Projects

Use this function to manage projects.

Projects can be referred to using many different terms such as "opportunities". They all translate to the same basic concept. Their objective is to manage the characteristics and stages in a sales cycle.

Prerequisites

Refer to the documentation on Implementation.

Screen management

You can create and track quotes from a project.

Home section

Sales site (SALFCY)
The site from which the project is usually managed.
Sequence no. (OPPNUM)
The project reference.
Description (OPPDESAXX)

A basic description of the nature of the project.

If the project is generated from a service request, you can use the Service request menu to inquire on the characteristics of the request to be financed.
Customer (OPPCMP)
The customer reference.
Currency (CUR)

The currency used in all the project financial fields.

If the currency is edited, the currency is transferred to all associated project fields.
External ident. (OPPEXTNUM)
Contact (OPPMCN)

Identifies the principal contact reference at the customer.

A project can also be identified directly with a contact. In this case, no business partner is identified. Several selection tools are available from the Contact field:

  • Selection menu: Used to select a contact with a link to the customer.
  • Contacts menu: Provides direct access to the list of contacts.
  • Select contact menu: Used to select a contact from the complete list of all the contacts entered in the application.
OPPMCNNAM
The name of the contact.

Tab Project

This section contains the principal characteristics of the project, including marketing details.

When a project is created from a marketing operation, you can add both the marketing campaign and the specific operation directly in this section, making it easier to track where the project originated. The information is used in Crystal reports to analyze marketing campaign return rates. For projects, capturing these details is important because it helps calculate the profitability of a marketing campaign.

Qualification

Sales rep (OPPREP)
The sales representative overseeing management of the project.
Category (OPPTYP)
The category groups or distinguishes the project for the purposes of statistics or identification.
Opening date (OPPDATOPN)
Conclusion date (OPPCDA)
The date the project needs to be completed by.
Last completed stage (OPPSTE)
The phase reached by the project.
Since (STRSTE)
This field is updated from the data in the Before-sale stages and After-sales stages tabs. You cannot edit it. They indicate the actual stage of the project.
Number of quotes (OPPNBQ)
The number of quotes already generated for the project. The value is determined from created and deleted quotes for the project. You cannot edit the value.

Financial elements

Estimated amount (OPPAMT)
The estimated amount for the expected prospect / customer order.
Project release probability (%) (PBYPRJ)
The percentage probability that the prospect / customer project will actually lead to an order.
Weighted amount (PBYPRJAAM)
The weighted estimated amount for the expected prospect / customer order by the project release probability.
Success probability (%) (OPPSUC)
The percentage probability for the prospect / customer carrying out the project.
Weighted amount (OPPAAM)
The weighted estimated amount for the prospect / customer carrying out the project by the success probability.

Block number 3

Double weighting (DAM)

The weighting on the estimated amount that results from the 2 different calculation methods.

Double weighting by average: The amount displayed results from the following calculation:

T = (PRP + SP) / 2
DPA = EA x (T / 100)

Cumulated double weighting: The amount displayed results from the following calculation:

T = EA x (PRP / 100)
DPC = T x (SP / 100)

Where:

DPA = Double weighting by average
DPC = Cumulated double weighting
EA = Estimated amount
PRP = Project release probability
SP = Success probability
T = Buffer
By average (DAMAVE)

Determines the amount displayed in the Double weighting field. If selected, the system carries out a double weighting by average. The amount displayed results from the following calculation:

T = (PRP + SP) / 2
DPA = EA x (T / 100)

Where:

DPA = Double weighting by average
EA = Estimated amount
PRP = Project release probability
SP = Success probability
T = Buffer
Cumulated (DAMCUM)

Determines the amount displayed in the Double weighting field. If selected, the system carries out a cumulated double weighting. The amount displayed results from the following calculation:

T = EA x (PRP / 100)
DPC = T x (SP / 100)

Where:

DPC = Cumulated double weighting
EA = Estimated amount
PRP = Project release probability
SP = Success probability
T = Buffer

Source

Project type (OPPPRPTYP)
Date created (CREDAT)
Time (CREHOU)
Method (OPPORILIB)
Created by (FULNAMUSR)
Link (OPPORITXT)

The action at the origin of project creation. It can be one of the following elements:

  • Manual creation (displayed value, for example when the project is created from the Appointments action)
  • Mass-mailing
  • Call campaign
  • Media campaign
  • Service request
  • Marketing campaign

Example: If this action is a marketing action, you can link it to a marketing operation in order to load the return statistics of the campaign. Select Marketing operations from the Actions icon to associate the project with the operation.

Regardless of the origin of the project, you can select the Actions icon to unlock the field and modify the origin. For example, when attaching a project to a marketing campaign, the return statistics of the campaign load.
Document no. (OPPORIVCR)

Tab Competitors

Use this section to enter a list of all the competitors present on the project.

