Creating Sales Leads and Opportunities

This chapter discusses how to:

Create a sales lead.
Create a sales opportunity.
Select the customer for a lead or opportunity.
Select customer contacts for a lead or opportunity.
Clone a sales lead or opportunity.
Convert a lead to an opportunity.

Creating a Sales Lead

This section discusses how to create a sales lead.

Warning! If you use a Sybase database and your user's role has data distribution rules with 16 or more subqueries, you may get an error when you access a lead or opportunity. If you get an error, reduce the number of data distribution rules for your user's role, or reduce the complexity of the data distribution rules.

You can set up data distribution rules in Enterprise Components.

See Enterprise Components for CRM PeopleBook

Page Used to Create a Sales Lead

Page Name	Object Name	Navigation	Usage
Lead - Discover	RSF_LEAD_ENTRY	Sales, Add Lead	Enter details about a sales lead, including the name, status, and rating, and the customer's name, address, and contact people.

Creating a Sales Lead

Access the Lead - Discover page.

See Selecting the Customer for a Lead or Opportunity.

See Selecting Customer Contacts for a Lead or Opportunity.

Partner and Contact	Before clicking the Search button, you have the option to enter characters in the Partner or Contact fields. Click the Search button to access the Search for Partner page, where you can view the results of the search and select a partner and contact for the lead. If you already have selected a customer when you search for a partner, the system limits your search to the partners associated with the customer.
Description	Enter a description of the lead. This can be the customer name, the product, or other descriptive information.
Business Unit	Enter the business unit with which the lead is associated. The default is the business unit that is associated with the PeopleSoft Sales user on the Sales User page. Or, if the person who is logged in is not a sales user, then the system uses the business unit that is specified on the person's User Preference page.
Sales Rep (sales representative)	Enter the sales representative's name (in the format last name, first name) for this lead. The default is the name of the PeopleSoft Sales user who is currently logged in. If your Sales access profile permits you to reassign leads, you can override the default value. You can enter the desired sales person's name by entering a few letters of the sales user's last name and clicking the Lookup button to search for that person, or you can click Lookup without entering any letters to select from the list of all sales users that are within the specified business unit.
Revenue and Currency	Enter the estimated amount of revenue that you anticipate from this lead and the currency code for the revenue. The default currency code is the code that is associated with the sales user on the Sales User page. If no products are associated with the lead, you can override the default currency code. Doing so changes the currency here and on the Product page.
Status	Select the current status of the lead. Note. Status values are delivered as translate values; do not modify or delete them. However, if you have the required security permissions, you can create additional status values. Delivered values are: Accepted: The lead is accepted by the assignee. Closed - Duplicate: The lead is a duplicate of an existing, active lead. (Fields remain display-only.) Closed - Lost: The lead should not be worked or updated because the sale was lost. (Fields remain display-only.) Closed - Won: The lead should not be worked or updated because the sale was won. (Fields remain display-only.) Converted to Opportunity: The lead is converted to an opportunity and is now available for pipelines and forecasts. Use the Convert button in the toolbar to convert a lead to an opportunity. When a lead is converted, the fields on the Lead pages remain display-only. You must access the opportunity to enter or update data. Deferred: The assignee cannot accept the lead at this time. For example, a sales representative might select this value when attempts to contact the customer are unsuccessful and the representative wants to move on to other leads and return to this one later. Imported: The lead is imported from an external spreadsheet. New: The lead is recently created. Note. The system assigns this value when you add a new lead. Then, when you enter data and save the page, the system changes the status to Open. Open: The lead is available but is not yet accepted, rejected, or turned back. Referred: The assignee refers the lead to another specified sales representative. Rejected: The assignee does not accept the lead and enters a rejection reason. When you select this value, the Reason and Comments fields appear; you must enter a reason. Turnback: The assignee resubmitted the lead for assignment to another sales representative. When you select this value, the Reason and Comments fields appear, and the Sales Rep (sales representative) field is cleared; you must enter a reason. Working: The assignee accepted the lead and is currently working it. Note. If the lead came from PeopleSoft Telemarketing, the status of New or Open must be changed to Accepted or Rejected before you can change it to any other status.
Rating	Indicates the degree, Hot, Warm, or Cold, of the customer's interest or potential for making the sale. Define rating values on the Lead Ratings page. Also, you can map scripted survey ratings to lead ratings to qualify a lead and move it from PeopleSoft Marketing or Telemarketing to Sales. If a lead is not accepted or rejected within the specified time for its rating, PeopleSoft Sales workflow can be triggered to send an email notification to the assigned sales representative and to the representative's manager. Workflow can also send an email notification to the telemarketing agent who transferred the lead and to that agent's manager. See Setting Up Lead Ratings.
Priority	Select a priority to indicate the urgency of working this lead. Priority values are translate values.

