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AccountManager Opportunities

Opportunity profiles in AccountManager are used to store and manage all the information relative to a sales project.  They can be shared by all the users of an AccountManager database, but your AccountManager administrator may have set certain restrictions in place, such as allowing field sales people to only see their own opportunities.  Your organization may have internal policies regarding the guidelines for entering opportunities as well as how often they should be updated.

Opportunities are part of a group of documents in AccountManager referred to as Business Documents, or “BizDocs.”  Other BizDocs include Samples, RFQ’s, Quotes, Registrations, and Design Wins.  BizDocs can be used to “Copy Into” other BizDocs to save time, and link documents for one program or project together.

Creating Opportunity Profiles

1. Open the AccountManager database and go to the “Opportunities” view. Click the “New Opportunity” button on the action bar.

2. An opportunity profile form will be displayed pre-populated with a system generated Opportunity Number, your name as the Owner (can be manually changed), and the current date as the Identified Date.

3. In the Header area, select the End Customer this opportunity is associated with.  (You may also select a Distributor and CEM if appropriate).

4. Also in the Header, select the Principal this opportunity is for.  Each opportunity can only be for one Principal, in order to allow for accurate reporting and views.  However, if you’ll be selling multiple lines into the same program, you may copy this opportunity into another one and choose a new principal on each subsequent opportunity. 

5. Select an Opportunity Type and Stage from by clicking the respective hyperlinks (choices populated by your AccountManager administrator).

6. On the “Main” tab/”Program” sub-tab, fill in the basic information such as Program, Application, Annual Units, etc.  Change the Identified Date if necessary, to reflect when you first began working on this sales project.

7. If you’d like to add line items or part numbers to this opportunity now, click the “Line Item” button and the “Add Line Item” choice under that.  Fill in the pertinent information for that line item, and repeat as needed.

8. You may now “Save” and “Close” the Opportunity at this point, or continue adding additional details.

“Copying Into” Opportunity Profiles from Other BizDocs

Another method for creating opportunity profiles, is to use another existing document to “copy into” the new opportunity.  If you already have an existing BizDoc (such as a Sample, Quote or RFQ) pertaining to this sales project, you can use the information on that document to “copy into” an Opportunity profile.  This saves time and links the two documents together.

9. Open one of the existing BizDocs you already have for this sales project.

10. Click the “Copy Into” button, and then on the “Opportunity” choice underneath.

11. An Opportunity profile will open pre-populated with much of the same information as the original BizDoc.

12. Fill in any additional details on the Opportunity as desired.

13. “Save” and “Close” the Opportunity.

Opportunity Profile Field Descriptions

(Note:  The content and/or arrangement of fields on your Opportunity Profiles may vary depending upon your company’s configuration.  See your AccountManager administrator with questions)

[Opportunities Screenshot 1]

Action Buttons:

(Note:  The drop down choices on your Action Buttons may vary depending upon your company’s configuration.  See your AccountManager administrator with any questions).

Button Name 

Usage

Close

Closes the Opportunity Profile.

Save / Edit

(toggles between) 

Edit – Enables the ability to edit Opportunity Profile.  No changes can be made until the Edit button is clicked.

Save –  Saves the Opportunity Profile.

Comment

Enables entry of a separate comment document (to be displayed in “Comments” section of Linked Documents Pane).  Recommended for internal communications* only, these comments are not reportable.

*(If your organization uses PartnerAccess for Rep-to-Principal synchronization, these comments are the appropriate place for Rep-to-Principal communications and vice versa).

Line Item

Add Line Item – Opens a new Opportunity Line Item dialog box for capturing information on one part number being considered for this opportunity.  Repeat as needed for each additional part number.

Insert Line Item – Opens a new Opportunity Line Item dialog box after prompting the user for the point of insertion into the list of previously generated line items.

Delete Line Item – Deletes an Opportunity Line Item after prompting the user to select the corresponding line item number.

New

Account – Opens a new, blank Account profile.

Contact – Opens a new, blank Contact profile.

Opportunity – Opens a new, blank Opportunity profile.

Sample – Opens a new, blank Sample request.

Quote > Quote – Opens a new, blank Quotation.

            > Quick Quote – Opens a new, blank Quick Quote.

RFQ – Opens a new, blank Request For Quotation.

Registration – Opens a new, blank Registration.

Design Win / Split Request – Opens a new, blank Design Win.

