Opportunity Cancellation Reasons

You can track and report cancelled and lost business trends related to opportunities using Opportunity Cancellation Reasons. When you cancel an opportunity, you can select one or more cancellation reasons to track why the opportunity is cancelled or lost. Opportunity cancellation reasons can apply to one or more opportunity status and can also require additional notes if needed.

Opportunity cancellation reasons are set up for each designation: Event Sales, Membership, Public Relations, Speaker & Abstract Management, Visitor Inquiry, Personnel, Jobs, Registration, Session Proposals and Accounts Payable. The below instructions use Event Sales as the example but you can apply the same instructions to the cancellation reasons in any designation.

Add an Opportunity Cancellation Reason

  1. Click the Opportunity Cancellation Reasons link from the Main Menu. The Cancellation Reasons page opens.
  2. Click the Add button. The Add Cancellation Reason window opens.
  3. Enter the following information:
    • Description - Description that displays to the user when selecting the cancellation reason.
    • Code - Unique alphanumeric value.
    • Sequence - Determines the order the reason displays in the drop-down on the Cancel Opportunity screen.
    • Comment Required - If checked, the user must enter additional details when selecting the cancellation reason.
  4. Click the Select button in the Cancellation Reason Statuses tab. The Select Cancellation Reason Statuses window opens.
  5. Select the Opportunity Status(es) where the cancellation reason is available for selection. Only statuses with a weight of 80 or above are available for selection. Select multiple statuses using Shift+Click or Ctrl+Click. 
  6. Click the Select button. You return to the Edit Cancellation Reason window.
  7. Click OK.

Change an Opportunity Cancellation Reason

You can change the description, sequence, comment requirement and/or the opportunity status(es) for the opportunity cancellation reason after you have created it. When you change the description of an opportunity cancellation reason, it updates wherever the opportunity cancellation reason is used. If you don't want to update the already existing opportunity cancellation reason data, then you must add a new opportunity cancellation reason using the steps in Add an Opportunity Cancellation Reason.

  1. Click the Opportunity Cancellation Reasons link from the Main Menu. The Cancellation Reasons page opens.
  2. Select the opportunity cancellation reason to edit.
  3. Right-click and select Edit. The Edit Cancellation Reason window opens.
  4. Make the desired change.
  5. Click OK.

Inactivate an Opportunity Cancellation Reason

If you no longer use an opportunity cancellation reason but want to keep record of it for reporting or other purposes, you can make it inactive. When you make an opportunity cancellation reason inactive, it is no longer available for selection when cancelling an opportunity.

  1. Click the Opportunity Cancellation Reasons link from the Main Menu. The Cancellation Reasons page opens.
  2. Select the opportunity cancellation reason to make inactive.
  3. Right-click and select Edit. The Edit Cancellation Reason window opens.
  4. Check the Retire check box.
  5. Click OK.

Delete an Opportunity Cancellation Reason

If you no longer use an opportunity cancellation reason and don't want to keep a record of it, you can delete it. When you delete an opportunity cancellation reason that is used, you are prompted to select a cancellation reason to replace the cancellation reason you are deleting. You cannot undo the delete or delete and replace process.

  1. Click the Opportunity Cancellation Reasons link from the Main Menu. The Cancellation Reasons page opens.
  2. Right-click on the opportunity cancellation reason to delete.
  3. Select Mark for Delete.
  4. Click the Save button. If the opportunity cancellation reason is used, the Replace window opens.
  5. Select the cancellation reason from the drop-down to replace the deleted cancellation reason.
  6. Click OK.

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Comments

3 comments

Date Votes
  • Kieron Marshall

    I have created a new status of "Lost" and given it a weight of 85 and code of L.

    I am wanting to assign some reason to when this status is chosen

    So I have created a cancellation reason as per above, but when I come to click "select" the Lost status is not available to be chosen, and when I change to the Status of L and go to choose a reason they are all blank..

    How Can I achieve the above?

    0 upvotes

  • Carrie Spalding

    Kieron, please confirm if these are your steps:

    1. From the Main Menu navigate to Opportunity Statuses
    2. Click Add
    3. Create a status with a Weight of 80 or more
    4. From the Main Menu navigate to Opportunity Cancellation Reasons
    5. Select a cancellation reason and edit.  Click Select in the Cancellation Reason Statuses section
    6. The status will show up there.

    0 upvotes

  • Kieron Marshall

    Those were the steps I followed and it didn't seem to show after directly creating them.

    However after coming back after closing down IE and logging in fresh they do show up now so I am able to select so that's great.

    0 upvotes

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