CRM Requirements¶

This document defines the Custom CRM system requirements for Southern Spechem, based on UI prototypes and functional specifications provided January 2026.

Overview¶

The CRM system will replace the existing D365 instance to provide a flexible, custom-built solution that supports: - Complex multi-entity relationships (3 legal entities with shared credit limits) - Multi-location customer tracking (plants, warehouses, offices) - Integrated follow-up scheduling with calendar views - Social media and communication channel management - Content broadcast tracking and history - Vendor empanelment workflows

1. Follow-Up Planning & Scheduling¶

Calendar-Based Visit Planning¶

Follow-up Planning Interface

Features: - Weekly calendar view showing follow-up density by day - Color-coded day indicators (Monday=Purple, Wednesday=Yellow, Friday=Green, Saturday=Red, Sunday=Blue) - Date range selection for follow-up planning - Daily plan generation and scheduling - Integration with Microsoft Outlook for calendar sync - Filters: Employee, Customer, Product, To-Do List

Functional Requirements: - Set weekly non-working days - Define first day of weekend - Generate automated schedules based on customer visit frequency - Export plans to Outlook calendar - Track follow-up status (planned vs. completed)

2. Company Master Management¶

2.1 Main Company Information¶

Company Master - Main Info

Navigation Structure: - Tab 1: Main Company Information - Tab 2: Other Branches/Plants/Warehouses - Tab 3: Contacts in Department - Tab 4: Content Broadcasted - Tab 5: Products Purchased - Tab 6: Present Suppliers - Tab 7: Agents - Tab 8: Employee Handling

Main Information Fields:

Basic Details:

Company Name (with Main Owner/All dropdown)
Designation
Address (Country, State, City, Zip, Zone - cascading dropdowns)

Communication Channels:

Mobile Numbers (4 fields)
Email Addresses (3 fields)
Website URL
FTP Server Address

Social Media Integration:

WhatsApp (3 numbers)
Skype ID
Telegram
Facebook
LinkedIn

Reminders & Important Dates:

Birthday
Anniversary
Customer Email

Business Classification:

SAP Code
Active Type
Customer Type
Customer Class
GSTN/SGST/UGST identifiers

Financial Details:

Payment Terms
Potential Rating (dropdown)
Payment Rating (dropdown)
Credit Limit

Industry Segmentation:

Primary Industry Segment (checkbox + dropdown)
Secondary Industry Segment (checkbox + dropdown)
Tertiary Industry Segment (checkbox + dropdown)

Product Categories:

Product Category #1-5 (checkboxes + dropdowns)
Add/Modify Industry Classification button
Add/Modify Product Classification button

Action Buttons:

Add Customer
Save
Delete Customer
Undo
Generate Enquiry
Left Persons Log
Customer List
Add to Outlook Contacts
Locate on Google Map
Refresh
Edit existing customers
Save & Exit

2.2 Branch/Warehouse/Plant Management¶

Branch Management

Purpose: Track multiple physical locations for each customer company.

Location Details: - Location Type (dropdown) - Location Name - Contact Person Name - Department - Address - Geographic Location (map integration)

Communication Details: - Country (dropdown) - State (dropdown) - City (dropdown) - Multiple Mobile numbers - Multiple Email addresses - Office Telephone - Fax Number - Home Phone Numbers

Vendor Empanelment Status: - FEP Status (Factory Empanelment Process) - Attestation Status - Drug License Number - Grades - Monthly Consumption - GST Number - PAN Number

2.3 Department-Wise Contact Management¶

Contacts in Department

Features: - Left panel: Department list with "Add to Outlook" and "Download to ODL" buttons - Contact hierarchy: Location → Department → Person → Role

Contact Table Columns: - Location Type - Company Name - Location Details (Physical location, Department) - Contact Person (Name, Position, Address) - Communication Details (Mobile, Email, Phone, Home)

Actions: - Add to Outlook - Download to ODL (Outlook Distribution List) - Export contact list

2.4 Content Broadcast Tracking¶

Content Broadcasted

Purpose: Track all marketing materials, quotes, and communications sent to customers.

Table Columns: - Content Type - Date Sent - Time Sent - Sent By (employee name) - Enquire No (link to sales pipeline) - Action (dropdown: Attach/Details/Open/Delete) - Content Location (file path)

Actions: - Attach (📎): Attach content to record - Details (ℹ️): View content details - Open (📁): Open content file - Delete (❌): Remove content record - Send Selected Content: Resend historical content

Search/Filter: - Search by Enquire No - Filter by date range - Filter by sent by employee

2.5 Products Purchased¶

Products Purchased

Purpose: Track historical purchases by customer.

