Opportunities
Opportunities provide a simple and lean way to map the sales process in Vertec.
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Created: 25.08.2021
Updated: 05.06.2024
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Corrected link type.
Opportunities can be entered for each address in Vertec. The opportunity represents a sales opportunity and gives you an overview of the current status of the planned sale at any time, including probability, amount and date of the planned close of sale.
It is also possible to enter opportunities without creating a project and thus bridge the gap between the first contact with a potential customer until the time a project is entered.
Activating link types
To use opportunities, you must first activate the appropriate link types. This can be done manually or by downloading and using the Opportunities Config Set. The config set activates the link types and creates folders for the evaluation of opportunities.
To activate the link types manually, select the following four entries under Settings > Customizing > Link types:
- Activities – Opportunities
- Contact – Opportunities
- Project – Opportunities
- Seller – Opportunities
Each of these entries must be activated using the checkbox.
Entering opportunities
Once the link types are activated, you can enter the opportunities. First, open the address for which you want to save a sales opportunity. Usually, this is an account. In the New menu, you find the entry Opportunity.
One click on the entry Opportunity opens a new window with a detailed view of the new opportunity:
Next, you can fill in the following fields:
Entry date |
Already prefilled: the current date of the day. |
Active |
Indicates whether the opportunity is still active. Gained or lost opportunities are automatically set to inactive. See section 4.3 Opportunity status for more information. |
Contact |
Already prefilled: the selected address. |
Project |
Automatically populated if a project has been created for the opportunity. If you want to add an opportunity to an existing project, this is also possible. The selection is limited to projects of the contact. |
Opportunity status |
The status of the opportunity. Read more below. |
Seller |
Already pre-filled: the currently logged-in user. Here you enter who is responsible for sales. In particular, it can be analyzed which seller has generated which order volume. All active project users in Vertec can be selected. |
Amount |
The estimated volume of the order. |
Planned closing |
The date of the planned completion of the project. The entry in this field is particularly important if periodic evaluations are to be created. |
Probability % |
Probability of a project completion in percent. Here you can enter in detail how likely you think it is that the opportunity will become a project order. Together with the amount, a weighted amount can be determined. To do this, the entered amount is multiplied by the probability. Example: If the amount is 10,000 CHF and the probability is 50%, the weighted amount is 5,000 CHF. If the probability increases to 80%, the weighted amount is 8,000 CHF. |
Currency |
The currency in which the resulting project is to be billed. The currency entered here is automatically applied into a new project created from the opportunity. |
Description |
Free text to description the opportunity. |
Remarks |
Free text as a further remark. |
The opportunities are located on both the entered contact and the seller.
Opportunity status
Opportunities allow you to select an opportunity status. The opportunity status is CRM under Settings > CRM > Opportunity status. Administrator rights are required.
Three opportunity statuses have already been created:
- Open
- Won
- Lost
You can also use the right-click or the new menu to create additional statuses to describe the process in more detail. An opportunity status contains the following fields:
Description |
Free text to description the opportunity status. |
Sorting |
Specifies the order in which the status is displayed on opportunities in the combo box. |
Closed status |
Indicates whether the opportunity is completed with this status. For the already created opportunity status, this applies to the won and lost status. When setting a closed status on an opportunity, the opportunity is automatically disabled. |
Remarks |
Free text as a further remark. |
Creating a project from an opportunity
A project can be created from each opportunity. Simply select the entry on the opportunity in the New menu Project.
The detail view of the newly created project opens. The following fields are applied from the opportunity:
Contact |
The opportunity contact is also entered as a project customer. If you have selected a contact as a customer of the opportunity, it is advisable to enter the contact’s account in the project instead. |
Currency |
The currency of the opportunity is entered as the project currency if it differs from the key currency defined in the system settings. |
All opportunities for a project are located in the subfolder Opportunity on the project.
Activities
To document communication with the customer, you can create activities for opportunities. Right-click on the opportunity and in the menu click New, followed by Activity.
A new activity opens which you can edit as usual.
If you want to assign an existing activity to an opportunity, go to the activity and select the desired entry in the Opportunity field. This field is only available if you have downloaded the Opportunity additional feature. If this is not available, you can drag and drop the activity to an opportunity.
User rights
All standard users can enter opportunities and edit and delete their own opportunities. Standard users do not have access to other users’ opportunities.
Users who are assigned to the user groups Project administrators or Address administrators are allowed to read, modify and delete the opportunities of all users.
If you wish to give other user groups access to the opportunities, go to the appropriate user group and under user rights grant them detailed user rights for opportunities.