Filter:

Submit Search

# Opportunities

Opportunities represent ongoing projects for the sales team: for example a new opportunity brought by a prospect, a sales opportunity for an existing customer, and so on. The sales person assigned to an opportunity will make it go through different sales stages until the opportunity can be marked as won or lost.

Opportunities are organized in pipelines. An opportunity pipeline gathers opportunities that belong to the same type of business. Each pipeline contains different sales stages, set up according to the specific needs and business processes of each company.

These sales stages are used to make the opportunity progress: when an opportunity is created, it is added to the first sales stage that is set up. Once the first stage of the sales process is completed, the sales person can move the opportunity to the next stage, and so on until all stages have been completed or the opportunity has been won. At any time, if an opportunity does not meet the required criteria, the sales person can mark this opportunity as lost.

To make this opportunity progress, the sales person has to do a number of tasks, called actions. For example, the sales person may have to call a prospect, make a product demo or send a business proposal. These actions can be associated with a specific opportunity or, more generally, with a customer, a prospect or a contact.

The opportunity is displayed as a card in the Kanban board of the opportunity pipeline. These cards display pieces of information about the opportunity. From the card, it is possible to open the opportunity record sheet to display all the information, as well as the different documents, contacts or actions linked to the opportunity.

Opportunities are managed from the Opportunities menu in the CRM module.

Searching for and filtering opportunities

The Opportunities menu contains two views:

- the opportunity pipeline;
- the signature schedule.

To switch from one view to another, click on the corresponding icon in the header.

Use the Weighted amounts option to display the amounts linked to opportunities in weighted or actual amounts. When the option is active, weighted amounts are used in the opportunity pipeline, the signature schedule, as well as in the summary on the right of the screen.

In the signature schedule, it is possible to navigate from one month to another using the left and right arrows. Click Current month to come back to the current month.

Note

The search and filter features only apply to the opportunities displayed on the screen. Akuiteo does not look for all the opportunities of the database, which is convenient if there is an important number of opportunities.

Searching for opportunities

In the search field, fill in the first letters of the customer or the opportunity. The opportunities matching the search criteria are updated directly so it is easy to find the desired opportunity.

From the opportunity pipeline or the signature schedule, it is also possible to narrow down the opportunities displayed to easily find the desired one:

Field | Description
--- | ---
Pipeline | Select the pipeline from the drop-down list to display all the opportunities included in this pipeline. From the signature schedule only, select All pipelines to display the opportunities from all the pipelines available to the connected user. In this case, the button for creating an opportunity is hidden.
Sales person | Select an employee, a team or a department from the drop-down list to only display the opportunities linked to the selection. Me - your opportunities All - all existing opportunities My team - your opportunities and your team's opportunities My department - your opportunities and your department's opportunities No sales person assigned - the opportunities that have not been assigned to a sales person yet Other employees - the opportunities of the selected employee
Sort by | Select how the opportunities are sorted from the drop-down list. Last update - opportunities are sorted by the last created action's date, in ascending or descending order Customer - opportunities are sorted by customer, in alphabetical or reversed order Amount - opportunities are sorted by estimated amounts, in ascending or descending order Sales person - opportunities are sorted by sales person, in alphabetical or reversed order

Filtering opportunities

| 1 | From the opportunity pipeline or the signature schedule, click Filter.

The Advanced filters window opens.

| 2 | In the window, check the relevant boxes for the filters that should be applied. You can combine as many filters as necessary.

| 3 | Click Apply.

The opportunities matching the filters applied are displayed. The other opportunities are hidden.

To delete the filters applied, click Filter then Remove filters.

Creating opportunities

| 1 | Opportunities can be created:

- from the Opportunities menu by clicking on the + Opportunity button on the screen's right;
- from a customer or a prospect record sheet by clicking on on the screen's right.

A window opens.

| 2 | In the window, fill in the following fields:

Field | Description
--- | ---
| Fill in the first letters of the customer or the prospect associated with the opportunity. The help list is displayed automatically with the relevant customers and prospects. Select the desired customer or prospect from the help list. If the opportunity is created from a customer or a prospect record sheet, the customer or prospect is filled in automatically. If the customer or prospect does not already exist, enter the full name then click New. This way, the new prospect is created automatically.
| Give a name to the opportunity. This name identifies the opportunity and can be used for research.
| Fill in the amount associated with the opportunity. This amount is an estimate that can be detailed throughout the opportunity's life.
Currency | Select the currency from the drop-down list. This currency is associated with the entered amount.
Number of days | Fill in the number of days associated with the opportunity. This number is an estimate that can be detailed throughout the opportunity's life.
Sales person | Fill in the first letters of the employee in charge of the opportunity. The help list is displayed automatically with the relevant employees. Select the desired employee from the help list. By default, the employee creating the opportunity is already filled in.
| Fill in the first letters of the contact associated with the opportunity. The help list is displayed automatically with the relevant contacts. Select the desired contact from the help list. The information specified in the selected contact is filled in automatically: telephone numbers, position in the company and email address. If the contact does not already exist, enter the full name then click New. The contact record sheet is created automatically.
and | Click on to fill in a cell phone number or on for a landline phone.
Position | Fill in the contact's position inside the company.
| Fill in the contact's email address.
| Fill in the estimated closing date. The opportunity will be categorized under this date in the signature schedule.
Tags | Fill in the first character of the desired tag to display the list of corresponding tags, then click on the tag to add it to the opportunity. This list only displays tags of the Opportunity type. You can add as many tags as necessary. Tip Press F2 to open the list of all the tags available for opportunities. To create a new tag right away:
| 1 | In the Tags field, enter the label of the new tag and press the Tab key, or click on another field.
| 2 | Fill in the required fields in the New tag window that displays.
Reference For more information about tags and fields to fill, refer to the Advanced setup Guide.
| 3 | Click on Save.
The tag is created and is automatically added to the opportunity. Tags are also displayed as colored icons in the header of an opportunity record sheet, as well as in the cards of the opportunity pipeline. To modify a tag, click on this tag from an opportunity record sheet or from the creation form, modify the desired fields then click on Save.
Description | Describe the opportunity to give more details.

| 4 | Click Save.

The opportunity is created. The opportunity's card is added to the first stage in the opportunity pipeline. The card is also displayed in the signature schedule, on the estimated closing date.

Managing opportunities
Opening opportunities

The Opportunities menu displays opportunity cards in a Kanban board or in a calendar. From this menu, opportunities can be moved from one stage to another but their content cannot be modified.

To modify an opportunity, you must open its record sheet:

- Click on the opportunity's name in the opportunity pipeline or the signature schedule from the Opportunities menu.
- In the associated customer or prospect record sheet, click on the Opportunities tab then click on the desired opportunity's name.

Modifying opportunities

The information related to the opportunity is displayed in the left column. Modify the necessary values then click Save in the bottom banner.

Reference

The fields displayed in the opportunity depend on the customization. For more information about customizing opportunities, refer to the Setup Guide - Web Portal.

Managing amounts

The Amounts tab is used to make an estimate of the amounts linked to an opportunity. For example, if the opportunity is associated with a prospect, the amount of the quotation that will be sent to the prospect can be estimated. The amounts can be more detailed by estimating the amounts for training, maintenance or the help desk.

There are two levels of estimated amounts: an overview of the amounts and detailed estimated amounts. These two levels cannot be combined, meaning the opportunity either has the overview or the detailed amounts.

Estimated amounts are for informational purposes only and cannot be used in other modules.

#### Overview of estimated amounts

| 1 | From the Amounts tab, click on Estimated amounts.

| 2 | Fill in the estimated No. of days and the Amount, then select the Currency from the drop-down list.

| 3 | Click on to validate the estimate.

This estimated amount can be modified at any time: you can modify the values directly and save any changes made.

#### Detailed estimated amounts

| 1 | From the Amounts tab, click on Detailed estimated amounts.

The Detailed estimated amounts table is displayed. If an overview of the amounts was already filled in, the information will be displayed in the recap line. This line displays the total estimated amounts for all the lines specified.

| 2 | In the first line, fill in the following fields:

Field | Description
--- | ---
Type | Select the type from the drop-down list. These are opportunities sales types, set up from the Application Desktop. The following fields depend on the selected sales type. There are three different options in the sales type setup: Number of days and/or Amount Quantity * U.P. Quantity * U.P. and possible recurrence
Title | Give a name to the line.
Quantity | Depending on the sales type, fill in the quantity.
Unit price | Depending on the sales type, fill in the unit price associated with the quantity. The currency is added in brackets in the field's name. To modify the currency, click on it in the TOTAL line, select a new currency from the drop-down list then click Validate.
No. of days | Depending on the sales type, fill in the number of days.
Amount | Depending on the sales type, fill in the amount The currency is added in brackets in the field's name. To modify the currency, click on it in the TOTAL line, select a new currency from the drop-down list then click Validate.
Recurrence | Depending on the sales type, fill in the recurrence: Select the type of recurrence (every year, every quarter, and so on). Fill in the recurrence's duration (for X months).
Custom data | The first four custom data set up for the opportunity lines are displayed for each line of estimated amount. Fill in the custom data depending on your needs.

| 3 | Click on to validate the line.

To add additional lines, click on Add line at the bottom of the table.

To duplicate a line, click on on the left of the desired line. A new line is created with the information of the source line.

To delete a line, click on on the left of the desired line then confirm the deletion.

Note

To go back to the amounts overview, click on the Estimated amounts option or on the < Back button at the bottom of the table. However, all the information specified in the detailed estimated amounts will be lost.

Adding items to an opportunity

#### Adding actions

Actions can be added to an opportunity:

- From the Opportunities menu by clicking on the icon on the top right of an opportunity's card. If an action is already scheduled, click New action. If there is no scheduled actions, the creation window opens directly.
- From the Actions tab of an opportunity record sheet, using the first frame in the left column to add actions.
- From an opportunity record sheet by clicking on on the screen's right.

Reference

For more information about creating actions and the required fields, refer to Creating actions.

#### Adding documents

Documents can be added to an opportunity from an opportunity record sheet:

- By clicking on on the screen's right.
- From the Documents tab by clicking on the Upload document frame.
- By dragging and dropping the document in the Add document frame.

The documents added to an opportunity are displayed in the opportunity's Documents tab. When a document is associated with an opportunity, this document is created on the opportunity's company.

To open a document, click on it to download it.

To remove a document, click on then Delete.

#### Linking contacts

| 1 | From an opportunity record sheet, click on on the screen's right.

| 2 | In the Customer field, fill in the first letters of the customer or prospect that is associated with the contact. The help list is displayed automatically with the relevant customers. Select the desired customer from the help list.

| 3 | In the Contact field, open the drop-down list to display all the selected customer's contacts, then select the desired contact.

| 4 | Click on Validate.

The contact is linked to the opportunity and is displayed in the opportunity's Contacts tab.

To open a contact record sheet, click on the desired contact's name or click on then Show details.

To remove a contact, click on then Delete link.

Deleting opportunities

Important

Deleting an opportunity cannot be reversed. However, the linked customer and contacts will not be deleted.

Note

Opportunities that are associated with orders or quotations cannot be deleted.

From the opportunity pipeline, select the desired opportunity card then drag and drop it in the Delete frame that appears on the bottom right of the screen. Confirm the deletion.

From the opportunity record sheet, click on Actions in the header, then click Delete and confirm the deletion.

Managing opportunities from the pipeline
Changing stages for an opportunity

An opportunity pipeline contains different sales stages to manage the progress of each opportunity depending on the sales team's specific processes. When an opportunity is created, it is added to the first stage set up, in the far left column. Over time, the opportunity will move from stage to stage.

| 1 | From the opportunity pipeline, select the desired opportunity card then drag and drop it in the column of the relevant stage.

Depending on the customization set up for changing stages, a window opens to display the fields that must be filled in to move to the new stage.

| 2 | Fill in the required fields to move to the new stage. If the opportunity goes through multiple stages at once, the windows specific to each change are displayed one after the other.

| 3 | Click Save.

The opportunity is displayed in the column of the relevant stage.

Note

The fields that must be filled in to move from one stage to another are entirely customizable for each stage. For more information about this customization, refer to the Setup Guide - Web Portal.

Marking opportunities as won

The criteria that must be met to consider an opportunity as won can be very different from one company to another. For example, a company can consider an opportunity as won when the prospect or the customer has given a verbal agreement, whereas another company might wait until the contract is signed. However, the process to mark opportunities as won is the same.

| 1 | From the opportunity pipeline, select the desired opportunity card then drag and drop it in the Won frame that appears on the bottom right of the screen.

A window opens to display the fields that must be filled in to mark the opportunity as won. If the opportunity was not in the last stage of the pipeline, the windows specific to each change are displayed one after the other.

| 2 | Fill in the required fields to mark the opportunity as won:

- In the New stage field, select the stage associated with the opportunity's newly-won state from the drop-down list. The stages available are the ones set up for the Won status in the Application Desktop.
- In the Signed on field, select the quotation's signature date.

| 3 | Click on Mark as won.

The opportunity is won and is no longer displayed in the opportunity pipeline. You can view it from the list of won opportunities by clicking on Opportunities won on the bottom right of the screen.

Marking opportunities as lost

An opportunity can be considered as lost when a prospect or a customer does not agree with the contract, does not sign the quotation, and so on. As for winning opportunities, the criteria for losing opportunities can be very different from one company to another. However, the process is the same.

| 1 | From the opportunity pipeline, select the desired opportunity card then drag and drop it in the Lost frame that appears on the bottom right of the screen.

A window opens to display the fields that must be filled in to mark the opportunity as lost. Even if the opportunity was not in the last stage of the pipeline, there is only one window displayed since it does not matter whether the opportunity has empty fields or not.

| 2 | Fill in the required fields to mark the opportunity as lost:

- In the Why is it lost? field, select the reason from the drop-down list. The reasons available correspond to the archiving reasons set up in the Application Desktop for the following standard opportunity statuses: Lost, Aborted and Off target.
- In the Lost on field, select the date when the opportunity was lost.

| 3 | Click on Mark as lost.

The opportunity is lost and is no longer displayed in the opportunity pipeline. You can view it from the list of lost opportunities by clicking on Opportunities lost on the bottom right of the screen.

Retrieving won or lost opportunities

To save time when creating an opportunity that is similar to a won or lost opportunity, it is possible to reuse won or lost opportunities.

| 1 | From the Opportunities menu, click on Opportunities won or Opportunities lost on the bottom right of the screen.

The list of won or lost opportunities is displayed.

| 2 | Use the search and filter features to locate the desired opportunity.

| 3 | Click on for the desired opportunity.

A window opens. The customer or prospect and the opportunity's name are retrieved automatically and cannot be modified.

| 4 | Select the Pipeline where the opportunity will be moved from the drop-down list.

| 5 | Click Save.

The opportunity is no longer displayed in the list of won or lost opportunities because it has been moved to the opportunity pipeline. The opportunity's card is added to the first stage in the opportunity pipeline. The card is also displayed in the signature schedule, on the estimated closing date.

Managing opportunities from the signature schedule

The signature schedule displays the opportunities that are scheduled to be signed, month by month. These opportunities are categorized using the scheduled signature date specified in each opportunity's record sheet. The opportunities that have an empty signature date are gathered in the far left column, the Unscheduled column.

To navigate from one month to another, use the left and right arrows in the schedule's header. Click Current month to come back to the current month.

The signature date of an opportunity can be quickly rescheduled:

- Select the desired opportunity card, then drag and drop it in one of the schedule's columns.
- Select the desired opportunity card, then drag and drop it in one of the frames that appear on the screen's right.

When an opportunity is rescheduled, the signature date is changed for the last day of the selected month.