Leads Management

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Leads Management

Leads and Opportunities

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As you use Eritrium for Sales, you will create sales leads or have sales leads assigned to you. Each sales lead recorded in the database will be related to other records in the database that specify the organizations and individuals to whom you are selling, plus other information associated with your sales process.

 

Leads move through a series of milestones until they become opportunities and, finally, sales. Eritrium tracks the current status of all your leads and helps you to move leads and opportunities to final resolution.

For example, a data entry person could use this form to enter leads gathered at a trade show or received in the mail. A person assigned to pre-qualify leads could enter a lead while talking to the prospect on the phone and immediately capture additional information. Or an account manager could enter leads and move directly to the Lead Detail form. Even a customer service representative, while resolving a support call, could enter a new lead for additional products or services.

 

Once you have created a lead, you and the rest of your sales organization will strive to move the lead through a series of milestones, concluding when you close the sale.

 

At a milestone established by your administrator, the lead becomes an opportunity, indicating that your company has fully qualified the lead and is committing to carrying the sales process to conclusion. The General tab includes two frames: Primary Contact and Opportunity. The Primary Contact frame displays information already available in your database about the contact.

 

The Players tab lists contacts with the customer's organization, plus members of your sales team for this lead or opportunity. Buttons on the form enable you to add, edit, or delete players, or set a different Primary Contact.

 

When you click Add or Edit on the Players tab, the Opportunity Contact Detail form opens. This form is used to enter information about the contacts at the opportunity site. There are four tabs on the form: General, Issues, Objections, and Notes. Click the Info button on the General tab to select an existing contact or add a new one. Use the other three tabs to track decision-making issues for the contact.

When you click Add Internal in the Sales Team frame, the Internal Sales Team Detail form appears. The form is used to select a team member from your organization and assign that person a role in the current opportunity.

 

When you click Add External in the Sales Team frame, the External Sales Team Detail form appears. The form is used to select a team member from outside of your organization, such as a consultant, and assign that person a role in the current opportunity.

 

The Calls tab tracks all sales and support calls associated with the current lead or opportunity.

The Needs tab includes text boxes for recording your customer's Business Problem, your Proposed Solution for the problem, and the Benefits to your customer for adopting the solution.

 

The Competitors tab lists information about any competitors for the lead or opportunity. Buttons on the form enable you to: add a new competitor to a lead or opportunity, view or edit detailed information about a competitor, delete a competitor from the lead or opportunity, deactivate a competitor within an opportunity (mark them as eliminated), and record notes about a competitor within the opportunity.

 

The Conclusion tab includes two frames: Closed and Loss Detail. Use the Closed frame to record Date, By, Reason, and Notes for the closed lead or opportunity. Click the Close button to the right of the Close text box to open the Close type value list. The four close types specified in that value list are: win, loss, disqualified, and no decision. The Loss Detail frame includes the Winning Competitor Product text box; you can select the winning product from the Winning Competitor Product value list, which automatically fills in the Competitor text box. As you work with customer contacts, you will strive to move their opportunities through a series of milestones until you close the sale. Your administrator can define a series of milestones that you can use to structure your sales process.

The default configuration includes several milestones that you can use, but your administrator can customize the value list.

 

The system administrator also designates the milestone at which a lead converts to an opportunity, indicating that you have completed the process of pre-qualifying a customer.

 

When you conclude an opportunity as "win", "loss," "disqualified", or "no decision", Eritrium notes the opportunity's closed status and the date it was closed on the General tab. You can associate a number of players with each lead or opportunity that your company enters in Eritrium. Players can be employees and decision makers at your customer's company, or they can be members of the sales team at your company. You can also designate external players, enabling you to track consultants or other decision makers that are not actual employees of your customer or your company.

 

You can view the players on the Players tab of the Lead Detail and Opportunity Detail forms. In many cases, an opportunity will have more than one contact. With Eritrium, you can assign as many contacts as you wish to an opportunity, regardless of the contact's location.

 

There are four ways that an Administrator can add Sales Opportunities from the main menu:

 

From the main menu: File>New>Sales Opportunity

From the main menu: File>Open>Sales Opportunity. Eritrium will open the Sales Opportunities list window. The use the push button {New}

From the Organizations form top menu: Actions>Add Sales Opportunity.

From the Persons form top menu: Actions>Add Sales Opportunity

 

The Sales Opportunity "Code" is the only required field.

 

There are four ways to View and Edit existing Sales Opportunities:

 

From the main menu: File>Open>Sales Opportunities. Eritrium will open the Sales Opportunities list form so the user can filter records using the standard procedures or edit any record doing double click on it

From the left tree view option panel: Doing double click on any of the following icons: Sales Opportunities or My Sales Opportunities

From the Organizations form: On tab Sales Opportunities, select one item and do double click on it .

From the Persons form: On tab Sales Opportunities, select one item and do double click on it

 

To Delete existing Sales Opportunity, edit the one you want to remove and use top menu option: File>Delete.

