Some companies may want to know how often their customers make purchases or what the total amount of purchases is within a given period of time (e.g. a month, a quarter, etc.). Knowing this will help to stimulate purchasing by showing appreciation to those customers who purchase frequently, by offering discounts and additional products to those customers who purchase less frequently, by reconnecting with those who purchase least frequently, and by making other informed decisions.
Luckily, this and much more is possible in Microsoft NAV. This post discusses how this can be achieved and provides an example of achieving this. The application version used in this post and video is Dynamics NAV 2017, but a similar result can be attained in other versions of Dynamics NAV.
In order to enquire about the frequency of purchases, the total amount of purchases within a set period of time, and some other data, it is necessary to set up the following three areas of Dynamics NAV:
- Profile Questionnaires
- Profile Questionnaire Setup and
- Update Contact Classification
The easiest way to explore how to set up these areas can be by providing an example of such a setup. Therefore, this post will use an example to help explain the related details.
Example: Let’s say our company is interested in the frequency of purchases – who purchases often, who purchases less frequently, and who purchases least frequently.
First of all, it is necessary to locate the “Profile Questionnaires” page. This page can be located by going to Departments>Sales & Marketing>Marketing>Setup>Profile>Administration>Questionnaire Setup or by typing “Questionnaire Setup” in the Search Box.
On this page, three steps need to be taken:
- Click on the “New” button in the ribbon
- Fill out the following fields:
- Code – the short name of the profile
- Description – the full name or description of the profile
- Priority –the priority you want to assign to the profile questionnaire and where it should be shown on the lines of the Contact Card (the system will give precedence to this priority over the priority on the “Profile Questionnaire Setup” page)
- Business Relation Code – the type of contact to use this profile questionnaire for (leave it blank for the questionnaire to be all-inclusive)
- Click on the “edit Questionnaire Setup” button in the ribbon (see Figure 1 below for sample settings).
Figure 1: The “Profile Questionnaires” page
Next step is to fill out the Profile Questionnaire Setup. First of all, it is necessary to define the question. Since in our example our company is interested in the frequency of purchases it makes sense to formulate the question as “Frequency of Sales” and the answers as “Frequent”, “Medium”, and “Low”.
Figure 2: The “Profile Questionnaire Setup” and “Profile Question Details” pages
For each Question it is necessary to set up Profile Question Details – this page can be opened by clicking on the “Question Details” button in the ribbon (see Figure 2 above). Below are the fields worth paying attention to:
- Auto Contact Classification – determines whether the question is automatically updated when you run the “Update Contact Classification” batch job
- Customer Class. Field – what is the Auto Classification based on:
- Sales ($)
- Profit ($)
- Sales Frequency (Invoices/Year)
- Invoice Amount ($)
- Discount (%)
- Overdue (Day)
- Starting Date Formula – the “from” date
- Ending Date Formula – the “to” date
- Classification Method – how the system is to classify contacts:
- Defined Value
- Percentage of Value
- Percentage of Contacts
- No. of Decimals – how many decimal places the system is to consider in the “From Value” and “To Value” fields on the “Profile Questionnaire Setup” page
The final two steps are:
- Fill out the “From Value” and “To Value” fields on the “Profile Questionnaire Setup” page
- Run the “Update Contact Classification” batch job – it can be accessed by navigating to Departments>Sales & Marketing>Marketing>Periodic Activities>Tasks>Update Contact Classification or typing the name of the function in the search box and selecting the corresponding choice
The last step will update the No. of Contacts field on the “Profile Questionnaire Setup” page (provided that the “Auto Contact Classification” checkbox has been checked – please note that even if the “Auto Contact Classification” checkbox is checked the information on the “Profile Questionnaire Setup” page will not update automatically, but only after running the “Update Contact Classification” batch job). The contacts that the system will return on the “Profile Questionnaire Setup” page are links (see Figure 3 below for sample links and sample results returned by the system based on the sample settings above).
Figure 3: The “Profile Contacts” page
This completes the setup of this Profile Questionnaire which will allow the company to control more carefully the frequency of purchases and to take required actions based on this information.
At Encore, Solution Specialists help companies set up and use their ERP system in the most efficient and effective way. This article contributes to this objective. The team of Solution Specialists at Encore is happy to answer your questions and to help you and your company to score your ERP goals – phone Encore care for a consultation: 1-888-898-4330 or contact us through the Support form on our website.
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