Creating a Sales Opportunity

This section discusses how to create a sales opportunity.

You can set up data distribution rules in Enterprise Components.

See Enterprise Components for CRM PeopleBook

Page Used to Create a Sales Opportunity

Page Name	Object Name	Navigation	Usage
Opportunity - Discover	RSF_OPP_DETAIL	Sales, Add Opportunity	Identify details about a sales opportunity, including the name, status, and rating, and the customer's name, address, and contact people.

Creating a Sales Opportunity

Access the Opportunity - Discover page.

See Selecting the Customer for a Lead or Opportunity.

See Selecting Customer Contacts for a Lead or Opportunity.

See Using the Forecast Summary.

Partner and Contact	Before clicking the Search button, you have the option to enter characters in the Partner or Contact fields. Click the Search button to access the Search for Partner page, where you can view the results of the search and select a partner and contact for the lead. If you already have selected a customer when you search for a partner, the system limits your search to the partners associated with the customer.
Description	Enter a description of the opportunity.
Unit	Enter the business unit with which the opportunity is associated. The default is the business unit that is associated with the PeopleSoft Sales user on the Sales User page. Or, if the person who is logged in is not a Sales user, then the system uses the business unit that is specified on the person's User Preference page.
Sales Rep (sales representative)	Enter the sales representative's name (in the format last name, first name) for this opportunity. The default is the name of the PeopleSoft Sales user who is currently logged in. If your Sales access profile permits you to reassign opportunities, you can override the default value.
Status	Select the current status of the opportunity. Status values are delivered as translate values; do not delete them. However, if you have the necessary permissions, you can create additional status values. Delivered values are: Open: The sales representative or sales team is currently working this opportunity. Closed - Won: The sale is won, and the opportunity is closed. You may include opportunities with this status in pipelines and forecasts. When you save the page, the Opportunity Close Events page appears. You must provide the actual revenue, actual close date, and other information on this page to close the opportunity successfully and change the status to Closed - Won. See Closing Opportunities. Closed - Lost: The sale is lost, and the opportunity is closed. Opportunities with this status that remain in a forecast show up as leaks. When you save the page, the Opportunity Close Events page appears. You must provide a fallout reason, actual close date, and other information on this page to close the opportunity successfully and change the status to Closed - Lost. See Closing Opportunities. Inactive: The opportunity is on hold. Fields that are for the opportunity are unavailable for entry until the status is changed to Open again. Opportunities with this status are not included in pipelines or forecasts.
Priority	Select a priority to indicate the urgency of working this opportunity. Priority values are translate values.
Model	Select the overall sales process to use for this opportunity; for example, the proprietary Knowledge-Enabled Sales (KES) process. Set up sales processes on the Sales Process page. See Setting Up a Sales Process.
Stage	Select the current stage of the sales process for this opportunity. The system populates this drop-down list box with values that are based on the specified sales process. Set up sales stages on the Sales Process page. See Setting Up a Sales Process.
Task	Select the current task to perform for this opportunity. The system populates the drop-down list box with values that are based on the specified sales process and sales stage. Set up sales tasks on the Sales Process page. See Setting Up a Sales Process.
%Close (percentage close)	The system calculates this value after you enter the sales task and save the opportunity. The calculation is based on the %Close method that is associated with the specified sales process.

