Sales Management page

The sales management page is accessed by clicking the “Sales” Browse button located in the Contact Management menu of the Main Administration Menu (Ctrl-Alt-m).

 

The Sales Management Page provides access to the different components of the Sales Management System via clickable tabs. Upon clicking a tab, the system refreshes the page to present the corresponding search, add and report interface. From the Sales Management page, one can access the following types of records: Sales Opportunities, Tasks and Assignments, Companies, Contacts, Requests-for-Quotes, Quotes, Orders and Purchases, and Commissions.

 

The Sales Management feature helps salespeople manage the complete sales process starting with entry of a sales opportunity, tracking the prospecting and sales process, storage of information including attachments, correspondence including email and print, receiving requests for quotes, responding with quotes, converting quotes to orders, tracking order status, viewing order and product purchase history, and tracking sales commissions.

 

The Sales Management page provides the ability to view and edit data for specific sales opportunities as well as the ability for a salesperson to view all data they are involved with as either a primary sales rep or a member of the assigned sales team. 

 

Actions that can be performed from Sales Management include:

 

1.         Select Opportunity

2.         View Opportunity Details

3.         View Company record

4.         View, add and edit Opportunity related Contacts.

5.         Assign Tasks to Sales Team & Others

6.         View Individual Contact records

7.         Add and Edit RFQs

8.         Price RFQs and convert to Quotes

9.         View Quotes

10.       Add and Edit Quotes

11.       Convert Quotes to Orders

12.       View Orders

13.       Add and Edit Orders

14.       View Tracking Status

15.       View Commissions

16.       Send Email to Contacts using Broadcaster templates along with print option

17.       View Work Orders

18.       Add and Edit Work Orders

19.       Print Reports

20.       Lookup Products

21.       View and edit personal calendar and tasks.

 

 

 

• Sales Management Page Opportunities Tab – Displays list of Salesperson’s, Sales Team’s or Company’s Sales Opportunities. Opportunity Records are used to describe sales opportunities such as a new client prospect, a sales lead, a new order for an existing client, offering of a new product line to an existing client, etc.  New opportunity records are entered by clicking on the  button at the bottom of the Opportunities Sales Management Page. Note that Opportunity Records may also be created when operating from the add requests features with the use of Requests.FeatureComponent = “Opportunity”.

 

Display Additional View Option: - Clicking on the Opportunities Tab refreshes to the basic Opportunities Sales Management page. Clicking on the + button expands available search criteria.   Clicking on the – button reduces the available criteria.

 

 

By entering desired filtering criteria and the clicking the  button, a result set of opportunities are displayed in the table below the search criteria input section.

Clicking on the Details link, opens the specific Opportunity Management page for the record represented by that row in the table.

 

We explain the fields located on the Opportunities Sales Management page search section later in this chapter under the title “Opportunity Management Page”. However, we shLL explain the Field: and For: options here. PORTALPRODIGY allows for the creation of custom data gathering forms for an unlimited number of Opportunity Types as needed for your organization. Your sales staff may wish to search for opportunities based on criteria collected into these custom fields. Therefore an option is provided to select from a list of custom fields located in the list at  and the  field is where the filtering criteria is entered.

 

 

• Assignment Search Criteria Entry Field: - “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays Opportunity records where logged user is the Primary Sales Rep.  Sales Team displays Opportunity records where logged user is member of the Sales Team.  All displays all Opportunities.  Opportunities filtered by access rights.

 

• Status Search Criteria Entry Field: - “Open”, “Closed”, “All” as radio buttons.  Defaults to “Open”.

 

• Date Created Search Criteria Entry Field: - the date the Opportunity record was created.

 

 

• Stage Search Criteria Entry Field: - displays selections in a list box. The values in the list box are customizable during administration setup on the Sales & Opportunities Features Management page by clicking on the Opportunity Stages Link. Following are some example stages you might implement: Lead, Verified Interest, Analysis Completed, Initial Presentation Scheduled, Initial Presentation Made, Assessment Completed, Quote Delivered, Initial Order and  Re-work Quote.

