Opportunities

Opportunities Tab on Account:

This is where you can add a new Deal and create Opportunities for that Deal.  You may have multiple Opportunities per Deal.  For example, you may have a Hardware or Equipment Opportunity, you may have a Software or Document Management Opportunity and you may also have a Managed Print Services Opportunity ALL within the one Deal.

First you select the  button and give your Deal a name.  You can then select the User from the dropdown menu and you can select the Contact from the dropdown menu.  The User will default to the logged in User, but you can select another User from the dropdown list if you want to create this Deal for another person.

Once the Deal has been added, now you can either manually create an opportunity or it can be automatically populated from the Printer Pricer or Financials tab. You can also edit an existing opportunity in this tab.  

To Manually Add a New Opportunity to a Deal

1. Click on the Add Opportunity button, enter the Opportunity information including the information for each of the columns by selecting your choice from the dropdown menu in that column or manually typing in the data.

2. Now select the following for the Opportunity:

• Category – these are set by your Administrator
• Proposal – you can update existing proposal, if applicable
• Stage – put in your sales stage and these are set by your Administrator
• Contact – you can select the contact for this opportunity
• Stage Date – this will populate to current date and you can edit
• Status – put in the status of the opportunity such as forecast, closed, lost sale or no buy.  
• Revenue, Out Cost, Gross Profit – enter your revenue amount and out cost and this will calculate your gross profit
• Close Date – enter your estimated close date
• Close Percent – enter your estimated close percentage
• Items – you can add items for the Equipment information by selecting the plus button to add, add accessories as needed, or use the delete button to remove an item
• Notes – you can add notes for this opportunity for any specific details you want to include
• Team – if you are part of a Team, then you can put in the Team name and this is used for reporting purposes
• Commission, enter the rate you want to receive

3. Click on Save Changes button in bold red to Save the opportunity

To Manually Add a Deal and an Opportunity via Easy Add

1. Click on the drop-down arrow next to the Add Opportunity button
2. Enter the Deal and Opportunity information into the pop-up window

• Deal Name
• User – this will auto-fill with the name of the person logged into Sherpa
• Contact – customer contact
• Category – these are set by your Administrator
• Stage – put in your sales stage and these are set by your Administrator
• Stage Date – this will populate to current date and you can edit
• Status – put in the status of the opportunity such as forecast, closed, lost sale or no buy.  
• Revenue, Out Cost, Gross Profit – enter your revenue amount and out cost and this will calculate your gross profit
• Close Date – enter your estimated close date
• Close Percent – enter your estimated close percentage
• Notes – you can add notes for this opportunity for any specific details you want to include
• Team – if you are part of a Team, then you can put in the Team name and this is used for reporting purposes

To View All Opportunities

1. Make sure you are on the correct account
2. Click the “# of #” blue hyperlink in the toolbar of the Opportunities tab
3. All Opportunities will populate in the Opportunity Deals window.
4. Like other Sherpa Grid Views, you can search at the top of each column, or use the Column Chooser to add additional columns

To Edit an Opportunity

1. Make sure you are on the correct Deal and Opportunity within that Deal.  
2. You can update the data in each column as needed and click on the Save Changes button in bold red to update your Opportunity.
3. Make sure all opportunities are closed out once the deal is either Closed.  Select the Closed status in the Status column, update the Close % to 100% and update the Closed Date.  If the deal was Lost, then you will select the Lost status and you must also provide a Reason for the loss in the notes area of Reason column.  You can also select the Vendor the deal was lost to in the Lost Vendor dropdown menu.  

To Delete an Opportunity

1. Make sure you are on the correct Deal and Opportunity within that Deal.  Select Delete and then say Yes to confirm that you want to delete the selected Opportunity.

2. The ability to delete Opportunities will depend on your security access.

3. You can select to delete ALL Opportunities by selecting the button.  The ability to delete Opportunities will depend on your security access.

4. Show All Items button will show all the Items of your Opportunities and you can expand or collapse these fields.
5. Split Opportunity will bring up a form to Add another User to the Opportunity and provide the Split Percentage and amounts for Revenue, Outcost and Gross Profit.
6. Grid Legend provides the color coding for your Opportunities to show any Open, Past Due, This Month and Closed or Lost Opportunities.

7. Columns tab will allow you to customize your data by adding new columns to your Grid.

        Once the customization window pops up, double click any data field to add that column to your grid.

8. Grid Layout - You can change the column order by clicking the column header and dragging it to the position you want.

To save the layout, click the Save Grid Layout button

, or to reset the layout after you have saved it, click the Reset Grid Layout button.

9. Old 3.0 Opportunity – you can select this tab to bring in your Opportunities from Sherpa version 3.0.