Selecting the Customer for a Lead or Opportunity

This section discusses how to:

Select a customer for a lead or opportunity.
Search for customer information.
Use the Quick Create feature to create a customer.
Select the customer address.
Select the customer site address.

Pages Used to Select the Customer for a Lead or Opportunity

Page Name	Object Name	Navigation	Usage
Lead - Discover	RSF_LEAD_ENTRY	Sales, Add Lead Sales, Search Leads	Select the customer for a sales lead.
Opportunity - Discover	RSF_OPP_DETAIL	Sales, Add Opportunity Sales, Search Opportunities	Select the customer for a sales opportunity.
Search for Customer	RBQ_BOSRCH	From the Lead - Discover or Opportunity - Discover page, click the Search button.	Search for a customer.
Create Company	RBQ_QCREATE	From the Search for Customer page, select the Company tab and click the Add a New Company link.	Create a new company and save it in the database.
Create Consumer	RBQ_QCREATE	From the Search for Customer page, select the Consumer tab and click the Add a New Consumer link.	Create a new consumer and save it in the database.
Customer Address	RSF_LE_ADDR_SEC	From the Lead - Discover page, select —> add address in the Address field (the first Address field). Click Go.	Enter the customer's sold to, billing, and shipping addresses for a lead.
Customer Address	RSF_OPP_ADDR_SEC	Sales, Add Opportunity From the Opportunity - Discover page, select —> add address in the Address field. Click Go.	Enter or review the customer's sold to, billing, and shipping addresses for an opportunity.
Site Address	RSF_LE_SITE_SEC	From the Lead - Discover page, select Add in the Address field (the second Address field). Click Go.	Enter or review the customer site address for a lead.

Selecting a Customer for a Lead or Opportunity

Access the Leads - Discover page or Opportunity - Discover page.

Note. The Customer section appears on the Discover page in the Lead component and in the Opportunity component. Although the following example shows the Leads component, the information here applies to both leads and opportunities.

Search

Before clicking one of the Search buttons, you must enter a business unit. Also, you have the option to enter characters in the Customer or Site fields. Click the Search button to search for customer or site data, and to determine if a customer or site already exists. If it does not exist, you can quickly create a customer or site.

If you select a site before a customer, then the system automatically populates the Customer field. If you select a customer before a site, then you can only search for sites of that customer. If you already have selected a partner when you search for a customer, the system limits your search to the customers associated with the partner.

See Searching for Customer Information.

Advanced Search

Click the Advanced Search link to search for customer or site data. You can enter specific criteria to use in the search.

Address

After you select a customer, the system populates the Address field with the primary address for the customer. Use the drop-down box to choose whether to select an existing address, search for an existing address not in the list, or add a new address. Then, click the Go button to search for an address or add a new address.

Note. If you already selected a customer or a site, the system displays a Search Again link instead of the Search box and Advanced Search link.

Searching for Customer Information

Access the Search For Customer page. To select or add a company, click the Company tab. To select or add a consumer, click the Consumer tab.

To select a customer, click on a company or consumer in the Search Results section. To add a new company or consumer, click the Create a New Company link or Create a New Consumer link.

Using the Quick Create Feature to Create a Customer

Access the Create Company page or the Create Consumer page.

When you use the Quick Create feature, you enter the customer information directly into the database, and the customer entry immediately becomes available for searching.

Selecting the Customer Address

Access the Lead - Discover page or Opportunity - Discover page.

After you select or add a customer, the system displays the Address drop-down box and populates it with the address of the customer. In the Address drop-down box, you can choose to search for a different address or add a new address. After you click the Go button, the system displays the Customer Address page.