 

 

• Rating Search Criteria Entry Field: - displays selections in a list box. The values in the list box are customizable during administration setup on the Sales & Opportunities Features Management page by clicking on the Opportunity Rating Link. Following are some example Ratings you might implement: High - Immediate Need, Medium - Planning Stage, Low - Vague Interest, and None - not qualified.

 

• Outcome Search Criteria Entry Field: - displays selections in a list box. The values in the list box are customizable during administration setup on the Sales & Opportunities Features Management page by clicking on the Opportunity Status Link. Following are some example Ratings you might implement: No Potential, Not Ready Follow Up Later and Made Purchase.

 

• Type Search Criteria Entry Field: - displays the Opportunity Type (Request Type Name). (See Request and Help Desk Features in Detail chapter of PortalProdigy Administrator’s Manual for more details on request types.). Request types are setup by the site administrator in advance of using Sales Management. Request Types are created by clicking on the Request Types Add Icon  located in the Content Management menu of the site’s main Administration Menu (Ctrl-Alt-m).  NOTE: when request types are setup using Request Type Management, one of several feature components is assigned to that request type record. Only requests for “Opportunity” are reported in Sales and Opportunity Management Opportunities Tab Section.

 

 Figure from Request Type Management Page.

 

 

 

 

 

 

• Sales Management Opportunities Tab Search Results

 

Clicking on the Search Button  refreshes the screen with a set of opportunities, such results filtered against the criteria entered into the Search Criteria Entry Fields. The records reported may be sorted by clicking on the header of any column.

 

Clicking on the Details link, displays the Opportunity Management Record Detail for the corresponding opportunity.

 

Add New Opportunity – Click on AddNew Button  to add a new opportunity.

 

• Sales Management Page Tasks Tab – Displays list of Salesperson’s Tasks.

 

Display Additional View Option: - Clicking on the Tasks Tab refreshes to the basic Tasks Sales Management page. Clicking on the + button expands available search criteria.   Clicking on the – button reduces the available criteria.

 

By entering desired filtering criteria and the clicking the  button, a result set of opportunities are displayed in the table below the search criteria input section.

 

 

·        Assignment Search Criteria Entry Field: - “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays Opportunity records where logged user is the Primary Sales Rep.  Sales Team displays Opportunity records where logged user is member of the Sales Team.  All displays all Opportunities.  Opportunities filtered by access rights.

 

·        Scheduled Start Search Criteria Buttons:

 

Today’s – button that displays all tasks where Current Date falls within Scheduled Start and Scheduled End dates. 

 

Week - button that displays all tasks where Current Week falls within Scheduled Start and Scheduled End dates.

 

Month - button that displays all tasks where Current Month falls within Scheduled Start and Scheduled End dates.

 

Started – button that displays all tasks with Actual Start Date and no Actual End Date and not completed.

 

·        Task Type Search Criteria Entry Field: Displays a selection list based on available Task Types. (See Tickler & Notes chapter of PortalProdigy Administrator’s Manual for more details on task types.). Task Types are customized by the administrator and accessed by clicking on the Features Menu Edit Icon  located on the Site Management Menu of the site’s Main Administration Menu. Then clicking on the Tasks link of the Feature Management page.  Then clicking on the TaskTypes link.

 

 

Examples of Task types you might implement are: Call by Phone, Meeting, Produce Estimate, Review Specifications, etc.

 

·        Assigned to Search Criteria Entry Field: Displays a selection lists based on individuals who have been assigned tasks.

 

·        Tasks Search Criteria Entry Field: Enter text criteria which will be tested against tasks’ task field.

 

·        Notes Search Criteria Entry Field: Enter text criteria which will be tested against tasks’ note field.

 

·        Search On Search Criteria Entry Field: Consists of four check boxes.

