There could be instances where you may need to enter a large number of data for opportunities in Exact Synergy Enterprise. This could be due to the overwhelming response to a sales promotion or a hugely successful marketing campaign. In this case, you need to capture the information of opportunities generated from the accounts that are interested in the products and services that you are promoting.
You can enter a batch of data for opportunities for a set of accounts using the batch creation function in Exact Synergy Enterprise. The batch creation function is enabled only if you have set up the opportunity settings at Customers/Setup/Opportunity management/Settings. If you have not set up the opportunity settings prior to clicking Opportunity, the system will automatically direct you to the settings for opportunities and you will see a message “Mandatory: Opportunity code”. For more information on setting up the batch creation function, see Defining Settings for Opportunities and Auto-generating Opportunity Codes. The batch creation of opportunities are carried out via a background job on a scheduled basis instead of immediately. For more information on the relevant background job, see Exact.Jobs.SysHrMail.
If the length of the next opportunity code to be generated exceeds a maximum of 10 characters, you will see an error message “Maximum number of characters reached. Change settings: Opportunity Code Prefix & Opportunity Code Number”. To solve this error, see Release (Exact Synergy Enterprise): Opportunity Button in the Accounts Search Page.
The procedure for the batch creation process is as follows:
To create a batch of opportunity cards for specific accounts, go to Customers/Reports/Accounts/Search, define the relevant criteria, and then click Show. In the results page, click Opportunity.
All users can use the batch creation function.
For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.
Click this to create opportunity cards for the selected accounts.
Note: Before you create the opportunity card, fill in the mandatory information for the opportunity cards.
After clicking this, you will see the Mandatory fields for sales cycle request section. The information required in this section are mandatory fields customized in the workflow request that is linked to the opportunity cards, and will be used to create the first workflow request in the sales cycle of the opportunity cards. The sales cycle for the opportunity cards are specified at Sales cycle in the General section. For more information on the relationship between the opportunity card and the sales cycle, see Overview of Sales Cycles.
Now, click Create opportunity again. The system will start to create the opportunity cards based on the information entered. When the batch creation process is complete, an opportunity card will be created for each of the accounts in the list of results. You can view the batch creation report to view the status of the opportunity cards created. This report is useful because it logs the errors that occur during the creation of opportunity cards.
Click this to clear the defined search criteria.
Click this to exit.
Select the required option to determine the method that will be used to create the batch of opportunities for the selected accounts. The methods available are:
Type the description for the batch of opportunities you want to create. This information is mandatory.
Type or select an owner of the batch of opportunities. The owner is the person who is responsible for the sales process of the opportunities.
Type or select a start date from which the opportunity is valid. The start date cannot be later than the end date. The start date indicates when the sales cycle activities for the opportunity are planned to start or has started.
Type or select an end date from which the opportunity is no longer valid. The end date cannot be earlier than the start date. The end date indicates when the sales cycle activities for the opportunity are planned to be finalized and a decision can be expected from the customers regarding the business proposal for the opportunity.
Type or select the source for the batch of opportunities.
Type the security level needed to gain access to the batch of opportunities. This information is mandatory.
Type or select a sales cycle for the batch of opportunities. An opportunity is always linked to a sales cycle because the sales cycle defines the necessary steps to convert an opportunity into a deal. This information is mandatory
Type or select a project to link the batch of opportunities. Linking the opportunities to a project will enable you to easily trace the opportunities to the relevant source or marketing activity for the opportunities.
Type or select a division for the batch of opportunities. This information is mandatory. Specifying the division for the opportunity card will allow you to present the opportunity information in the reports for a specific division. This will accurately report the revenue forecast from opportunities that are in the sales cycle process and the revenue realized from winning the opportunities. For more information about divisions, see Creating and Modifying Divisions.
Type or select a cost center for the batch of opportunities. This information is mandatory. Specifying the cost center for the opportunity card will allow you to present the opportunity information in the reports for a specific division and the respective cost center. This will accurately report the cost allocated to sales activities carried out to win the opportunities. For more information, see Creating and Modifying Cost Centers.
Type a value in percentage to indicate the probability of successfully winning the opportunity.
Type an amount for the planned amount expected to be gained from the opportunity. The currency used by the batch of opportunities is the default currency selected at Currency under the General section in Financial/Setup/General/Settings.
Type or select an assortment to indicate the assortment for which the opportunity is targeting.
This section allows you to register the additional information related to the batch of opportunities. Click Timestamp to indicate the date and time the information was added. Click Fullscreen to see the remarks in full screen view.
In the accounts search results, you will see a list of accounts that meet the accounts search criteria. By default, all the check boxes for the list of accounts are selected. You can indicate which accounts from the list you want to create an opportunity for. To do this, deselect all the check boxes by clicking on the check box in the column header and then select the check boxes corresponding to the relevant accounts only. Alternatively, you can deselect the accounts you want to exclude from the batch creation processing.