Note. Although the following example shows a customer address, the information applies to both the Customer Address page and the Site Address page.

Note. In PeopleSoft Sales, you can save only one customer address and one customer site address for each customer for the lead or opportunity. However, you can create multiple addresses for the same customer in the database. To add or update addresses in the database, use the Quick Create pages or customer information pages under the CRM Customer menu.

Click to save data on this page and make it available for viewing or updating later. The system displays the beginning of the address in the Address drop-down box for the Customer or Site field on the Lead - Discover page or Opportunity - Discover page.

Search

Click to search for an address to determine if it already exists.

Note. If an address already exists and you enter it again, the system creates a duplicate entry in the database. To avoid duplicates, always search first to determine if the address exists before adding it.

If the address already exists, select it from the list. The system displays the Customer Address page and with the address and its associated purchasing options designations (Sold To Address, Billing Address, and Shipping Address).

The Enter New Address button becomes available.

Selecting the Customer Site Address

Access the Site Address page.

Note. Fields on the Site Address page function in the same way as the fields on the Customer Address page.

See Selecting the Customer Address.

Selecting Customer Contacts for a Lead or Opportunity

This section discusses how to:

Search for customer contacts.
Use the Quick Create feature to create a contact.
Update customer contact information.

Pages Used to Select Customer Contacts for a Lead or Opportunity

Page Name	Object Name	Navigation	Usage
Lead - Discover	RSF_LEAD_ENTRY	Sales, Add Lead Sales, Search Leads	Enter or view data for a lead.
Opportunity - Discover	RSF_OPP_DETAIL	Sales, Add Opportunity Sales, Search Opportunities	Enter or view data for an opportunity.
Search for Contact	RBQ_BOSRCH	From the Lead - Discover or Opportunity - Discover page, click the Add button.	Search for a contact.
Create Contact	RBQ_QCREATE	From the Search for Contact page, click the Add a New Contact link.	Create a new contact and save it in the database.

Searching for Customer Contacts

Access the Search For Contact page.

If you select a customer before searching for a contact, the system adds the name of the customer to the Name field. This limits the search to contacts of the specific customer. The system carries over the text that you enter on the Lead - Discover page or Opportunity - Discover page for the contact name to search. You can override the text here. You can also enter search criteria for a phone number, email address or person ID. If you select a contact that is not associated with the customer specified on the lead or opportunity, the system adds the relationship of the contact to the customer when you save.

Search	Click Search to launch the search and display results in the grid at the bottom of the page.
Select (check box)	Select the contacts to associate with the customer. If the system finds an exact match for the search criteria, it hides the Select check box and changes the Last Name and First Name field value into a link. Select the link to select the user and return to the Discover page.
Select (button)	Click this button to associate the selected contacts with the customer, and to return to the Discover page, where the system displays data for the contacts that you select.
Create a New Contact	Click to access the Create Contact page to create a new contact if, after searching, you determine that a contact does not exist.

Using Quick Create to Create a Contact

When you use the Quick Create feature, you enter the customer contact directly into the database, and that contact becomes available immediately for searching.

Updating Customer Contact Information

Access the Lead - Discover page or the Opportunity - Discover page.

Note. If you make edits to contact information in PeopleSoft Sales, the system updates the contact information in the Customer Data Model tables.

Note. The Contacts section appears on the Discover page in the Lead and Opportunity component. Although the example shows lead details, the information here applies to both leads and opportunities.

Contact

Primary	Select to indicate the primary contact for this lead. You can create only one primary contact.
Pref Comm (preferred communication)	Select the contact person's preferred method of communication. Communication methods are delivered as translate values that you can modify if you have the necessary permissions.
Work Phone and Ext (extension)	Enter the contact's work phone number here. (Enter additional phone numbers on the Phones tab.)
Email Address	Enter the contact's email address. This address is required if you plan to email the proposal.

