#0 Opportunities

01

Opportunities are the most important part of the sales process. The main purpose of this module is to arrange the information about the entire sales process and to centralize sales data so that all components of the system can generate reports and analysis. Every sale that is created from a lead-to-account conversion begins with a new opportunity.

It is important to understand the practices implemented into YetiForce. No sale can begin if it doesn't include an opportunity so all parts related to sales are centralized and that's why reporting and analysis are easier to perform. Secondary functionalities such as inquiries, requirement cards, calculations, offers, orders etc. are directly interrelated with the sales process. In special cases, such as EDI or website orders, there is no need to create the entire sales process. It is enough to prepare the system so the existing processes become an integral part of the new operation.  The sales process introduces a new sort of logic that will be presented as individual sales stages: 
  1. New sale
    • Not started
    • Pending
    • Quote inquiry
    • Requirements card
    • Calculation
    • Quote
    • Service contract 
    • Order
    • Verification
    • Realization
    • Lost
    • Completed
  2. Renewed sale
    • Pending
    • Requirements card
    • Calculation
    • Quote
    • Order
    • Verification
    • Realization
    • Lost
    • Completed
  3. Automatic sale 
    • Order
    • Verification
    • Realization
    • Lost
    • Completed
As it was presented above in the types and stages of sales, there are three main definitions of sale (new sale, renewed sale, automatic sale), additionally the particular types of sales will have different stages. YetiForce preformed many modifications for types for customers, e.g. we made them dependent on sold products. YetiForce does not limit the processes in any way. If the processes are excess or insufficient, they can be developed, but please bear in mind that any changes should be performed by an analyst who will also take into consideration the elements that are related and also require changes.  Interestingly, this procedure is related to the realization process (projects) that monitors which sales are completed and which are still in progress. In many companies the realization process will assist the calculation of commissions. When a new sale is created, it is required to fill in many fields, some of them are mandatory and some are optional, but each field is important, because it takes part in the process of reporting and then analyses. 

Field descriptions

General information

  • Name - a text field [describes an opportunity]
  • Sales type  - a picklist  [New sale, Renewed sales, Automatic sale]
  • Sales stage - a picklist related to a field type [a value located above] 
  • Lead source
    • Phone call
    • Visit at office
    • Visit at customer
    • Email campaign
    • SMS campaign
    • Conference/Trade fair
    • From a recommendation
    • Website
  • Assigned to - a system field with an option to choose between users or groups. It defines a user or a group of users who become owners of the record. 
  • Decisive factors
    • For a lost sale
      • Failed to fulfill formal conditions
      • Cannot deliver product/service 
      • Insufficient realization time 
      • Price too high
      • etc.
    • For a completed sale
      • Competitive price
      • Low price
      • Services added
      • Products added
      • Sufficient realization time
      • etc.

Dates

  • Start date - date added manually [a mandatory field] when a record is created; the system suggests a current date.
  • Estimated sales date - date added manually [a mandatory field]; a field is empty by default.
  • Actual sales date - date added automatically when a status Realization or Closed is selected. 
  • Realization start - date added automatically on the basis of Realization start date, which results from a list of related quotes in Opportunities.  
  • Realization end - date added automatically on the basis of the oldest date in Realization end date, which results from a list of related quotes in Opportunities.
  • Actual realization end date - date added automatically on the basis of the oldest date in Project end date, which results from a list of related Projects.

Relations to other modules

  • Account - a mandatory field [a relation field to the Accounts module]
  • Campaign - an optional field [a relation field to the Campaigns module]

System information

  • Number - unique and automatic opportunity number.
  • Created time - a system field that is automatically generated when a record is added. 
  • Modified time - a system field that is automatically updated each time a record is changed.
  • Closed time - a system field that is automatically filled in when a record receives a final stage status.
  • Updated - a system field that is filled in automatically and indicates that a record owner read all changes performed on this specific record.

Financial summary

  • Forecast amount - a value added manually when an Opportunity is created. The field is mandatory and needs to be associated with a currency.
  • Total calculations - total value of calculations with a Closed status. 
  • Total quotes - total value of quotes with a Closed status. 
  • Total orders - total value of orders with a Closed status. 
  • Total invoices - total value of invoices with a Booked status. 

Sharing information

  • Users sharing - a list of users who can access this specific opportunity. Inheritance works regardless of company organizational structure.
  • Information inheritance - if this checkbox is ticked, users specified in the field above will not only have access to an inquiry, but also to related information, e.g. comments, documents, emails.

Time control information

  • Total time - opportunity - total amount of working time entered to Opportunities but not related to other elements of the process. 
  • Total time - inquiries - total amount of working time entered directly to an inquiry. 
  • Total time - requirements card - total amount of working time entered directly to a requirements card. 
  • Total time - calculations - total amount of working time entered directly to a calculation. 
  • Total time - quotes - total amount of working time entered directly to a quote. 
  • Total time - orders - total amount of working time entered directly to an order. 
  • Total sales time - total amount of working time entered to the above elements and related directly to a sales process. 
  • Total realization time - total amount of working time entered directly to a project related to an opportunity, but not related to a ticket.
  • Total support time - total amount of working time entered directly to a ticket related to a project that is related to an opportunity. 
  • Grand total - it is a sum of sales time, realization time and support time. 

Descriptive information

  • Description - a description field with an editor.
  • Comments - a description field with an editor. 
  • czwartek, 10 sierpień 2017