User may check any or all boxes. Criteria entered into Start and End Date & Time Fields will then be applied to the fields checked only.

 

·        Start Date/Time Search Criteria Entry Field: Used to set start date and time range criteria to be filtered against fields checked in Search On field.

 

·        End Date/Time Search Criteria Entry Field: Used to set end date and time range criteria to be filtered against fields checked in Search On field.

 

·        Prospecting Type Search Criteria Entry Field: Displays a selection list based on available Prospecting Types. (See Tasks Ticklers & Notes chapter of PortalProdigy Administrator’s Manual for more details on task types.). Prospecting Types are customized by the administrator and accessed by clicking on the Features Menu Edit Icon  located on the Site Management Menu of the site’s Main Administration Menu. Then clicking on the Tasks link of the Feature Management page.  Then clicking on the TaskTypes link.

 

 

Examples of Prospecting types you might implement are: Decision maker, Decisionetc.

 

 

·        Task Status Search Criteria Entry Field: Displays three possible selections: All, Completed or Not Completed.

 

 

• Sales Management Page Companies Tab – Displays Search for Companies.

• Assignment Search Criteria Entry Field: - “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays Company records where logged user is the Primary Sales Rep.  Sales Team displays Company records where logged user is member of the Sales Team.  All displays all Companies filtered by access rights.

 

• Company ID Search Criteria Entry Field: Enter Company ID Number to search for a Company’s Contact Record.

 

• Company Name Search Criteria Entry Field: Enter Company name to search for a Company’s Contact Record.

 

 

• Date Created Search Criteria Entry Field: Enter a date range to search for company records created within the entered range.

 

• Date Modified Search Criteria Entry Field: Enter a date range to search for company records that were modified within the entered range.

 

• Type Search Criteria Entry Field: Presents a selection lists based on Company Types.

 

• Sales Management Page Contacts Tab – Displays Search for Contacts.

 

 

·        Assignment Search Criteria Entry Field: “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays Contact records where logged user is the Primary Sales Rep.  Sales Team displays Contact records where logged user is member of the Sales Team.  All displays all Contacts filtered by access rights.

 

·        Security Groups Search Criteria Entry Field: Enter text criteria which will be tested against Contacts’ Security selections.

 

·        Interest Groups Search Criteria Entry Field: Enter text criteria which will be tested against Contacts’ Special Interests selections.

 

·        Contact Type Search Criteria Entry Field: Enter text criteria which will be tested against Contacts’ Contact Type selections.

 

·        Contact ID Search Criteria Entry Field: Enter Contact ID Number to search for a Specific Contact Record.

 

·        Company Name Search Criteria Entry Field: Enter Company Name to search for Contacts attached to specific company records.

 

·        Last Name Search Criteria Entry Field: Enter text criteria to search for contacts with a specific last name.

 

·        First Name Search Criteria Entry Field: Enter text criteria to search for contacts with a specific first name.

 

·        Email Search Criteria Entry Field: Enter text criteria to search for contacts with a specific email address or character string within their email address.

 

·        Date Created Search Criteria Entry Field: Enter a date range to search for contact records created within the entered range.

 

·        Date Modified Search Criteria Entry Field: Enter a date range to search for contact records modified within the entered range.

 

• Sales Management Page RFQs Tab – Search and Display list of Salesperson’s Customer Requests for Quotes.

 

 

• Assignment Search Criteria Entry Field: “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays RFQ records where logged user is the Primary Sales Rep.  Sales Team displays RFQ records where logged user is member of the Sales Team.  All displays all RFQ filtered by access rights.

 

• RFQ# Search Criteria Entry Field: Enter RFQ ID Number to search for a Specific Request for Quote Record.