For each competitor, you can enter the price they quoted for an equivalent service, and their strengths and weaknesses.

Competitor (CPP)
The competitor present on the project.
Competitor amount (CPPAMT)
The price quoted by the competitor for an equivalent service and quality.
Strengths (ASE)
Describes the assets of the competitors towards the project.
Weaknesses (SHC)
Describes the weaknesses of the competitors towards the project.

Tab Before-sale stages

Use this section to track the sales cycle for the project. At each step you can include the start date, a stage description, and an end of stage reason.

Date (ENDDAT)
The stage start or end date.
Step (STE)

Specifies the successive steps reached by the project. A new step can be automatically created.

Creation of a presales step is defined as automatic in the 400—Project step miscellaneous table, using the following information: Step type (2973 local menu).
Code Title Short title Closing (1) Step type
APD Project detected Detected No First stage of a sales cycle
BPR Quote quoted Quoted No Sending of a quote
CNE Negotiation Negotiation No Negotiation
DGA Project won Won Yes Project gained
EAB Project aborted Aborted Yes Project abandoned
FPE Project lost Lost Yes Project lost

Depending on the setup of this table, some step types can be automatically created:

  • First stage of a sales cycle
    When creating a project: In the table, if there's a step associated with step type "First stage of a sales cycle", the first step is automatically created.
    If this step type is associated with various steps, the first step in increasing order of code is taken into account.
    If this step type is not associated with any step, the step needs to be entered manually, since the first step is mandatory.
    In the current example, step "Project detected" is automatically created.
  • Sending a quote
    When creating a quote associated with the project: In the table, if there's a step associated with step type "Sending of a quote", the step is automatically created and the number of quotes is updated.
    If this step type is associated with various steps, the first step in increasing order of code is taken into account.
    If this step type is not associated with any step, no automatic creation is triggered.
    In the current example, step "Quoted" is automatically created.
    In the case where an automatic creation is implemented for quotes, a quote can be created in relation to a project, even though this project has been closed. In this case, it’s automatically opened again.
  • Negotiation
    When creating a call or appointment: In the table, if there's a step associated with step type "Negotiation", the step is automatically created.
    If this step type is associated with various steps, the first step in increasing order of code is taken into account.
    If this step type is not associated with any step, no automatic creation is triggered.
    In the current example, step "Negotiation" is automatically created.
  • Project gained
    When creating the first order: In the table, if there's a step associated with step type "Project gained", the step is automatically created and the project status switches to "Won".
    From then on, no more pre-sales steps are automatically created. The new steps are after-sales steps for which there is no automatic creation.
    If this step type is associated with various steps, the first step in increasing order of code is taken into account.
    If this step type is not associated with any step, no automatic creation is triggered.
    In the current example, step "Project won" is automatically created and the project status switches to "Won".
    In the case where an automatic creation is implemented for orders, an order can be created in relation to a project, even though this project has been closed. In this case, it’s automatically opened again.
  • No step
  • Project lost
  • Project abandoned

    These step types are not automatically created. The steps need to be created manually.

Additional details:

(1) Closing: Use this field to specify whether the project needs to be closed or not at this step.
Phase end (DON)
Selected indicates that a stage is over. You can enter a stage end reason.
Reason (REN)

If the stage is completed, you can either enter a free text or select it from the list of end of stage reasons.

A list of actual reasons is available for each step. The list is obtained from the 400—Project step and 419—Customer-service step reason miscellaneous tables, based on the following principle:

  • 400—Project step contains the list of after-sales stages, each identified by a code.
  • 419—Customer-service step reason contains the list of before-sales reasons. In the setup of this table, you can specify the before-sales stage one specific reason applies to. The stage code reason is specified as the short description.

400—Project step

Code Title Short title Closing Step type
APD Project detected Detected No No associated action
BPR Quote quoted Quoted No No associated action
CNE Negotiation Negotiation No No associated action

419—Customer-service step reason

Code Title Short title
A1 Budget accepted BPR
B1 Internal agreement reached BPR
C1 No offer adapted APD
D1 Management validation BPR

On entering reasons with a "Complete" stage:

  • For the BPR - quoted stage, the list of suggested reasons is as follows:
    Budget accepted
    Internal agreement reached
    Management validation
  • For the ADP - Detected project stage, only the reason "No adapted offer" is set up so as to apply to this stage. It’s therefore selected automatically.
  • For the CNE - Negotiation stage, no reason is set up so as to apply to this stage. No list is therefore suggested upon entry.
Document no. (STEORIVCR)
Step line (STELIN)

Tab After-sales stages

Use this section to detail the history of the implementation steps needed for a given project. This section is for information purposes only.

Date (ENDDATX)
The stage start date. It's the date that the project has entered the new stage.
Step (STEX)

Specifies the successive steps reached by the project.

