OpenERP user manual for sales teams
Contents
1. Paulo opens the concerned opportunity from Sales gt Opportunities He clicks the Convert to Quotation button Escalate Make Quotation Paulo clicks on the create button to make Customer v Shop Your Company M a quotation that is automatically linked to the opportunity a Quotations 50015 Now Clicking on the Edit button he can enter the products he will sell edit Create The shipping name will be showed on the SO pae T e printout The Shop determines from which Shep Your Company location to send out the goods to the 9s _ customer The Pricelist determine the currency used for the transaction OpenERP user manual for sales teams Pricelist Public Pricelist USD Page 8 of 13 Pauo adds the products in order line clicking on Add an item button Paulo selects the existing product he just writes part of the name and chooses from the list the sales man also can change the products description the quantity and the unit price IF Paulo chooses a unit price lower than the assigned by purchases department the system will show an alarm but anyway he can do it After Paulo confirms that the information on the quotation is right then he can save it and get more options for his next step for example Paulo can send the quotation directly to the customer by e mail or he can print the quotation and deliver it personally Order Lines Other Information Unit of Measur2. NE XXO COMPRAS INTERNACIONALES OpenERP user manual for sales teams About OPeNERP iuu eee eeeeccesscccessceccssceccssceccssceccssseccsssecesssecessssecesececcceessnseeceesssnseeeseens 2 ACCESSING to OPENERP Lice cceccecccccccccccccssecsceeeeeeseesssssssseseeseesesssssssesssssssssssseeseeessess 2 Working IN OPENERP ue eee ccescecescecesscecescecesscecesseecesseececsecessaeccesaseseessstseeeeeesaas 3 Complete Example From Lead to Sales OFde rece cessecessecssseccessseceessseeseees 4 OS NG E A O oe sete dan vores E E EIE E EEEE EA E 4 Create and qualify a new LEA scoescsieiscnccnsvesdcnsaovotsuisasionsaieomntanssiocedeaubeamubaidensnesuateuusbeateahouooas 4 Convert the lead into an opportunity and create a New CUStOMeETf ssesseseseseeesseeeen 5 Plan a meeting and Log an Incoming Cal orecsscssancessstiesstvacusandecveusetasavimnnersiaasiensersa dase 6 Asking For purchases department S arch uu eee eceeseceesseccesssecessseccessecceesesssstseeeceeeeeens 7 Convert the opportunity into a Sales QUOLALION LN eee ceesseccessseceessssececcessessnsaeeeeeees 8 FOO COS SSS SU iesasse ect wectennges top socsaeisuntasuaupen titetonsoasoctuumeonustendwoseutepetensaenesesteaivenbess 9 Convert the Quotation into a sales OFCEP eee eeesscceesssecccessssecesssssecesssseceessessesens 10 Exceptional Operation Cancel OFel n cee eeeeccesscccssssecesssecesssecesssesessseseeeseeas 11 Using different Views IN OPENERP iu eee eeeceescccsscecssseceseccsscecsssc
3. Sales Ord Customer Meters 5 50 2 50 Print v er S0016 Constructora Bolivar Calle 56 56 67 El Poblado Medellin 05 Colombia Page 100f 13 Exceptional Operation Cancel Order IF an issue appear and the customer needs to cancel the operation then Paulo has some actions to do before Cancel the sales order on OpenERP Paulo goes to Sales gt Sales Order then opens the related Sales Order and clicks in the View Delivery Order button He clicks in the Cancel Transfer button After cancelling the Delivery Order Paulo is able to cancel the SO at this stage clicking Cancel Order button After cancelling the SO the document status will become Cancelled To re use the content of the cancelled SO the New Copy of Quotation should be pressed and Paulo could create a new quotation with same content OpenERP user manual for sales teams Sales Orders S0016 Edit Create Send by Email Print View Delivery Order Cancel Order Customer S0016 Constructora Bolivar Calle 56 56 67 El Poblado Medellin 05 Colombia Sales Orders S0016 OUT 00019 Print Check Availability Force Availability Cancel Transfer Edit Create OUT 00019 Sales Orders S0016 Edit Create Constructora Bolivar Print Send by Email Print View Delivery Order Cancel Order Sales Order S0016 Customer Sales O
