebOnline sales orders. If a
delivery site code is included in the sales order, any sales entity on that delivery
address overrides the sales entity on the debtor as well as the sales entity recorded in
the Web Configuration program.
You are able to record sales history to a delivery site level if the Keep sales history
for each delivery address setting on the [Settings] tab in the Customer
Maintenance program is turned on. If you wish to analyse delivery site history you
should enter a Sales territory and/or a Sales rep for the delivery site. These settings
then override the default Sales territory and/or a Sales rep set on the [Settings] tab.
MomentumPro—Marketing
Version 3.1
Page 4-8
Customers in Marketing Module
4.4.3
Customer Detail Maintenance [Marketing]
Attributes added to a customer on the [Marketing] tab can be used as one of the
selection criteria in the mail merge export programs and the Marketing Database
Inquiry program in the Marketing Module.
Note: The customer must have Include in mailouts toggled on in order to be
retrieved in the Marketing Module.
New attributes are created by clicking the <New Record> button at the bottom of the
viewer.
MomentumPro—Marketing
Version 3.1
Page 4-9
Customers in Marketing Module
4.4.4
Customer Detail Maintenance [Sales Diary]
A diary entry is a date stamped note. This means multiple entries can be stored against
different dates. Diaries provide a useful tool to track contacts with a customer for sales
purposes.
1. To add a diary entry, click the <New Record> button at the bottom of the [Sales
Diary] tab.
MomentumPro—Marketing
Version 3.1
Page 4-10
Customers in Marketing Module
2. The mandatory fields of User ID, Date and Time are defaulted but can be changed
if required.
3. Enter a Subject. Words within the subject can be used to search for a diary entry.
4. Enter the text of the diary entry.
5. Click one of the <Save> buttons when all the information has been entered.
MomentumPro—Marketing
Version 3.1
Page 4-11
Customers in Marketing Module
4.4.5
Customer Detail Maintenance [Notepad]
The [Notepad] tab contains static information concerning the customer. This
information can be added to at any time.
MomentumPro—Marketing
Version 3.1
Page 4-12
Customers in Marketing Module
4.5
Printing address labels for customers
You are able to print customer address labels using the Customer Address Labels
program. Inactive customers do not appear on the labels unless they have an
outstanding account balance.
There are a number of selection criteria that can be entered to select customers.
However you should be aware that if you select all customer types, labels are not
printed for internal, cash or C.O.D customers. If you wish to print address labels for
these customer types, you need to enter the appropriate customer type in the
Customer Type field.
This program prints standard Unistat and Avery labels. The labels are 102mm wide by
36 mm deep and are three wide.
The layout of the Customer Address Labels wizard is shown below.
Select the fields that you wish to print and export these in a .csv file to Microsoft
Excel. This file can then be used as the data source for a mail merge in Microsoft
Word. Mail merging in Microsoft Word allows you to print to many different label
sizes or to produce form letters. Consult Microsoft Word Help for more information.
MomentumPro—Marketing
Version 3.1
Page 4-13
5
Using Marketing database
5.1
Marketing database procedures
The following Marketing database procedures are covered in this chapter:

Searching the Marketing database ........................................................................ 5-3

Using the mail merge export programs ................................................................ 5-8

Printing address labels for suppliers ................................................................... 5-19
MomentumPro—Marketing
Version 3.1
Page 5-1
Using Marketing database
5.2
Marketing database
The Marketing database allows you to link data about prospects (from the Marketing
Module), customers (from the Accounts Receivable Module) and suppliers (from the
Accounts Payable Module).
The Marketing database can be used in one of two ways.
1. It can be inquired on to locate prospects, customers and/or suppliers.
2. It can be used to export information from prospects, customers or suppliers in a
mail merge.
MomentumPro—Marketing
Version 3.1
Page 5-2
Using Marketing database
5.3
Searching in Marketing database
The Marketing Database Inquiry program provides the facility to perform a
combined search across prospects, customers and suppliers.
MomentumPro—Marketing
Version 3.1
Page 5-3
Using Marketing database
5.3.1
Marketing Database Inquiry <Criteria>
The <Criteria> option allows you to enter criteria to select prospects and/or customers
and/or suppliers. Only active customers and suppliers are searched. If no criteria are
entered, all prospects, customers and/or suppliers are returned.
Click the <Save and Close> button once all criteria have been entered. You are
returned to the main window.
