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Lead
Use Leads to track enquiries and interest in the products and services they provide.
You can find a video explaining Leads on the MYOB Greentree Campus.
On This Page
Security
These settings determine the level of access given to the Lead form:
Module:
- System / System Setup / Company Maintenance / Modules in Use / CRM Sales / Sales and Marketing.
Form:
- User Preferences / Access / Suite / CRM Sales or Mobile Sales or Mobile Enquiry
- User Preferences / Menu security / CRM / Sales & Marketing / Leads.
Record:
Read:
- CRM User Preferences / Privileges / Read All Records and/or Read Team Records / Lead.
NUMBER (mandatory)
A droplist showing the lead's Number and Summary.
New Leads
If Auto Codes are:
- Selected - on Save, the lead number is created by the system
- Deselected – in NUMBER enter a unique alphanumeric reference with a maximum of 30 characters.
Auto Codes are assigned under CRM / System / Setup / Auto Codes / Lead.
Existing Leads
To view:
- select NUMBER
- enter the lead number
- [TAB] or [ENTER] off the field.
To search:
- select NUMBER
- enter a partial summary description
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Additional search fields can be added in Greentree Desktop via System > System Setup > Class Maintenance.
Where ORGANISATION is selected:
- the lead number list is filtered to display only those leads relating to that organisation
Once a lead is saved, NUMBER is set to read only.
ORGANISATION (mandatory)
A droplist showing the organisation Name, Address 1, Address 2, Address3, and Post code of the organisation associated with the lead.
To select:
- select ORGANISATION
- enter the organisation code or name
- [TAB] or [ENTER] off the field.
To search:
- select ORGANISATION
- enter a partial description
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Selecting an organisation does not update Contact.
Drilldown capability is dependent on these access settings:
- User Preference / Menu security / CRM / Relationships / Organisations.
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
Overview
Info
Summary (50) (mandatory)
A short description of the lead.
New Leads
Where Summary is blank, on Save, the organisation name is updated to this field.
Contact
A droplist showing the contact Full Name, Position, Address 1, Suburb and Email (sorted by name) of the organisation contact.
New Leads
Can be left blank.
To select:
- select Contact
- enter the contact code or name
- [TAB] or [ENTER] off the field.
To search:
- select Contact
- enter a partial description
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Where access is permitted, double clicking on the selected contact will take you to the contact record in Contact enquiry.
To select or deselect properties included in the enterprise search, select the Contact label. All is selected by default. ESC or a single click/tap outside of the property search filter will close the menu.
Where ORGANISATION is:
- selected – the contact list is filtered to display only those contacts relating to that organisation.
- deselected – all contacts will display. Once a contact is selected this will also update ORGANISATION.
Product
The main product that the lead relates to.
Lead products are maintained via CRM > System > Utilities > Products Setup / Main. Only those with Leads selected are available for selection.
Salesperson
The person responsible for the lead.
The Salesperson default is based on these hierarchy:
- CRM User Preferences /Sales / Default Sales Person
- Organisation Maintenance / Internal / Sales Person.
To change the default:
- select Salesperson
- clear the default name
- [TAB] or [ENTER] off the field
Select 
to display
a composite menu of additional fields for Team, Manager, Territory
and Reseller.
Update from product
Future release.
When selected, the values in the Salesperson composite field will default from the Product assigned to the lead.
Team
The sales team assigned to this lead.
Defaults from the ORGANISATION assigned to the lead.
Can be manually changed.
Sales teams are maintained in CRM > System > Utilities >
CRM Team Maintenance.
Manager
The overall sales manager for this lead.
Defaults from the ORGANISATION assigned to the lead.
Can be manually changed.
Sales managers are maintained in CRM > System > Utilities
> Maintain Lookups / Type = Sales Manager.
Territory
The sales region the lead belongs to.
Defaults from the ORGANISATION assigned to the lead.
Can be manually changed.
Territories are maintained in CRM > System > Utilities >
Maintain Lookups / Type = Territory.
Reseller
The reseller responsible for this lead.
Defaults from the ORGANISATION assigned to the lead.
Can be manually changed.
Only organisations of Relationship type = Reseller or Reseller/Customer are available for selection.
Used for the purpose of reporting. For example, where Invoice Reseller is selected in Organisation Maintenance / Internal, if a lead is converted to a quote and the quote invoiced, the invoice is created against the reseller.
Campaign
The name of the campaign that resulted in this lead.
Only those campaigns that have Sales Lead selected in CRM >
Sales & Marketing > Campaigns / Security are available for
selection.
Activity
The activity associated with this lead.
- Visible when Campaign is selected.
- Includes all activities recorded for the selected campaign.
Private
Defaults to deselected.
Determines if the lead is accessible to eModule users.
