Opportunities Tab
This section includes the fields and descriptions for the Opportunities tab.
Opportunity Island
| Field | Description |
|---|---|
| Opportunity | In this field, you can write a description and specify an identification number when creating an opportunity. Both letters and numbers can be used in the identification number. If you do not specify a value, the agreement is assigned the next available number from the number series “Opportunity Series” in the window Number Series in the Set-Up module. Once the opportunity has been created, the number can no longer be changed. |
| Opportunity Type | In this field, you can specify an opportunity type created in the window Opportunity Types when creating an opportunity. The opportunity type contains various template data which is suggested on the new opportunity, including an event flow type for the event automatically created for the opportunity. For further information on this, see the description of the field “Event Flow Type.” |
| Status | This field shows the status of the current opportunity. The status can either be “Open,” “Won” or “Lost.” As long as the status is “Open,” the opportunity can be changed, and you can adjust the probability percentage and other information in accordance with the latest development in the opportunity case. When the opportunity is finally settled, for instance if the sales case was a success or the opportunity did not result in a sale, you can close the opportunity by selecting the action “Close as Won” or “Close as Lost,” depending on the outcome of the opportunity. When you do so, this field is set to the relevant value, the probability percentage is set to 100 or 0, and the event flow assigned to the opportunity is closed. The opportunity is then considered closed, meaning that it is no longer possible to change the information on the opportunity. However, using the action “Reopen,” you can reopen the opportunity, causing the value of this field to be set to “Open.” |
| Phase | This field shows the current phase of the opportunity. The phase indicates how far the sales process has progressed, for instance that you are now in the initial phase, proofing phase or contract negotiations. The value is retrieved from the field “Current Flow Status” in the card part of the event flow assigned to the current opportunity.
The phase is changed by specifying the new phase in the field “New Event Flow Status” on a status changing event in the event flow assigned to the current opportunity, and closing this event. This causes the event flow status and thereby this field to be updated accordingly. For further information on status changing events and updating the event flow status, see the description of the fields “Current Flow Status” and “New Event Flow Status,” and the introduction to the window Event Flow. |
| Probability % | In this field, you can specify the probability percentage indicating the chance that the opportunity will result in a sale. Maconomy uses this value for calculating the weighted value of the opportunity in various currencies by multiplying the probability percentage by the estimated opportunity value specified in the fields “Sales Estimate, Currency,” “Sales Estimate, Base” and “Sales Estimate, Enterprise.”
You can change the value as desired until the opportunity is closed by selecting one of the actions “Close as Won” and “Close as Lost,” at which point the value is set to either 100 or 0, depending on the action selected. For further information, see the description of the field “Status” below. |
| Currency | In this field, you can specify the currency in which the estimated opportunity value in the field “Sales Estimate, Currency” is expressed. |
| Sales Estimate, Currency | In this field, you can specify the estimated value of the current opportunity, expressed in the currency specified in the field “Currency” above. Maconomy uses this value for calculating the weighted value of the opportunity by multiplying the probability percentage specified in the field “Probability %” by the sales estimate.
If a budget has been created, you cannot enter a value here manually. Instead, Maconomy automatically keeps the field updated with a value corresponding to the total billing price budgeted for the opportunity. |
| Weighted Sales Estimate, Currency | This field shows the weighted value of the current opportunity in the currency specified in the field “Currency” above. The figure is calculated by multiplying the probability percentage specified in the field “Probability %” by the estimated opportunity value specified in the field “Sales Estimate, Currency.”
Maconomy rounds off the calculated value according to the rounding principles set up for the currency in question in the window Currency Rounding. Please note that this may influence pipeline figures in your reports. |
| Sales Estimate, Base | The functionality of this field is similar to that of the field “Sales Estimate, Currency” above. |
| Weighted Sales Estimate, Base | This field shows the value of the field “Weighted Sales Estimate, Currency,” converted into the base currency of the company to which the current opportunity is assigned.