4. mmm iconstrutorasoiver Customer Address Calle 56 56 67 j e El Poblado Medell n Antioqu Y Juan Manuel Rubio Mister juanma constructorabolivar com Gerente General 5747668899 573106665544 He fills all the information as he can he also Salesperson Commercial User v E Priority Normal zj uses the Notes field to add more a i information about the lead Agregar aqui mas informacion acerca de la iniciativa To contact his leads after the Fair Paulo would like to schedule a call he can arrange it Using the Schedule Log Call button Leads Potential construction materials customer When saving the lead it will allow to edit emee and Paulo can open it for further follow up EEZ cci case Convert the lead into an opportunity and create a new customer Because the lead for Juan Manuel Rubio from The Constructora Bolivar Company looks promising Paulo decides to convert it into an opportunity and at the same time add a new Customer to the company s address book Messaging Sales R rt Q NExxO Leads EB To convert the lead into an opportunity SE EEE Paulo goes to Sales Leads and opens the soss concerned lead there are various filter 2 possibilities to quickly Find the lead he s needs a See Paulo opens the lead and clicks the Convert to Opportunity button he can also do this from the list of leads by clicking the More but
5. la iniciativa aqui Then Paulo decides he wants to see the opportunities in a graphical representation so he clicks the Graph view button to display a graph with the opportunities expressed in a bar chart representation more graph options are availables He clicks in Sales gt Opportunities and clicks the Graph view button D OpenERP user manual for sales teams Page 120f 13 He could also choose to display the opportunities in Calendar view He clicks in Sales gt Opportunities and clicks the Calendar View button 5 OpenERP user manual for sales teams Opportunities Page 130f 13
6. menu you can process all your todo Complete Example From Lead to Sales Order Here we will show you a complete sales Flow From lead to opportunity to quotation to sales order in a step by step scenario First you will get an explanation about the use case what Paulo or one of his colleagues is supposed to do Then the Notes beside the pictures will learn you how Paulo or a colleague of his enters the information in OpenERP For the simplicity of the use case we will do all of the steps just under the Sales user Use case Our company is exhibiting at the House amp Design Fair in Paris and Paulo a salesman of our company meets lots of prospects during this event Juan Esteban the Sales Manager decides that Paulo will be hosting this event Create and qualify a new lead Paulo has to enter all contacts he met at the House amp Design Fair as a new lead Lead is to record the basic information of the potential customer A lead shall be converted into an opportunity when there is a possibility to win a deal He will start by adding a lead for Mr Juan Manuel Rubio of the The Constructora Bolivar Company who is interested to buy construction materials For a new project Pricelists OpenERP user manual for sales teams Page 4of 13 The subject of a lead is in blue because it is a mandatory Field so Paulo enters Potential sse Potential construction materials cus construction materials customer in that
7. oscg biz G Te R 141 54849 me X ve Biv Google Q Ww 8 4 A Messaging Sales Reporting QNEXXO Inbox ajii Compose anew message a Write to my followers Messaging To me To do Archives Good Job Your inbox is empty Organizer Your inbox contains private messages or emails sent to you as well as Calendar information related to documents or people you follow My Groups Whole Company Join a group Main Menu It Indicates the modules which your user can access in this case the user can access to sales functionalities messaging and sales reports modules User Menu The menu at the top right allows Modify user preferences such as name language email signature For outgoing mails and others To check the documentation and Help Log off to exit of the system Compose a new message This is a quick access icon that is always available while you work will allow you to send an email at any time Messaging To me Vertical Menu contains the options related to the main menu that is active To do Archives OpenERP user manual for sales teams Page 30f 13 Search Bar this tool allows searches related to the area where you are working it has different Filter options To do Workspace It is the larger space on the screen and this is where the documents information is s displayed while WO rking in OpenERP When you process messages in your inbox you can mark some as todo From this
8. 4 Qualification 0 00 0 00 Juan Esteban severa opportunities at a time ic sil e n 09 22 2014 Bathrooms Toilets Artefacto 09 20 2014 Proposition 0 00 0 00 Juan Esteban 16 40 06 Constructores Avenda o m 0922 2014 Bathrooms Shower Artefacto 09 20 2014 Proposition 0 00 0 00 Juan Esteban Ld e e 16 36 00 Constructores Avenda o He clicks in Sales gt Opportunities and see seos sa 16 34 38 Constructores Avenda o ttle n m 09222014 Plastic Wood Composite Artefacto 09 20 2014 Negotiation 44000 00 60 00 Juan Esteban clicks the list view Dutton re nme nami 09 22 2014 Bathrooms Electronic Artefacto 09 20 2014 Proposition 0 00 0 00 Juan Esteban 16 30 20 Faucets Constructores Avenda o m 09 22 2014 Bathrooms Ceramic Artefacto 09 20 2014 Negotiation 0 00 0 00 Juan Esteban 16 27 00 Sinks Constructores Avenda o 09 22 2014 Photovoltaic Window Artefacto 09 20 2014 Negotiation 0 00 0 00 Juan Esteban a 16 20 55 Balcony Constructores Avendano m 09 22 2014 Residential Elevators Artefacto 09 20 2014 Negotiation 0 00 0 00 Juan Esteban 16 19 27 Constructores Avendano When Pa u lo wa n ts more in Forma tion a bout ee a specific opportunity he will switch to Form marar m Potential construction materials Schedule Log Call_ Meeting VIEW customer 110000 00 at 60 He clicks in Sales gt Opportunities and cree clicks the Form view button ne jens ae in Escalate Internal Notes Lead mas informacion acerca de
9. 5000 00 USD Switches and Outlets 45000 00 Bathrooms Toilets Plastic Wood Composite Diesel Generator Set H Artefacto Constructores USD fefacto Constructores 44000 00 USD Artefacto Constructores 09 20 2014 Artefacto Constructores 09 20 2014 Artefacto Constructores 09 20 2014 ts nN 09 20 2014 s n 09 20 2014 4 n an i H0 Outdoor Lights 129000 00 USD Crystal Awards Artefacto Constructores Halls and Stair Lights Artefacto Constructores Bathrooms Ceramic Sinks Grabafer S A S 5 Artefacto Constructores Artefacto Constructores 09 20 2014 09 20 2014 a n 09 20 2014 m n fl OE oa e Paving Stone Bathrooms Electronic Faucets Artefacto Constructores Artefacto Constructores Photovoltaic Window Balcony 09 20 2014 09 20 2014 Artefacto Constructores ty n A n 09 20 2014 fl Tiles uPVC Windows profiles Artefacto Constructores Artefacto Constructores Residential Elevators 09 20 2014 09 20 2014 Artefacto Constructores A n ty n 09 20 2014 n Silicone rubber almas de coco 34000 00 USD 3 palmeritas Solar Panels Proposition 5 Negotiation Won Expected Revenues 34000 Pot e See Expected F otent b peksa al construction materials Bathrooms Toilets ns omer 110000 00 USD Diesel Ge Artefacto Constructores ONstructora Bolivar Artefacto 09 20 2014 10 04 2014 Phonecustomerto 09 20 20 plan meeting o Bathrooms Shower TT Crystal Ay Artefacto Constructores Grabafer 09 20 2014 Pl
10. Company Juan Esteban checks the related customer Form to get the history of all related events Before meeting Juan Esteban goes to Sales Customers and types the customer Constructora Bolivar name in the filter field and clicks Search He clicks on the customer to open the form a a On the right side Juan Esteban gets an n overview of all the events such as meetings mn rere and phone calls He clicks in Calls button so he notices that he has to bring a services brochure to the meeting Asking for purchases department search During the meeting the customer Constructora Bolivar Finally asks to receive a quotation for twenty thousand square meters of Laminated Floor Paulo start to search a product and supplier for the draft quotation issue Paulo Fill the Multiform and contact some suppliers to prepare the draft proposal using information obtained by internet Paulo increases the company profit Fee and shows it to the customer and the customer still interested then now paulo can contact purchase department to improve the search Potential construction materials Schedule Log Call_ Meeting Paulo goes to Sales gt Opportunities and customer clicks on the Send a message option 110000 00 at 100 U n d C th d ocu mMm N amp ay eal aroom tee to plan meeting Priority Normal Customer Constructora Bolivar Next Action 10 04 2014 Salesperson Commercial User Categories Product
11. Sales Team Sales Department Internal Notes Lead More information about the Oportunity Follow Paulo knows that he is the only follower of corer E Follow One follower Add others o Commercial User that document so he has to unmark the customer check box and clicks on the ws rectangle icon to send the message to ani purchases manager OpenERP user manual for sales teams Page 7 of 13 Followers of Potential construction materials customer and When he clicks on the rectangle button a pop up screen appear then Paulo type the acc purchase manager email and attach the Multiform and the best quotation he received by the last search finally Paulo clicks on the Send button and waits for reply Jane lt mail nexxochina com gt X k tacts to notif X B U abe J i iI e o AA AARAAAAS ANANE SANNANAD NA SAD SNIENE AAA AA RAK AAS AAA SAA already found Thanks Use template g Save as new template From now on paulo will keep in contact with the purchase department using the opportunity Convert the opportunity into a sales quotation A few days later Paulo gets reply about the search successful it means that now a product exist on the OpenERP and he can generate the quotation directly From the business opportunity Opportunities Potential construction materials customer Potential construction materials Schedule Log Call Meeting customer 50000 00 at 20
