Visit Reports

Package: SALES SERVICE

1. General

New records for the Visit Reports module can be created directly in the module of the same name, or via an action in the detail view of a record in the Appointments module.

2. List View

The list view in the Visit Reports module has the usual functionalities of a list view. For more detailed information on this, see the section Layout/Structure - List View.

2.1. Actions

In the list view – depending on the module – general actions are available. An overview and description of all general actions can be found in the section Actions (List View).

Module-specific actions are not available in this module.

3. Detail View

3.1. Fields

The following table describes mandatory fields as well as fields with a non-obvious function. All other fields are self-explanatory.

Basic Data Block

Field	Description
Title *	Name of the visit report
Location *	Location of the visit

*Mandatory field

Relationships Block

In the Relationships block, reference fields to other modules are displayed. Which reference fields are shown is configured in the Calendar Settings under the setting item Default References.

The following modules can be displayed as reference fields: Assets, Sales Orders, Deals, Documents, Contacts, Vendors, Partner, Products, Tickets.

3.2. Actions

The following actions are available in the detail view:

3.2.1. General Actions

• PDF Export
• Recommend
• Copy
• Delete
• Change Tracking

For detailed information on the actions, see the section Actions (Detail View).

3.2.2. Module-Specific Actions

Action	Requirement	Functionality
New Task	–	Opens a popup for the quick creation of a task and links it to the visit report. Unlike other modules, no new record in the Tasks module is opened here; instead, a quick-creation popup is displayed.
New Appointment	–	Creates a new appointment and links it to the visit report
New Deal	–	Creates a new deal and links it to the visit report
New Ticket	–	Creates a new ticket and links it to the visit report
New Lead	–	Creates a new lead and links it to the visit report

4. Practical Examples

1 – Documenting a customer visit in field sales

A field sales employee visits an existing customer and holds a detailed conversation about current requirements, open points and satisfaction with the service provided so far. Following the visit, a visit report is created and linked to the relevant contact as well as the organization.

In the customer situation and agreements made fields, the most important results of the conversation are documented. Praise and suggestions for improvement are recorded as bullet points, so that the customer's feedback is comprehensible for the entire team. Using the New Task action, a follow-up task for the responsible internal sales employee is created directly from the visit report – the quick-creation popup makes this possible without leaving the record.

The visit report thus serves as a structured basis for internal follow-up and ongoing customer support.

2 – Following up on a trade fair conversation with lead creation

At a trade fair, a sales employee holds several qualified conversations with potential new customers. Immediately after each conversation, a visit report is created in order to capture the content before details are forgotten.

The report is linked to the already existing or newly created contact. In the Needs / Bottlenecks field, the requirements and challenges expressed by the conversation partner are noted. If concrete next steps were agreed upon, these are recorded under agreements made. Using the New Lead action, a lead record is created directly and linked to the visit report, so that the sales process can be continued seamlessly.

3 – Creating a visit report directly from an appointment

A service technician has an on-site appointment at a customer to fix a fault in a system. The appointment is already recorded in the Appointments module in brainX. After completing the visit, the technician creates the visit report directly from the detail view of the appointment via the corresponding action – the visit report is automatically linked to the appointment.

In the report, the location of the visit, the measures carried out and the current customer situation are documented. Using the New Ticket action, a follow-up ticket for a necessary spare parts order is created. By linking the appointment, visit report and ticket, the entire service process remains fully traceable.

5. Frequently Asked Questions

How do I create a visit report directly from an appointment?

In the detail view of a record in the Appointments module, a corresponding action for creating a visit report is available. The visit report created in this way is automatically linked to the appointment.

Which reference fields are available in the "Relationships" block?

Which reference fields are displayed in the Relationships block is configured in the Calendar Settings under Default References. In the delivery state, reference fields for the following modules are available: Assets, Sales Orders, Deals, Documents, Contacts, Vendors, Partner, Products and Tickets.

What is the difference between the "New Task" action in the Visit Reports module and other modules?

In the Visit Reports module, the New Task action opens a quick-creation popup, via which a task can be created directly and linked to the visit report – without leaving the record. In other modules, by contrast, the full creation view of the Tasks module is usually opened.

Can I create a deal or a ticket directly from a visit report?

Yes. In the detail view of the visit report, the module-specific actions New Deal, New Ticket, New Lead and New Appointment are available. All records created in this way are automatically linked to the visit report.

Can a visit report be exported as a PDF?

Yes. Using the general PDF Export action in the detail view, the visit report can be exported as a PDF. Detailed information on this can be found in the section Actions (Detail View).