Maconomy rounds off the calculated value according to the rounding principles set up for the currency in question in the window Currency Rounding. Please note that this may influence pipeline figures in your reports. |
| Sales Estimate, Enterprise | The functionality of this field is similar to that of the field “Sales Estimate, Currency” above. |
| Weighted Sales Estimate, Enterprise | This field shows the value of the field “Weighted Sales Estimate, Currency,” converted into the enterprise currency of the Maconomy system.
Maconomy rounds off the calculated value according to the rounding principles set up for the currency in question in the window Currency Rounding. Please note that this may influence pipeline figures in your reports. |
| Start Date | In this field, you can specify the starting date of the current opportunity, for example, the date when the first contact with the prospective customer was made. Maconomy suggests today’s date. |
| Expected Closing Date | In this field, you can specify the date on which you expect to close the current opportunity, for instance the date on which a contract is expected to be signed or the date by which the prospective customer is expected to choose a supplier. |
| Closing Date | In this field, you can specify the actual closing date of the current opportunity. |
| Include in Forecast | In this field, you can select whether figures on opportunity budgets on the opportunity are to be included in the report Periodic Sum Job Budget. The default is that the field is marked |
Persons Island
| Field | Description |
|---|---|
| Sales Person | In this field, you can specify the name and number of the employee acting as sales representative in connection with the current opportunity. Maconomy suggests the sales representative responsible for the contact company in question. |
| Contact Person 1-3 | In each of these fields, you can specify the name and number of a contact person relating to the current opportunity. The fields are for information only. |
Job Cost Island
| Field | Description |
|---|---|
| Job | In this field, you can specify the job on which the time spent on the current opportunity should be posted. The job number is transferred to the event flow assigned to the opportunity, and changing the job number on the opportunity causes the event flow to be updated accordingly. However, changing the job number on the event flow does not cause the opportunity to be updated.
You can use this field if you want time spent on the opportunity to automatically be transferred to time sheets using the action “Transfer to Time Sheet” in the window Event Flow. When this action is selected, the accumulated time on each event in the selected event flow is transferred to a time sheet for the employee specified on the event in question. In the time sheet, the time is registered on a line with the combination of job number, activity and task specified on the event in question. As the job number in this field is transferred to the event flow assigned to the opportunity and the job number on the event flow is suggested on events in the flow in question, the value in this field functions as a template value for events in the event flow. For further information, see the description of the action “Transfer to Time Sheet.” It is only possible to specify a job belonging to the same company as the current opportunity. |
| Activity No. | In this field, you can specify the activity on which the time spent on the current opportunity should be posted. The activity number is transferred to the event flow assigned to the opportunity, and changing the activity number on the opportunity causes the event flow to be updated accordingly. However, changing the activity number on the event flow does not cause the opportunity to be updated.
You can use this field if you want time spent on the opportunity to automatically be transferred to time sheets using the action “Transfer to Time Sheet” in the window Event Flow. When this action is selected, the accumulated time on each event in the selected event flow is transferred to a time sheet for the employee specified on the event in question. In the time sheet, the time is registered on a line with the combination of job number, activity and task specified on the event in question. As the activity number in this field is transferred to the event flow assigned to the opportunity and the activity number on the event flow is suggested on events in the flow in question, the value in this field functions as a template value for events in the event flow. For further information, see the description of the action “Transfer to Time Sheet. |
| Task | In this field, you can specify the task on which the time spent on the current opportunity should be posted. The task is transferred to the event flow assigned to the opportunity, and changing the task on the opportunity causes the event flow to be updated accordingly. However, changing the task on the event flow does not cause the opportunity to be updated.
