Documentation Home »User Guide: Sales »Business-to-business Sales »Opportunities
current version

Opportunities

Overview

Opportunities are highly probable potential or actual sales to a new or established customer. Request for proposal, invitation for a bidding, agreement of intentions or order for a delivery can be saved as opportunities. These are a universal sales tracking tool that can be related to virtually any customer type.

In the following guide, you will learn how to:

Note

See a short demo on how to create and work with opportunities, or keep reading the step-by-step guidance below.

Enable Opportunities

You can enable (or disable) an opportunity manually the following way:

  • Navigate to Settings>Configuration in the main menu.
  • Open CRM>Sales Pipeline in the left menu and click Opportunity.
  • In the General Setup section, check the Enable Opportunity box.

Enabling opportunity as a feature adds the opportunity entity to Sales in the main menu.

Note

Please refer to your administrator if you have insufficient permissions to enable/disable opportunities in your application.

Create an Opportunity

Opportunities can be related to any customer type: Magento, OroCommerce or customers introduced by various third-party extensions. Business customers will remain available as legacy for users who upgrade from OroCRM 1.10 edition but will be deprecated in OroCRM 2.0.

Opportunities can also be related directly to accounts. This is the simplest OroCRM setup if you do not need to track multi-channel sales. You can always enable the additional complexity of multiple customer channels when the need arises.

You can create opportunities from all related entities (e.g., from OroCommerce customer, from Magento customer view or account view), by converting a lead to an opportunity and by creating an opportunity manually.

See detailed guidance in the Create Opportunities topic.

View Opportunities

Customer, Account and Opportunity view pages contain a list of relevant opportunities, so it would be possible to see the full history of the deals with a particular customer or account in one place, thus helping the sales representatives find clues for the current deals.

Customer view:

Account view:

Opportunity view:

Manage Opportunities

The following actions can be performed for opportunities from the grid:

  • Export and import opportunity record details with Export and Import buttons as described in the Export and Import Functionality guide.
  • Delete an opportunity from the system:
  • Get to the edit form of the opportunity:
  • Get to the view page of the opportunity:

Multiple Grid Views

Multiple grid views are available for opportunities:

  • All opportunities.
  • Open Opportunities.
  • Overdue Opportunities.
  • Recently Closed Opportunities.

Open Opportunities grid is the default view.

To change the grid view, click on the arrow icon on the right of Open Opportunities header and select the preferred grid view from the dropdown, as shown in the screenshot below.


Inline Editing

Inline editing can help you amend opportunity details without opening the edit opportunity form. For opportunities, it is available from records’ grids and view pages.

If the Edit Inline icon appears next to the field, inline editing is available for that value.

To edit the opportunity from the grid, double-click on the field or the inline editing icon in the field you wish to edit.

Kanban Board

As an alternative to grid view, it is possible to view Opportunities in Kanban board. To change grid view to board view, open Grid/Board menu and click Board.

Important

Note that Kanban board functionality is available only if Opportunities Management Flow is deactivated in System>Workflows.

Within the board, you can:

  • Change opportunities status by dragging them between columns.
  • Delete an opportunity from the system:
  • Get to the edit form of the opportunity:
  • Get to the view page of the opportunity:

Important

Note that inline editing feature is not available for board view. Inline editing is only possible within the grid view.

Manage Opportunity Workflow

You can use OroCRM’s workflows to define rules and guidelines on possible actions/updates of opportunities in the system.

It is possible to have multiple active workflows for the same entity at the same time (e.g.: alternative sales workflows that the sales representative can choose when they decide how to deal with an opportunity; parallel sales follow-up and order fulfillment workflows for a placed order, etc.).

In the following example, we have two workflows for Opportunity active at the same time (Opportunity Management Flow and Opportunity Support Flow).

Activate Opportunity Management Flow

To ensure data consistency and reasoned opportunity management by a sales manager, you can activate Opportunity Management Flow in System>Workflows.

This can be done from the Workflows view page by selecting Opportunity Management Flow and clicking Activate in the top right corner.

Active Opportunity Management Flow limits what a sales manager can do with opportunities, thus eliminating situations when, for instance, an opportunity is not yet closed but its close reason is specified, or an opportunity is closed but its close reason is unspecified.

Start Opportunity Management Flow

Activating Opportunity Management Flow does not happen automatically for all opportunities. Once the flow has been activated in System>Workflows, you need to start it manually for the required opportunities.

It is possible to have multiple active workflows for the same record. If you have more than one active workflow, you can separately activate each of them. In the following example, two workflows are available for one opportunity record:

You can set Opportunity Status and Probability manually before starting Opportunity Management Flow.

Manage Multiple Workflows

Workflows are expandable and can be collapsed if necessary by clicking on the + button on the left of the Workflow as illustrated below:

Transitions

The type of the transitions displayed for opportunities will depend on the type of the workflow enabled.

The following transitions will become available as the result of Opportunity Management flow activation:

  • Develop
  • Close As Won
  • Close As Lost

Close As Won/Close As Lost

Close Revenue and Close Reason fields and statuses have become unavailable in the edit opportunity form as the result of flow activation.