Click the <Search> button. The prospects and/or customers and/or suppliers that
match the criteria are loaded into the program. The total number of matching entries is
displayed at the bottom of the window.
Double clicking on a prospect takes you to the Prospect Inquiry program. Double
clicking on a customer takes you to the Customer Inquiry program. Similarly, double
clicking on a supplier takes you to the Supplier Inquiry program.
MomentumPro—Marketing
Version 3.1
Page 5-4
Using Marketing database
5.4
Exporting Prospect User Defined Fields
If the Extended User Defined Fields Module is installed, you are able to export your
user defined fields for prospects using the Prospect User Fields Export program. This
program exports the user defined fields and their values for a subset of your prospects
in XML format.
The layout of the Prospect User Fields Export program is shown below
No
Field Name
Type
Max
Size
Comments
1
Account Number
char
6
Prospect’s account number
2
User Field id *
char
10
User defined field
* This line is repeated for each of the defined user fields.
MomentumPro—Marketing
Version 3.1
Page 5-5
Using Marketing database
5.5
Prospect User Fields Import program
Note: The Prospect User Fields Import program is only available if you have both
the Extended User Fields and the Data Import Modules installed.
The Prospect User Fields Import wizard program creates or updates existing prospect
user field data using an XML data file located in your system’s import directory on
the MomentumPro Application Server.
The Prospect User Field Import wizard program validates each line in turn. Only files
that pass the validation checks are imported. Any validation errors are reported in a
file nominated by you when you run the program. For the import to take place there
can be no validation errors in the file.
The import process is run as a batch task on the application server. It is important to
note that it is not possible to add this program to a batch suite.
Tag Label
Data
Type
Max
Size
Element/
Attribute
Prospect
AccountNumber
char
10
UserField
#
#
Id
Int
/UserField
/Prospect
*
**
Comments
E
Repeats for each Prospect
E
Prospect account number
E
Repeats for each User field
A
User Field ID number
Element ends
Element ends
# Data type and maximum size dependant on user field configuration
*Denotes mandatory element
** Denotes mandatory attribute for the element (element may be optional)
Note: The ID number will also depend on which Field Set it belongs. The Field Set
can be verified from the User Field Configuration program. (I.e. If user field 1
belongs to Field Set 2 then the ID should be 51 since each Field Set is comprised of
50 user fields.)
The layout of the Prospect User Fields Import program is shown below
MomentumPro—Marketing
Version 3.1
Page 5-6
Using Marketing database
5.5.1
Prospect User Fields Import XML Sample File
MomentumPro—Marketing
Version 3.1
Page 5-7
Using Marketing database
5.6
What is mail merging?
Mail merging is the process of combining data from one source, such as the fields
exported from the Marketing Module, with a form created in a word processing
program to produce a series of letters. The finished letters are called form letters.
The form document has the text, punctuation and formatting that all the finished form
letters are to have. It indicates where the various exported fields are to go by marking
their positions in a special way. This marking can vary from one program to another.
The data file contains the field information that is to change from one letter to another.
When the data file and the form file are complete, the mail merge program joins them
together to create one letter for each exported record. You should refer to your word
processing program for details on how to perform a mail merge.
The process can be seen in the following diagram.
In MomentumPro the Prospect Marketing Export, Customer Marketing Export and
Supplier Marketing Export programs are used to create a data file that can be used in
a mail merge program.
MomentumPro—Marketing
Version 3.1
Page 5-8
Using Marketing database
5.7
Marketing Template
Marketing template maintenance programs have been created separately for
customers, prospects and suppliers. These maintenance programs allow you to have
the same set of selected fields saved as a template for re-use in the mail merge export
programs. The selection criteria may vary between each maintenance program.
MomentumPro—Marketing
Version 3.1
Page 5-9
Using Marketing database
5.7.1
Creating a Prospect Marketing Template
The Prospect Marketing Template Maintenance program allows you to modify, to
add or to delete a prospect marketing template.
1. Run the Prospect Marketing Template Maintenance program.
2. Click the <New> button at the top of the window to create a new prospect
marketing template.
3. Type a name for this prospect marketing template. This name can be up to 10
characters in length and can include spaces.
4. Type a Description for this prospect marketing template.
5. Select the fields from the Available Fields column.
6. Click on the single right arrow to move the fields to the Selected Fields column.
You may also use the double right arrow to move all fields from the Available
Fields column to the Selected Fields column.
