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
- Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
- 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.
- Select the User Defined Fields tab.
- Enter information into the User Defined Fields as needed.
- 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:
- Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
- Select the opportunity to copy.
- Right-click and select Tools -> Copy. The Copy Opportunity screen opens.
- Enter the name of the new opportunity into the Description field.
- Click OK. The new opportunity is created, and the Edit Opportunity screen opens.
To copy a sales opportunity to a different account:
- Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
- Select the opportunity to copy.
- Right-click and select Tools -> Copy To Account. The Copy Opportunity to Account screen opens.
- 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.
- 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:
- Click the Opportunities link for the applicable area of Ungerboeck for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
- Select the opportunity to edit.
- Right-click and select Edit. The Edit Opportunity screen opens.
- Update the necessary information.
- 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.
- Click the Opportunities link for the applicable area of Ungerboeck for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
- Select the opportunity to cancel.
- Right-click and select Edit. The Edit Opportunity screen opens
- Select the cancellation status from the Status drop-down.
- Click OK. The Required Fields screen opens.
- 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.
- 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:
- Click the Organization Parameters link from the Main Menu. The Organization Parameters screen opens.
- Select organization parameter AA (application) 850 (code).
- Right-click and select Edit. The Edit Organization Parameters screen opens.
- Enter a Y into the Value field to show cancelled opportunities on the Opportunities screen.
- Click OK.
Delete a Sales Opportunity
If you no longer need an opportunity, you can delete it. You cannot undo the delete process.
- Click the Opportunities link for the applicable area of the software for the opportunity (Event Sales, Registration, etc.). The Opportunities screen opens.
- Click the Edit Grid button in the bottom left of the screen.
- Select the opportunity(ies) to delete.
- Right-click and select Mark for Delete.
- 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.
Comments
40 comments
Hi Tash,
Then, yes, I agree. The first suggestion of ensuring the opportunity type allows for duplicates would be the best route to take here. A lot of times, our customers will have an opportunity type centered around new business and do not allow duplicates for they can provide a discount or special pricing for those individuals. Same theory could arise for those loyal customers who have repeat business.
Kaitlyn Batliner
Ungerboeck Consultant
0 upvotes
Thanks very much Kaitlyn for your very quick response!
0 upvotes
Hi, is there any reason why when saving changes to an existing opportunity that there is a difference between the OK & save button and the save Icon button. I ask as when we save using the icon button the system saves the changes and then automatically opens the "Edit Cancelled and Archived Opportunity" screen. Using the Ok & save does not create this (mostly unwanted) screen. We are currently operating version 20.9F. Thank you!
0 upvotes
Hi Melanie,
Each one of the save buttons has a different behavior:
Click OK - This saves the information for whatever you are adding/editing and closes the screen.
Click Save & - This saves the information, closes the screen and then opens a new screen based on what the action is after the "&" for the button. Using Save & Add Activity as an example, after editing the opportunity information, you click Save & Add Activity. The Edit screen for the opportunity closes and then a new Add Activity screen opens.
Click Save (disk icon) - This saves the information and keeps the screen open. Sounds like in the scenario you are describing above, you are updating the opportunity status to a cancelled status. When you click the Save button, the changes get saved and then the screen changes to the Edit Cancelled & Archived Opportunity screen since it's now a cancelled opportunity. Editing cancelled opportunities uses a different screen than editing opportunities because not all the information on a cancelled opportunity is editable.
Hopefully that all makes sense - it was a lot harder to explain using words than I expected!
Thanks,
Maggie
0 upvotes
Hello,
Is it possible to change the status of opportunities in bulk? For example, I have a spreadsheet of opportunities that I need to change from New or In Progress to Complete or Lost.
Thank you,
Stephen
0 upvotes
Hi Stephen, i'm not aware of any way "out of the box" but it wouldn't be too hard to do with a little customization.
Let's see if anyone knows a way to do it using standard functionality, otherwise I can give you a hand.
L
0 upvotes
Hi Stephen,
There is an Edit Multiple option on the Opportunities screen where you can change the status of multiple opportunities at one time. Is that what you are looking for?
Thanks,
Maggie
0 upvotes
HI Maggie -- Yes it is. Where is that option?
0 upvotes
Hi,
On the Opportunities screen, highlight the opportunities you'd like to change, right-click and Edit Multiple will be the first option in the list.
Check the check box next to the Status field and select the new status from the drop-down. Click OK and all the selected Opportunities update to the new status. If the Status field isn't available on your Edit Multiple screen, you may have to add it to your screen layout.
Hope that helps!
Thanks,
Maggie
0 upvotes
PERFECT. Thank you!
0 upvotes
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