Exact Synergy Enterprise

Defining settings for opportunities and auto-generating opportunity codes

Menu path

Modules ? Customers ? Setup ? Opportunity management ? Settings

Introduction

This function allows you to define the settings for opportunities as well as set up the auto-generation of opportunity codes and the naming conventions for the auto-generated codes. The objectives of setting up the auto-generation of opportunity codes are:

to allow users to enable or disable the batch creation function for opportunities
to allow users to set the prefix for the system-generated opportunity codes, and
to allow users to define a format of creating the first opportunity code and the subsequent codes.

The setup is mandatory if you are using the batch creation function. For more information about batch creation of opportunities, see Creating a batch of opportunity cards for selected accounts. If the auto-generation of opportunity codes is enabled, the opportunity codes generated will be a combination of the code prefix defined at Opportunity code: Prefix and the code number defined at Opportunity code: Number.

Roles and rights

To define the settings for opportunities and the auto-generation of opportunity codes, function right 222 — Maintain CRM Settings is required. By default, users with the Administrator or Customer manager role have this function right.

Note:

For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
For more details on roles, got to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 261 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I define settings for opportunities?

On the Opportunities: Settings page, define the relevant fields.
Click Save.

Buttons

Fields

General section

Security: Check - Roles

Select this check box to implement a checking on the availability of the function right 721 — Allows to view Opportunity card when people attempt to view opportunity cards. The people will be able to view the opportunity cards only if the function right has been assigned to them. Even though the people are assigned with the function right, the availability of the opportunity information at the following functionalities depends on their role levels:

via the search results displayed at Modules ? Customers ? Reports ? Opportunity management ? Search
via the My opportunities link on the left menu
via the requests linked to opportunity cards
via the project cards at Modules ? Project ? Reports ? Search ? Projects
via the account cards at Modules ? Customers ? Reports ? Accounts ? Search
via the item cards at Modules ? Logistics ? Reports ? Search ? Items
via the personal cards at Modules ? HRM ? Reports ? People ? Search
via the pivot analysis reports at Modules ? Customers ? Reports ? Opportunity management ? Pivot analysis
via the sales forecast reports at Modules ? Customers ? Reports ? Opportunity management ? Sales forecast
via the sales funnel reports at Modules ? Customers ? Reports ? Opportunity management ? Sales funnel

However, the people can still view the information without the function right if they are the owners, managers, or creators of the opportunities.

Clear this check box to allow all people to view the opportunity cards without performing any checking on the function right.

Function right to customise search results

Type or select a function right to allow customization of the Opportunities: Pivot analysis (for more information, see Viewing sales cycle reports using pivot analysis) and Opportunities: Search pages (for more information, see Searching for opportunities) whereby the Customise icon in these two pages will be displayed. If this field is not defined, the Customise icon will always be displayed.

Note: This field is available only if you have function right 222 — Maintain CRM settings.

Opportunity code section

Auto-generate opportunity code

Select this check box to enable the auto-generation of opportunity codes.

Opportunity code: Prefix

Type a unique alphanumeric code that the system will use as a prefix during the creation of opportunity codes. You can type up to 10 characters. This information is mandatory.

Opportunity code: Number

Type a numerical value that the system will use to add after the prefix during the creation of opportunity codes. You can type up to 10 numeric characters. This information is mandatory. If you require leading zeroes, you will be required to enter it manually. Once the maximum number (9999999999) is used, an error message will be displayed to inform the user to reset the code prefix or the code number before the system can proceed to generate new opportunity codes.

For example, if the code prefix is OPP-A and the code number is 00001, the opportunity code that will be generated when you create a new opportunity card is OPP-A00001. The system will then automatically increment the code number in the setting to 00002. If you create another opportunity card, the next opportunity code generated will be OPP-A00002.

Opportunity lost section

Reason lost

Select Mandatory to make it compulsory to fill in the reasons why opportunities are lost when you click the Lost button when viewing the opportunity card. Otherwise, select Optional. If you select Optional, you can always fill in the reasons later at Reason lost when editing opportunity cards. For more information, see Creating and modifying opportunity cards.

Lost to competitor

Select Mandatory to make it compulsory to fill in the competitors to whom you lost the opportunity when you click the Lost button when viewing the opportunity card. Otherwise, select Optional. If you select Optional, you can always fill in the competitors later at Lost to competitor when editing opportunity cards. For more information, see Creating and modifying opportunity cards.