Sales stage
An indication of the maturity of the lead.
Sales stage:
- Defaults from CRM > System > Module Control / Sales / Default Lead Stage.
- Can be manually updated.
To change the default:
- select Stage
- clear the default name
- [TAB] or [ENTER] off the field.
Confidence
Indicates the level of certainty that the lead will result in a sale.
Defaults from the assigned Sales Stage.
Can be manually updated.
Sales Stages are maintained in CRM > System > Utilities > Maintain
Lookups / Lead Stage.
Potential (currency)
The total of all line items less discount.
Can be manually updated.
The Lines tab will be released in the near future.
Forecast (currency)
Represents an estimated income for the lead.
Calculated based on the Potential value multiplied by the Confidence factor.
Can be manually updated.
Description (250)
Additional details about the lead.
To insert a line break within the text area press [ENTER].
Changes made to the description are retained on clicking or tapping out of the field.
Details
Source
A droplist of pre-defined sources of where the lead came from.
Defaults to blank.
Lead sources are maintained in CRM > System > Utilities
> Maintain Lookups.
Referred by (50)
General text field.
Where applicable, enter the name of the person that referred this lead to you.
Rating
A droplist of pre-defined ratings that you give which indicate how successful the lead will be.
Defaults to blank.
Lead ratings are maintained in CRM > System > Utilities
> Maintain Lookups.
Keywords (250)
Enter words that can be used in Organisation Maintenance / Enquiry to search on this lead.
Multiple keywords must be separated by a space.
Common words such as AND, THE, OR are excluded from the search.
Competitors
Organisation
The organisation/s in competition for this lead.
Each organisation may only appear once on this grid. If more than one entry exists, on Save, an organisation already added error message is returned. On selecting OK, the save is cancelled allowing for any duplication to be removed.
Detail (200)
General text field.
Can be used to enter any details about the selected competitor.
Timeline
Obtained
The date the lead was obtained.
Defaults to the current date but may be changed.
Assigned
The person currently handling the lead.
For new leads, defaults to the logged in user
The droplist includes all users who have access to the current company.
Tender due
Where the lead requires going through a tender process, the date the tender for the product or service is due.
Defaults to blank.
Expected
The date you expect to know if the lead was successful.
Defaults to blank.
Closed
The date the lead was closed.
Defaults to blank.
Changing the Overview / Info / Sales stage to one with a status of won, lost or inactive, updates Closed to the current date.
If Sales stage changes to a stage other than won, lost or inactive, the Closed date is cleared.
Won/lost
The date the lead was won or lost.
Defaults to blank.
Changing the Overview / Info / Sales stage to one with a status of won or lost updates Won/lost to the current date.
Reason
A droplist of pre-defined reasons why the lead was won or lost.
Defaults to blank.
User defined lists are maintained in CRM > System > Utilities
> Maintain Lookups / Type = Lead Reason Won / Lost.
Lost to
If the lead was lost, the name of the organisation that won the lead.
Defaults to blank.
Details
Text field to enter details on the reason the lead was lost.
Proposal
Requirement
A free text field for entering the prospective customers business problem / requirement.
Proposal
A free text field for entering the proposed solution to the prospective customers business problem / requirement.
Internal Resources
Contact
A droplist showing the contact Code, Full Name, Position, Address 1, Suburb and Email (sorted by name) of the contact(s) within the company involved with this lead.
Your company needs to be set up as an Organisation and employees as contacts
of that organisation to be available for selection.
Role (120)
The role the internal contact will perform as part of this lead.
External Resources
Contact
A droplist showing the contact Code, Full Name, Position, Address 1, Suburb and Email (sorted by name) of the contact(s) outside of the company involved with this lead.
Organisation
A droplist showing the organisation Code, Name, Address 1, Address 2, Address3, and Post code of the organisation for the external contact
Role (120)
The role the external contact will perform as part of this lead.
Attributes
This tab contains tree and user defined field (UDF) details for the lead.
Security
Trees and Our fields available for viewing depend on these access settings:
- User Preference / Menu security
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
Trees
The name and branch (where selected) of all trees assigned to the lead.
Trees and branches are maintained in System > Trees > Tree Maintenance.
Our fields
Visible where User defined fields (UDFs) have been created for this class.
UDFs are maintained in CRM > System > Sales & Marketing
> Lead User Fields.
All user defined fields (UDFs) assigned to the lead are displayed in alphabetical order.
Activity
Security
Details available for viewing are dependent on these access settings:
- User Preference / Menu security
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
The Activity tab contains a list of Appointments, Communications, Followups, and Quotes linked to the active lead. These are displayed in timestamp order with the most recent first.
To view the source document in detail view, double click on a line in
the grid.
