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Version: 8.0

Opportunities

Introduction​

An opportunity is the declaration of a sales opportunity with a prospect or customer. An opportunity serves to indicate that a prospect is potentially interested in a product or service, but without creating a sale quotation. With the opportunity, you will have an overview of the sales pipeline. There may be several opportunities attached to the same partner.

Access : CRM → Opportunities → My opportunities / Opened opportunities / Closed opportunities

  • Create opportunities from leads, prospects and contacts.

  • It is also possible to create an opportunity directly from the ‘Opportunities’ menu.

  • Statuses work in the same way as for leads and prospects.

Personalized Opportunity statuses​

Access : CRM → Configuration → Custom status → Opportunity status

  1. In this menu you will find the six dynamic statuses, present on the opportunity file (New / Marketing qualification / Sales qualification / Nurturing / Converted / Lost).

  2. Note that you can drag & drop the statuses to change the order in which they appear.

  3. Click on a status to rename it and save it.

  4. Decide whether the opportunity status is open or closed. This will enable you to find opportunities with this status in the ‘Opened opportunities’ or ‘Closed opportunities’ menu.

  5. Once you have finished customizing the opportunity statuses, open the CRM configurations.

  6. Access: Application Config → Apps management → CRM, Configure. In the ‘Opportunities status management’, define what each status corresponds to, for example which status will be the new default status. New, Converted and Lost statuses are indicated in the same fields by default, but they are customizable. Opportunities have an additional status : “Proposition”. This status can be customized in the ‘Sales proposition step’ field.

Opportunities​

The opportunity form is used to track the progress of the opportunity. A prospect file can have several opportunities. The opportunity is a sales follow-up, which takes place step by step.

The Opportunity is not mandatory; it is perfectly possible to create a sale quotation directly, and then place an order.

Opened opportunities​

Access : CRM → Opportunities → Opened opportunities

On the opened opportunity file, switch from one status to another by clicking on the status. Among the opportunity statuses, you'll also find the ‘Proposition’ status, which is specific to the opportunities.

  • Opportunity Scoring: opportunity scoring is similar to lead scoring. The aim of ‘Opportunity Scoring’ is to be able to give a five-star rating to an opportunity in terms of commercial interest (for example, one star means ‘this opportunity is of low interest’, and five stars means ‘this opportunity is very interesting’). ‘Opportunity Scoring’ is then used to quickly identify visually the most interesting opportunities.

  • Probability: indicate the probability of success for an opportunity.

  • Tools - Create a quotation: when you click on “Tools” and then click on “Create a quotation”, the opportunity will automatically be set to “Proposal” status. Once you have created a sale quotation, it can be found in the tab ’Sale quotations/orders’ on the opportunity file or in the Sale quotation menu (Sales app).

  • Amount: enter the approximate amount.

  • Best case: enter the maximum expected amount.

  • Worst case: enter the minimum expected amount.

  • Reference: when an opportunity is created from a contact or customer, this data will be transmitted directly to the “Customer/Prospect” and “Contact” fields. If these fields are empty, you can attach a customer and a contact manually.

  • Description: add a description.

  • Events: create an event directly from the opportunity sheet. In addition, it is possible to create an event by clicking on ‘Tools’ and then clicking on ‘Schedule Event’.

Close an opportunity manually​

To close an opportunity manually, simply click on the ‘Closed won’ or ‘Closed lost’ status on the opportunity file.

Access : Application Config → Apps management → Sales, configure → activate ‘Close opportunity when one of the linked sale orders is confirmed’

Enabling this feature automatically changes an opportunity to ‘Closed won’ status when a sale quotation, linked to that opportunity, has just been confirmed.

Closed opportunities​

Access : CRM → Opportunities → Closed opportunities

Find closed opportunities in the ‘Closed opportunities’ menu. Closed opportunities in red are lost opportunities, while opportunities in green are opportunities that have been won.

caution

The system checks when a prospect has several opportunities. For example, one prospect (Bourgeois Industrie) is related to two opened opportunities. Subsequently, one of these opportunities changes status to ‘Closed won’. The system will automatically suggest closing the other opportunity. This control only concerns prospects, not customers.

Create an opportunity​

Access : CRM → Opportunities → My opportunities / Opened opportunities

Access : CRM → Leads → My leads / Opened leads → convert a lead into an opportunity

  1. Create an opportunity either directly from the menu (CRM → Opportunity → My opportunities / Opened opportunities), or from the converted Lead file (click on the ‘Convert’ button). To activate the creation of an opportunity on the ‘Convert lead’ file, you need to tick the box ‘Create opportunity’ and fill in the information about the opportunity.

  2. It is also possible to create an opportunity from the prospect or customer file (Opportunities tab, click on ‘Create opportunity’).

  3. On the lead file form, click on ‘Convert’ and then ‘Validate’ at the top of the page. Once everything has been validated, a new Partner file will be created. This new record can be found in the Prospects menu (CRM → Prospects).

  4. Role: On the contact file, you can indicate the role of this contact. Roles are created manually (CRM → Configuration → Roles). For example, ‘General Management’, or ‘Accounting Department’.

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It is also possible to attach the Opportunity or Sale quotation/Sale Order from the Contact file. Note, it’s possible to view all the partners attached to the contact in the Partner tab.

  1. Attach a Contact on the Company file: attach a contact to a company from the Company file. Open the Company file and in the Contact section click on ‘Select’ to add a Contact. You can also attach a contact from the prospect file in the ‘Contact’ section, by clicking on ‘Select’ or ‘Create a new contact’.
caution

In order for the ‘Contact’ section to appear on the file, you need to fill in the initial information (name, address, etc.) and then save the file.

Manual creation​

Access : CRM → Opportunities → My opportunities / Opened opportunities → create a new file +

  1. Fill in the necessary information on the Opportunity file.

  2. Indicate the amount. In the ‘Best case’ and ‘Worst case’ fields, you can optionally indicate the expected maximum and minimum amounts.

  3. For information purposes, you can indicate the estimated probability of success.

  4. In the ‘Recurrent’ tab, configure the conditions of the recurring amount (the amount itself, start date, end date, expected duration of the recurring income).

caution

Access: Application Config → Apps management → CRM, Configure → activate ‘Manage recurring opportunities’.

In order to configure the conditions for the recurring amount, remember to activate the ‘Manage recurring opportunities’ feature.

  1. The ‘Description’ tab allows you to create a precise description of the opportunity.

  2. At the top of the toolbar, click on the paperclip icon to attach files.

  3. Status: you can change the status manually by clicking on the desired status. The final step is ‘Closed won’ or ‘Closed lost’.

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If the opportunity is considered as ‘Closed won’, you can then create a sale quotation or plan an event. To do this, click on ‘Tools’ in the toolbar at the top of the page and select ‘Create a quotation’ or ‘Schedule Event’.

You don't have to wait for an opportunity to be closed before creating a sale quotation or planning an event. The sale quotation can then be transformed into a sale order.

Sales follow-up at opportunity level​

Consult the various opportunity files in the Opportunities menu (CRM → Opportunities). Or, view the opportunity directly on the prospect or customer file.