12. astic Wood Composite 09 20 20 a n 44000 00 USD i Artefacto Constructores 09 20 2014 Bathrooms Electronic Faucets A no PAE ve Convert the quotation into a sales order After some discussion about the prices the customer decides to sign a contract Paulo confirms the quotation to turn it into a sales order Paulo opens the quotation from Sales gt Quotations He changes the prices the quantity or whatever that he need change Then he clicks the Confirm Sale button to turn the quotation into a sales order When Paulo clicks the Confirm Sale button the relative Delivery Order will be generated by the Warehouse Module To print the sales order he clicks in the Print button at the middle side of the screen Most of the information like products unit price quantity etc cannot be altered after confirmation of the sale OpenERP user manual for sales teams Quotations S0016 Edit Create Print More Send by Email print f Confirm Sale Cancel Quotation Constructora Bolivar Date Calle 56 56 67 El Poblado nop Medellin 05 Shipping Name Colombia Pricelist Order Lines e Unit of Unit Qty b Vol Quantity x Product Description Measure Taxes Price package Pac Tec F001 Tec F001 Laminated 20000 00 Square Laminated Floor Floor Best water proof Quotations S0016 Edit Create Send by Email Print View Delivery Order Cancel Order
13. cesseeesaseccensanees 12 OpenERP Sales User Manual NE XAO COMPRAS INTERNACIONALES Goal Guide the management of the information related to sales using the Enterprice Resource Planing tool available For the company OpenERP to create accurate and correct sale orders before giving rise to other operations Scope This document will help to the user from its First Steps access to the ERP platform generation of leads and opportunities management within the CRM module Customer Relationship Management ending with the generation and confirmation of sale orders and exceptionals operations execution as orders cancellation About OpenERP OpenERP is an amazing software system that is easy to use and provides great benefits to help you organize your daily work Users no need to install special software a web browser is enough and offers unrivaled Functionality all you require is a device with internet access Accessing to OpenERP To access OpenERP you must enter the following address In your web browser sae http erp nexxogroup com Nombre de usuario Contrasefia Enter the username and password that were supplied by the system administrator Iniciar sesi n Gestionar Bases de datos Con tecnologia de OpenERP Ensure to select the right database on the top corner of the screen Database Working in OpenERP We will explain the different components of the work area in OpenERP V0 00x Onenene nexx
14. e Unit Product Description P Price Quantity Taxes Add an item Weight by Package Unit of Unit Qtyby Vol by Measure Taxes Price package Package Qty of Quantity Pasiage Subtotal Product Description Tec F001 Tec F001 20000 00 Square 5 50 2 50 0 05 Laminated Laminated Floor Meters Floor Best water proof laminate flooring 10 00 8000 00 110000 00 amp Grade AC1 AC5 Abundant colors Good quality with best price Gurantee 20 years Add an item Untaxed Amount 110000 00 Taxes 0 00 Total update 110000 00 Quotations 50015 Save or Discard send by Email Print Confirm Sale Cancel Quotation On this case paulo will send the quotation by e mail using the registered email addres He just clicks on the Send by Email button and then the system will auto generates an Email message using the customer information attaching the quotation file Paulo also can edit the message if he want to do it Following to sales team Recipients Followers of 50015 and Constructora Bolivar lt juanma constructorabolivar com gt x Add contacts to notif Subject Nexxo International Group Co Ltd Quotation Ref S0015 B Z U d Xi j El la Hello Constructora Bolivar Here is your quotation from Nexxo International Group Co Ltd S0015 Order total 110000 0 USD Order date 2014 10 04 reference Your reference BOLIVAR Your contact Commercial Yser You can acce
15. mas informacion acerca de la iniciativa aqui Plan a meeting and Log an Incoming call Paulo sets the date for the next action and describes that he has to call the potential customer to plan a meeting with Juan Esteban the Sales manager To plan the meeting Paulo clicks the Meeting button and clicks the Week button in the Calendar view He plans the meeting next week from 9 am to 10 am He sets Juan Esteban as a person invited and then Juan Esteban will get a invitation by message Create Meetings Meeting Subject Information Meeting Attendees Constructora Bolivar x v Meeting Details Options Invitati Starting at 10 07 2014 09 00 00 wage Duration 01 00 hourg All Day Location Description Give more infor ti th ral customer A few days later Mr Juan Manuel Rubio calls and David the Product Manager answers the phone The customer asks David if Juan Esteban the Sales Manager can bring a services brochure when he comes to see him QNEXXO Logged Calls ea D bd Customers a ar David enters a summary of the phone callas sun E R 10 04 2014 19 57 33 Requerimiento de Catalogo Constructora Bolivar Commercial User J e 10 02 2014 10 25 41 Palmas de coco Commercial User J an inbound call Sales gt Logged Call and links it to The Construction Company contact and Juan Esteban as Responsible OpenERP user manual for sales teams Page 6of 13 To prepare his meeting with The Construction
