Opportunity Management Page

The Opportunity Management page is called from the Sales Management page and opened as new window.  It is used to view all data related to a specific Opportunity.

 

Clicking on the Details link of a result in the Opportunities Sales Management page opens the specific Opportunity Management page for the record represented by that row in the table.

 

The Opportunity Management page looks similar to the Sales Management page but differs in that all the reported data is “opportunity centric” being filtered for the specific opportunity record selected upon entry into the Opportunity Management page. It also differs in possible search criteria for many cases.

 

The Opportunity Management Page provides access to the different components of the Opportunity 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 Opportunity Management page, one can access the following types of records: Sales Opportunities, Tasks and Assignments related directly to the specific opportunity, Company and Contacts related directly to the specific opportunity, Requests-for-Quotes related directly to the specific opportunity, Quotes related directly to the specific opportunity, Orders, Work Orders and Purchases related directly to the specific opportunity, and Attachments related directly to the specific opportunity.

 

The Opportunity Management Page displays the following tabs:

 

·        Opportunity – Displays details about the selected Opportunity.  This page is displayed by default when Opportunity Mgmt. page is selected.

 

·        Tasks – Displays all tasks for selected Opportunity.

 

·        Company – Displays the company record in Company Management page for the selected Opportunity.

 

·        Contacts – Displays the Contacts related to the Opportunity.

 

·        RFQs – Displays all Quote Requests related to the selected Opportunity.

 

·        Quotes – Displays all Quotes related to the selected Opportunity.

 

·        Orders – Displays all Orders related to the selected Opportunity.

 

·        Work Orders – Displays all Work Orders related to the selected Opportunity.

 

·        Attachments – Displays all attachments for Tasks related to the selected Opportunity.

 

• Opportunity Management Opportunity Tab :

 

The Company Name, Primary Contact, Opportunity Type, and Opportunity Description autofill into the top of the Opportunity Management page. If any of these four fields appears blank, then the data was not entered when the opportunity record was created or updated. When clicked, the Opportunity tab appears red and the Opportunity Record Input page is displayed in the browser.

 

 

·        Company Name Text Entry Field: - Data can be entered into this field without linking it to a company record simply by typing text. However, it may be desirable to have an Opportunity Record related or linked directly to a specific Company Record. In such a case, the search  icon should be clicked to activate the company search interface. The Company Record should be located and selected or created and selected. Once selected the user will be returned to the Opportunity Management page and the Company field will auto fill.

 

·        Primary Contact Text Entry Field: - Data can be entered into this field without linking it to a contact record simply by typing text. However, it may be desirable to have an Opportunity Record related or linked directly to a specific Contact’s Record. In such a case, the search  icon should be clicked to activate the contact search interface. The Contact Record should be located and selected or created and then selected. Once selected the user will be returned to the Opportunity Management page and the Primary Contact field will auto fill.

 

·        Customer Status Selection Entry Field: - Unlike many of the selection lists used in PORTALPRODIGY, the Customer 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. Either “New” or “Existing” may be selected.

 

·        Opportunity Status Selection Entry Field: - This field is used to indicate the opportunities location in the selling process. For example, Fresh Lead, Contact and Rapport Building, Qualifying and Info Gathering, Awaiting Presentation, Negotiations, On Hold, Requires Closing, Closed. The selections are customizable and usually set up by the administrator before engaging the Opportunity Management system. Opportunity Status selections may be added or updated by an authorized administrator at the Sales and Opportunity Features Management page. (Ctrl-Alt-m => Site Management/Features => Sales & Opportunity => Opportunity Status)

 

·        Opportunity Type Selection Entry Field: - Just below the Outcome Filed is a light blue horizontal divider. The fields below this demarcation are a customized form which results from the item selected in the Opportunity Type selection field described above. In other words, the page will look different from this line down depending on which Opportunity Type is selected. The forms are created in advance of engaging the Opportunity Management system.  Opportunity Type selections may be added or updated by an authorized administrator at the Request Type Management page. (Ctrl-Alt-m => Content Management/Request Types  => Search and edit or Add New) If the Feature Component field on the Request Type Management page is set to “Opportunity” then the Request Type will be listed in the Opportunity Type Selection Entry Field.

 

·        Opportunity (Description) Text Entry Field: - This is a free form test box to enter a brief description of opportunity or lead.

