# Opportunity
An Opportunity tracks a potential sale or a customer enquiry linked to a customer or lead. Add item lines, set probability and next contact date, approve the opportunity, track secondary status and reminders, and convert it to a sale quotation, sale order, or customer record. Enquiry-specific fields (type, stock, mill result) are custom fields.
Overview & List View
Go to CRM → Opportunity from the left menu. The list opens on Pending (approved, still open) by default. Use quick filter tabs or Advanced Filters to change the view.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Opportunity reference number. |
| Number # | Document number. |
| Date | Date and time. |
| Customer | Linked customer name. |
| Lead | Linked lead company name. |
| Employee | Assigned employee. |
| Amount | Total opportunity amount. |
| Branch | Branch (when multi-branch is enabled). |
| Status | Draft, Approved, Closed, Lost, Cancelled, etc. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Pending | Approved and still open (default). |
| Default | All except Cancelled. |
| Approved | Approved opportunities. |
| Draft | Draft opportunities. |
| Lost | Opportunities marked Lost. |
| Cancelled | Cancelled opportunities. |
Advanced Filters
Bill No, Customer, Lead, Employee, Item, Status (includes Open, Closed, and Lost), Secondary Status, Date, and any opportunity custom fields that have Show in Filter enabled (for example Enquiry Type).
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| view | All |
| edit | Draft, For Revisal |
| delete | Draft, For Revisal |
There is no kanban or pipeline board on the Opportunity list. Use Secondary Status for deal stages, and CRM reports such as Opportunity Secondary Status and Opportunity Owner Report for analysis.
Quick Start — Create an Opportunity
1. Navigate
Go to CRM → Opportunity and click New. You can also create from a lead using More → Create Opportunity on the lead view.
2. Select Customer or Lead
Fill in either Customer or Lead — exactly one is required, not both.
3. Add details and items
Set Date, Employee, Amount, Probability(%), Next Contact Date, Branch, and Notes. Add item lines under ITEMS.
4. Save
- Save — saves as Draft and opens the view.
- Save And Approve — approves in one step.
- Cancel — closes without saving.
When you save or update with a Next Contact Date, the system may ask whether to schedule a follow-up reminder for that date.
Use Save And Approve for enquiry-desk work so follow-up actions and auto reminders run immediately.
5. Follow up
After approval, update secondary status as the deal progresses, schedule reminders from the more menu or Reminders tab, and use Create Sale Quotation or Create Sale Order when the enquiry is ready to convert.
| **Field** | **Required** | **Description** |
|-----------|--------------|-----------------|
| Date | Yes | Date and time of the opportunity. Default: now. |
| Customer | One of Customer or Lead | Active customer. Address auto-fills from customer primary address. |
| Lead | One of Customer or Lead | Active lead. Address auto-fills from lead address. |
| Address | No | Read-only; auto-filled from customer or lead. View button opens address picker when customer is set. |
| Employee | No | Assigned employee. |
| Amount | No | Total opportunity value. |
| Probability(%) | No | Win probability percentage. |
| Next Contact Date | No | Planned next follow-up date. On save, you can schedule a linked follow-up reminder. |
| Branch | No | Branch. Shown when multi-branch is enabled. |
| Notes | No | Free-text notes. |
Company-defined Custom Fields appear in Basic Details or Opportunity Details according to Show in Form Group. Enquiry-desk fields (Enquiry Type, Stock Status, and so on) are custom fields — see Enquiry desk.
Enquiry desk
You can run a customer enquiry desk on Opportunity without a separate module. Enquiry-specific questions are Custom Fields on Collection Opportunity. Mid-flow stages use Secondary Status (Transaction Type = Opportunity), not a new bill status.
Enquiry Type
| **Value** | **What the user fills** | **Typical next step** |
|-----------|-------------------------|------------------------|
| Item Stock / Item Rate / Suggestion | