Sales Opportunities

Sales opportunities are opportunities for potential sales or business with a customer. You can add sales opportunities to accounts and contacts, and they are useful for reporting and projecting potential business. See Event Opportunities for more information about adding opportunities for events.

You use opportunity types with sales opportunities. Opportunity types determine what additional fields (user defined fields) are available. This allows you to customize what type of information you want to gather about an opportunity. See Opportunity Types for more information.

Add a Sales Opportunity

  1. Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
  2. Enter the necessary information:
    • Description - Description for the opportunity.
    • Account - Account for the opportunity.
    • Contact - Contact for the opportunity.
    • Salesperson - Internal person responsible for working with the opportunity.
    • Stage - Where the opportunity is in the sales process.
    • Status - Current status for the opportunity. 
    • Type - Type of opportunity.
    • Date - Date the opportunity is entered into the system.
    • Close - Expected close date for the opportunity.
    • Revenue - Projected revenue for the opportunity.
    • Win % - Probability (in percentage) that the opportunity closes.
  3. Select the User Defined Fields tab.
  4. Enter information into the User Defined Fields as needed.
  5. Click OK.

Copy a Sales Opportunity

If there is an existing opportunity similar to a new opportunity you need to create, you can copy the existing opportunity to create the new opportunity. You can only copy opportunities that use the same opportunity type.

To copy a sales opportunity to the same account:

  1. Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
  2. Select the opportunity to copy.
  3. Right-click and select Tools -> Copy. The Copy Opportunity screen opens.
  4. Enter the name of the new opportunity into the Description field.
  5. Click OK. The new opportunity is created, and the Edit Opportunity screen opens.

To copy a sales opportunity to a different account:

  1. Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
  2. Select the opportunity to copy.
  3. Right-click and select Tools -> Copy To Account. The Copy Opportunity to Account screen opens.
  4. Enter the necessary information:
    • Account - Account for the new opportunity.
    • Description - Name for the new opportunity.
    • Salesperson - Internal person responsible for the new opportunity.
    • Status - Status for the new opportunity. 
    • Date - Date for the new opportunity.
    • Copy Activities/Documents/Notes/Meetings - If checked, the information is copied to the new opportunity.
  5. Click OK. The Edit Opportunity screen opens for the new opportunity. 

Change a Sales Opportunity

You cannot change the type or account for an existing sales opportunity.

To update the account on an opportunity, Momentus recommends you copy the opportunity to the correct account and cancel or delete the incorrect opportunity.

To edit other information for an opportunity:

  1. Click the Opportunities link for the applicable area of Ungerboeck for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
  2. Select the opportunity to edit.
  3. Right-click and select Edit. The Edit Opportunity screen opens.
  4. Update the necessary information.
  5. Click OK.

Cancel a Sales Opportunity

If an opportunity is no longer valid but you want to keep a record of it, you can cancel it. 

  1. Click the Opportunities link for the applicable area of Ungerboeck for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
  2. Select the opportunity to cancel.
  3. Right-click and select Edit. The Edit Opportunity screen opens
  4. Select the cancellation status from the Status drop-down.
  5. Click OK. The Required Fields screen opens.
  6. Enter the necessary information:
    • Cancelled On - Defaults to today's date. Update if needed.
    • Cancellation Reason - Reason for the cancelling the opportunity. Enter additional information for the cancellation reason into the text field next to the Cancellation Reason drop-down.
    • Cancellation Reason 2/Cancellation Reason 3 - Additional reasons if needed.
  7. Click OK.

You can view cancelled opportunities from the Cancelled and Archived Opportunities screen on the Main Menu. You can also choose to show cancelled and archived opportunities on the Opportunities screen:

  1. Click the Organization Parameters link from the Main Menu. The Organization Parameters screen opens.
  2. Select organization parameter AA (application) 850 (code).
  3. Right-click and select Edit. The Edit Organization Parameters screen opens.
  4. Enter a Y into the Value field to show cancelled opportunities on the Opportunities screen.
  5. Click OK.

Delete a Sales Opportunity

If you no longer need an opportunity, you can delete it. You cannot undo the delete process. 

  1. Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
  2. Click the Edit Grid button in the bottom left of the screen.
  3. Select the opportunity(ies) to delete.
  4. Right-click and select Mark for Delete.
  5. Click the Save button.

Sales Opportunities Security

Allow Adding/Editing Issues/Opportunities By Status

This access privilege controls who can add or edit sales opportunities by checking the assigned sales opportunity status level for each role/user and comparing it to the status of the sales opportunity. You can assign each role/user a status level and the role/user can add or edit sales opportunities with status levels equal to or below the assigned status level. For example, a role/user with a status level of 30 can add or edit sales opportunities with a status of 30 or lower. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege, then the role/user cannot add or edit any sales opportunity regardless of the status level of the sales opportunity. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add or edit any sales opportunity.

Allow Editing of Last Opportunity Status

This access privilege controls who can change the last status field for a sales opportunity. You may need to update this status if an unintended change is made to the status that resulted in an incorrect last status value. Any roles/users assigned to the privilege can change the last status for a sales opportunity while any roles/users not assigned to the privilege cannot change the last status for a sales opportunity. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can change the last status for a sales opportunity.

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Comments

40 comments

Date Votes
  • Kris Corrigan

    Hi

    Would it be possible to create an opportunity direct from an email and capture data from the email.

    Thanks
    Kris

    0 upvotes

  • Carrie Spalding

    Kris,

    At the moment this isn't possible. If you would like to see this functionality added to the software, please submit an enhancement request by clicking the Submit a Ticket link located between the article and the comments section.

    Thank you!

    --Carrie

    0 upvotes

  • Kris Corrigan

    Hi

    Would it be possible that when adding an opportunity a default 'Type' can be chosen for a certain user/role.

    Kris

    0 upvotes

  • Carrie Spalding

    Kris,

    On the Accounts page, under Tools there is an Edit Account Defaults action. This allows you to set the default opportunity type when working from this page. If I add an opportunity with this set, it will default to that type. However, I believe this only works from the Accounts window and isn’t a global default.

    Thanks,

    Carrie

    0 upvotes

  • Kris Corrigan

    Thanks Carrie

    I have tried this and unfortunately this hasn't worked when I have added an opportunity, is their anyway to default this to a certain user/role?

    0 upvotes

  • Maggie U.

    Hi Kris,

    The opportunity type will only default when you add an opportunity from the Accounts screen - meaning on the Accounts screen, select an account, right-click and select Add -> Opportunities -> Add Opportunity. In that scenario, the Type will default to the Opportunity Type selected on the Edit Account Defaults screen.

    There isn't a way to default an opportunity type by user or by role or to default it globally so it is defaulted when going to the Add Opportunity screen from the Opportunities area of the software.

    Thanks,
    Maggie

    0 upvotes

  • Kris Corrigan

    Hi Maggie

    Similar to an template can we not assign an opportunity type to a role.

    Thanks

    Kris

    0 upvotes

  • Carrie Spalding

    Kris,

    I'm sorry, no, it can't be assigned to a role.

    Thanks,

    Carrie

    0 upvotes

  • Jen Bundred

    I have created a template Opportunity called Sales Opportunity (vs. Corp. Partnership) with UDF's - and now this opportunity automatically defaults the Sales Person to my name (because I created it?). Is there a way to change this?

     

    0 upvotes

  • Carrie Spalding

    Jennifer, by Opportunity Template, are you referring to a Customer Opportunity Web Form?

    0 upvotes

  • Jen Bundred

    I am referring to the Opportunity Type, I believe.  It allows the Sales Manager to choose from different types of Opportunities - each with their own unique UDF's. (Meeting, Convention, Trade, Catered, etc.)  We created these types in V19.

    0 upvotes

  • Carrie Spalding

    Hi Jen!  I'm looking to have someone in Support give you a call and walk you through this process.

    Thanks!

    --Carrie

    0 upvotes

  • Kris Corrigan

    Is it possible to create or show if there is an attachment within the documents tab of an opportunity, we are putting images and other documents within the tab and would like to show this on the opportunity

    0 upvotes

  • Carrie Spalding

    Kris, this isn't possible, but an alternative might be to use the Find Documents window to see all documents, then show columns which displays the opportunity that document is associated with. 