7. You may use the single left arrow to move the highlighted field from the Selected
Fields column back to the Available Fields column or the double left arrow to move
back all the fields.
8. Selected Fields can be reordered using the <Move Up> or <Move Down> buttons.
9. Click one of the <Save> buttons when all the information has been entered.
MomentumPro—Marketing
Version 3.1
Page 5-10
Using Marketing database
5.7.2
Creating a Customer Marketing Template
The Customer Marketing Template Maintenance program allows you to modify, to
add or to delete a customer marketing template.
1. Run the Customer Marketing Template Maintenance program.
2. Click the <New> button at the top of the window to create a new customer
marketing template.
3. Type a name for this customer marketing template. This name can be up to 10
characters in length and can include spaces.
4. Type a Description for this customer marketing template.
5. Select the fields from the Available Fields column.
6. Click on the single right arrow to move the fields to the Selected Fields column.
You may also use the double right arrow to move all fields from the Available
Fields column to the Selected Fields column.
7. You may use the single left arrow to move the highlighted field from the Selected
Fields column back to the Available Fields column or the double left arrow to move
back all the fields.
8. Selected Fields can be reordered using the <Move Up> or <Move Down> buttons.
9. Click one of the <Save> buttons when all the information has been entered.
MomentumPro—Marketing
Version 3.1
Page 5-11
Using Marketing database
5.7.3
Creating a Supplier Marketing Template
The Supplier Marketing Template Maintenance program allows you to modify, to
add or to delete a supplier marketing template.
1. Run the Supplier Marketing Template Maintenance program.
2. Click the <New> button at the top of the window to create a new supplier
marketing template.
3. Type a name for this supplier marketing template. This name can be up to 10
characters in length and can include spaces.
4. Type a Description for this supplier marketing template.
5. Select the fields from the Available Fields column.
6. Click on the single right arrow to move the fields to the Selected Fields column.
You may also use the double right arrow to move all fields from the Available
Fields column to the Selected Fields column.
7. You may use the single left arrow to move the highlighted field from the Selected
Fields column back to the Available Fields column or the double left arrow to move
back all the fields.
8. Selected Fields can be reordered using the <Move Up> or <Move Down> buttons.
9. Click one of the <Save> buttons when all the information has been entered.
MomentumPro—Marketing
Version 3.1
Page 5-12
Using Marketing database
5.8
Marketing Export
The Marketing Export produces an ASCII file containing selected information about
prospects, customers or suppliers. This information can then be used in a mail merge
program to produce form letters.
The selection criteria vary between prospects, customers and suppliers as do the fields
that can be exported.
MomentumPro—Marketing
Version 3.1
Page 5-13
Using Marketing database
5.8.1
Exporting prospect details
The Prospect Marketing Export program allows you to export master detail records
in a format suitable for loading to another database. The selected prospect fields are
exported as an ASCII text file.
You may be able to recall a template if you previously created a template in the
Prospect Marketing Template Maintenance program.
The following fields can be exported for prospects:
Abbrev
Address1
Address2
Business number
City
Contact
Contact direct
fax
Contact direct
phone
Contact email
Contact first name
Contact mobile
Contact salute
Contact title
Contact last
name
Contact type
Delivery address1
Delivery address2
Delivery city
Delivery post code
Email
Master view
Entered date
Mobile
Entity
Name
Fax
Owner
Phone
Post code
Prospect
account
Prospect ID
Sales rep
Sales territory
Soundx
State
Status
User defined 1
User defined 2
User defined 3
User defined 4
Web
User defined 5
User defined 6
View
Country
Note: The Prospect Marketing Export program will export only the first six user field
for each prospect.
The layout of the Prospect Marketing Export program is shown below
MomentumPro—Marketing
Version 3.1
Page 5-14
Using Marketing database
5.8.2
Exporting customer details
The Customer Marketing Export wizard allows you to export master detail records in
a format suitable for loading to another database. The selected customer fields are
exported as an ASCII text file.
You may be able to recall a template if you previously created a template in the
Customer Marketing Template Maintenance program.
