Sales Process In ERP Microsoft Dynamics AX2012R3

Hi Everyone,

My this blog post will cover the complete end to end workflow for Sales process, below are the topics I will cover in this post

• How to create the Sales order from Sales quotation?
• What is lead and how we create the lead in AX?
• How can we generate leads from campaigns?
• How to create opportunity records?
• What is an opportunity and how to create customer once the salesperson won the opportunity?
• Association of opportunity records with sales quote
• Confirmation of sales order, picking and picking slip registration process
• How to unpick the sales order
• Generation of packing slip for sales order
• Post invoice for sales order
• Financial voucher once the sales order is delivered(Packing slip posted)
• Financial voucher for the sales order invoice
• Questions and answers

Sales Process

A sales process is a systematic, repeatable series of steps that map out and track interaction with prospects from their first point of engagement with your business through to a close.

The Sales representative can manage complete end to end sales process in AX2012R3

Below is the typical sales flow which can be configured in AX

Lead> Oppertunity> Sales Quotation> Sales Order

Create Lead:

Lead: Lead is also known as "Suspect". Sales representative gathers and stores information like activities, responsibilities, campaigns, and contacts for the lead. Once lead qualified we can create an opportunity or customer record for the lead. 

Note: Sales representative can create the sales quotation for the lead. 

In parameters setting, we can set up to automatically create the "Opportunity" once the lead is qualified. Also, we can set up to automatically create the "Customer" record for the lead once the lead is qualified.

Sales and marketing parameters> Leads

• Create opportunity when qualified
• Create customer when qualified

Path: Sales and marketing > Common > Leads > All leads

Generate Lead from Campaigns: 

We can also generate leads and opportunities from campaigns. The leads and opportunities generated from campaigns will maintain the campaign details. 

Create Opportunity Record

Opportunity:  Once lead qualified it will become an opportunity. Opportunity record also used to store and track more sales related information like quotations and competitors. Probability percentage and prognosis rating can also be defined for the opportunity.  

The sales representative can also perform the SWOT analysis for the opportunity.  Also, we can track the reason for winning and losing the opportunity. 

Path: Sales and marketing > Common > Opportunities > All opportunities.

Opportunity Won

Customer Created From Opportunity Form 

Create Quotation for Customer

Sales Quotation: Sales quotation allows a prospective buyer to analyze the cost of an item or service that they would like to have done. 

Path: Sales and marketing > Common > Sales quotations > All quotations

In the below screenshot sales quotation created for a line item

Generate and Send Quotation

Quotation Print

Confirm Quote

Associate Opportunity Record

Quote Confirmation Reason

Quotes Confirmed

Sales Quote In Sales Order

Generate Picking List 

Picking List Registration

Update Picking List Registration

Picking List Registration Completed

Unpick

Sales order Picking List - Picked

Generate Packing Slip

Sales Order Inventory Transaction - Delivered

Generate Sales Order Invoice

Sales Vouchers

Questions and Answers

Q1. What are Party records in AX?

Ans: A party record can be a person or an organization. When we are creating customer, vendor, or competitor in AX, this information is saved into a new record in the global address book. If we don't know the record type we can create the record directly in the global address book. Also, if the person or organization is in more than one legal entity we can create the party record in the global address book. 

Note: Before creating party record for a person or an organization, we need to make sure that this party record does not already exist in the global address book. 

Suggestions: It's not good practice to create the party record directly in the global address book, we can rather keep the records with a respective type either a prospect or as lead etc.