You can use this field if you want time spent on the opportunity to automatically be transferred to time sheets using the action “Transfer to Time Sheet” in the window Event Flow. When this action is selected, the accumulated time on each event in the selected event flow is transferred to a time sheet for the employee specified on the event in question. In the time sheet, the time is registered on a line with the combination of job number, activity and task specified on the event in question. As the task in this field is transferred to the event flow assigned to the opportunity and the activity number on the event flow is suggested on events in the flow in question, the value in this field functions as a template value for events in the event flow. For further information, see the description of the action “Transfer to Time Sheet. |
User Island
See the chapter “Getting Started” for a description of the fields in the island User.
Dimensions Island
| Field | Description |
|---|---|
| Location | In this field, you can specify the location to which the current opportunity pertains.
The location is transferred to the event flow assigned to the opportunity, and changing the location on the opportunity causes the event flow to be updated accordingly. However, changing the location on the event flow does not cause the opportunity to be updated. You can use this field if you want time spent on the opportunity to automatically be transferred to time sheets using the action “Transfer to Time Sheet” in the window Event Flow. When this action is selected, the accumulated time on each event in the selected event flow is transferred to a time sheet for the employee specified on the event in question. In the time sheet, the time is registered on a line with the allocation combination, of job number, activity and task specified on the event in question. As the location in this field is transferred to the event flow assigned to the opportunity and the location on the event flow is suggested on events in the flow in question, the value in this field functions as a template value for events in the event flow. For further information, see the description of the action “Transfer to Time Sheet’. |
| Entity | The functionality of this field is similar to the functionality of the field “Location” above. |
| Project | The functionality of this field is similar to the functionality of the field “Location” above. |
| Purpose | The functionality of this field is similar to that of the field “Location” above. |
| Spec. 1-3 | The functionality of these fields is similar to that of the field “Location” above. |
| Local Spec. 1-3 | The functionality of these fields is similar to that of the field “Location” above. |
Remarks Island
In these fields, you can enter additional remarks about the current opportunity.
Extra Fields Island
| Field | Description |
|---|---|
| Text 1-10 | In these ten text fields, you can enter various information about the opportunity. |
| Date 1-5 | In these five fields, you can enter dates connected to the opportunity. |
| Real 1-5 | In these five fields, you can enter numbers connected to the opportunity. |
| Amount 1-5 | In these five fields, you can enter amounts connected to the opportunity |
| Boolean 1-5 | In these five Boolean fields, you can assign attributes to the opportunity. |
| Popup 1-10 | In these ten fields, you can select various information about the opportunity. These are pop-up fields, which means you can choose from the options created for each field. They are created as Opportunity Popup 1 - Opportunity Popup 10 in the window Popup Fields. |
Contact Company Island
| Field | Description |
|---|---|
| Contact Comp. No. | In this field, you must specify the number of the contact company which the current opportunity concerns. Once the opportunity has been created, the number can no longer be changed.
When creating an opportunity, Maconomy automatically creates an event flow and assigns it to the contact company specified in this field, allowing you to register information about the events taking place in connection with the current opportunity. For further information on this, see the introduction to the window. When you press Return upon creating an opportunity, Maconomy retrieves various information from the window Contact Companies, and suggests the values in the corresponding fields in this island. However, you can change the suggested values. |
| Attn. | In this field, you can enter the name of an attention person pertaining to the current contact company. Maconomy suggests the attention person specified for the current contact company in the window Contact Companies, but you can specify another attention person. |
| Country | In this field, you can specify the country in which the current contact company resides. Maconomy suggests the country specified for the current contact company in the window Contact Companies, but you can specify another country. |
| Phone | In this field, you enter the telephone number of the current contact company. Maconomy suggests the phone number specified for the current contact company in the window Contact Companies, but you can specify another phone number. |
| Fax | In this field, you enter the customer’s fax number. Maconomy suggests the fax number specified for the current contact company in the window Contact Companies, but you can specify another fax number. |
| Telex | In this field, you enter the telex number of the current contact company. Maconomy suggests the telex number specified for the current contact company in the window Contact Companies, but you can specify another telex number. |
| Here you can enter the customer’s electronic mail address.