 

• Request Type Search Criteria Entry Field: displays the “Request for Quote” Request Type list (Request Type Name). (See Request and Help Desk Features in Detail chapter of PortalProdigy Administrator’s Manual for more details on request types.). Request types are setup by the site administrator in advance of using Sales Management. Request Types are created by clicking on the Request Types Add Icon  located in the Content Management menu of the site’s main Administration Menu.  NOTE: when request types are setup using Request Type Management, one of several feature components is assigned to that request type record. Only requests for “RFQ” or “RFQ from Cart” are reported in Sales and Opportunity Management RFQ Tab section .

 

 Figure from Request Type Management Page.

 

 

• Customer/Requestor Search Criteria Entry Field: Enter text criteria (name) to search for Requests for Quotes submitted by a specific Contact.

 

• Date Closed Search Criteria Entry Field: Enter a date range to search for RFQ records closed within the entered range.

 

• Priority Search Criteria Entry Field: Displays a selection List that may be customized by administrator in Request Types management and accessed by clicking on the Features Menu Edit Icon  located on the Site Management Menu of the site’s Main Administration Menu. Then clicking on the Requests Link. Then click on RequestPriorities Link. Examples of Priority selections you might implement are High, Low, Standard.

 

 

• Status Search Criteria Entry Field: Displays a selection List that may be customized by administrator in Request Types management and accessed by clicking on the Features Menu Edit Icon  located on the Site Management Menu of the site’s Main Administration Menu. Then clicking on the Requests Link. Then click on RequestStatuses (Request Status) Link. Examples of Status selections you might implement are: Assigned, Pending, Priced, Sold.

 

 

• Assigned to Group Search Criteria Entry Field: Lists all Security Groups.

 

• Assigned to Individual Search Criteria Entry Field: lists all contacts of Contact Type = Employee.

 

• Field and For Search Criteria Entry Field: - PORTALPRODIGY allows for the creation of custom data gathering forms for an unlimited number of Request Types as needed for your organization. Your sales staff may wish to search for opportunities based on criteria collected into these custom fields. Therefore an option is provided to select from a list of custom fields located in the list at  and the  field is where the filtering criteria is entered.  field is where the filtering criteria is entered. The fields selectable in the Field entry box is a compilation of all the questions created in the Form Builder of every Request Type where the Feature Component is set to “RFQ” or “RFQ from Cart”.

 

 

 

• Sales Management Page Quotes Tab – Search and displays list of Salesperson’s Customer Quotes.

 

 

·        Assignments Search Criteria Entry Field: “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays Quote records where logged user is the Primary Sales Rep.  Sales Team displays Quote records where logged user is member of the Sales Team.  All displays all Quotes filtered by access rights.

 

·        Record ID Search Criteria Entry Field: Enter a quote’s Record Number to search for a specific quote.

 

·        Financial Status Search Criteria Entry Field: Select “Pending”, “Approved or “Declined” to filter quotes based on Financial Status. Unlike many of the selection lists used in PORTALPRODIGY, the financial status selections are hard coded and may not be customized because the selections are used by the logic of certain business processes preprogrammed into the application.

 

·        Quote Status Search Criteria Entry Field: Select “Shopping Cart”, “Checkout”, “Pending”, “Partially Fulfilled”, “Fulfilled”, “Completed”, “Canceled”, “OnHold”, “OnHold Submitted”, “OnHold Pending”, and “OnHold Partially Fulfilled”. Unlike many of the selection lists used in PORTALPRODIGY, the order status selections are hard coded and may not be customized because the selections are used by the logic of certain business processes preprogrammed into the application.  (Learn more in the “Order Management” section of this manual.)

 

·        Order Type Search Criteria Entry Field: This field value always locks to “Quote” when conducting a search from the “Quote” tab of the “Sales Management” page.

 

·        Quote ID Range Search Criteria Entry Field: Enter the Quote ID Number range (Order Numbers) to search for a specific range of quotes.

 

·        Payment Entry Date Range Search Criteria Entry Field: Enter a date range to search for quotes which received payments within the entered range.

 

·        Company ID Search Criteria Entry Field: Enter Company ID Number to search for a Company’s quote records.

