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Managing Opportunities

This job aid contains step-by-step instructions related to managing opportunities in MYOB Acumatica.

Creating an Opportunity

  1. Open the Opportunities (CR304000) form.

    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.

  2. On the form toolbar, click Add New Record.

  3. In the Summary area, do the following:

    1. In the Class ID box, select the opportunity class.

    2. In the Stage box, select the current stage of the opportunity.

    3. In the Estimated Close Date box, select the estimated date of closing the deal.

    4. In the Subject box, specify the subject of the opportunity or a description.

    5. If needed, in the Business Account box, select the business account of the prospective customer.

    6. If needed, in the Contact box, select the contact that will associate with the opportunity.

    7. If needed, select the employee to assign to the opportunity in the Owner box.

  4. On the CRM Info tab, specify the following information:

    1. If needed, in the Source box, select the source of the opportunity.

    2. If needed, in the Source Campaign box, select the source campaign of the opportunity.

  5. In the Project box on the Financial tab, select the project that associates with the opportunity or specify the non-project code.

  6. On the form toolbar, click Save.

 

Creating an Opportunity from a Lead

  1. Open the Leads (CR3010PL) form.

  2. In the table, click the lead record that you want to convert to a new opportunity. The Leads (CR301000) form opens. Make sure that the lead has the New, Open, Sales-Ready, or Sales-Accepted status.

  3. On the More menu (under Processing), click Convert to Opportunity. The Create Opportunity dialog box opens.

  4. In the Opportunity group of settings on the Main tab of the dialog box, do the following:

    1. In the Subject text box, type a brief description of the opportunity.

    2. In the Estimation box, specify the estimated date of closing the deal.

    3. In the Opportunity Class box, select the opportunity class to which the opportunity will belong.

  5. In the Business Account group of settings on the Main tab of the dialog box, specify the following information:

    1. In the Business Account ID box, type the identifier of the new business account.

    2. In the Business Account Name box, type the name of the prospective customer. The box might contain a value by default if someone has already specified one in the contact information of the lead.

    3. In the Business Account Class box, select the business account class to which the business account will belong.

      If a linked business account already exists for the lead, the system displays the settings in this group as read-only.

  6. In the Contact group of settings on the Main tab of the dialog box, specify missing values and adjust the default ones.

    If a linked contact already exists for the lead, the system displays the settings in this group as read-only.

  7. On the Attributes tab of the dialog box, specify any missing values or update values for the attributes (if any).

  8. On the User-Defined Fields tab of the dialog box, specify any missing values or update values for the user- defined fields (if any).

  9. Click Create at the bottom of the dialog box.

The system closes the dialog box, converts the lead to an opportunity on the Opportunities (CR304000) form, and creates a contact and a business account for the lead.

 

Creating an Opportunity with the Acumatica Add-In

  1. Open Outlook and select any email.

  2. Click the Acumatica button to open the Acumatica add-in for Outlook form.

  3. In the Person box of the Acumatica add-in for Outlook form, select a lead, contact, or business account for which you want to create an opportunity.

  4. In the bottom of the Acumatica add-in form, click Create Opportunity. The New Opportunity Details group of elements appears on the form.

  5. In the Class ID box, select the opportunity class to which the opportunity will belong.

  6. In the Subject box, type a brief description of the opportunity. The system specifies the email subject in this box by default.

  7. In the Stage box, select the current stage of the opportunity.

  8. In the Est. Close Date box, specify the estimated date of the deal closure.

  9. In the Amount boxes, type the estimated amount of the deal and select the currency of the deal.

  10. Specify the branch related to the opportunity in theBranch box.

  11. Click Create Opportunity.

 

Assigning an Opportunity to an Owner

  1. Open the Opportunities (CR3040PL) form.

  2. In the table, click the opportunity record that you want to assign to an owner to open the Opportunities (CR304000) form.

  3. If needed, in the Workgroup box of the CRM Info tab, select the workgroup that will assign the opportunity.

  4. In the Owner box in the Summary area, select the employee to whom you want to assign the opportunity. If you specify a workgroup in the Workgroup box on the CRM Info tab, the system limits the list of employees available for selection to those included in the selected workgroup.

  5. On the form toolbar, click Save.

 

Assigning Multiple Opportunities to Owners

  1. Open the Assign Opportunities (CR503110) form.

  2. In the table, click the header of the Owner column and select the Is Empty filter condition to filter unassigned opportunities.

  3. Do one of the following:

    1. To assign opportunities, in the unlabelled column, select the check boxes for the opportunities that you want to assign, and then click Process on the form toolbar.

    2. To assign all listed opportunities, click Process All on the form toolbar.

 

Preparing an Initial Proposal

  1. Open the Opportunities (CR3040PL) form.

  2. On the appropriate filter tab, click the opportunity for which you want to prepare an initial proposal. The Opportunities (CR304000) form opens.

  3. In the table on the Details tab, add one row for each of the products that you want to include in the proposal. For each row, specify the following information:

    1. In the Inventory ID column, select the inventory item that defines the proposed product.

    2. In the Quantity column, specify the quantity of the product.

    3. If needed, in the UOM column, specify the unit of measure used in the proposal.

    4. If you include the product for free, select the Free Item check box. Otherwise, in the Unit Price column, specify the proposed price per unit of the product.

    5. If needed, modify the tax category in the Tax Category column to assign it to the product.

  4. Click Save on the form toolbar.

 

Entering a Discount for an Opportunity

  1. Open the Opportunities (CR3040PL) form.

  2. On the appropriate filter tab, click the opportunity for which you want to enter a discount. The Opportunities (CR304000) form opens.

  3. If you want to specify a discount individually for any item included in the proposal, do any of the following:

    1. On the Details tab, type the discount percentage in the Discount, % column for each discounted item. In this case, the system calculates the respective values in the Discount Amount column automatically.

    2. On the Details tab, type the discount amount in the Discount Amount column for each discounted item. In this case, the system calculates the respective values in the Discount, % column automatically.

      To specify a discount amount to apply to the total amount of all products and services included in the opportunity, select the Manual Amount check box in the Summary area of the form, and then type the discount amount in the Discount box, which becomes available for editing when you select the check box.

    3. On the form toolbar, click Save.

 

Closing an Opportunity

  1. Open the Opportunities (CR3040PL) form.

  2. On the appropriate filter tab, click the opportunity that you want to close. The Opportunities (CR304000) form opens.

  3. On the form toolbar, do any of the following:

    1. On the More menu (under Processing), click Close as Won if you have successfully negotiated with the customer all aspects of the deal and can proceed with creating an invoice or sales order based on the opportunity.

    2. On the More menu (under Processing), click Close as Lost if you have lost the opportunity.

  4. In the Details dialog box, which opens, specify the following information:

  5. In the Reason box, choose the reason for winning or losing the opportunity.

  6. If needed, in the Stage box, select the stage at which the opportunity has been won or lost.

  7. Click OK.

Make sure that the status of the opportunity has changed to Won or Lost depending on the reason for closing the opportunity. If needed, review and adjust the remaining information about the opportunity.