Maconomy suggests the e-mail address specified for the current contact company in the window Contact Companies, but you can specify another e-mail address. |
Status Update Island
| Field | Description |
|---|---|
| Won, Phase | If the current opportunity can be considered won when entering a given phase (see the field “Phase”), you can specify the phase in question in this field. When the opportunity enters the specified phase as a result of the event flow status of the event flow assigned to the opportunity being changed to the value in this field, Maconomy will automatically close the opportunity as won by running the action “Close as Won.” This, in turn, causes the event flow assigned to the opportunity to be closed.
Using this functionality, you can cause the opportunity to be closed automatically when the event flow reaches a point indicating a closed sale. Please note that manually closing the opportunity as won will not cause the event flow status to be changed to the value in this field. |
| Lost, Phase | If the current opportunity can be considered lost when entering a given phase (see the field “Phase), you can specify the phase in question in this field. When the opportunity enters the specified phase as a result of the event flow status of the event flow assigned to the opportunity being changed to the value in this field, Maconomy will automatically close the opportunity as lost by running the action “Close as Lost.” This, in turn, causes the event flow assigned to the opportunity to be closed.
Using this functionality, you can cause the opportunity to be closed automatically when the event flow reaches a point indicating a lost sale. |
Campaign Island
| Field | Description |
|---|---|
| Campaign | In this field, you can specify the name and number of a campaign when creating an opportunity, thus assigning the opportunity to the campaign in question.
When creating an opportunity, Maconomy suggests the values from the corresponding field on the opportunity type selected in the field “Opportunity Type.” Campaigns are created in the window Campaigns. |
Company Island
| Field | Description |
|---|---|
| Company | When creating an opportunity, you can specify in this field the name and number of the company responsible for the new opportunity. If you do not enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module.
See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Dimension Derivations in the G/L module for a further description of the concept of dimension derivation. |
| Base Currency | This field shows the base currency of the company specified in the field “Company No.” on the line. |
Event Flow Island
| Field | Description |
|---|---|
| Event Flow Type | When creating an opportunity, you can specify in this field the event flow type to be used on the event flow automatically created for the opportunity. The event flow type points out the event flow status type which contains the options available for specifying the individual phases in the opportunity. For further information, see the description of the field “Phase.”
The event flow type also points out any event plan to be used for managing a fixed sales procedure. For further information on the use of event plans, see the description of the field “Event Plan No.” in the window Event Flow Types. If you do not specify an event flow type, the opportunity is automatically assigned to the event flow type specified on the opportunity type selected in the field “Opportunity Type.” |
| Event Flow No. | This field shows the number of the event flow assigned to the current opportunity. |
Access Level Island
| Field | Description |
|---|---|
| Access Level | In this field, you can enter the name of an access level created in the window Access Levels. Users only have access to information about the current opportunity if they have been assigned to this or a higher access level in the window User Access Levels in the Set-Up module. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to opportunities may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the section “Introduction to the Access Control System” in the Set-Up module.
If you do not specify an access level, this field has no influence on whether the user has access to information about the current opportunity. |
Option List Fields Island
| Field | Description |
|---|---|
| List | In these fields, you can specify the option lists containing the values you wish to use for further specification of the opportunity. In the fields “Value 1-5” in this island, you can then select values from these lists. If you leave a given option list field in this island blank, any text can be entered in the corresponding value field.
When creating an opportunity, Maconomy suggests the values from the corresponding fields on the opportunity type selected in the field “Opportunity Type.” |
| Value | In these fields, you can specify a number of values for further specification of the current opportunity. You can only specify values available in the respective option lists specified in this island. If a given option list field has been left blank, any text can be entered in the corresponding value field.
When creating an opportunity, Maconomy suggests the values from the corresponding fields on the opportunity type selected in the field “Opportunity Type.” |