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A raference for the rest of us - Scott J.

Scott J. A raference for the rest of us - Wiley publishing , 2003. - 387 p.
ISBN: 0-7645-1698-1
Download (direct link): microsoftcrmford2003.pdf
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The Lead Activation Confirmation window appears.
4. Click OK.
5. Save and Close the Lead window by clicking Actions on the blue bar at the top of the window and then Save and Close.
6. Check the Lead List View Grid to make sure that your Lead has been successfully brought back to life. If you don’t see it immediately, click the Refresh button toward the upper-right corner of the display.
Handling Opportunities
A fine line exists between a Lead and an Opportunity. Generally, you’ve crossed the line between the two when you are able to forecast a sale with associated revenue, a potential close date, and a probability for the sale actually happening. When those conditions are met, you have graduated from a Lead to an Opportunity, although your Organization may define the transition differently. If you’ve already done a quotation, you’re definitely over the line.
Chapter 9: Leads and Opportunities 113
Creating and modifying Opportunities
Converting a Lead to an Opportunity was covered earlier in this chapter. It is equally possible to skip the Lead Record entirely and go directly to an Opportunity Record. I like to do this when an existing client calls and asks for something — even if I’m not ready to forecast a sale yet.
To create a new Opportunity, follow these steps:
1. Select Opportunities from the panel to the side of the Sales area to display the Opportunity List Grid View.
2. Click New Opportunity toward the right side of the Action Bar.
The Opportunity: New window appears, as shown in Figure 9-5.
3. Enter a Topic, which is a system-required field and is just a description of what you expect to sell.
4. Select a Potential Customer (the second required field) to which this Opportunity relates.
Remember, a Customer is either an Account (a company) or a Contact (a person). The magnifying glass to the right of the Potential Customer field brings you to another screen that allows you to select either an Account Record or a Contact Record.
Figure 9-5:
Entering a new Opportunity.
114 Part II: Managing Sales
5. If you have a Price List set up from your BackOffice, select the appropriate one.
Price Lists and BackOffice integration are only appropriate if you are running the Professional Version of Microsoft CRM. Whenever you see the term BackOffice, by the way, you should think accounting system.
6. If your pricing is automated, select System Calculated; otherwise, select User Provided.
By the way, you are the User, so be prepared to enter a forecasted price.
7. Enter a number in the Estimated Revenue field to represent your best guess of the probability (0-100) of closing the sale in the Probability field, and an Estimated Close Date in the Est. Close Date field.
None of these is a system-required field, but if these estimates aren’t available, you don’t have much of an Opportunity going for you.
Assigning and sharing Opportunities
You can assign an Opportunity to one or more other Users, and you can share Opportunities with other Users or Teams. For large or more-complex Opportunities, this is often a necessity. Assigning an Opportunity to someone else actually changes Record ownership to that User. Sharing enables other Users to see the Opportunity in their “My Opportunities” view just as if it were their own.
You assign or share Records by selecting Actions from the Action Bar of the Opportunities List View Grid and then choosing either Assign or Sharing.
If you decide to share an Opportunity, you may want to examine the permissions you grant to other Team members. For example, you may want to be judicious about allowing other members the ability to delete or to close an Opportunity.
Products and Opportunities
Products are part of the Professional Version. To take advantage of Microsoft CRM’s integration with automated pricing, each Opportunity must be related to a particular price list. After this is done, you can select one or more Products from the price list. This further allows the system to calculate the total price of Products being proposed and to calculate the profit from the sale. Chapter 10 details the setup and use of Products.
Chapter 9: Leads and Opportunities 115
Relating Opportunities to other Records
Opportunities can obviously be, and should be, related to Accounts and/or to Contacts. You may also want to relate Activities, Quotes, Orders, Invoices, Notes, or Attachments to an Opportunity (as shown in Figure 9-6). Here are the steps to do so:
1. Navigate to an Opportunity Record by going to the Sales area and selecting Opportunity from the Side Bar.
The Opportunity List View Grid appears.
2. Click an Opportunity record to see its details.
3. Click Actions on the Main Toolbar.
4. Select Add a Note, Add Activity, or Add Related.
This associates a Quote, Order, or Invoice to the Opportunity. The New Note, New Activity, or New Related window appears. When the New Note is selected, a field for a Title and an area for you to enter text appear.
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