16. rders S0016 Constructora Boliva Calle 56 56 67 El Poblado Medellin 05 Colombia Edit Create Print z l More v 1712 New Copy of Quotation Draft Quotation Quotation Sent Cancelled Sales Order S0016 Customer Constructora Bolivar Date 10 06 2014 Calle 56 56 67 Sh El Poblado P Your Company Medellin 05 Shipping Name Somi Pricelist Public Pricelist USD Order Lines Other Information Weight ouannty to Unit Qtyby Vol by C9 Qlyof a Product Description Measure Taxes Price package Package Package Package Page 110f 13 Using different Views in OpenERP At the end just a guick word about the different View buttons in OpenERP The screenshot below shows the kinds of buttons available Each button represents a different way of looking at data Before we have showed the Kanban view Q id but here we get a short explanation of the Gy 0 9 4 a different view buttons Opportunities Qa x create fi Import PDF or Excel 1 21 of 21 H oai From the opportunities screen Paulo clicks emee owo owon Mao manon sige Sa m 09222014 Switches and Outlets Artefacto 09 20 2014 Qualification 45000 00 30 00 Juan Esteban bg hg hd 16 59 49 Constructores Avenda o E e LI st VI CW U tto nN toO g e E d nN Ove FVI CW O 09 22 2014 LED bulbs Artefacto 09 20 2014 New 45000 00 30 00 Juan Esteban 16 45 49 Constructores Avenda o m 09 22 2014 Halls and Stair Lights Artefacto 09 20 201
17. ss this document and pay online via gur Customer Portal ity 21 Use template Sales Order Send by Email Portal gt H Save as n ew template Juan Esteban the Sales Manager would also like to check the quality of his sales team and he would like to know the delay to close the opportunities He would like to see the average closing time For the House amp Design campaign The oportunities management has different views by default he will see the Kanban View at the end of the use case we will describe the rest of them OpenERP user manual for sales teams Elgg Page 9of 13 A kanban view is known as kanban board It is one of the tools which can be used to implement the Scrum method on the sales Juan Esteban will not need use a board magnets plastic chips colored or sticky notes to represent the work items Each of these objects on the screen represents an item in the sales process and it easily moves around the board Going back to the use case on the last event Paulo must move the opportunity from proposition to Negotiation status using his kanban board Sales gt Opportunities gt Kanban View Opportunities v r Add a new column g 010 4 New 6 Qualification 2 Proposition 5 Negotiation 6 Won 2 0 Expected Revenues 252000 00 Expected Revenues 45000 00 Expected Revenues 34000 00 Expected Revenues 154000 00 Expected Revenues 0 00 lis O LED bulbs 4
18. ton after select the lead concerned Leads Potential construction m ials customer Edit Create Convert to Opportunity OpenERP user manual for sales teams Page 5o0f 13 After pressing the Covert to Opportunity button Paulo can choose the create new customer record He clicks on the button then the promising lead becomes into an opportunity and at the same time it adds the new potential customer to the company s address book On the business opportunity the salesman should provide more information such as the estimated income Paulo indicates that the expected revenue would be USD 50 000 00 and that the success rate of the opportunity at this stage is 20 As a Next Action Date he sets tomorrow s date and in the Next Action field he types Phone customer to plan meeting Convert to opportunities Conversion Options Conversion Action Convert to opportunity Related Customer Assign opportunities to Sales Team Sales Department Salesmen Convert to Opportunities Subject Potential construction materials cus Schedule Log Call Meeting Expected Revenue 50000 00 20 Customer Constructora Bolivar v 2 Next Action 10 04 2014 Email juanma constructorabolivar com Phone customer to plan meeting Phone 5747668899 ee 10 15 2014 TTT a 2 Salesperson Commercial User v Categories Product x v Sales Team Sales Department Escalate Internal Notes Lead
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