Copy Into

Your AccountManager administrator can set a configuration option to copy Line Item “Notes” into other BizDocs along with the default information noted below.

Sample – Opens a new Sample request linked to the opportunity, and pre-populated with common fields/information from the Opportunity.  Your AccountManager administrator can also set a configuration option that populates the “Sample Date” date on the opportunity with the current date.

Quote – Opens a new Quote linked to the opportunity, and pre-populated with common fields/information from the Opportunity.  Your AccountManager administrator can also set a configuration option that populates the “Quote Date” date on the opportunity with the current date.

Quick Quote – Opens a new Quick Quote linked to the opportunity, and pre-populated with common fields/information from the Opportunity.

RFQ – Opens a new Request for Quote linked to the opportunity, and pre-populated with common fields/information from the Opportunity.

Design Win / Split Request – Opens a new Design Win linked to the opportunity, and pre-populated with common fields/information from the Opportunity.  However, only line items marked as “Won” and have not been previously copied into a Design Win, will appear on the new document.

Registration –  Opens a new Registration linked to the opportunity, and pre-populated with common fields/information from the Opportunity.

Opportunity (New Principal) –  Opens a new Opportunity linked to, and pre-populated with common fields/information from the first Opportunity.  Principal information is left blank, as well as Line Items, so that new information may be entered on the next opportunity.

View*

Line Items – Displays the line items for this opportunity in the embedded view.

Forecasts – Displays forecast information for this opportunity in the embedded view.

*(This button may not be visible if your organization does not use the Forecasting feature)

Related Documents

(in right hand frame)

Used to select which types of documents should display in the Related Documents Frame.  Documents eligible to display here are either created by using the “Copy Into” feature, or by using the “Link to Opportunity” button on the other documents to connect them to an opportunity.  Default is to display no linked documents.  Choices are “All Documents” at once, or one document type at a time.  Linked documents can be double-clicked on to open them.

 

Saving an Opportunity:

When saving an opportunity you may be prompted to “Update Related Opportunities”.  A message box similar to the one below may appear prompting you to update related opportunities. You will be told home many related opportunities it found and for what Principals they apply. A related opportunity has the same program name and accounts such as customer, distributor, etc. If you choose yes then the fields common to a program will be updated such as Prototype Date, Production Date, Program Status, and Current Status. This feature can be disabled on the Configuration Profile.

[Opportunities Screenshot 2]

Header Section:

(Note:  The content and/or arrangement of fields on your Opportunity headers may vary depending upon your company’s configuration.  See your AccountManager administrator with questions).

Field Name

Description

Opportunity  Number

System generated opportunity number. (This cannot be modified).

Status

Status of opportunity (Open, Closed, On Hold).

Principal

Principal associated with this opportunity.  (Click the hyperlink to select.  Choices are a list of your Principal account profiles).

End Customer 

End Customer associated with this opportunity.  (Click the hyperlink to select.  Choices are a list of your End Customer account profiles).

CEM

CEM associated with this opportunity.  (Click the hyperlink to select.  Choices are a list of your CEM account profiles).

Distributor

Distributor associated with this opportunity.  (Click the hyperlink to select.  Choices are a list of your Distributor account profiles).

Program

End Customer’s program name.  (This field is automatically populated after entering the program information on the Main/Program tab)

Opportunity Type

Type of opportunity.  (Click the hyperlink to select.  Choices populated by your AccountManager administrator)

Last Modified

Date the opportunity was last modified.  (This field populates automatically and cannot be changed).

Stage

Stage this opportunity is currently in. (Click the hyperlink to select.  Choices populated by your AccountManager administrator).  This field is used in Pipeline Reports.

Principal Opp Number

A reference to the Principal’s Opportunity, used primarily to coordinate with the Principal’s CRM software.

Owner

Person currently responsible for updating this opportunity.  (This field can be disabled if your organization does not routinely pass responsibility between users and/or departments).

 

“Main” Detail Tab / “Program” Sub-Tab:

(Note:  The content and/or arrangement of fields on this tab may vary depending upon your company’s configuration.  See your AccountManager administrator with questions).

Field Name

Description

Program

End Customer’s program name.

Application

Brief description of the application.

Annual Units

The annual number of units (of the end product) to be produced by the customer.  (Note:  This is not necessarily the Estimated Annual Usage (EAU) of any one component).

