On the Customer relations sheet you record all the important details of an inquiry from a customer: who made contact, where it came from, its direction and urgency, what the customer asked for, and which internal notes belong to it. From the sheet you can send an email, add a task and attach files, and from a closed inquiry you can create a quote, an order, an invoice, a delivery note or a worksheet.
When you save a new document, it is always created with the default status (by default Request sent, shown as Kérés elküldve in the Hungarian demo). Close finalizes the document (by default the Done status, Kész in the demo). To manage the documents in the list, see the Customer relations list article.
Note: the screenshots in this article were taken in the Hungarian interface, so the Hungarian label is given in brackets next to the buttons, tabs and menu items shown in them.
You can create a new customer relations document with Main menu / CRM / Customer management / Customer relations / New, or with the New button of the list. The header data at the top of the form:
The operations you can perform on the document are on the Actions tab (Műveletek) above the form (see step 9). The tabs below the form are described in the following steps.
On the Items tab (Tételek) you record what the customer asked for. The buttons of the tab:
The items table shows the Name, Item number and Quantity columns. Above the table a search box filters the items, and below it a counter shows how many rows and how many pieces are on the document (for example 0 rows / 0 items).
The Customer comment and Internal comment tabs (Ügyfél megjegyzés, Belső megjegyzés) each contain a text editor. Above the editor you can pick a ready-made text template from the Please choose list (Kérem válasszon). The editor toolbar lets you format the text (bold, strikethrough, underline, italic, list, alignment, font size, link, table, source code). The customer comment is the text addressed to the customer, the internal comment is a note that stays inside your company.
On the Settings tab (Beállítások) you enter the other data of the document:
The Related documents tab (Kapcsolódó bizonylatok) lists the documents created from this customer relations document or linked to it (for example a quote or invoice created from the Document management menu). The columns of the table: Document number, Document date, Document type, Issuing employee and Action.
The Tasks tab (Teendők) shows the tasks created for the inquiry, with the columns Document date, Subject, Comment and Issuing employee. You add a new task with the New task button (Új teendő) on the Additional functions tab (Kiegészítő funkciók); it becomes available after the first save. For details on tasks, see the Task sheet article.
On the Files tab (Fájlok) you manage the files attached to the document. The buttons: New, Open, Delete, Classification and Browse; the table columns: Added, Classification and Name. On a new document the New and Browse buttons are greyed out: you can upload files only after the first save.
On the Custom fields tab (Egyedi mezők) you can use your own fields tailored to your company on the document. If you do not have such a scheme yet, you can create one with the New document scheme button (Új bizonylat séma).
On the Actions tab (Műveletek) above the sheet you find the operations for the document:
On a new, unsaved document the operations that need a saved document (for example the items of Document management) are greyed out, as you can see in the picture.
On the Additional functions tab (Kiegészítő funkciók) you find further options related to the document:
On the View and layout tab (Nézet és elrendezés) you find the Interface and behavior settings. The CRM button at the right end of the tab row opens the CRM notes panel of the document.
If you want to take quick notes during a phone call, it is enough to fill in the required fields (Source, Direction, Priority, Billing address) and write the essentials on the Internal comment tab. You can add the partner and the items later, as long as the document is not closed.
The header data of the sheet and what they mean:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the document. Read-only; it is assigned on the first save. | |
| Status | The state of the document; a new document gets the default status (by default Request sent). | |
| Document date | The creation date of the document, read-only. | |
| Source | Where the inquiry came from (for example E-mail, Phone, In person, Letter). The list can be customized for your company. | |
| Partner company name | The partner linked to the inquiry. While you type, the system suggests partners. | |
| Partner contact person | A contact of the selected partner. | |
| Direction | The direction of the inquiry: Incoming or Outgoing. | |
| Priority | The urgency of the inquiry (for example Normal, Urgent, Low). | |
| Subject | A short free-text name for the inquiry. |
The fields of the Settings tab and what they mean:
| Field / Element | Required | Description |
|---|---|---|
| Billing address | One of the billing addresses recorded in your company data (for example Hungary, 5500 Esztergom Terézia utca 11.). | |
| Project | The project assigned to the inquiry. | |
| Job number | The job number assigned to the inquiry. | |
| Department number | The department number assigned to the inquiry. |
The system checks the required fields when you save and does not allow saving until they are filled in.
The columns of the Items tab and what they mean:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product or service on the item. | |
| Item number | The unique item number of the product, which also identifies it in the master data. | |
| Quantity | The quantity requested by the customer, in the unit of the product. |
Before saving you have to fill in the required fields: Source, Direction, Priority and, on the Settings tab, the Billing address. If saving does not go through, open the Settings tab and check that a billing address is selected.
Close finalizes the document: afterwards the header data, items and comments can no longer be edited, only the Status field can be changed. If you need to change the data, make a copy with the Delete and copy option or with the copy function of the list.
The New and Browse buttons of the Files tab, and the Sent items and New task buttons of the Additional functions tab, can only be used on a saved document. Save the document first with the Save button and these functions become available.
No, the partner is optional, so you can also record an inquiry from a customer who is not yet among your partners. If the customer is new, you can add them in a new tab with the New partner button of the Additional functions tab, then come back and select them on the document.
These operations are only available on a closed document. On a new document, or one that still has the default status, first save it and then close it with the Close button (or use the Save and close option).
The Customer relations menu item only appears if the module is assigned to your account. If you do not see it under Main menu / CRM / Customer management, ask your administrator or customer support to activate the module for you.
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