DataMagic CRM – Customer relationship management

Partner risk control

Analysing supply chain and supplier risk

The system continuously monitors and analyses a partner's payment behaviour and any adverse events. On that basis it assigns a risk rating and proposes how to handle the risk – by reducing the credit limit or shortening the payment term, for example.

Partner risk control panel for a risky partner: AT RISK rating, suspended tax number, public-debt flag, a log of adverse events and a recommendation for handling the risk (lower credit limit, shorter payment term)

Tax number status – valid, suspended or cancelled taxable person
Tax-authority master data check – official name and address compared with the recorded data, flagging name mismatches
Public-debt database – register of taxpayers free of public debt
EU VAT number – European VAT number validation
Company register status – registered, operating status
D&B and Bisnode company information – external credit rating and company data
Online invoice reporting – partner discrepancies revealed from incoming invoices
Risk rating in the partner header, with the timestamp of the run
Overdue debt flagged as soon as the record is opened
Tax-number check logs – a separate query on the history of checks, to document the right to deduct VAT
Automatic warning for incomplete contact details and for a missing EU VAT number on intra-Community export
Manual re-run at any time, preserving the earlier result
Date of the last check in the partner header

Receivables

Receivables are handled where the salesperson works

A payment reminder and a statement of account are executable actions: they start from the very record on which the salesperson enters the next order.

Partner dashboard: KPI tiles for invoicing, orders, receivables, overdue and upcoming tasks and over-limit status, with a 12-month turnover trend bar chart below

Aged debt in 0–30, 31–60 and 60+ day buckets on the partner record
Credit limit and limit monitoring – an overrun appears on its own KPI tile
Open items filtered to the partner, at document level
Partner credit limits and debts – a consolidated query across the whole customer base
Payment reminders generated and sent
Statement of account covering the partner's open balance
Late payment interest calculated from the actual payment dates
Dimension budget monitoring to keep cost-centre and project-level budgets

Customer communication

Correspondence sits among the partner's history

With Outlook integration, incoming and outgoing e-mails are assigned to the partner automatically. One click turns an e-mail into a task or an event, and the related documents can be filed straight into the document store.

DataMagic CRM History tab: Outlook integration, the list of incoming and outgoing e-mails assigned to the partner, and a reading pane showing the related quotation document

Automatic assignment

Mail to and from the partner's addresses joins the history without separate filing, arranged into threads.

The document beside the mail

The quotation, order or invoice referred to can be opened from the mail, so replying needs no other module.

From mail to action

A task with an owner and a deadline, or a calendar event, is created from the mail, with two-way Exchange and Google sync.

Contract management

Contract lifecycle with indexation and call-offs

On the customer and the supplier side alike. Annual price adjustment and framework-contract call-offs are part of the contract, with no separate records.

Customer contract with term and conditions, tied to the partner
Supplier contract in the same structure
Payment schedule – instalments and due dates on the contract
Indexation – annual price adjustment run across a contract group
Framework call-offs – tracking of called-off and remaining quantities
Commercial contract linked to the customer order
Contract documents filed, openable from the partner record
Expiry and deadline monitoring through the alert and workflow engine

Automation

Rules that do not forget

The workflow engine runs condition-driven processes on partners and documents. A typical rule: if a partner's risk rating deteriorates, change the status, create a task for the responsible sales representative, and send a notification to finance.

Sales workflow in the DataMagic ERP interface: a process bar (lead, qualification, meeting, quotation, negotiation, close), the flow chart with completed, running and waiting steps and a decision point, then a won deal with order and invoice, or a lost close

Branching – conditional paths in the process
Value setting – automatic field updates
Status change – state transitions by rule
Task – an action created with an owner and a deadline
Alert – warnings and notifications
Sending mail – template-based e-mail from the process
Wait – time-based delay
Printing and closing of the document
Sub-process started and stopped
Condition editor – the start and step conditions of the process
Workflow log – what ran, when, with what result
Task history – the full life of an action
Alert framework – data quality and business rules across dozens of data areas
Scheduler – timed execution, per company
Scheduled reports – parameterised per user, delivered by e-mail
Conditional colouring – highlighted rows and buttons in lists
Switching on and off with operator permissions, without modifying the process

Records management

A filing system, not only a document store

Reference numbers, receipt registration and check-out – following formal records management and audit expectations. Documents belonging to a partner open from the record, linked with the DataMagic DMS module.

Registered documents with a reference number, and automatic flagging of an invalid number
Received documents – intake and registration of incoming files
File manager with a folder structure and permissions
Preview for common document formats, without opening them
Invoice images tied to the document
Document check-out – borrowing and return tracked
OCR – text extracted from attachments for searching
Digital signatures preserved for the authenticity of archived files
Documents generated from templates, filled with the partner's data
Scheduled document tasks running in the background

Commercial depth

What a CRM inside the ERP can do

The CRM runs on the same core as stock, manufacturing and transport – so the partner record knows things a standalone CRM has no data for.

Orders and invoices on the partner

Order book and open invoices on their own tab, with live data. Monthly invoicing and the 12-month turnover trend on the same screen.

Recommendable and promoted items

Items suited to the partner's profile and current promotions on the record, checked against real stock and the price list.

Territory and route

Territory and territory-group master data, tours, route sheets and call lists – sales and delivery on the same partner master.

Batch and quality

Quality specifications with limit values and a batch map: a customer complaint can be traced back to the production item and the supplier.

Partner groups on several levels

Customer and supplier groups on two levels each, with period-based membership and five freely usable customer identifiers.

Webshop and pick-up points

Webshop order intake, webshop platform connection, and parcel-service pick-up point integration.

Artificial intelligence

On-premise AI agent

The AI company information produces a summary of the partner's activity, size and market. Processing happens locally, on your own infrastructure – partner data does not reach an external provider and does not leave the country.

Company information summary – activity, size, market, picture of the cooperation
Timestamp of the query and manual re-query on the record
OCR processing of the text of attached documents
External company information imported from D&B and Bisnode data
Data sovereignty – no transfer of data to a third country
No external data processor on partner data
On-premise deployment – the system runs on the company's own server
From a compliance point of view this is the least risky deployment model

Integration

One database, open interfaces

The CRM is not a separate system that has to be synchronised: it sits on the same database as invoicing, finance, stock, manufacturing and logistics. What connects outwards does so over standard interfaces.

A shared database with finance, stock, manufacturing and logistics
No synchronisation lag and no double data entry
One document chain – order, delivery, invoice
Industry extensions on the core, with a plugin architecture
Several companies and databases in one installation
Deputy handling for holidays and departures
REST API – schema-based, over entities and queries
Online invoice reporting and e-invoicing
Government gateway – electronic document exchange with public administration
Exchange and Google – mail sending and two-way calendar
Banking and transfers – payment batches and automatic import of central bank exchange rates
Webshop – webshop platform and own online store connection
EDI – DESADV, SSCC and GTIN over the DataBridge line

Who it is for

Where partner risk is measurable in money

The CRM module gives the most where many partners, long payment terms and tight margins meet.

Wholesale and retail

Many customers, deferred payment, credit limits. Partner risk control and aged debt are visible before the quotation, not at the payment reminder.

Food industry

Quality limits, batch tracing, best-before dates. A customer complaint can be traced back to the production item.

Transport and freight forwarding

Territory, tour and route sheet on the partner master. The client's financial terms and transport planning in the same system.

Complete sales support.

History