Customer Relations — Africa Coffee Park ERP

Lead Register

Company / Individual	Country	Source	Products	Est. Value (USD)	Assigned To	Date Added	Status	Actions

Opportunities

Interaction Log

Date	Company	Contact	Type	Summary	Duration	Follow-up Date	Follow-up Done	Logged By	Actions

Complaint Register

Complaint No.	Customer	Date Raised	Category	Priority	Assigned To	SLA Deadline	Status	Actions

Contract Register

Contract No.	Company	Country	Products	Value (USD)	Start Date	End Date	Days to Expiry	Status	Actions

Sales & Marketing — Rachael Nsubuga — Last updated March 2026

Click + Add Lead to record a new prospect — enter company name, country, source, products of interest, estimated value, and assign to a staff member.
Use the filter bar to narrow leads by source (Website, Trade Fair, Referral etc.), status, country, or assignee.
When a lead responds and shows genuine interest, update their status to Qualified using the Edit button.
Once a qualified lead agrees to proceed to a formal sales discussion, click Convert — this creates an Opportunity in Tab 2 automatically.
Leads marked Converted remain visible in the register for historical tracking. Unqualified leads should be noted with a reason in the Notes field.

Conversion Rate is tracked in the KPI cards. Target: 30% or higher for trade fair leads.

Opportunities are created automatically when a Lead is converted, or manually via + Add Opportunity.
Use the Kanban view to see your pipeline visually across five stages: Qualification, Proposal Sent, Negotiation, Won, Lost.
Move an opportunity forward using the → button or back using the ← button on each Kanban card.
The Weighted Pipeline Value shown in the summary bar is calculated as: Sum of (Value × Probability) for all open opportunities.
Won opportunities are highlighted in pale-green; Lost opportunities in pale-red in both Kanban and table views.
Switch to Table view for a sortable, full-detail list of all opportunities.

Every customer contact — call, email, meeting, site visit, or WhatsApp — should be logged here immediately after it occurs.
Click + Log Interaction, fill in company, contact person, date/time, type, duration, summary, outcome, and whether a follow-up is required.
If a follow-up is required, enter the follow-up date. Overdue, unresolved follow-ups appear in the orange alert banner at the top of this tab.
When a follow-up has been completed, click Done on the row to mark it resolved and clear it from the alerts.
Use the date range filters and company search to audit interaction history for any customer or time period.

All site visits by potential buyers must be logged here. Rachael Nsubuga reviews interaction logs weekly.

Click + Raise Complaint to log a new customer complaint. Enter customer details, category, priority, description, and order reference.
SLA deadlines are auto-calculated: High = 3 days, Medium = 7 days, Low = 14 days from the date raised.
Complaints where the SLA deadline has passed and status is not Resolved/Closed are highlighted in pale-red and counted in the "SLA Breached" KPI.
When a complaint is resolved, click Resolve, enter resolution notes and the resolution date. Status changes to Resolved.
After customer confirmation, click Close to set final status to Closed.

All High priority complaints must be escalated to Rachael Nsubuga and Kubariho Venture within 24 hours of receipt.

Click + Add Contract to register a new customer contract. Enter company, country, products, contract value, start and end dates, payment terms, and any special conditions.
Contracts with 30 days or less to expiry are automatically labelled Expiring Soon in amber. Contracts past their end date are marked Expired in red.
The Days to Expiry column shows a countdown. Negative values indicate the contract is already expired.
Use Print Summary on any contract row to generate a formal contract summary report using the IACP report header.
Click Print List to export the full contract register for filing or executive review.

All contracts with Somalia Mogadishu Coffee Importers are the first live export agreements. Handle with highest priority.