    --Carrie

    0 upvotes

  • Kris Corrigan

    Hi Carrie

    The only issue with this is the opportunity is within the show columns but not the edit layout so I cant get the view exactly how I would like this.

    Is it not possible to have a logo image to an opportunity similar to accounts or contacts? 

    Kris

    0 upvotes

  • Carrie Spalding

    Kris,

    Unfortunately at the moment Logo Image is not an available field on the Opportunities layout.

    --Carrie

    0 upvotes

  • Isa Badia

    Hi,

    I have a field named Number but is not available when we edit an opportunitie. Is possible change the value of this field in a existing opportunitie?

    Thanks

    Isa

    0 upvotes

  • Carrie Spalding

    Isa, as far as I'm aware, this field should be available.  I would suggest you enter a ticket and speak with someone in Support, as this may be a bug.

    Thank you,

    Carrie

    0 upvotes

  • Kris Corrigan

    Is it possible for a notification to be sent out on a opportunity based on assigning this to a staff member from the personnel account

    0 upvotes

  • Greg Janssen

    This functionality is currently not available in Ungerboeck.

     

    Thanks,

    Greg

    0 upvotes

  • Kris Corrigan

    Hi Greg

    Will this ever become available or can we raise this has an enhancement request, their doesn't seem much scope currently around opportunities.

    Thanks

    Kris

    0 upvotes

  • Greg Janssen

    I don't believe it is currently on the road map. You can certainly enter it as an enhancement request.

     

    Greg

    0 upvotes

  • Kris Corrigan

    Is it possible to swap the account on the opportunity once this has been created.

    Thanks

    Kris

    0 upvotes

  • Kaitlyn Batliner

    Hi Kris,

    Once an opportunity is created for a particular account, you cannot swap it out for another account. What you can do though is Edit Opportunity. On the Edit Opportunity window, click Tools then Copy to Account. On the Copy Opportunity to Account, you can change the Account field to the new account you would like to be associated with the opportunity. You can even copy the activities, documents, notes and meetings on the opportunity. Once the new opportunity is created, I would recommend deleting or canceling the original opportunity.

    Thanks!

    Kaitlyn Skubic

    Quality Analyst

    0 upvotes

  • Kris Corrigan

    Thanks Kaitlyn this worked fine.

    0 upvotes

  • Kris Corrigan

    Hi

    Is it possible for an activity to appear in an account when an opportunity is added? I know we can see the opportunities from the account screen, but if we pull a report showing ‘last activity’ this field would be blank unless the sales manager had physically entered some information.

    Thanks

    Kris

    0 upvotes

  • Carrie Spalding

    Kris, at the moment that's not an option, however, please consider submitting an enhancement request.

    Thank you!

     

    --Carrie

    0 upvotes

  • Tash Dawson

    Hi, is it possible to create multiple opportunities for the same account, with different contacts?

    Thanks

    0 upvotes

  • Kaitlyn Batliner

    Hi Tash,

    It is possible to have multiple opportunities tied to the same account. 

    Would these multiple opportunities be the same opportunity type? If so, you will want to edit the opportunity type to ensure that the field 'Allow Duplicates' is checked.

    Another option, if you are just trying to tie multiple contacts to an account's opportunity, you can edit the opportunity and add the section 'Opportunity Contacts' to the layout. Once added to the layout, you can manage which contacts that are tied to the organization account should be attached to the opportunity.

    Can I ask for the background on why you are wanting to create multiple opportunities for the same account and different contacts? This will determine the best route to take here.

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • Tash Dawson

    Thank you Kaitlyn, the first option you suggest should work well for us.

    We need to create multiple opportunities for the same account as many of our accounts are schools, with multiple contacts (teachers). Our organisation has 12 museums with 23 different school programs aimed at different year levels - so we may have opportunities for a repeat visit from a school wanting to bring history students from year 7 to one museum and legal studies students from year 12 to another museum. We would engage the teacher for each visit independently, and want to track each engagement as a separate opportunity. Similarly we would have tour companies with one account but requiring multiple visits throughout the year to different museums. 

    We are open to any other suggestions you might have! Thanks!

     

    0 upvotes

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