Step By Step

Convert a sold-to & ship-to prospect into a customer
Salesforce is managing the prospects from A to Z, but once the prospect must become a customer, it needs to be interfaced with SAP (where all the customers are managed). The following high-level process gives the steps and the involved people requested for the conversion:
Example of the email received by the CSR from Salesforce and the request in PRS
Before requesting the conversion of a prospect into a SAP Customer, following information are requested: •A GBU Customer Segmentation record related to the prospect •A contact or an involved contact related to the prospect Open the prospect that you want to convert as a customer. Note that it will trigger the creation of the account in SAP, and inform your CSR!
Click on the button Convert Prospect to Customer
Select the CSR of group of CSR to receive the request
Choose if you prefer just sending a document or going through the full flow Have you seen the button “Save/Draft”? This button allows you to stop the conversion flow and restart later, with all the data recorded!
Confirm if the account must be a sold-to & ship-to or only a ship-to
Select if a quote exists and can be used to take some shipping details (incoterms and location) If the value is “Yes”, following section appears allowing the user to select an existing quote
Define if the account requires a different delivery address or not. If the value is “Yes”, following section appears asking the user if the ship-to account exists or must be created
Record the shipping details and the supply chain contact details
You can precise if the customer is tax exempt or not => New in Winter 17' Release
You can add a Financial contact with new tel/fax/email for any new payer => New in Winter 17' Release
You can add a new contact with tel/fax/email for the person that will receive the safety data sheet => New in Winter 17' Release
You can add a contact for the person that should receive the certificate of analysis, or COA, is a certification of the quality of the product shipped. We have to set up the person who should receive this certification when the customer is created in SAP => New in Winter 17' Release
Define the bill-to details If the value is “Yes”, no section appears. If the value is “No”, following section appears to record the bill-to records:
Define the payer details If the value is “Yes”, no section appears. If the value is “No”, following section appears to record the payer records:
Search for a potential document to attach. If no attachment, click directly on Next If you previously choose to not go through the flow and directly attach a conversion form, you’ll arrive at this screen.
Review the details of the request and once confirmed, click on Submit
Once the request sent, Account stays a Non SAP Customer but not editable anymore and Account Status is updated to Conversion Requested. You must now wait the creation in SAP.
Once the account is created in SAP, the account status will be automatically updated to Validated

Convert a ship-to prospect into a customer
Before requesting the conversion of a prospect into a SAP Customer, following information are requested: •A GBU Customer Segmentation record related to the prospect •A contact or an involved contact related to the prospect Open the prospect that you want to convert as a customer. Note that it will trigger the creation of the account in SAP, and inform your CSR!
Click on the button Convert Prospect to Customer
Select the CSR of group of CSR to receive the request
Choose if you prefer just sending a document or going through the full flow Have you seen the button “Save/Draft”? This button allows you to stop the conversion flow and restart later, with all the data recorded!
Confirm if the account must be a sold-to & ship-to or only a ship-to
Define the sold-to related to the sold-to and the shipping details
Search for a potential document to attach. If no attachment, click directly on Next
Review the details of the request and once confirmed, click on Submit
Once the request sent, Account becomes a SAP Customer and Account Status is updated to Conversion Requested. You must now wait the creation in SAP.
Once the account is created in SAP, the account status will be automatically updated to Validated