 

·        Campaign Selection Entry Field: - Campaigns are used to link sales opportunities for multiple companies.  For example, a campaign could be created for a new product offering.  In such a case, an opportunity would be created for each client that is a prospect for the new product offering.  The campaign allows the business to analyze and report on the results of the new product offering for all clients. Campaigns are created by clicking on the Promotion Codes Browse Icon located in the Transaction Management Menu of the site’s Main Administration Menu (Ctrl-Alt-m).  Then clicking on the Campaigns link located on the Search for Promotion Codes Page. (See Chapter titled “Promotion Codes in Detail” – Subsection = How to create New Campaign.)

 

 

·        Affiliate Lookup Entry Field: - Generally, an ‘Affiliate’ is a company that is getting paid to refer business. Data must be linked directly to a specific Affiliate’s Company Record. In such a case, the search  icon should be clicked to activate the company search interface. The Company Record should be located and selected or created and selected. Once selected the user will be returned to the Opportunity Management page and the Affiliate field will auto fill.  NOTE: Look ups from this field are filtered for Company Records with the Company Type value selected as “Affiliate”. The look up search will not report back companies that are not typed as affiliates even if the name matches your search criteria. Furthermore, if you create a new company record, be sure to check the Affiliate Company Type before saving or the company name entered into this field will be nulled by the system upon saving.

 

·        Affiliate Contact Lookup Field: - - Generally, an ‘Affiliate Contact’ is an individual that is getting paid to refer business. Data must be linked directly to a specific Affiliate Contact’s Contact Record. In such a case, the search  icon should be clicked to activate the contact search interface. The Contact Record should be located and selected or created and selected. Once selected the user will be returned to the Opportunity Management page and the Affiliate Contact field will auto fill.  NOTE: Look ups from this field are filtered for Contact Records with the Contact Type value selected as “Affiliate”. The look up search will not report back contacts that are not typed as affiliates even if the name matches your search criteria. Furthermore, if you create a new contact record, be sure to check the Affiliate Contact Type before saving or the contact name entered into this field will be nulled by the system upon saving.

 

·        Reseller Lookup Entry Field: - A ‘Reseller’ is a separate company or individual that sells your products or services. Data must be linked directly to a specific Reseller’s Company Record. In such a case, the search  icon should be clicked to activate the company search interface. The Company Record should be located and selected or created and selected. Once selected the user will be returned to the Opportunity Management page and the Reseller field will auto fill.  NOTE: Look ups from this field are filtered for Company Records with the Company Type value selected as “Reseller”. The look up search will not report back companies that are not typed as resellers even if the name matches your search criteria. Furthermore, if you create a new company record, be sure to check the Reseller Company Type before saving or the company name entered into this field will be nulled by the system upon saving.

 

·        Reseller Contact Lookup Entry Field: - Data must be linked directly to a specific Reseller Contact’s Contact Record. In such a case, the search  icon should be clicked to activate the contact search interface. The Contact Record should be located and selected or created and selected. Once selected the user will be returned to the Opportunity Management page and the Reseller Contact field will auto fill.  NOTE: Look ups from this field are filtered for Contact Records with the Contact Type value selected as “Reseller”. The look up search will not report back contacts that are not typed as resellers even if the name matches your search criteria. Furthermore, if you create a new contact record, be sure to check the Reseller Contact Type before saving or the contact name entered into this field will be nulled by the system upon saving.

 

·        Sales Team Selection Entry Field: - The ‘Sales Team’ are members of the sales staff, typically your employees. This field is used to indicate the team responsible for the selling process.  The selections are customizable and usually set up by the administrator before engaging the Opportunity Management system. Sales Team selections may be added or updated by an authorized administrator at the Sales and Opportunity Features Management page. (Ctrl-Alt-m => Site Management/Features => Sales & Opportunity => Sales Team)

 

·        Primary Salesperson Selection Entry Field: - When contact records for your sales staff are created in PORTALPRODIGY, the “Sales Team” Contact Type box should be selected. If it is selected and Sales Teams have been created in Sales & Opportunity Feature Management, then Sales Team roles will be assignable under the security tab of the contact record. When a Sales Team is selected in the prior Sales Team Selection Entry Field, all contacts with roles on the selected team are made available in the Primary Salesperson Selection Entry Field.

 

·        Target Date Entry Field: - This is a simple text entry field for searching purpose and reporting. It does not trigger anything in task management.

 

·        Target Amount Text Entry Field: - This is a simple text entry field for searching purpose and reporting. It does not trigger anything in task management.