The after-sales steps are defined in the 421—After-sales steps miscellaneous table.
Code Title Short title In before-sales (1)
A1 Specifications drafted A1 Yes
B1 Development of the solution B1 No
C1 Solution received C1 No
D1 Post-receipt modifications D1 No
E1 Signed Receipt E1 No

Additional details about the miscellaneous table setup:

(1) In pre-sales field

After-sales steps should be created at a date at least equal to the highest step in pre-sales. The In pre-sales field with the value "No" is used to comply to this rule.

Sometimes, it can be necessary to begin the after-sales steps at the same time as the before-sales steps. For example, drafting specifications can begin before signing the order, to allow negotiations to progress.

When the In pre-sales field is set to "Yes", the rule can be contradicted. The dates of these after-sales steps are not controlled in compliance with before-sales steps. The only constraint is that the date needs to be greater than the opening date.

This control is performed upon saving.

Example:

The 421—After-sales steps miscellaneous table is set up as described above.

If the latest date of the after-sales step is:

Date Step Title
January 14 ADP Project detected


If you enter the following after-sales steps with the dates:

Date Step Title
January 15 B1 Development of the solution
January 10 A1 Specifications drafted
January 14 C1 Solution received
January 13 D1 Post-receipt modifications


Since the In before-sales field for the D1 Post-receipt modifications step is set to "No", this step cannot be at a date (January 13) before the highest date (January 14).

Since the In before-sales field for the A1 Drafting specifications step is set to "Yes", this step cannot be at a date (January 10) before the highest date (January 14).
Phase end (DONX)
Selected indicates that a stage is over. You can enter an after-sales stage end reason.
Reason (RENX)

If the stage is completed, you can either enter the requested text or select it from the list of end of stage reasons.

A list of reasons is available for each step. The list is obtained from the 421—After-Sales steps and 420—After-sales step reason miscellaneous tables, based on the following principle:

  • 421—After-Sales steps contains the list of after-sales stages, each identified by a code.
  • 420—After-sales step reason contains the list of after-sales reasons. In the setup of this table, you can specify the after-sales stage one specific reason applies to. The stage code reason is specified as the short description.

421—After-Sales steps

Code Title Short title In before-sales
A1 Specifications drafted Specifications No
B1 Development Dev. No
C1 Modifications Modifications No
D1 Project end Stop No

420—After-sales step reason

Code Title Short title
M1 Specifications validated A1
M2 Development completed B1
M3 Corrections carried out C1
M4 Customer presentation C1

On entering reasons with a "Complete" stage:

  • For the C1 - Modifications stage, the list of suggested reasons is as follows:
    Corrections carried out
    Customer presentation
  • For the A1 - Drafting specifications stage, only the reason "Specifications validated" is set up so as to apply to this stage. It's therefore selected automatically.
  • For the D1 - Project end stage, no reason is set up so as to apply to this stage. No list is therefore suggested upon entry.

Tab Associated projects

Code (SBBPJT)

The user has 2 different methods available when identifying linked projects or the implementation of an initial project:

  • Method 1: Modify the initial project and add new information to it.
  • Method 2: Create a new project with its own characteristics, then associate this new project with the initial project.
    This field is used to apply this method. The code for the new project can be entered here.
    This method is recommended: it makes it possible to keep the history of the successive extensions to the initial project.

Reports

By default, the following reports are associated with this function:

  • OPPOR1: Portfolio / phase
  • OPPOR2: Portfolio / representative
  • OPPOR3: Closed projects / phase
  • OPPOR4: Closed projects / rep.

This can be changed using a different setup.

Specific actions

Quotes Refer to the Quote creation action.
Project management

Actions menu

Select the Quote creation action to open the Quotes function and manage the quotes related to the project. After opening the function, the selection panel only displays the list of quotes that have already been created for the project.

When the list is empty, you’re creating the first quote for the project:

  • Select New from the Actions panel.
    Most fields on the quote are loaded automatically. The project code is automatically recovered for instance. Only the Shipping site, Tax rule, and possibly the Payment condition fields need to be entered to make sure that the quote is correctly entered.
  • You can then enter the lines.

If quotes have already been created for this project, your next step can be to create, duplicate, or inquire.

To duplicate a quote, select a quote and enter a new distinct key code.

Select the Appointment action to plan an appointment.

Select the Call action to plan a call.

Select the Task action to plan a task.

Select the Appointment action to record an appointment.

Select the Call action to record a call.

Select the Task action to record a task.

Select the Service request action to record a service request.

Limitations

You cannot import projects into Sage X3.

Error messages

In addition to the generic error messages, the following messages can appear during the entry:

This project has already been entered.

You’ve tried to associate the same project more than once with an initial project.

You cannot associate a project with itself

You cannot enter the current project code in the associated project table.

Tables used

Refer to the documentation on Implementation.