Subject
Defaults from the Subject/Summary field of the record.
Contact
The full name of the contact associated with the record.
Type
The type of activity the record relates to. This may be:
- Appointment
- Communication
- Followup
- Quote.
Number
The reference number assigned to the record.
Date
The date displayed depends on the record type.
- Appointment - start date
- Communication - open date
- Followup - end date
- Quote - obtained date.
Detail
Information about the record.
Drilldown
To view the source document, double click on a result in the grid.
For Appointments, Communications and Followups, this will open the record in detail view.
Action Plan
Action Plans allow for defining a sequence of steps that can be linked to leads. These can be created on the Action Plan tab for the lead or inserted from an Action Plan template via the line entry asterisk menu Insert template option.
Related topics
Step (mandatory)
Read only field.
The step number is automatically generated and displayed in sequential order.
Indicates the order actions to be are carried out.
Where actions are added or removed the step numbers are automatically re-sequenced.
Expected
The date the action is expected to be completed.
Automatically defaults to the current date if left blank during entry of a line.
Must be selected to save.
Where actions are added via the asterisk menu Insert template option, Expected updates to the current date plus the Days lag set on the template action line.
Resource (80)
The name of the person responsible for completing the action.
Action (80)
A description of the action to be carried out.
Where actions are added via the asterisk menu Insert template option, this description defaults from the Action on the template.
May be manually edited.
Result (80)
A text field to enter the outcome of carrying out the Action step.
Completed
The date the action was completed.
Defaults to blank.
Grid line Asterisk Menu
Insert line below
Inserts a line below the active row.
Insert line above
Inserts a line above the active row.
Move line up
Moves the active row up one position.
Move line down
Moves the active row down one position.
Delete line
Deletes the active row.
Insert template
Inserts all rows in the selected template into the row/s below the active row.
Once a selection has been made, all line numbers on the grid are automatically
re-sequenced to reflect the change.
Lines
Available when CRM Module Control / Sales / Lines are allowed on Leads is selected.
Security
Lines can only be entered when the Lead Sales Stage is Active.
Lead stages are maintained in CRM > System > Utilities >
Maintain Lookups /Type = Lead Stage.
Inventory lines
- Company Maintenance / Modules in Use / Inventory enabled
- Inventory Item Maintenance /Status is Active.
To use locations:
- Company Maintenance / Modules in Use / Inventory / Multi-Locations enabled
- Location Maintenance / Is active and Hold inventory at this level are selected.
You do not need to be a Distribution user to enter IN lines on a
lead.
Advanced pricing is not used by Lead lines in either the browser or thin client.
General Ledger lines
- Company Maintenance / Modules in Use / General Ledger enabled
- GL Account access is limited to the companies the user has access to.
If the Advanced security module is enabled, additional User Preferences / Privileges / General Ledger restrictions apply per user / company:
Read:
- GL Account Maintenance / All / Read or Team / Read
Add:
- GL Account Maintenance / All / Add or Team / Add
Edit:
- GL Account Maintenance / All / Change or Team / Change
Delete:
- GL Account Maintenance / All / Delete or Team / Delete
Post:
- GL Account Maintenance / All / Post or Team / Post
Non stock lines
- Company Maintenance / Modules in Use / Accounts Receivable enabled
You do not need to be a Financial user to enter NS lines on a lead.
The line types that may be entered depend on module and user access. These are:
GL - General Ledger
IN - Inventory
NS - Non stock
CR - CRM Product.
Line entry
Line type defaults based on the CRM Module Control / Sales / Quotes / Default Quote Line Type.
Specific points to note for Leads:
General Ledger (GL) lines
Margin
The amount of profit made on the item.
Is maintainable.
Negative values are allowed.
Inventory (IN) lines
Discount
Defaults to the Invoice discount % entered against the customer.
Cost
If the costing method for the selected inventory item is set to Standard, and no standard cost can be found the value 0.00 is allowed.
Where costing is at location level, this uses the IN Module Control / Defaults / Location.
Margin
The amount of profit made on the item.
Is maintainable.
Negative values are allowed.
Non stock (NS) lines
Quantity
The number of items required.
Defaults to 1 but may be changed to zero.
Cost
Defaults to 0.00.
Is maintainable.
Margin
The amount of profit made on the item.
Is maintainable.
Negative values are allowed.
CRM Product (CR) lines
Cost
The sum of the costs of all NS and IN lines in the CRM Product.
Margin
The amount of profit made on the item.
Is maintainable.
Negative values are allowed.
Foreign Currency
The assumption is that GL lines are entered in the foreign currency value. All other line types (IN, NS, CR) will calculate the foreign currency value. The only exception is where a CRM Product contains a GL line. This line is calculated at the foreign currency value based on the price entered.