 

·        Company Name Search Criteria Entry Field: Enter Company name to search for a Company’s quote records.

 

·        Contact ID Search Criteria Entry Field: Enter Contact ID Number to search for a contact’s quote records.

 

·        Last Name Search Criteria Entry Field: Enter text criteria to search for quote records assigned to a specific last name.

 

·        First Name Search Criteria Entry Field: Enter text criteria to search for quote records assigned to a specific first name.

 

·        Date Created Search Criteria Entry Field: Enter a date range to search for quote records created within the entered range.

 

·        Date Modified Search Criteria Entry Field: Enter a date range to search for quote records modified within the entered range.

 

·        Item ID Search Criteria Entry Field: Enter an Item ID to search for quotes related to a specific item. Item ID numbers are automatically assigned as unique identification numbers when item/products are entered into Items Management. These are typically products listed in the website’s catalog.

 

 

• Sales Management Page Orders Tab – Search and displays list of Salesperson’s Customer Orders.

 

 

·        Assignments Search Criteria Entry Field: “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays Order records where logged user is the Primary Sales Rep.  Sales Team displays Order records where logged user is member of the Sales Team.  All displays all Orders filtered by access rights.

 

·        Record ID Search Criteria Entry Field: Enter an order’s Record Number to search for a specific order.

 

·        Financial Status Search Criteria Entry Field: Select “Pending”, “Approved or “Declined” to filter orders based on Financial Status. Unlike many of the selection lists used in PORTALPRODIGY, the financial status selections are hard coded and may not be customized because the selections are used by the logic of certain business processes preprogrammed into the application.

 

·        Order Status Search Criteria Entry Field: Select “Shopping Cart”, “Checkout”, “Pending”, “Partially Fulfilled”, “Fulfilled”, “Completed”, “Canceled”, “OnHold”, “OnHold Submitted”, “OnHold Pending”, and “OnHold Partially Fulfilled”. Unlike many of the selection lists used in PORTALPRODIGY, the order status selections are hard coded and may not be customized because the selections are used by the logic of certain business processes preprogrammed into the application.  (Learn more in the “Order Management” section of this manual.)

 

·        Order Type Search Criteria Entry Field: Select “All Orders”, “Order”, “Quote”, “Recurring”, “Return”, “Credit Memo”, or “Back Order”. Unlike many of the selection lists used in PORTALPRODIGY, the order type selections are hard coded and may not be customized because the selections are used by the logic of certain business processes preprogrammed into the application.  (Learn more in the “Order Management” section of this manual.)

 

·        Order ID Range Search Criteria Entry Field: Enter the Order ID Number range (Order Numbers) to search for a specific range of orders.

 

·        Payment Entry Date Range Search Criteria Entry Field: Enter a date range to search for orders which received payments within the entered range.

 

·        Company ID Search Criteria Entry Field: Enter Company ID Number to search for a Company’s order records.

 

·        Company Name Search Criteria Entry Field: Enter Company name to search for a Company’s order records.

 

·        Contact ID Search Criteria Entry Field: Enter Contact ID Number to search for a contact’s order records.

 

·        Last Name Search Criteria Entry Field: Enter text criteria to search for order records assigned to a specific last name.

 

·        First Name Search Criteria Entry Field: Enter text criteria to search for order records assigned to a specific first name.

 

·        Date Created Search Criteria Entry Field: Enter a date range to search for order records created within the entered range.

 

·        Date Modified Search Criteria Entry Field: Enter a date range to search for order records modified within the entered range.

 

·        Item ID Search Criteria Entry Field: Enter an Item ID to search for orders related to a specific item. Item ID numbers are automatically assigned as unique identification numbers when item/products are entered into Items Management. These are typically products listed in the website’s catalog.

 

 

• Sales Management Page Commissions Tab – (Not Yet Activated Feature) Search and display list of Salespersons commissions from Orders.