The following fields can be exported for customers:
Abbreviation
Accounting method
Active
Address1
Address2
Advise method
Allow back orders
Allow partial order
fulfillment
Allow price override
Balance
Balance curr 1
Balance curr 2
Balance curr 3
Balance curr 4
Balance curr 5
Bank
Bank acc no
Bill to account
Branch
Business no
Charge exchange
deposit
Contact direct fax
City
Company no
Contact
Contact direct phone
Contact email
Contact first name
Contact last name
Contact mobile
Contact salute
Contact title
Contact type
Country
Create one
invoice per
despatch
Credit limit
Credit type
Currency
Customer price code
Customer type
Date opened
Customer collects
rewards
Debtor acc
Default price sched
Delivery type
Email
Enforce order
number
Fax
E-commerce
entity
Fin year
Include in back
order process
Include in mailouts
Include in
statement run
Keep site history
Last modified date
Last purchase date
Last payment
Last rollover
Last payment date
Master view
Last purchase
Message 1
Message 2
Mobile
Name
Open Balance
Open Balance Curr
Order Category
Order Numbers
Over 30 days
balance
Over 60 days balance
Over 90 days
balance
Over 120 days
balance
Override G/L account
Override price break
level
Override schedule
Owner
Pareto class
Payee
Payment code
Phone
Postal code
Priority
Released value
Sales category
Sales entity
Sales rep
Sales surcharge
Sales territory
Send order status
Soundx
State
Send order
acknowledgement
Stop credit
MomentumPro—Marketing
Version 3.1
Debtor id
Freight code
Page 5-15
Using Marketing database
Sub
Supplier based price
Tax class
Tax exempt reference
Telex
User defined 1
User defined 2
User defined 3
User defined 4
User defined 5
User defined 6
View
Warehouse
Web
Web access
enabled
Web comment
Web login
Web password
Web session
expiry time
Note: The Customer Marketing Export program will export only the first six user
field for each customer.
The layout of the Customer Marketing Export program is shown below
MomentumPro—Marketing
Version 3.1
Page 5-16
Using Marketing database
5.8.3
Exporting supplier details
The Supplier Marketing Export wizard allows you to export master detail records in a
format suitable for loading to another database. The selected supplier fields are
exported as an ASCII text file.
You may be able to recall a template if you previously created a template in the
Supplier Marketing Template Maintenance program.
The following fields can be exported for suppliers:
Abbreviation
Account name
Account number
Active
Address1
Address2
Advise method
Allow back orders
Ask for shipment
number
Balance curr 2
Associated debtor
account
Balance curr 3
Balance
Balance curr 1
Balance curr 4
Balance curr 5
Bank
Bank pay ind
Branch
BSB
Business number
Buy prices include tax
Charge to supplier
City
Company number
Contact
Contact direct fax
Contact direct phone
Contact email
Contact salute
Contact first name
Contact title
Contact last name
Contact type
Contact mobile
Country
Credit limit
Creditor account
Creditor ID
Currency
Date opened
Default chart account
Discount
Discount terms
Email
Entity
Fax
Fin year
Freight code
Freight factor
Last cheque
Last EFT number
Last modified date
Last payment
Last payment date
Last purchase
Last purchase date
Last rollover
Load procedure
Master view
Message 1
Message 2
Mobile
Name
Pareto class
Opening balance
Pay by
Minimum P/O
value
Order category
Payee
Postal code
Purchases are taxable
RCTI authorised
Recommended sell
prices
Remittance advise
required
Sub
Rollover start
Soundx
State
Supplier type
Supply lead time
Telex number
Terms from end of
month
Trading as details
Trading terms
User defined 1
User defined 2
User defined 3
User defined 4
User defined 5
User defined 6
View
Warehouse
Web
Owner
Phone
Note: The Supplier Marketing Export program will export only the first six user field
for each supplier.
MomentumPro—Marketing
Version 3.1
Page 5-17
Using Marketing database
The layout of the Supplier Marketing Export program is shown below
MomentumPro—Marketing
Version 3.1
Page 5-18
Using Marketing database
5.9
Printing address labels for suppliers
The Supplier Address Labels program prints address labels for your suppliers. The
program prints standard Unistat and Avery labels. The standard labels are 102mm
wide by 36mm deep and are three columns wide.
You are able to print labels for a nominated supplier, for a particular supplier type or
for all supplier types. If you select to print labels for all suppliers (by leaving the
Supplier type field blank), labels are not printed for internal suppliers. If you wish to
print address labels for internal suppliers, you must choose Internal as the Supplier
type.
Suppliers can be filtered using Pareto class, postal code or freight code. You can also
restrict suppliers to those created after a particular date and/or those suppliers with an
outstanding account balance. User defined categories are available to further filter
suppliers.
You are able to select the type of contact to print on the labels. If you select All types,
one label is printed for each of the contact types available for the supplier. You can
select to print Primary contacts only if you wish.