 

·        Stage Selection Entry Field: - This is a secondary (primary can be Opportunity Status) field used to indicate the opportunities location in the selling process. For example, New, Awaiting Review, Closed. The selections are customizable and usually set up by the administrator before engaging the Opportunity Management system. Opportunity Stage selections may be added or updated by an authorized administrator at the Sales and Opportunity Features Management page. (Ctrl-Alt-m => Site Management/Features => Sales & Opportunity => Opportunity Stage)

 

·        Rating Selection Entry Field: - This field is used to rank the opportunity’s potential. For example, Immediate Need, Planning Stage, Just Shopping, Vague Interest, Not Qualified. The selections are customizable and usually set up by the administrator before engaging the Opportunity Management system. Opportunity Stage selections may be added or updated by an authorized administrator at the Sales and Opportunity Features Management page. (Ctrl-Alt-m => Site Management/Features => Sales & Opportunity => Opportunity Rating)

 

·        Outcome Selection Entry Field: - This field is used to indicate the final result of the opportunity. For example, Referral, Purchased Product, Not Sold. The selections are customizable and usually set up by the administrator before engaging the Opportunity Management system. Opportunity Stage selections may be added or updated by an authorized administrator at the Sales and Opportunity Features Management page. (Ctrl-Alt-m => Site Management/Features => Sales & Opportunity => Opportunity Outcomes)

 

 

 

SAMPLE CUSTOMIZABLE FORM SECTION Determined by Opportunity Type Selection

Just below the Outcome Filed is a light blue horizontal divider. The fields below this demarcation are a customized form which results from the item selected in the Opportunity Type selection field described above. In other words, the page will look different from this line down depending on which Opportunity Type is selected. The forms are created in advance of engaging the Opportunity Management system.  Opportunity Type selections may be added or updated by an authorized administrator at the Request Type Management page. (Ctrl-Alt-m => Content Management/Request Types  => Search and edit or Add New) If the Feature Component field on the Request Type Management page is set to “Opportunity” then the Request Type will be listed in the Opportunity Type Selection Entry Field.

 

 

 

·        Closed to Request ID Lookup Field: - This field is used to deactivate an opportunity record when the opportunity is still open but another record is actively being used to administer the opportunity. Sometimes a sales team member will discover that an opportunity or lead is already entered as another record or request after inputting a lead but for some reason doesn’t want to delete this record. In such a case, this record may be closed but linked to another essentially creating an audit trail.

 

·        Closed Date Entry Filed: - Used to indicate the date an opportunity was deactivated and linked to another record, as indicated in the Closed to Request ID Lookup Field.

 

·        Active Yes/No Selection Entry Field: - By default this value is set to “Yes”, which means the record is active and available for use.  To deactivate a record, set it to “No”.   Deactivating a record is a logical form of deletion.  It is used to remove the record from future use, yet maintain the relationship with existing data.  Reports by default only include active records; however, there is a reporting option that allows inclusion of deactivated records.

 

• Opportunity Management Tasks Tab :

 

 

·        Company Name Reporting Display Field: Displays the Company Name for the specific Opportunity record that is activated. (Click the Opportunity tab to view the specific opportunity record that is activated.)

 

·        Primary Contact Reporting Display Field: Displays the Primary Contact Name for the specific Opportunity record that is activated. (Click the Opportunity tab to view the specific opportunity record that is activated.)

 

·        Opportunity Type Reporting Display Field: Displays the Opportunity Type for the specific Opportunity record that is activated. (Click the Opportunity tab to view the specific opportunity record that is activated.)

 

·        Opportunity Reporting Display Field: Displays the Opportunity (Description) Text for the specific Opportunity record that is activated. (Click the Opportunity tab to view the specific opportunity record that is activated.)

 

·        Assignments Search Criteria Entry Field: “Primary Sales Rep”, “Sales Team”, and “All” as radio buttons.  Default to “Primary Sales Rep”.  Primary Sales Rep displays Task records where logged user is the Primary Sales Rep.  Sales Team displays Task records where logged user is member of the Sales Team.  All displays all Tasks filtered by access rights. And, all for the specific Opportunity record that is activated.

 

·        Display Additional View Option: - Clicking on the Opportunity Tasks Tab refreshes to the basic Opportunity Tasks 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.

 

·        Scheduled Start Search Criteria Buttons:

 

Today’s – button that displays all tasks related to the specifically selected opportunity where Current Date falls within Scheduled Start and Scheduled End dates. 

 

Week - button that displays all tasks related to the specifically selected opportunity  where Current Week falls within Scheduled Start and Scheduled End dates.

