Page 349 - Training 2019

TIP – It is best to maximise this splash screen as there is a lot of information which can be viewed or needs
to be captured on this screen. It is also easier to work with the various different layouts when the screen is
maximised.

The very first step to each and every opportunity is to select the standard layout to be used. Please change the “Document
Layout” to “Quotation” – this is to ensure that the correct layout with the correct letterhead is used for all quotations. If a
customer has requested a proforma invoice, this option can be selected from the dropdown list and the quotation will
chance from a “quotation” to a “proforma”. Once this has been completed, we can now commence creating the body of
the quotation:
- Please create a title for this opportunity – e.g. SCAPA cushion mount or SQUEEGEE BLADE xxx;
- Click on the little button in the corner of the “reference no” block to assign the next reference number to the
opportunity;
- Select the user responsible (if not the person creating the opportunity);
- The start date will default to the current date;
- Our standard terms in respects of opportunities are that they expire after 5 working days. Therefore, the expected
close date should be 5 business days in advance – please change this date accordingly. This will print as the
“Quote expiry date”;
- Enter a client reference number if applicable;
- Assign a percentage achievement or expected chance of turning the opportunity into a sale (i.e. if definite success,
100%, if customer is only using us for pricing, then 10%, etc.);
- You can link the task to a specific contact (i.e. the maintenance manager for Engineering components and the
Buyer for normal consumables, etc.). It is possible to create a new contact at this stage by clicking on the add new
contact button (see instructions regarding new customer contacts);
- The next block is where you would move the opportunity through various stages, such as, meeting with client,
discussing products, quoting on products, etc. This is not where the follow up task or activity is created – this is
created on the “Linked Tasks” tab as follows:
o Click on the “Linked Tasks” tab;
o Create a new task by clicking on the new task/activity button;
o Complete the task details as per the normal criteria with a follow up date – this will default to 2 days
but can be set to any date should you need to;
o Click on the “Save and Close” button;
o Your task will now be linked to the particular Sales Opportunity and will pop up on your screen at the
required date and time;

CRM TRAINING MANUAL 14

Updated - 08 October 2018