The layout of the Supplier Address Labels wizard is shown below.
Select the fields that you wish to print and export these in a .csv file to Microsoft
Excel. This file can then be used as the data source for a mail merge in Microsoft
Word. Mail merging in Microsoft Word allows you to print to many different label
sizes or to produce form letters. Consult Microsoft Word Help for more information.
MomentumPro—Marketing
Version 3.1
Page 5-19
6
Glossary of Terms
Attribute
Descriptive term applied to prospects, customers and
suppliers. It is made up of an attribute set and an attribute
code.
Default
A value that the system automatically gives to a field.
Entity
A reportable section of an organisation. Examples of entities
are companies, departments, branches, divisions, locations
and profit centres.
Entity View
Allows you to define the relationships between your entities.
It is a powerful, flexible method for consolidating analysis.
Prospect
A person who is neither a customer or a supplier but someone
about whom you wish to keep details. A prospect is a
potential customer.
Territory
An area or reportable part of a sales region which is used for
sales analysis.
User defined categories
A user defined field which can be used for categorisations
specific to an organisation that have not been defined with
MomentumPro.
MomentumPro—Marketing
Version 3.1
Page 6-1
7
Index
A
Address Labels
Suppliers, 5-19
ASCII File, 5-13
C
Customer Address Labels program, 1-4, 4-13
Customer Detail Maintenance program, 1-4, 44
Customer Inquiry program, 5-4
Customer Marketing Export, 1-4
Customer Marketing Template Maintenance, 14
D
Document Output Rules program, 2-16
I
Inquiry
Marketing Database, 5-3
Prospect Inquiry, 2-18
Deleting Marketing Attributes, 3-6
Editing Marketing Attributes, 3-5
Inquiring on Marketing Database, 5-3
Maintaining Customer Details, 4-4
Printing Marketing Attributes, 3-7
Product Maintenance program, 2-3
Programs
Customer Address Labels, 4-13
Customer Detail Maintenance, 4-4
Marketing Attribute Maintenance, 3-4
Marketing Database Inquiry, 5-3
Prospect Address Labels, 2-16
Prospect Inquiry, 2-18
Prospect Master List, 2-15
Prospect Master Maintenance, 2-5
Set Prospect Details in Bulk, 2-17
Supplier Address Labels, 5-19
Prospect Address Labels program, 1-4, 2-16
Prospect Inquiry program, 1-4, 2-18, 5-4
Prospect Marketing Export, 1-4, 5-14
Prospect Marketing Template Maintenance, 14, 5-14
Prospect Master List program, 1-4, 2-15
Prospect Master Maintenance program, 1-4, 2-5
Prospect User Fields Export, 1-4
Prospect User Fields Import, 1-4
Prospects, 2-2
M
Mail Merge, 5-8
Maintenance
Customer Details, 4-4
Marketing Attributes, 3-4
Prospect Master, 2-5
Marketing Attribute Codes, 3-3
Marketing Attribute Maintenance program, 1-4,
3-3, 3-4, 3-5, 3-6, 3-7
Marketing Attribute Sets, 3-2
Marketing Attributes, 3-4
Marketing Database Inquiry program, 1-4, 3-2,
3-3, 5-3
Marketing System Configuration program, 3-2
R
Reports
Customer Address Labels, 4-13
Prospect Address Labels, 2-16
Prospect Master List, 2-15
Supplier Address Labels, 5-19
S
Set Prospect Details in Bulk program, 1-4, 2-17
Supplier Address Labels program, 1-4, 5-19
Supplier Inquiry program, 5-4
Supplier Marketing Export, 1-4
Supplier Marketing Template Maintenance, 1-4
P
Printing
Supplier Address Labels, 5-19
Procedure
Printing Prospect Address Labels, 2-16
Printing Prospects, 2-15
Setting Prospect Details in Bulk, 2-17
Procedures
Creating Marketing Attributes, 3-4
Creating Prospects, 2-5
MomentumPro—Marketing
U
User Field Configuration program, 2-3
User Fields, 2-3
W
Web Configuration program, 4-8
Wizard
Customer Address Labels, 4-13
Version 3.1
Page 7-1
Index
Prospect Address Labels, 2-16
Prospect Master List, 2-15
MomentumPro—Marketing
Set Prospect Details in Bulk, 2-17
Supplier Address Labels, 5-19
Version 3.1
Page 7-2