ProspectSoft is a hierarchical database which can be explained visibly with the tree structure shown below.

Company

At the very top of the tree sits the ‘Company’ level. As a starting point this is essentially a label, something to hook all the other information under; as well as offering a consolidated view of everything underneath it. An Example of a Company might be ‘Tesco’.

Icons are used throughout the database which should help you to navigate through the system with ease. The icon used for a Company is shown above.

Division

Sitting under a Company label, such as Tesco, is where we then hold ‘Division’ information. You can have an infinite amount of Divisions underneath a Company and the rule of thumb is normally to create a division for each different physical location. So, referring to the Tesco example, you might have every single Tesco store created under the Tesco Company as a separate Division.

It is also at the division level where we integrate with the accounting system, so this is where the Sales ledger and Purchase ledger codes are held which allows us to get sales history information from the accounts system.

The icon associated with a Division is shown above.

Contact

From each of the Divisions that exist you can then manage all the ‘Contacts’ that work at that Division (again this can be infinite). You should have a contact record for every employee that is known to you, so this might be all the people that work at the Tesco in Manchester for example. Each Contact record stores information that is relevant to that Contact.

The icon associated with a Contact is shown above.

Lead – Sales Lead Tracking

For every opportunity to sell to a client that occurs, a ‘Lead’ should be created under the contact that you will be speaking to about the opportunity.

The Lead is used to track a sales opportunity from the moment you decide a client is interested in an offering of yours, through to them either ordering it, or not.

At Lead level, we capture some basic Lead information; such as a description, the potential size and margin of the opportunity, the date you expect it to be ordered and the likelihood that the customer will order it by that date. The combination of all these things allows for great forecasting, so it’s important to fill in as much as you can.

The icon associated with a Lead is shown above.

Problem – Customer Service 

Should an issue arise, a support ticket needs logging or there is a customer service query a ‘Problem’ should be created. This can be done under a Contact or a Lead record. 

The Problem is used similarly to a Lead record and tracks interactions and captures information regarding that Problem such as description, type, analysis as well as customer and supplier reference. Using these categories allows for reporting to highlight potential service issues, in particular processes, and also for use in search and replace documents when communicating with the customer. 

The icon associated with a Problem is shown above.

Interactions (documents/quotes etc.)

Underneath each Contact and Lead is where you can then start to log interactions with that Contact. This might be by saving an email or a letter, or perhaps making note of any communication with them such as phone calls in and out.

At each level of the hierarchy, you see a consolidated view of all the child items. So at a company level, for example, you can see a summary of absolutely everything; all Divisions, all Contacts at all those Divisions and all interactions with all those Contacts at all those Divisions.

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