05-05-2010 10:22 AM
I was using ACT!2000 and "unfortunatelly" I had to move to ACT! by Sage 2010 (Version 188.8.131.52, Hot Fix 1.). I used to have under the CONTACT information a TAB with my detailed sales records. All these records were imported to the new application, but all the sales registers are now slaves of an opportunity. This placed a big problem for me. I am a retailer, so the operator that works with the ACT needs to first reach the customer register, then he must read the SALES tab and see what products the customer bought (not a list of opportunities). Until now I were not able to configure the application to show me this screen (as it was with ACT2000). I cannot accept the idea of working opportunities in a retail company. I sell products, not projects! How can I see a TAB listing all the products sold when I get at a contact?
For instance, when I reach Mr. Brown records I need to see in the sales tab:
Aug, 20 2009 Chocolate candy 10 US$ 12 US$ 120 Won
Aug, 20 2008 Chocolate candy 10 US$ 11 US$ 110 Won
Aug, 20 2007 Chocolate candy 10 US$ 10 US$ 100 Won
The I can immediatelly tell Mr. Brown .... hey, you bought the chocolate candy with us during the last 3 years .... bla bla bla
What I have now are opportunities and I have to go into each opportunity to see what was the history behind each opportunity. This is VERY VERY BAD.
Can someone help me?
Leo - firstname.lastname@example.org
05-05-2010 01:16 PM
Welcome to the Act! Online Community!
Without seeing your operation and knowing what is/isn't important, one suggestion would be:
- using the Opportunity tab, create an Opportunity for the individual purchase, with the Opportunity attached to desired contact
- name the individual Opportunity with a description of the purchase (ex: Chocolate Candy)
- customize the columns on your Opportunities tab to include the 'Create Date' or 'Actual Close Date'
A possible combination of columns would be 'Actual Close Date', 'Opportunity Name', 'Total', 'Status'
You may find other columns to add that will add further value to the view.
05-05-2010 02:54 PM
As I understand it from your posting, you mainly used the opportunities in ACT! 2000 for customer/product tracking. Because the opportunities in ACT! 2000 were limited to a single product per opportunity, it worked very well for you.
However, the single product per opportunity was seen by many as a serious limitation to the opportunities because for may they wanted to list multiple line items within a single opoortunity. For example, in ACT! 2000 opportunities something as simple as having a product and shipping costs couldn't be done in a sinple opportunity. The addition of allowing multiple line items within a single opportunity increased the flexibility of the opportunities but, it appears, has caused you problems.
Because ACT! 2010 opened upt the opportunites further and now allow significant flexibility of design, I beleive it would be possible th design the opportunity table and layout to better suit your needs to focus the oportunities more on product tracking.
05-05-2010 07:54 PM
Thanks for your prompt reply.
One thing I am thinking from your post is that one should think just about fulfilling PURCHASE ORDERS. I see opportunities as complex sales, more like projects: someone asks you a system including harware sofware and services, you have to do a lot of estimates, integrate a lot of things, eventually use 3rd parties etc. A very personalized proposal, with a sales cycle of months. On the other hand, on a typical purchase order someone asks you some products that are available on the shelf: I want one of this, three of that etc.. It works like a customer placing an order at some e-commerce site. The customer "places" the products in a shopping cart and goes to checkout. Eventually the customer names that shopping cart and saves it for a later decision. The checkout guys do not name that order an opportunity, it is simply a purchase order number X of Mr Y. Another thing that´s commom in my business (and I guess hundreds like me) is the repetitive purchase order. Someone comes to ask me almost the same things on a certain frequency. For instance, I sell toner cartridges and the customer will ask for almost the same toner cartridges every week or every month and I just need to quickly see what I sold in the last orders, for what price and if I got the order or not.
One idea of what could be shown on a Sales Tab:
Tabs / Nono / Nono / Nono / Nono / Sales / ........
OPPORTUNITY X (or purchase order x) closed on Aug, 28 Total $ 9999
Aug, 27 10 x Product A $ 10 total $ 100 won
Aug, 15 20 x Product B $ 15 total $ 300 won
OPPORTUNITY Y (or purchase order y) closed on Mar, 15, total $ 8888
Mar, 10 10 x Product C $ 12 total $ 120 won
Mar, 10 20 x Product B $ 16 total $ 320 lost
This way in one screen w/o having to browse thru each opportunity one could be able to see all the placed orders while answering a new order. Sweet and simple like this!
05-06-2010 08:34 AM