Table Columns: - Products purchased (dropdown with autocomplete) - Maker (manufacturer/supplier) - Currently Buying from us (Yes/No) - General Rate (market price) - Customer Specific Rate (negotiated price)

Features: - Searchable product dropdown - Price comparison (general vs. customer-specific) - Track active vs. inactive purchases

2.6 Present Suppliers¶

Present Suppliers

Purpose: Track which suppliers the customer currently buys from (competitive intelligence).

Table Columns: - Supplier (dropdown with autocomplete)

Use Case: - Identify replacement opportunities - Understand customer's existing supply chain - Target competitive displacement strategies

2.7 Agents¶

Agents

Purpose: Track third-party agents/brokers associated with the customer.

Table Columns: - Agents (name) - Country (dropdown)

Use Case: - Commission tracking - Agent performance analysis - Regional coverage mapping

2.8 Employee Handling¶

Employee Handling

Purpose: Track which internal employees are developing/managing this customer.

Table Columns: - Employee developing this Customer (name) - Email

Features: - Multi-employee assignment - Accountability tracking - Handover management

2.9 Customer Comments¶

Customer Comments

Purpose: Free-form notes and historical context about the customer.

Features: - Large text area for unstructured notes - Audit trail (who wrote what, when) - Searchable comments

3. Data Model Requirements¶

Core Entities¶

Company: - Basic info (name, SAP code, customer class) - Multi-value fields (4 mobiles, 3 emails) - Social media identifiers (WhatsApp, Skype, LinkedIn, Facebook, Telegram) - Financial data (credit limit, ratings, payment terms) - Industry/product classifications

Location (Many-to-One with Company): - Location type (Office/Plant/Warehouse) - Geographic details - FEP status - Compliance fields (Drug License, GST, PAN) - Monthly consumption tracking

Contact (Many-to-One with Location): - Person name, position, department - Communication channels (mobile, email, phone) - Hierarchy: Company → Location → Department → Contact

Content Broadcast (Many-to-One with Company): - Content metadata (type, date, sender) - File storage location - Link to enquiry/sales pipeline

Follow-up Plan: - Employee assignment - Customer linkage - Product (optional) - Scheduled date - To-do list/notes

Product Purchase History (Many-to-Many: Company ↔ Product): - Current supplier status - General rate vs. customer-specific rate

Agent (Many-to-Many: Company ↔ Agent): - Agent details - Country/region

4. Integration Points¶

Microsoft Outlook¶

Calendar sync for follow-up plans
Contact export/import
Meeting scheduling

Google Maps¶

Geographic location lookup
Route planning for field visits

File Storage¶

Content attachments (quotes, brochures, MSDS, COA)
Document versioning

ERP System¶

SAP Code synchronization
Order history import
Pricing sync (General Rate vs. Customer Specific Rate)

5. User Experience Requirements¶

Tabbed Interface: All company details organized into 8 tabs
Cascading Dropdowns: Country → State → City auto-population
Data Grids: Bottom section of each tab shows related records in tabular format
Action Buttons: Consistently positioned (bottom-left) for Add/Save/Delete/Export

UI Components¶

Calendar widget with color-coded day indicators
Searchable dropdowns with autocomplete
Multi-value input fields (repeating mobile/email)
File upload/attachment manager
Rich text area for comments

Color Scheme¶

Header: Dark red (#8B0000)
Primary buttons: Gray (#808080)
Calendar colors: Day-specific (Mon=Purple, Wed=Yellow, Fri=Green, Sat=Red, Sun=Blue)

6. Reporting & Analytics Requirements¶

Follow-Up Analytics¶

Follow-up completion rate by employee
Visit frequency by customer
Product-specific visit tracking

Sales Intelligence¶

Products purchased analysis
Competitor supplier tracking
Agent performance metrics

Communication Audit¶

Content broadcast history
Customer engagement metrics
Response rate tracking

7. Security & Access Control¶

Role-Based Permissions¶

Sales Rep: View assigned customers, schedule follow-ups
Sales Manager: View all customers, assign territories, edit rates
Admin: Full access, system configuration

Audit Trail¶

Track all changes to customer records
Log content broadcasts
Record follow-up plan modifications

8. Technical Constraints¶

Performance¶

Must handle 10,000+ customer records
Sub-second response time for search/filter operations
Support 50+ concurrent users

Scalability¶

Multi-location architecture (3 legal entities)
Shared credit limit calculations across entities
Consolidated reporting

Compliance¶

GST/PAN validation
Drug License tracking (pharmaceutical compliance)
FEP (Factory Empanelment) workflow

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