Sales

Opportunities are typically potential sales or business development opportunities and
provide a focus for notes, activities and related quotes.

Quotes are created by selecting products from your database and can be sent and reported on in any currency.

Projects can be set up to manage the activities, issues and progress of specific projects
using your Gold-Vision database to provide a unified view.

Set up your dashboards so that you have access to key KPIs at all times and
report on the sales analytics that are important to your business.

Creating an Opportunity

Open the Account that you would like the Opportunity to be associated with

Enter the information as per the fields on the screen.

Fields that cannot be edited are updated automatically once the Opportunity is saved - including telephone number for Contact selected

Save your entries by clicking the Save button

On Save users will be prompted to create an associated activity.

Local Value: If you changed the Currency for the Opportunity, for example to $, Local Value will show the value in £.

Forecast Value The Forecast Value is automatically calculated by multiplying the % Probability and Value (total potential) for an Opportunity together. For example, if the Value field for an Opportunity was £4,600.00 and the Probability was 50%, then the Forecast Value would be £2,300.00.

Recent Events and Stage History can be viewed fro the Details menu.

Opportunities for an Account can be seen from the Overview page and all Opportunities can be viewed from the Opportunities icon.

Viewing Account Open / Closed Opportunities

Opportunities can be either:
- ‘open’, when the Opportunity is currently in process or
- ‘closed’ if an order has been received or the Opportunity lost.
Editing the Opportunity status will automatically update whether an Opportunity is ‘open’ or ‘closed’.

You can view the Opportunities that belong to an Account:

Choose the dropdown option to get the view of Opportunities that you want:
Open (default), Closed – All, Closed – Won, Closed - Lost or All

Closed Opportunities can be re-opened by an Administrator for editing purposes – open the Opportunity record and Click Open, edit as required and then Save.

When you set up a new Quote for an Opportunity the Value of the Quote that has been saved will then automatically be displayed as the new Value for the linked Opportunity – for more detail see Quotes below.

Quotes are then calculated and may then be presented in the format of quick e-mails or more formal Proposal documents, using Microsoft Word document templates.

The revenue value of the Quote can also be set to automatically update the value of the Opportunity from which the Quote is created.

Gold-Vision Quotes are full multi-currency, and are consolidated at the Opportunity in base currency.

Open the Opportunity that you would like the Quote to be associated with, click Opportunity and select New Quote. Enter the relevant details.

Save your entries. The Quote Screen will now be updated to show the Add products button.
Clicking Add will open a new window showing your Gold-Vision product list:

Enter required details against a product item that you would like to include in the Quote:
- Discount % - will automatically update Net Price
- Net Price - will automatically update Discount %
- Tax % - default set at 17.5%
- Quantity – default set at 1.00
Click Add

Quote Product Ordering: Default ordering for quote products is by Product Group, then by Product Code. The order of the products can be changed in edit mode on the quote screen under the Order column. See Re-Order Products for further options. The product order will match any quote Word template created.

Optional Products: Products may be added to the Quote as an Optional item. This will exclude the value of the product from the quote but will allow this item to be displayed as a product in a quote document table with an option flag. To mark Items as Optional, Click in the “Optional” check-box column.

When your changes are complete, Click Save
Once Quotations have been created for Opportunities the Opportunity Value will be updated to reflect the aggregate value of any Quotes included in this Opportunity, converted to base currency. If you wish to exclude any Quote Values from the Opportunity then amend the “Include in Opportunity” field to NO.

Adding a New Custom Item to a Quote

If you have an item that you would like to add to your Quote that is not on your Gold-Vision product listing you can add this as a new Custom Item.

Open the Quote Record that you would like add a new Custom Item to, select Add Custom Item from the Quote menu. Enter the Custom Item Details eg Name, Price, Quantity. On Save the item will be added to the Quote.

Copying Quotes

You can create as many Quotes as needed for an Opportunity. It may be that you have sent a Quote to a customer and they have asked you to send two quotes for the same business but for one Quote they would like additional items to be included or excluded. You can create a new Quote from within the Opportunity or you to speed the process up you could use the Copy Quote functionality from a Quote Record that you have already created.

From the Quote record you would like to copy, select Copy Quote. Search and select the Opportunity to copy the Quote to. You can select the same Opportunity or a different Opportunity. You will be given the option to replace the existing Quote with this one.
For example: If the customer has requested two Quotes where the difference is that they may want the same items quoted plus some additional pricing for one then you would probably only want to include one of the Quote Values in the Opportunity.
However, if the second Quote includes completely separate items to the first Quote then in this case you might wish to include both Quote Values in the Opportunity Value.

Multiple Quotes

You can create as many Quotes as needed for an Opportunity. It may be that you have sent a Quote to a customer and they have asked you to send two quotes for the same business but for one Quote they would like additional items to be included or excluded.

When saving a second quote you will be given the option to replace the existing Quote with this one.

Multiple Currency Opportunities and Quotes

When creating an Opportunity or Quote you have the option to change the currency from your default currency. Changing the Currency in the Opportunity will automatically change it on the Quote, but this can be edited if required.
Once the currency has been set and saved in either the Opportunity or the Quote it cannot be edited.

Viewing Multiple Currency Opportunities and Quotes

Quick Quotes

You can also create a new Quote from within an Account record. This is used in circumstances where the Quote needs to be generated quickly. A parent Opportunity is generated automatically by Gold-Vision so that further information can be added at a later time.

Open the Account that you would like the Quote to be associated with. Click on the Account menu, select New Quick Quote. Create a new Quote as above. Click Save You can Add items, Edit and Delete the Quote as above.

Charts can be created that show the targets with respect to actual sales. These charts are only available under the 'Sales' area of the system. The sales target charts fall under two distinct visual types:

1. Target Charts
Target charts are shown in the form of 'column' charts displaying the 'actual sales values' with an line overlaid to show the 'target'. The data that is displayed for the 'target' will depend on the list filters. If there are no filters on Owner or Team then the chart will display the sum of the targets for all users. If you filter by a particular user then both the sales data and the target will change accordingly.

2. Heat Tables
Heat tables show essentially the same data as the Target Charts only in table format. The background of each cell will change colour according to how close or over target the 'actual' sales value is. The background will tend to red if the value is under target, green as it approaches target and blue when it is over target.

The table can be viewed in "Actual" mode (showing the actual values per period) or in "Cumulative" mode that will sum both the actual and target values along each row.

Creating New Target Charts
Users with rights to do so can create new Sales Target Charts . This can be done using a similar designer to the custom chart designer described above. To create a new Target Sales Chart:

1) Open the "Sales" list and go to the "Report View"
2) Click the "Create a new Target Chart" link. A popup will appear (see below)
3) Enter a Name
4) Select either "Target Chart" or "Heat Table"
5) Select the "Period" you would like to report on (month, quarter, year)
6) Select the Target Definition(s) to display on the chart and click 'OK'