 

Month - button that displays all tasks related to the specifically selected opportunity  where Current Month falls within Scheduled Start and Scheduled End dates.

 

Started – button that displays all tasks related to the specifically selected opportunity 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 Tasks & Tickler Notes Features in Detail chapter of PortalProdigy Administrator’s Manual for more details on task types.). Task Types  are setup by the site administrator in advance of using Sales Management and 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 list based on individuals who have been assigned tasks.

 

·        Tasks Search Criteria Entry Field: Enter text criteria which will be tested against tasks’ task (description) field. Locates any set of characters “contained” in field.

 

·        Notes Search Criteria Entry Field: Enter text criteria which will be tested against opportunity’s note field. Locates any set of characters “contained” in 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 and Tickler Notes Feature in Detail chapter of PortalProdigy Administrator’s Manual for more details on task types.). Prospecting Types are setup by the site administrator in advance of using Sales Management and 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 ProspectingTypes link.

 

 

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

 

 

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

 

·        Customize View Link : Click on Customize View link to display field view check boxes which determine the columns to be displayed in search result table below.

 

Clicking the button will search for tasks related to the specifically activated opportunity based on the criteria entered into the previously described search entry fields. All matching tasks will be listed in the table below the search criteria input area.

 

Click on the Details Link to view the complete task record for any task reported in the result table. If you wish to add a task that will be related to the specifically activated sales opportunity then click on the button.

 

 

 

• Opportunity Management Company Tab :

 

Clicking on the Company Tab of the Opportunity Management page links the user to the related company’s record page data. This is essentially the same entry form as used in the Companies Contact Management module of the system. (Read the chapter titled, Contacts, Members, vendors & Companies Feature in Detail to learn more about this form.) For user’s convenience, a Company Record can be updated directly from this screen without accessing the Companies Contact Management through the main administration menu.

 

• Opportunity Management Contacts Tab :

 

 

An Opportunity can have one or more Contacts associated with it. Contacts can be added from the Opportunity Management Contacts Tab page by filling in the fields and clicking the  Add button.  They are also added by other processes in the system. For example, when a related task is entered the assigned to person is added to this list.

 

Role Entry Field and Column - Each Contact is assigned a Role that they play in the Opportunity.  Example values are “Decision Maker”, “Support”, “Customer Staff”, “Primary Sales Rep”, “Sales Team”, etc.  A Role can be of one of five types: “Customer”, “Affiliate”, “Reseller”, “Sales Team”, “Other”.  Role Types are a subset of Contact Types as used in the Contact Management Feature which integrates with Sales Management Feature.

 

Only the “Sales Team” Role Type can be assigned access rights to Opportunity Management.  Other Role Types cannot be assigned Opportunity Management access rights but they can be used to filter Contacts. 

 

The site administrator can set up an unlimited number of Roles by clicking on Security edit icon located in the Site Management Menu of the site’s Main Administration Menu page which activates the Groups page.

Clicking the Role Radio button to active refreshes the page to display all previously created roles and provides an opportunity to create a new role by clicking on the Add New  button. The Role Group Management page is presented where the administrator can enter the name of the new role and select a Role Type from the Role Type selection list.

 

 

Generally, an ‘Affiliate’ is a company or individual that is getting paid to refer business..  A ‘Reseller’ is a separate company or individual that sells your products or services. The ‘Sales Team’ are members of the sales staff, typically your employees..  A ‘Customer’ is a contact who may purchase, i.e. a prospect or a contact that has purchased or any individual influencing the prospects purchase.  The ‘Other’ Role Type is used to designate all other individuals involved in the Opportunity such as an “Attorney”, “Consultant”, etc.

 

When a Contact is added from Contact Management, a Primary Salesperson and a Sales Team can be assigned to the Contact.  All orders for that Contact are then assigned by default to the Contact’s specified Primary Sales Rep and Sales Team.  Note that these values may be overridden (changed) in Order Management.  When an Opportunity is created it shall default the Primary Sales Rep and Sales Team.  How this is done is described later on in the spec.

 

Roles, Security and Privacy - Each role may be assigned different access rights.  The Sales Rep, Inside Sales Rep and Sales Manger may be assigned add and edit rights to all records for Sales Team except credit and commissions, with view only rights assigned to credit and commissions.  The Finance Manger may be assigned view only rights to everything accept credit and commission, with add/edit rights assigned to credit and no access assigned to commissions.  The Payroll Manger may be assigned view only rights to everything except credit and commission, with add/edit rights assigned to commissions and no access assigned to credit.

