In the address master data in Xentral, you will find all information recorded in connection with a customer, supplier, or employee under the CRM tab. This includes the complete history of all activities created for this address, as well as all associated documents.
You can not only view past transactions here, but also create new entries directly. This allows you to keep all communication and workflows related to an address centrally in one place.
Note
The CRM in address master data always refers to a single address. A cross-address overview or evaluations are not included. Tickets from the service module are also not displayed.
In the CRM tab within an address (Sales > Addresses > Edit address > Tab: CRM), various functions are available to record transactions for the address. In the left navigation you can see the individual activity types. Click on the plus icon next to the respective activity to create a new entry.
With the Letters function, you can create traditional correspondence directly from Xentral to an address. These letters are automatically linked to the master data of the customer or supplier and saved in the CRM history. This allows you to trace at any time when a letter was created, which user was responsible, and what content it contained.
The function is suitable, for example, for generating quotes, cover letters, or formal communications directly from the system without having to re-enter address data.
Steps:
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Open category and create new letter: Navigate to the address master data, open the CRM tab, and click "+" next to Letters in the left list. This opens the input form for a new letter.
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Review the form: The form is pre-filled with the master data of the address, including name, address, and contact person. The currently logged-in user is entered as the processor and today’s date is used as the creation date. If you want to create the letter on behalf of another person or use a different date, you can change these details at any time.
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Enter project and content: First select the appropriate project in the Project field so the letter is clearly assigned. Then add tags (e.g. "special promotion", "follow-up contact") to make the document easier to find later via CRM search. Make sure to add a subject (required field), as printing or generating a PDF is not possible without a subject. Then enter the actual text of the letter in the designated input field.
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Select output: Decide whether you want to print the letter directly on a printer or generate it as a PDF. Use the "Print preview" button to check how the layout and formatting will look in the final document before creating the letter.
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Save and history: After printing or PDF export, the letter is automatically saved in the CRM history, where it remains permanently visible and can be retrieved at any time.
With the Email function, you can send messages directly from Xentral to customers, suppliers, or employees. Sender and recipient data are automatically taken from the master data, so you do not need any external programs. Every email created is automatically saved in the CRM history and remains traceable at all times.
Steps:
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Open category and create new email: Navigate to address master data > Tab: CRM and click "+" next to Emails in the left list.
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Review the form: The email input form opens. Sender and recipient addresses are automatically filled in if they are stored in the master data.
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Add recipients: Enter additional addresses in the CC (copy) or BCC (blind copy) fields if further people need to be informed.
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Enter content: Select the customer’s project in the Project field. Enter a subject (required field — sending is not possible without a subject). Then enter the email text in the designated text field.
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Attach files: Click on "Select file" to add attachments. The standard file selection window of your operating system opens, where you select the desired files. The selected files are displayed in the "Attachments" field.
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Check output: Optionally use "Print preview" to check how the text and formatting will appear in the final email.
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Send or save: Click on "Send" to send the email immediately. Alternatively, click on "Save" to store the email for later processing. The created email is automatically displayed in the CRM history.
Hinweis
Variables can be used in emails that are automatically filled with the master data of the address:
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{ANSCHREIBEN} {TITEL} {NAME}
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{KUNDENNUMMER}
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{TELEFON}, {TELEFAX}, {MOBIL}
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{EMAIL}, {INTERNETSEITE}
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{ABTEILUNG}, {UNTERABTEILUNG}
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{ADRESSZUSATZ}
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{STRASSE} {HAUSNUMMER}
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{PLZ} {ORT}
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{BUNDESSTAAT}, {LAND}
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{FREIFELD1}, {FREIFELD2}, … {FREIFELDn}
With the Phone calls function, you record conversations with customers or suppliers in writing. This allows you to look up conversation content later or pass it on to colleagues.
Steps:
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Open category and create new phone call: Navigate to address master data → CRM tab and click "+" next to Phone calls in the left list.
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Review the form: The phone call input form opens. The Date, Time, and Processor fields are automatically filled with the current values.
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Select project: Select the appropriate customer project in the Project field to clearly assign the phone call.
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Enter contact person: Enter the person you spoke with in the Contact person field.
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Add tags: Enter keywords in the Tags field, e.g. "follow-up contact" or "callback". This allows you to find the phone call again later via search.
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Enter content: Enter a subject and document the content of the conversation in the text field.
