How to create a Sales Opportunity?

Tab Sales Cycle

A Sales Cycle is made of a set of sales phases that allow to control the different states the Sales Opportunity passes through from its initial phase to its corresponding conclusion successfully or not.

When the Sales Cycle is defined on the tab General, all phases of the corresponding cycle are loaded on the grid. You must specify the phases that are executed on the Opportunity by selecting them, and these can have the following states:

• Not Yet Executed;
• Executed;
• Not Executed.

The phases are executed or not following the order they are listed on the grid (order defined on the corresponding Sales Cycle), considering that:

• Any phase that is not mandatory cannot be performed;
• It's not possible to select phases when there is no mandatory previous phases;
• When executing a phase and if there are previous phases that are not mandatory, these can be considered Not Executed automatically;

From this grid, it is possible to schedule the phases by creating activities. For that, you must select the desired phases and use the context menu Create Activity. If the phase is already executed, the activity is created in state Executed. This way, the execution of a scheduling phase changes the activity state to Executed.

The value of the phase can be changed to manual and that will be presented to the user. Any change in the Opportunity value will not change the value of those phases. To reset the values, simply use the context option Reset Value.

Tab Proposals

On this tab, the proposals and products associated to the Sales Opportunity are defined. Products are associated to the Sales Opportunities using proposals, that is, for each proposal, you can associate different products and offer alternative ways of management.

Information available on the grid associated to the Proposal:

• Item - Items that belong to the proposal;
• Description - Description of the proposal items;
• Unit - Unit that belongs to the list of Units available on the ERP;
• Quantity - Expected Quantity;
• Value -  Total value of the Proposal calculated from the item cost;
• Discount - Total proposal discounts;
• Profitability - Total proposal profitability;
• Margin - Total margin of the proposal calculated from the item margins.

After defining the Proposals, quotation documents can be generated.

Tab Document

On this tab, the documents related to the Sales Opportunity are listed (Quotation and Orders), separated by Type. You can convert the quotation documents generated into orders (as long as they have no changes) related to the Sales Opportunity.

Tab Activities

In this tab, all activities associated to the Sales Opportunity are presented. The activities can be divided in two groups: General and Collection.

A user or group of users identified by the ERP login is assigned to each activity. If there is no activity associated to the opportunity, a message "No records loaded" will be presented. To add a new activity associated to the opportunity, you should select the context option New.

The activities generated from the sales cycle phases are listed, and a grid grouping can exist to allow a greater perception of the phase in which they are generated. For this, follow these steps:

1. Add to the grid, the column "Phase" using the context menu;
2. Placed on the column "Phase" (now visible on the grid), select the context menu option Group.

Tab Contacts

In this tab, it is possible to list/add important contacts related to the Sales Opportunity. The contacts can be added directly by editing the grid fields or they can be loaded. To load a contact previously loaded, on the field Contact click on the key F4 and select the desired contact.

To add important information on the contact, namely, their level of decision making inside the company.

Tab Competitors

In this tab, the competitor companies disputing the same Sales Opportunity can be viewed/added. To add a competitor company, on the first empty row, click F4 and add the competitor company. Later, it might be necessary to include more information on the advantages of the competitor.

Note: A competitor company is defined on the External Entity file, by selecting the option Competitor in Marketing & Sales | Contacts and Opportunities | Resources | Tables | External Entities or Marketing & Sales | Contacts and Opportunities | External Entities or by using the option External Entities on the Context menu.

Generate quotation document in a Sales Opportunity

In order for the generation of quotation and conversion documents in orders to be performed in the Sales Opportunity, on the chart Document Generation you must specify the types of documents being used in that automatism.

With the option Show Document generated before saving active, the documents generated will always be made available on the editor before saving the document.

To generate a quotation document in a sales opportunity, follow these steps:

1. On the Administrator access the Company | Contacts and Opportunities | Company Parameters | Sales Opportunity;
2. Access the tab Proposals for a Sales Opportunity;
3. Select the option Generate Quotation. A window will be presented with a description of the proposals;
4. Select the proposals for which quotation documents will be created;
5. After confirming the generation of quotation documents, on the tab Documents of the Sales Opportunity, you can view the generated quotation documents.

The documents can be tracked. For that, on the tab Documents of the Sales Opportunity, right-click on the desired quotation document and click Traceability. The window Document Traceability will be made available and by selecting View, you can view the document details on the sales editor. Right now, it is possible to change the document state on the tab State.

Convert a quotation document in an order

1. On the tab Documents of the Sales Opportunity, select the desired quotation document;
2. Right-click the option Order;
3. The window Sales Editor will be presented with the quotation document "transformed" into an order;
4. Confirm that you wish to save the document;
5. On the tab Documents of the Sales Opportunity, after pressing the button Update an order document will be presented besides the quotation documents. The documents are separated by Document Type.

Associate proposals

1. Access Marketing & Sales | Contacts and Opportunities | Sales Opportunities;
2. Select or create a Sales Opportunity;
3. On the tab Proposals, click New;
4. On the Proposal window, fill in the following information:
   - Proposal number: Proposal Identifier (automatic);
   - Description: Proposal Description;
   - Type: Identifies the Proposal category (Main / Optional / Supplementary / Alternative);
   - Not Totalizer: If the option is selected, the proposal will not contribute for the Sales Opportunity totals;
   - Tab General: In this tab, the customer is automatically loaded and it is only necessary to specify the entity and financial discounts;
   - Tab Conditions: The values Payment Mode and Payment Cond. are automatically loaded from the customer file, but they can be changed in this tab;
   - Tab Observations: Observations regarding the proposal can be added;
5. After filling in the general information, associate the items to the proposal using the key F4;
6. Select the items to associate to the proposal;
7. Specify the information regarding the item:
   - Item: Item that belongs to the list of Items available on the ERP (automatic);
   - Description: Description of the item (automatic);
   - Unit: Unit that belongs to the list of available Units on the ERP. Assumes Item Base Unit (Unit, Meters, Hours);
   - Quantity: Expected Quantity;
   - Cost;
   - Type: Associated cost type (Average CP, Last CP, Average CP, Manual);
   - Value: Associated Expected Cost;
8. Insert the sales data:
   - Type: Type of sales price (PVP1 ... PVP6, Manual);
   - Value: Unitary price;
   - %Disc.(1/2/3): Percentage First/Second and Third Discount;
   . %Disc.: Percentage of total discount;
   - Disc. Value: Total value of the item discount;
9. Define the profitability values:
   - Value: Profitability per unit;
   - Margin: Margin by unit;
10. Check the totals that areautomatically calculated:
    - Cost: Total cost of the proposal calculated from the item cost;
    - Goods/ Serv.:Total value the proposal calculated from the item sales value;
    - Discount: Total discounts of the proposal calculated from the item cost and from general discounts;
    - Profitability: Proposal total profitability;
    - Margin: total margin of the proposal calculated from the item margins;
11. Finally, click Save.

The proposal will be placed on the Sales Opportunity proposal grid.

On the lower part of the window, the button Show Details is available, that provides a grid with details for the items selected, namely, information on Stocks and Cost Prices.

Associate campaigns

1. Access Marketing & Sales | Contacts and Opportunities | Sales Opportunities;
2. Create or edit the sales opportunity;
3. On the tab Others, specify the zone where the campaign will take place;
4. Specify campaign;
5. Click Save.