To close an opportunity as Won or Lost, use Close As Won/Close As Lost transition buttons instead. They are located at the top of Opportunities view page.


Note that it is not possible to close an opportunity from the grid, although inline editing as a feature is available after flow activation.

To close an opportunity as Won:

  • Click Close As Won.
  • Enter Close Revenue.
  • Enter Expected Close Date.
  • Click Submit.

To close an opportunity as Lost:

  • Click Close As Lost.
  • Select Close Reason from the dropdown.
  • Select the Expected Close Date.
  • Click Submit.

Develop

Develop transition is a simplified form for editing an opportunity.

Other

Depending on their configuration, workflow steps can vary. Here is an example of the steps and transitions configured for the Opportunity Support flow.

OroCommerce Opportunity Flow

OroCommerce Opportunity Flow allows sales reps to create quotes directly from the opportunity view page. All quotes created within a specific opportunity are displayed in the corresponding section of its view page. The sales rep can manage quotes from this grid in the same way they can manage them from the quotes grid (e.g. edit or delete).

Note

Creating a quote from the opportunity view page is only available if opportunity is related to a Commerce customer. Otherwise, the workflow will behave exactly like the standard Opportunity Management flow (for standard flow, see the Manage Opportunity Workflow section of the guide).

When OroCommerce Opportunity flow is activated in System>Workflows and an opportunity is related to a Commerce customer, the Create Quote button will appear in the top right corner of the opportunity view page.

Note

Creating a quote from the opportunity view page is only available for open opportunities, i.e. not closed or lost.

Click Create Quote to start creating a new quote.

When a quote is created and saved, the following information will appear on the opportunity page:

  • A Quote Created note next to the OroCommerce Opportunity Flow name.
  • A Quotes section with details of the created quote.

From the opportunity view page, the following actions are possible for the quote:

  • View:
  • Edit:
  • Delete:
  • Expire:

Note

Note that availability of the Expire option for a quote within the opportunity view page depends on the types of workflows activated in your system.

On the Quote view page, relation to the opportunity, which this quote has been created from, will remain, as illustrated in the following screenshot:

Note

Be aware that although opportunity relation can be displayed on the quote page, it is not possible to manage it. When there is no opportunity relation available for a quote, inactive Opportunity field is displayed.

You can create any number of quotes for one open opportunity.

Multi-currency Opportunities

Multi-currency feature is available for OroCRM Enterprise Edition only. You can find a complete guide on multi-currency in multi-currency guide.

Currency configuration allows to track and record sales made in different currencies, specifically:

  • Create and manage the list of currencies that will be available for selection in multi-currency fields, e.g. the opportunity budget.
  • Designate one base currency which would serve as the default one for all multi-currency fields, in addition to being the currency to which values in other currencies will be converted.
  • Manage exchange rate for all currencies to calculate opportunity budget, close revenue, etc. from the deal currency to the base currency.
  • Identify currencies in the system with a three-letter ISO code or a symbol.

At the organization level, it is possible only to remove unnecessary currencies, not add the new ones.

To be able to manage currencies and change the rates:

  • Navigate to System>User Management>Organizations.
  • Select your organization and click Configuration in the top right corner.
  • In the left menu, click General Setup>Currency.
  • Unlock the currency grid by unticking Use System.
  • Enter the numbers in the corresponding field of the Rate From/To columns.

In the following example, the base currency is US dollars, the currency format is set to Currency Symbol and three deal currencies are set to Euro, British Pound and Ukrainian Hryvnia.

These exchange rates to the base currency will be used to calculate and convert the actual budget value, close revenue, the total number of orders (for Commerce), etc.

This is how multi-currency feature is displayed in the Create Opportunity form:

You can select one of the enabled currencies in the currency selector for the Budget Amount field. They are represented by a currency symbol, as configured in the settings.

Note that the Close Revenue and the Budget Amount can be specified in different currencies.

As you can see from the screenshot, the budget amount entered in Euro (€15000) has been recalculated to the base currency ($16,350) according to the defined exchange rate.

The same budget amounts will be available in the grid view and Reports and Segments.

Note

In dashboard widgets, only amounts in the base currency will be displayed.

If you change the currency exchange rate, the changes will be displayed for all open opportunities. Rates for closed opportunities are fixed.

As you can see from the screenshots, the rate of Euro towards US dollar was changed from 1.09 to 1.15 consequently changing the value of the base currency for budget amount from $16350 to $17250.

Important

If you are not using the Opportunity Management Flow, you will be able to edit the budget amount/close revenue for a closed opportunity.

Reports with Opportunities

OroCRM provides three out-of-the-box reports on opportunities:

Export an Opportunity

You can export the opportunity details in the .csv format following the Exporting Bulk Items guide.

Import an Opportunity

You can import the bulk details of updated or processed opportunity information in the .csv format following the steps described in the Importing Opportunities guide.

ssossossosso