Program Status

Status of this program at the end customer.  (Click the hyperlink to select.  Choices populated by your AccountManager administrator).

Confidence

(Percentage) Probability of winning the Opportunity.  (Click the hyperlink to select.  Choices populated by your AccountManager administrator).  This percentage is multiplied with your Opportunity Total to calculate a Weighted Value.

Competition

Competitors to your principal that are trying to win this opportunity.

Opportunity Total

Calculated sum of line items’ totals.

Weighted Value

Calculated by multiplying the “Confidence” with “Opportunity Total”.

Identified Date

Date the opportunity was identified.

Sample Date

Date samples were ordered or provided.  (Can be manually entered by user, or configured to auto-populate when copying the Opportunity into a Sample).

Quote Date

Date quoted.  (Can be manually entered by user, or configured to auto-populate when copying the Opportunity into a Quote).

Prototype Date

Date the end customer plans to begin prototyping their end product.

Production Date

Date the end product is scheduled to go into mass production.

Close Date

Date the opportunity will close.

Market Segment

Market segment this application belongs to.  (Defaults to the “Industry” of the End Customer, but can be changed by clicking the hyperlink to select.  Choices populated by your AccountManager administrator).

Split Total

Calculated sum of the line item’s split totals.

Approximate Value

Optional field used to indicate the approximate value of the opportunity.  Usually used in one of the below situations:

1.  To give the opportunity a dollar value In the early stages before part numbers have been identified, and line totals can be computed, or

2.  To avoid override the “Opportunity Value’ which can become inflated when multiple components are being considered, but only one will be chosen.

Include on Report

Default setting is checked, which includes this opportunity on opportunity reports.  Unchecking will not include this opportunity on opportunity reports, unless the user running the report deliberately specifies they want “all” opportunities.

Current Reporting Status

Current status of the opportunity.  This field is likely to be updated more often than most as new information becomes available.  Clicking the hyperlink will preface your comments with a date and name-stamp, and move any previous comments to the “Status History” tab, so that only the most recent updates appear on reports.

Share w/ PartnerAccess

 For PartnerAccess users only. Clicking on this button will share this Opportunity with your partner using PartnerAccess.

Stop Sharing w/ PartnerAccess

 For PartnerAccess users only. Clicking on this button will stop sharing this Opportunity with your partner using PartnerAccess.

 

“Main” Detail Tab / “Locations” Sub-Tab:

(Note:  The existence, content, and arrangement of this tab may vary depending upon your company’s configuration.  See your AccountManager administrator with questions).

Field Name

Description

Split Potential 

Choose “Yes” or “No” based on whether the potential exists for splitting this opportunity with another rep firm.

Split Applied Date

Date the split commission request was filed.

Locations Sub-Tabs

Your AccountManager administrator can configure which types of company tabs appear in the “Locations” sub-tabs.  Choices include, but are not limited to “Design”, “Purchase”, “Manufacturing”, “Ship To” etc.

Each tab can be populated with the following information:

 

Company – Click the hyperlink to select from a list of existing accounts.  Company’s address and phone information displays to the right.

 

Contact 1 – Click the hyperlink to select from  a list of contacts at the above company.  Contact’s phone and email information displays to the right.

 

Contact 2 – Click the hyperlink to select from  a list of contacts at the above company.  Contact’s phone and email information displays to the right.

 

Edit – Click the hyperlink to edit any of the Company or Contact information for just this opportunity.

 

Representative – Click the hyperlink to select the rep firm associated with this company.  (Your company may choose not to enter additional rep firms into AccountManager, therefore this field can be left blank).

 

Split % – Split percentage associated with this company’s role in the opportunity.

 

“Main” Detail Tab / “Follow Up” Sub-Tab:

Field Name

Description

Enable Follow Up

Checking this box includes the opportunity in the appropriate Activities views, as well as on the daily follow up emails if you have enabled that feature on your AccountManager user profile.

Follow Up Date

Date follow up is required on this opportunity.  Displays in the appropriate Activities views, and includes the opportunity on the daily follow up emails on and after this date, until the document is updated, and the follow-up date is moved forward.  This field auto-populates to the number of days forward specified on your AccountManager user profile when creating the opportunity.  Once the date has passed, and upon editing the opportunity, you will be asked if you’d like to move the date forward that default number of days again.  This date can be modified at any time.