 

The following image shows an example of Sales Opportunity Form:

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The information managed by the Sales Opportunity form is:

 

Details:

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Name: Name of the contact person at customers side.

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Organization: Organization for whom the opportunity is created.

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Phone: Contact phone for the customer.

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Title: Title of the contact person

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Mail: Mail of the contact person or of the Organization if there is no contact person.

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Fax: Fax of the contact person or of the organization if there is no contact person.

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Milestone: Status of the sales opportunity. It manages the percentage of expected success needed to calculate the expected revenue. It is managed at the lookup tables form. See Lookup tables for more information.

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Milestone set: Date of the last change done to the status of the opportunity.

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Summary: Description of the sales opportunity.

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Open date: Date when the opportunity was created.

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Source: Source of the sales opportunity. Sources are managed at the look up tables form. See lookup tables section for more details.

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Territory: This is the sales territory where the opportunity is located. It is managed at the lookup tables form. See lookup tables for more information.

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Sales Manager: Sales manager responsible of the opportunity.

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Expected close: Expected date to close the opportunity.

Players: This section records the people involved in the opportunity

Contacts: Persons at customer side involved in the opportunity. See Sales Opportunity Contacts for more details later in this chapter

Sales Team: People from the sales team involved on the opportunity. See Sales Opportunity Sales Team Members later in this chapter.

Needs: Other information relevant about the opportunity

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Problem: Description of the problem of the customer.

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Solution: The solution needed.

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Value: The value added

Competitors: List of competitors and its products that can be a danger for the opportunity. See Sales Opportunity Competitors later in this chapter for more information

Conclusion: The conclusion of the opportunity. The following data is managed:

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Close Type: This is the close reason for the sales opportunity. Sales Opportunity Close Types are managed by Lookup tables detail form. See lookup tables for more information.

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Closed: This is the close date for the opportunity and the user responsible of it.

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Close Reason: This is the type or diagnostic for closing the sales opportunity.

Notes: Additional notes for closing the sales opportunity.

Competitor: If the opportunity is loss then the winner can be recorder here.

Product: If the opportunity is loss then the product winner can be recorder here.

Products: This is the list of products included in the opportunity. By doing double click on any of them, Eritrium will open the sales opportunity detail form.


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Activities: This tab displays the list of sales activities done during the life time of the sales opportunity. Sales Activities can also be scheduled in the future so if you are using outlook integration, then an Outlook Popup will remind you the task when the moment comes. Doing double click on any of them, Eritrium will display the Sales Activity details form.

Actions: Log of activities done during the life time of the opportunity.

Quotations: List of quotations sent to the customer covering the opportunity. Doing double click on any of them, the Quotation details form will be displayed.

Follow Ups: This tab manages all the follow ups scheduled for this sales opportunity. Doing double click over any of them, the associated Follow Up Form will be displayed. See Follow Ups at section Miscellaneous Items for more information.

Documents: List of documents of any kind related to this opportunity. Doing double click on any of them, the related document form will be displayed.

Mails: List of mails sent related to the opportunity. Doing double click on any of them, the related mail form will be displayed.

Phone calls: List of phone calls done or received related to the opportunity. Doing double click on any of them, the related phone call form will be displayed.

 

The actions that can be performed from the Sales Opportunity form are:

View:

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View Organization: Eritrium opens the organization details form associated to the organization of the opportunity.

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View Person: If there is any person selected as primary contact, then Eritrium will open the associated Person details form.

Actions:

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Add Product Detail: Eritrium will add a new product to the sales opportunity.

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Add Action: Eritrium will log a new event to the events log associated to the opportunity.

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Add Person: Eritrium will add a new Contact to the players section of the opportunity. See Sales Opportunity Contacts for more information later in this chapter.

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Add Responsible: Eritrium will add a new sales member to the sales team responsible to progress the opportunity. See Sales Opportunity Team Members for more information later in this chapter.

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Add Competitor: Eritrium will open a new competitor and associate it to the opportunity. See Sales Opportunity Competitors for more information later in this chapter.

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Add Activity: Eritrium will create a new sales activity and associate it to the opportunity. See Activity Management for more details.

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Close: This option will close the opportunity. It still the option of reopen it if it is needed.

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Create Quotation: Eritrium will generate a Quote based on the opportunity ready to be sent to the customer. Users can generate as many quotes as needed if the opportunity is opened.

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Create Follow Up: Eritrium will generate a Follow up to schedule an action of any kind in the future. See Follow Ups at chapter Miscellaneous Items for more information.

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Add Document: Eritrium will generate a new document and link it to the opportunity.

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Send Email: Eritrium will open mail form with the address of the primary contact so the user can fill it and send it.

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Add Phone Call: Eritrium will generate a new phone call and associate it to the opportunity.

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Archive: If the opportunity is closed and the user suspects there is not more chance to make business, then the opportunity can be archived.