Add new — Learning Path

Learning Paths › Add new

This path is for business users who create commercial, purchasing, customer, project, product, payment, and personal-work records from Add new. You will learn how to establish the records that support daily work, capture sales and purchasing activity, submit direct orders for booking approval, and organize follow-up activities.

Learning objectives

• By the end of this path you can create foundational account, contact, product, and project records.
• By the end of this path you can capture sales opportunities and inquiries before creating a sales direct order.
• By the end of this path you can submit a sales direct order for booking approval.
• By the end of this path you can create RFQs and submit a purchase-job direct order for booking approval.
• By the end of this path you can record payments and plan follow-up work through tasks, visits, meetings, and calls.

Prerequisites

• Access to Add new and permission to create the record types used in this path.
• Permission to submit sales and purchase-job direct orders for booking approval.
• Familiarity with your organization’s required information and approval policy for sales, purchasing, accounts, and payments.
• A business scenario or source information to use when creating records.

Module 1: Build the business foundation

Create the core business records that make customer, product, and project work easier to organize.

Lesson 1.1: Create customer and contact records

When you need to register a new business relationship, create an account first and capture the relevant person as a contact. Open Accounts to add the organization’s record. Then open Contact to add the person record needed for future sales, service, or follow-up work.

Practice task: Create an account record and a related contact record using your organization’s required information.

Lesson 1.2: Register products and projects for future work

When your organization needs a new item or initiative represented in the system, create the appropriate master record before using it in operational work. Use Product to add a product record. Use Projects to add a project record when the work should be tracked as a project.

Practice task: Create one product record and one project record relevant to a current or sample business scenario.

Module 2: Turn sales interest into a bookable sales order

Capture early sales demand, then create and submit a direct order for booking approval.

Lesson 2.1: Capture a lead or sales inquiry

When a potential customer need is identified but is not yet ready to become a direct order, record the opportunity in the appropriate sales workflow. Use Leads to register potential business. Use Process when you need to start the sales-job process for an inquiry.

Practice task: Create either a lead or an inquiry for a realistic customer need.

Lesson 2.2: Submit a sales direct order for booking approval

When the customer is ready to place an order, create the order and send it through the booking-approval process. Open Direct order, enter the order information required by your organization, and select Save. Select Apply Approval For Booking to submit the order for booking approval, then select **Save and Close.

Practice task:** Create a sales direct order and submit it for booking approval using Save, Apply Approval For Booking, and Save and Close.

Module 3: Manage purchasing work through approval

Create a request for quotation when sourcing is needed, then submit a purchase-job direct order for booking approval.

Lesson 3.1: Start a purchase job with an RFQ

When you need to request supplier quotations before committing to a purchase, create an RFQ. Open RFQ and capture the purchasing request using the information required by your organization. Use the RFQ record as the starting point for your purchase-job sourcing activity.

Practice task: Create an RFQ for a product or service your organization needs to purchase.

Lesson 3.2: Submit a purchase-job direct order for booking approval

When a purchase decision is ready to be recorded as a direct order, create the purchase-job order and route it for booking approval. Open Direct order, enter the required order information, and select Save. Select Apply Approval For Booking, then select Save and Close to complete the submission flow.

Practice task: Create a purchase-job direct order and submit it for booking approval.

Module 4: Coordinate payments and daily follow-up

Record payment activity and use desk activities to ensure business commitments receive timely follow-up.

Lesson 4.1: Add a payment record

When a payment must be recorded, use the payment workflow rather than leaving the transaction only in external notes or correspondence. Open Payments and create the payment record using the information required by your organization.

Practice task: Add a payment record for a sample business transaction.

Lesson 4.2: Plan work with tasks and visits

When you need to assign or remember follow-up work, create a task; when the work involves an in-person interaction, create a visit. Open Tasks to add an actionable follow-up item. Open Call to record a planned or completed visit.

Practice task: Create one task for an order follow-up and one visit for a customer interaction.

Lesson 4.3: Record meeting and call commitments

When customer or internal communication needs to be tracked, select the activity type that matches the interaction. Use Call to add a meeting record and Call to add a call record. Record the activity using the information your organization requires so that the next action is clear.

Practice task: Create a meeting record and a call record for the same sample customer scenario.

Final assessment

1. A prospect expresses interest but has not committed to an order. Which record should you create to capture the potential business, and which screen supports it?

2. A customer has confirmed a sales order. What sequence of controls must you use to submit the sales direct order for booking approval?

3. Your team needs supplier quotations before selecting how to purchase a required item. Which record should you create first?

4. A purchase-job direct order is ready for approval. Which screen should you use, and what approval sequence should you perform?

5. After recording a payment, you need to ensure a colleague follows up with the customer by phone and also schedule an in-person interaction. Which record types should you create?

Answers

1. Create a lead in Leads, or use an Process when starting the sales-job inquiry process.
   Why: Both support capturing early sales interest before a direct order is submitted.

2. In Direct order, select Save, then Apply Approval For Booking, then Save and Close.
   Why: This is the required sales direct-order booking-approval flow.

3. Create an RFQ.
   Why: An RFQ is used to begin purchase-job sourcing when quotations are needed.

4. Use Direct order, then select Save, Apply Approval For Booking, and Save and Close.
   Why: This submits the purchase-job direct order for booking approval.

5. Create a Call and a Call; use Payments for the payment record itself.
   Why: Calls track phone interactions, visits track in-person activity, and payments are recorded separately.