Phones

Select the Phones tab.

Enter all but the contact's work phone number. Enter the contact's work phone number on the Contact tab.

Impact

Select the Impact tab.

Enter information to identify the contact's impact on the customer's decision to make this purchase.

Note. You identify the contact's decision-making role on the Contact tab, and the contact's business title on the Organization tab.

Role	Select a role that best identifies the role of the contact. Note. Do not confuse roles with business titles, which you enter on the Organization tab.
Support	Select the type of support that the contact shows for this purchase. Define support values on the Supports page. See Setting Up Contact Support Levels.
Impact	Select the impact that this contact has on the customer's decision to make this purchase. Define impact values on the Impacts page. See Setting Up Contact Impact Levels.
Approval Required	Select to indicate that the contact must grant approval on behalf of the customer for the sale to go through. For example, if the individual is influential in the company but does not have final approval, clear this check box.

Organization

Select the Organization tab.

Enter the contact's business title, department, and responsibilities. Set up contact titles and departments on the Titles page and the Departments page.

See Setting Up Contact Titles.

Cloning a Sales Lead or Opportunity

This section discusses how to clone an existing sales lead or opportunity.

Page Used to Clone a Sales Lead or Opportunity

Page Name	Object Name	Navigation	Usage
Clone Lead	RB_CLONE_TXN_SEC	Sales, Search Leads Select a lead and click the Clone link in the toolbar.	Clone a lead.
Clone Opportunity	RB_CLONE_TXN_SEC	Sales, Search Opportunities Select an opportunity and click the Clone link in the toolbar.	Clone an opportunity.

Page Name

Object Name

Navigation

Usage

Clone Lead

RB_CLONE_TXN_SEC

Sales, Search Leads

Select a lead and click the Clone link in the toolbar.

Clone a lead.

Clone Opportunity

RB_CLONE_TXN_SEC

Sales, Search Opportunities

Select an opportunity and click the Clone link in the toolbar.

Clone an opportunity.

Cloning an Existing Lead or Opportunity

Access the Clone Lead or Clone Opportunity page.

Note. Although the following example shows the Clone Lead page, the information also applies to the Clone Opportunity page.

Number of Clones

Enter the number of copies that you want to make from the original lead or opportunity. The system creates the clones and appends the number of copies to the lead description.

Lead Name

Enter a name or description for the new lead or opportunity that you want to create.

Select

Select the data that you want to copy from the original to the clone.

Converting a Lead to an Opportunity

Page Used to Convert a Lead to an Opportunity

Page Name	Object Name	Navigation	Usage
Convert Lead to Opportunity	RSF_LE_OPP_SEC	Click the Convert link on any page in the Lead component.	Convert a lead to an opportunity.

Converting a Lead to an Opportunity

Access the Convert Lead to Opportunity page.

STEP 1: Link to Existing or Create a new Opportunity

Select	Select to convert and merge the lead into an existing opportunity.
Create New Opportunity	Select to convert the lead into a new opportunity.

Note. This region appears only if there are opportunities.

STEP 2: Select Data to Copy

(Check boxes)

Select the data to carry over from the lead to the opportunity.

If you associate the lead with an existing opportunity, the system adds the selected information from the lead to the selected opportunity.

STEP 3: Complete Conversion

Transfer to New Opportunity

Select to transfer to the opportunity when you click OK.

When clear, the system returns you to the Leads page that you were on when you clicked the OK button.

Click to have the system save the opportunity to the opportunities list and the Opportunities details component. The opportunity is available for you to continue updating and managing it.

To immediately access the new opportunity upon successful conversion, select the Transfer to Opportunity check box before clicking OK.

Number of Clones	Enter the number of copies that you want to make from the original lead or opportunity. The system creates the clones and appends the number of copies to the lead description.
Lead Name	Enter a name or description for the new lead or opportunity that you want to create.
Select	Select the data that you want to copy from the original to the clone.