 

When using Sales Teams and Roles, sales staff should not be assigned to standard Security Groups that grant access rights to the sales related feature components such as Administration of Contacts, Administration of Companies, etc.  Instead they should be assigned to Sales Teams and corresponding Roles.  Doing this limits their rights to only those records assigned to them via Primary Sales Rep and Sales Team.  When a Role has Edit rights to a Resource (feature component), the user may add new records.  If they are assigned as a Primary Sales Rep or Role in a Sales Team that does not have access rights, they shall not be able to access the record once saved.  This prevents Sales Reps and other staff from accessing records they do not have rights to access.

 

Add New Contact to Opportunity Form -

 

Contacts may be quickly added to the Opportunity Management record using the Add New Contact to Opportunity Form. Data defaults into the fields but can be quickly cleared by clicking on the  button.

Enter new contact’s information and then click the  button and the new contact is added to the list below after the add a contact routines are run. The add a contact

 process uses the application’s contact manager module to locate an existing contact record or add a new one to the website’s database. . (Read the chapter titled, Contacts, Members, Vendors & Companies Feature in Detail to learn more about this routine.) Use the  button located at the bottom of the Search for Contacts page to skip the formal contact entry process.

 

Deleting Contact from Opportunity Record – Highlighting the Select Column  radio button  and then clicking the delete  icon deletes the contacts relationship to the Opportunity Record but does NOT delete the contact record.

 

Task Link – Clicking on the task link for a specific contact activates the Task Management page which displays all tasks active for that contact and allows for the addition of a task related to the activated opportunity assigned to the specific contact. (See Tasks Ticklers & Notes chapter of PortalProdigy Administrator’s Manual for more details on task management.).

 

 

• Opportunity Management RFQs Tab :

 

Requests for Quotes (RFQ’s) enter the system in many ways. One way to add an RFQ is to click the Add New  button located at the bottom of the Opportunity Management RFQ page. Other ways include from the Request Management page and by visitors to the catalog or a Request for Quote link on the website. (See the chapter titled “Requests and Help Desk Feature in Detail in the Portal Prodigy Administrator’s Manual.)

 

 

·        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.

 

·        RFQ #: Search Criteria Entry Field: 

 

 

·        Display Additional View Option: - Clicking on the Opportunity RFQs Tab refreshes to the basic Opportunity RFQs 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.

·        Requestor Search Criteria Entry Field: The Requestor is the customer making the request or the customer for whom the request was input. In other words, your employee Joe might put in a request for Acme Corporation but Joe is not the requestor. Instead, the requestor would be Joe’s contact at Acme Corp.

 

·        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 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. 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”.

 

·        Date Created Search Criteria Entry Field: Date the RFQ was created.

 

·        Date Modified Search Criteria Entry Field: Date the RFQ was last updated.

 

 

• Opportunity Management Quotes Tab :

Upon clicking Search  button this view displays a list of any quotes related to the specifically activated opportunity. Quotes are a Type of Order and can be created from the Main Administration Menu (Ctrl-Alt-m) and then selecting the Orders Add  button on the Orders  row of the Transaction Management Menu.  Only orders with the Order Type equal to “Quote” are reported on the Quotes list on the Opportunity Management page.

 

·        Assignment Search Criteria Entry Field: - “Opportunity and “All for Company” as radio buttons.  Selecting Opportunity displays only quotes related to the specifically activated opportunity. Selecting All for Company displays all quotes records related to the company.

 

·        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 that were modified within the entered range.

 

 

• Opportunity Management Orders Tab: Search and displays list of Customer Orders.

 

 

Upon clicking Search  button this view displays a list of any orders related to the specifically activated opportunity. Orders and can be created from the Main Administration Menu (Ctrl-Alt-m) and then selecting the Orders Add  button on the Orders  row of the Transaction Management Menu or by clicking th Add New  button located at the bottom of the Opportunity Management Orders page. 

 

·        Limit to Search Criteria Entry Field: “Opportunity and “All for Company” as radio buttons.  Selecting Opportunity displays only orders related to the specifically activated opportunity. Selecting All for Company displays all order records related to the company.

 

 

·        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.)

 

·        Date Range Search Criteria Entry Field: The Order Date Range field is not an auto-fill field like date created or date modified. It is a manually entered field provided for situations where it is important to document the origination date of an order that may have been during a meeting, phone call, weekend golf outing, etc. and prompt entry into the system was not convenient.  Enter a date range to search for order records within the entered range.