Scheduled For

Users responsible for following up on the opportunity.  Defaults to the creator of the opportunity, this field can be modified to include other users as well.  The people listed here will see the opportunity in the appropriate Activities views, as well as receive daily follow up emails including this opportunity as indicated above.

 

“Main” Tab / “Status History” Sub-Tab: 

Field Name

Description

(Unlabeled field)

This field is auto-populated with historical “Current Status” updates, as they are superseded by more recent updates on the Program tab.  Nothing is directly entered into this field.

 

“Main” Tab / “Misc” Sub-Tab: 

Field Name

Description

Internal Comments

Additional comments for internal use only.  Will not display on any opportunity reports.

Attachments

Files attached to this opportunity profile.  Can also be used to store other URL’s or web site addresses relative to the opportunity.

Account Detail Tabs (i.e. “End Customer”, “Principal”, “Distributor”, and “CEM”): 

(Note:  The existence, content, and arrangement of these tabs may vary depending upon your company’s configuration.  See your AccountManager administrator with questions).

The account detail tabs allow you to store additional details about each company involved in this opportunity.  Each tab auto-populates with the company name when those companies are selected in the Header area, but the “Distributor” and “CEM” tabs can also contain two more additional accounts of those types on their tabs (useful when more than one distributor or CEM are competing for the business).  The field names and structure of each tab is identical as described below:

Field Name

Description

Company

(labeled by Account Type)

Autopopulates with selection made on Header (i.e. End Customer company name is populated on “End Customer” tab, Principal company name is populated on “Principal” tab, etc).  Account’s address and phone information is displayed to the right.

Account Manager

Field/Outside salesperson/people assigned to this account. 

Contact 1

Primary contact at this account associated with the opportunity.  Click the hyperlink to select.  Contact’s phone and email information displays to the right.

Contact 2

Secondary contact at this account associated with the opportunity.  Click the hyperlink to select.  Contact’s phone and email information displays to the right.

Territory

Auto-populates with the Territory specified on this company’s Account profile.

Category

Auto-populates with the Category specified on this company’s Account profile.

 

“Representative” Detail Tab

Field Name

Description

Representative

Auto-populates to your company’s information.  Phone and address information displays to the right.

Prepared By

Auto-populates to the user creating the opportunity.  Phone and email information displays to the right.  (This field can be changed to another user, if desired).

 

Opportunity “Line Items”: 

[Opportunities Screen Shot 4]

 

Field Name

Description

Mfr Part Number

Manufacturer’s part number.  (If your company uses the Part Number Look-up database, this could be a clickable hyperlink, allowing you to select the part number from a list, and populate the Product Line and Description fields.  See your AccountManager administrator with questions).

Product Line

Product Line or category, often as designated within your principal’s organization.

Description

Description (often technical) of this part number.

Cust Part Number

End Customer’s internal part number.

QTY/Unit

Quantity of this component to be used on each unit produced by the end customer.  (Note:  This is not the Estimated Annual Usage (EAU) of any one component.  This number will be multiplied with the “Annual Units” on the Program tab to calculate Line Totals and other figures.  For example, in the example above, there are two of these LED’s in each security system).

ASP

Average selling price.  (Your organization or principals may have internal policies regarding the actual pricing used on opportunity profiles, such as Book Costs, Resales, etc.)

Line Total

Calculated value of “Qty/Unit” x “Annual Units” x “ASP”.

Split %

Percentage of the Line Total that would be credited to your organization used when shared with another rep firm.  Defaults to the ‘default external split rate’ from the principal account profile, if empty then inserts 100%.

Split Total

Calculated value of “Line Total” x “Split %”

Notes

Additional notes pertaining to this line item.  (Your AccountManager administrator can enable a configuration option to copy these notes into other BizDocs using the “Copy Into” button).

Competitor

Competing company’s name. (Display is controlled by “Display Competitor Information on Line Items” on Configuration Profile).

Competitor Part Number

Competitor’s part number. (Display is controlled by “Display Competitor Information on Line Items” on Configuration Profile).

Competitor Price

Competitor’s pricing, if known. (Display is controlled by “Display Competitor Information on Line Items” on Configuration Profile).

Won/Lost Status

Status of this part.  Defaults to Pending.  When manually changed to “Won” or “Lost”, the “Date” and “Won/Lost Notes” fields display to the right.

Date

Date this component was Won or Lost

Won/Lost Notes

Click the hyperlink to select the reason for the Win/Loss (Choices populated by your AccountManager administrator).