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Check output: If desired, click on "Print preview" to receive a printed preview of your phone note.
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Save: Click on "Save" to save your phone note, or on "Save/Close" to save the note and close the form. The recorded phone call is then displayed in the CRM history.
Notes are free-form entries that you can add to an address. They are suitable for recording information that does not fit into another form, such as special customer requests or agreements.
Steps:
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Open category and create new note: Navigate to address master data → CRM tab and click "+" next to Notes in the left list.
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Review the form: The note input form opens. The Date, Time, and Processor fields are automatically filled in but can be adjusted manually if needed.
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Select project: Select the appropriate customer project in the Project field to clearly assign the note.
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Add tags: Enter keywords in the Tags field, e.g. "special requests", "follow-up questions", or "special conditions". These make it easier to find the note later via CRM search.
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Enter content: Add a subject and document the desired content in the text field.
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Check output: If required, click on "Print preview" to see a printed preview of your note.
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Save: Click on "Save" to save the note, or on "Save/Close" to save the note and close the form. The created note is then automatically displayed in the CRM history.
With follow-ups, you remind yourself or a colleague of a later action — for example a follow-up conversation or a quote. Follow-ups are closely linked to projects and contact persons.
Tip
A complete description of all functions and settings can be found in the module article Follow-up.
With the Follow-up module, you can plan tasks and automatically remind yourself or colleagues at a specific time. Follow-ups can be assigned to customers, contact persons, projects, or employees, allowing you to track important transactions in a structured way. Especially in sales and marketing, but also in other areas, this function helps you meet deadlines and keep track of to-dos. Each follow-up appears in the overviews, pipelines, or lists, displayed with status, due date, and priority.
Steps:
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Open category and create new follow-up: Navigate to address master data → CRM tab and click "+" next to Follow-up in the left list.
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Review the form: The follow-up input form opens. The "Created on" field is automatically filled and cannot be changed. The "Processor" field is also set automatically but can be adjusted manually if needed.
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Select contact person: Enter the appropriate contact person. Note that only contact persons defined in the "Contact persons" tab can be selected. Contact persons from the "Details" tab are not displayed here.
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Select project: Select the customer’s project in the Project field to clearly assign the follow-up.
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Add sales information: If needed, enter the planned revenue volume in euros in the "Volume" field and provide an estimate of the probability of success as a percentage in the "Chance" field. Also select the appropriate phase in the "Stage" field. Notes on creating stages can be found in the "Sales Funnel" article.
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Set reminder time: Define in the "Reminder date" and "Time" fields when the follow-up should be displayed again.
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Assign employee: Select in the "Employee" field who should process the follow-up. By default, the current user is entered here, but the entry can be changed manually.
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Set options: Select the "Priority" checkbox if the follow-up should be processed with priority — it will then be highlighted in red in the list or pipeline. Select the "Completed" checkbox when the follow-up should be marked as done. This is usually only relevant at a later point in time.
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Check output: Click on "Print preview" if needed to receive a printed preview of your follow-up.
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Save: Click on "Save" to save your follow-up, or on "Save/Close" to save it and leave the form. The created follow-up is automatically displayed in the CRM tab.
With the Appointments function, you plan meetings or customer appointments directly in CRM. These entries are visible to all employees when marked as "public".
Steps:
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Open category and create new appointment: Navigate to address master data → CRM tab and click "+" next to Appointments in the left list.
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Review the form: The appointment input form opens. The fields "Date", "Time", "End date", "End time", and "Created by" are automatically filled in and can be adjusted if needed.
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Configure appointment: Change the appointment fields according to the planned event. Select the "All day" checkbox if it is an all-day appointment. Select "Public" if the appointment should be visible in the calendar for all employees, not just yourself.
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Adjust creator: If required, change the entry in the "Created by" field if a different user should be recorded as the creator.
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Select contact person: Enter the appropriate person in the "Contact person" field. Note: only contact persons maintained in the "Contact persons" tab can be selected, not those from the "Details" tab.
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Set project and responsible person: Select the customer’s project in the "Project" field and define the responsible person in the "Responsible" field.
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Enter content: Enter the topic of the appointment in the "Subject" field and document additional information or notes in the text field.
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Check output: Click on "Print preview" if needed to receive a preview of the appointment printout.
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Save: Click on "Save" to save the appointment, or on "Save/Close" to save the appointment and close the form. The appointment is then automatically displayed in the CRM history.