 

·        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.)

 

·        Display Additional View Option: - Clicking on the Opportunity Tasks Tab refreshes to the basic Opportunity Tasks 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.

 

·        Feature Search Criteria Entry Field: Select “All”, “Events”, “Ads”, “Products”, “Press Release”, “Membership”, “Exchanges”, “Donations” or “Requests”. Unlike many of the selection lists used in PORTALPRODIGY, the feature 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.

 

·        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.

 

·        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.

 

• Opportunity Management Work Orders Tab :

 

Work Orders are used to estimate, submit, approve, track, bill and collect billable services. (See Request and Help Desk Features in Detail chapter of PortalProdigy Administrator’s Manual for more details on work orders.)

 

·        Limit to Search Criteria Entry Field: “Opportunity and “All for Company” as radio buttons.  Selecting Opportunity displays only work orders related to the specifically activated opportunity. Selecting All for Company displays all work order records related to the company.

 

·        Type Search Criteria Entry Field: Displays a selection List that may be customized by administrator in Work Order 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 Work Order Types Link. Examples of Work Order Types selections you might implement are Per Incident Service Request, Website Customization, etc.

 

·        Billing Status Search Criteria Entry Field:  Select “Non Billable”, “Internal”, “Estimate”, “Billable”. 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 “Request and Help Desk Features in Detail” section of this manual.)

 

·        Work Order ID Search Criteria Entry Field:

 

·        Billing Method Search Criteria Entry Field: Select “Pre-Payment”, “Pre-Authorized”, “Retainer”, or “Invoice”. Unlike many of the selection lists used in PORTALPRODIGY, the billing method 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 “Request and Help Desk Features in Detail” section of this manual.)

 

·        Scheduled Start Search Criteria Entry Field: Enter a date range to search for work orders scheduled to start within the entered range.

 

·        Scheduled End Search Criteria Entry Field: Enter a date range to search for work orders scheduled to end within the entered range.

 

·        Actual Start Search Criteria Entry Field: Enter a date range to search for work orders that started within the entered range.

 

·        Actual End Search Criteria Entry Field: Enter a date range to search for work orders that ended within the entered range.

 

·        Actual Close Search Criteria Entry Field: Enter a date range to search for work orders that were closed within the entered range.

 

·        Approved By Search Criteria Entry Field: - Enter a name and click the search  icon to activate the contact search interface. The Contact Record should be located and selected. NOTE: Look ups from this field are filtered for Work Order Records related to the activated opportunity.

 

·        Approval Date Search Criteria Entry Field: Enter a date range to search for work orders approved within the entered range.

 

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

 

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

 

 

• Opportunity Management Attachments Tab :

The Opportunity Management Attachments Tab page provides the user with the ability to add and view attachments related to the sales opportunity. This includes all formats of digital files such as Microsoft Word documents, Images, PDFs, etc. It uses the Resource Document Library module of the PortalProdigy application. (See the chapter titled Document Resource Library in Detail of the Administrator’s Manual to learn more about digital documents and document management.)

 

·        Adding an Attachment – Click the Add New  button at the bottom of the Opportunity Management Attachments page and the Document Upload dialog will open.

If you want the document to open in a separate window without being bordered by you site template set Use Template to No; otherwise, leave as Yes.

Click on the  button to locate and select the appropriate document (file) that is stored on your system.

 

The first time you upload a document from a computer using PORTALPRODIGY, you will be prompted to install an Active-X component.  PORTALPRODIGY uses this component to efficiently and reliably load documents via the HTML protocol.  If this sounds entirely too technical, just answer “Yes” and leave it at that.  This is a one time install per computer.  You will not be prompted to do this again unless you change your computer configuration.

 

Upload Prompt: Click Ok to confirm upload.  If you are uploading an HTML document, PORTALPRODIGY knows to also upload the HTML documents subfolder.  The HTML subfolder is where images, scripts, style sheets and any other files required to support the HTML document are stored.  the subfolder for LearnAboutUs.htm must be named . 

 

 

The path and file name are then displayed in the Append Document text box.

·        Viewing Attachments:

Click on the View link to display the document a document. Click on the Details link to view or update the document’s properties in the Document Library.

 

 

• Primary Contact Field: An Opportunity can have one or more Contacts associated with it.  Contacts are added using the Opportunity Management PageContacts tab and the relationship is reported in the Contacts Opportunity Management page table.