If this is your first visit, be sure to check out the FAQ by clicking the link above. You may have to register before you can post: click the register link above to proceed. To start viewing messages, select the forum that you want to visit from the selection below. |
|
|
Thread Tools | Display Modes |
#1
|
|||
|
|||
inquiries vs. actual sales
Using Access 2007, I will be developing a prospect call log and order entry
system for my company. The products we sell are somewhat expensive so we get a lot of requests for quotes, but not a lot of sales (relative to quotes). In some cases a quote can be very straight forward and we just need a few details to give a price. In many cases we need a LOT of detail to get a prospect the correct price. Our quote/order form asks a lot of questions that all need to be answered IF someone decides to buy. I basically want an easy way to turn a prospect quote system into a sale without a lot of duplicate data entry on the salesperson’s part. It had been requested that “at a push of a button” all the data that is enter into the quote form could be transferred to the sales form and then the salesperson could continue to complete the sale. We don’t want the prospects’ data in with the sales and the prospects will be purged weekly of data that is older than 60 days. Sales need to be kept forever. A pending order is still considered to be a prospect until the credit card is approved. If it is declined, we don’t want that info in the sales section. Since there are a number of ways to set this up, I am requesting advice. I see my options as: 1) A single “flat” prospect table for all the data and then once it becomes a sale, break it apart and append to the separate tables for each type of data: customer, payment, product, order, etc. It sounds like a lot of duplication, but since we will be purging old quotes after about 60 days, we won’t actually be maintaining duplicate data. 2) Run two sections (tables not related to each other) with complete table setup for each; prospects and sales. Basically it is the same as option 1, but both sections are properly designed/related to the lookup tables, etc. When a prospect becomes a sale, “press a button” and append to all the respective tables in the sales section. This would be a huge duplication of both design and data and doesn’t seem like a great idea at all. 3) Have one properly designed/related set of tables and when a prospect becomes a sale, check a box and have all sales related queries, forms, reports, etc. based upon this criteria. This seems the best idea, but because we will be purging useless outdated prospect data all the time, I need to make sure sales don’t get deleted. That is why I was thinking I should append actual sales to a separate section. a.) I think this option would also allow for customers who order often as we would be able to search for them by name or account# and have their basic information (name, address, phone) already available. That way we would only need to obtain detail on the product we will be quoting. Any other suggestions on design that I haven’t thought of? (I’m sure there are) Hit me, I’m open. |
#2
|
|||
|
|||
inquiries vs. actual sales
Option 3
You would just run a delete query that would ignore any records that have been marked as a sale. You may want to consider having a backup table where the deleted records would be stored for, say, another 60 days just in case. Depending on how many records you generate on a daily basis, you might also consider just leaving them in the table and using criteria to only display records that are newer than 60 days, unless you are certain that you would *never* need to view any of the older ones. -- _________ Sean Bailey "AllYourSpam" wrote: Using Access 2007, I will be developing a prospect call log and order entry system for my company. The products we sell are somewhat expensive so we get a lot of requests for quotes, but not a lot of sales (relative to quotes). In some cases a quote can be very straight forward and we just need a few details to give a price. In many cases we need a LOT of detail to get a prospect the correct price. Our quote/order form asks a lot of questions that all need to be answered IF someone decides to buy. I basically want an easy way to turn a prospect quote system into a sale without a lot of duplicate data entry on the salesperson’s part. It had been requested that “at a push of a button” all the data that is enter into the quote form could be transferred to the sales form and then the salesperson could continue to complete the sale. We don’t want the prospects’ data in with the sales and the prospects will be purged weekly of data that is older than 60 days. Sales need to be kept forever. A pending order is still considered to be a prospect until the credit card is approved. If it is declined, we don’t want that info in the sales section. Since there are a number of ways to set this up, I am requesting advice. I see my options as: 1) A single “flat” prospect table for all the data and then once it becomes a sale, break it apart and append to the separate tables for each type of data: customer, payment, product, order, etc. It sounds like a lot of duplication, but since we will be purging old quotes after about 60 days, we won’t actually be maintaining duplicate data. 2) Run two sections (tables not related to each other) with complete table setup for each; prospects and sales. Basically it is the same as option 1, but both sections are properly designed/related to the lookup tables, etc. When a prospect becomes a sale, “press a button” and append to all the respective tables in the sales section. This would be a huge duplication of both design and data and doesn’t seem like a great idea at all. 3) Have one properly designed/related set of tables and when a prospect becomes a sale, check a box and have all sales related queries, forms, reports, etc. based upon this criteria. This seems the best idea, but because we will be purging useless outdated prospect data all the time, I need to make sure sales don’t get deleted. That is why I was thinking I should append actual sales to a separate section. a.) I think this option would also allow for customers who order often as we would be able to search for them by name or account# and have their basic information (name, address, phone) already available. That way we would only need to obtain detail on the product we will be quoting. Any other suggestions on design that I haven’t thought of? (I’m sure there are) Hit me, I’m open. |
Thread Tools | |
Display Modes | |
|
|