Opportunities

Navigation: Sales → Opportunities

An Opportunity is a contact or an account which has been qualified and its need is known.

Review Opportunity form

Mail opp

 

1. General information about Opportunity is provided in tab General. You have to fill in this information when creating new Opportunity.

2. In tab Media it is possible to attach files. Press Select Files or do Drag & Drop.

3. In tab Notes it is possible to leave notes. Press Add note to create new note.

4. Actions that can be taken with Opportunity:

  • Create Project: as soon as appears legal agreement, Opportunity can be turned into Project.
  • Cancel record: allows canceling Opportunity record and all related tasks that are planned or in progress. When the record is canceled, opens the modal window of the record with the reason and end date fields.

5. Available Info Tabs:

6. Available navigation buttons:

  • Start recording: is used to start recording time spent working on Opportunity.
  • Add new: is used to create new Opportunity.
  • To list: is used to go to the list of Opportunities.

Create new Opportunity

To create new Opportunity follow these steps:

1. Go to Sales → Opportunities.
2. In the list of Opportunities click Add_Create_new.
3. Fill in fields in tab General:

  • Title: shortly indicates what Opportunity is about.
  • Status: indicates what is the progress of Opportunity in terms of time, for example, “Not started”, “In progress”, “Done”, “Cancelled” (list is taken from Settings → Dictionary → Opportunity → Status).
  • Stage: stage of the Opportunity.
  • Priority: priority of Opportunity.
  • Start: start date of Opportunity.
  • Finish: finish date of Opportunity.
  • Revenue: indicates the potential revenue of the sales Opportunity.
  • Revenue Category: revenue category to which this Opportunity should be assigned. This helps to group planned sales according to revenue categories.
  • Add to pipeline: turn ON if you want to add Opportunity to pipeline.
  • Duration, month: indicates the duration of the planned project.
  • Account: Opportunity account (list is taken from Sales → Accounts). Click source to add new Account and fill information.
  • Contact: contact person regarding this Opportunity (list is taken from Sales → Contacts related to selected Account”). Click source to add new contact and fill information.
  • Lead: Opportunity Lead (list is taken from Sales → Leads). Click source to add new lead and fill information.
  • Campaign: Opportunity Campaign (list is taken from Sales → Campaigns). Click source to add new campaign and fill information.
  • Owner: who will be responsible and accountable for this Opportunity (list is taken from Settings → Users).

4. Click Save.

Opportunity_create1

 

Add Opportunity stage

To add Opportunity Stage follow these steps:

1. In tab Stage click Add_Create_new.

2. Fill in information of the stage:

  • Stage: stage of the Opportunity.
  • Status: status of the stage.
  • Revenue: indicates the potential revenue of the sales Opportunity.
  • Planned start: planned start date.
  • Planned finish: planned finish date.
  • Actual start: actual start date.
  • Actual finish: actual finish date.

3. Click Save.

 

newStage

Fields Probability and Potential are filled in automatically:

  • Probability, %: indicates probability in percentages to earn determined revenues.
  • Potential: according to revenue and probability system counts automatically the potential amount receivable.

Create Task related to Opportunity

It is possible to create Tasks related to Opportunity in several locations of the system: Kanban window, Tasks list window, Opportunity form, Opportunities list window.

To create new Task related to Opportunity in the Opportunity form follow these steps:

1. In tab Tasks click Add_Create_new.
2. Fill in Task’s information and click Save.

Generate a set of Tasks related to Opportunity (initiate Process)

It is possible to generate a set of Tasks related to Opportunity from a template (initiate a predefined process). To generate a set of Tasks related to Opportunity follow these steps:

  1. In tab Tasks click  Lead_create_task and select Process or in tab Process click New_process.
  2. Select process template from the drop-down menu (list is taken from Settings → Processes).
  3. Define date when process should start / finish.
  4. Define date type: Start – First Task of the process will start on the indicated date, Finish – dates of the process Tasks will be defined so that the process would end on the indicated date. Important: there is a possibility to define process finish date only if process does not have decision tasks.
  5. Active Update dates option automatically updates tasks dates when changes in process task planned dates are made.
  6. Click Save.

Process2

Add Competitor

To add Competitor follow these steps:

1. In tab Competitors click Add_Create_new.
2. Fill in information of the Competitor:

  • Account: conduct search of the Competitor.
  • Outcome: indicates whether competitor won or was rejected.
  • Bid price: competitor’s bid price.
  • Winner price: price offered by the winner.
  • Winner reason: indicates winner reason.
  • Description: additional description.

3. Click Save.

Competitor

 

Set rights for users relevant to the Opportunity

To set rights for relevant to the Opportunity follow these steps:

1. Go to tab Rights.
2. In field Assign User choose users who will see and be able to edit Opportunity information. It is possible to choose to show Opportunity to all users or only to particular users.

 

Right_opp

Generate Project from Opportunity

To generate a Project from a particular Opportunity follow these steps:

1. In the Opportunity form click Create Project button.
2. Fill in information about Project that will be created:

  • Title: title of the Project.
  • Number: Project number assigned to signed Contract.
  • Status: indicates status of the Project (list is taken from Settings → Project → Status), according to the project phase.
  • Decision maker contact
  • Type: fixed, time and material, fixed/time and material, not billable (list is taken from Settings → Dictionary → Project→ Type).
  • Revenue Category: revenue category to which particular Project should be assigne
  • Standard rate: standard rate of amount billed for single hour of the Project without taxes.
  • Amount: planned budget for Project (based on Info Tab: Budget) excluding taxes.
  • Tax: tax used for Project by default.
  • Start: Project start date.
  • Media: choose wether to copy, move from Lead or to leave on Lead media.
  • Notes: choose wether to copy, move from Lead or to leave on Lead notes.

3. Click Save.

 

createOpProject

4. Add additional Project information.

Perform actions in the list of Opportunities

OpportActions

 

 

1. As in all lists, you can work with Opportunities by using standard functionality buttons: filter Opportunity, add new Opportunity, change table properties, search Opportunities, narrow or extend information viewable in table cells, edit or add additional information to the Opportunity, delete Opportunity from the list.

2. It is possible to see how many related Not Started, In Progress, Waiting, Done or Cancelled tasks Opportunity has.

3. It is possible to perform actions with Opportunites in the list without opening the entries. After selecting single or multiple Opportunities by marking lines Mark or selecting all Opportunities by clicking  button Button available actions are:

  • Export records: is used to export selected Opportunities to MS Excel file.
  • Assign to Group: is used to assign selected Opportunities to a Group.
  • Assign Rights: is used to assign rights to review and edit Opportunities information for work groups, user groups or specific users.
  • Remove from group: is used to remove selected Opportunities from Group.
  • Remove Rights: is used to remove rights to review and edit Opportunities information from specific work groups, user groups or specific users.
  • Set Status: is used to set status to selected Opportunities (list is taken from Settings → Dictionary → Opportunities → Status).
  • Set Priority: is used to set priority to selected Opportunities (list is taken from Settings → Dictionary → Opportunities → Priority).
  • Set Owner: is used to assign new Owner to selected Opportunities.
  • Create Task: is used to create new Task related to selected Opportunities. In case several Opportunities are selected several Tasks will be created.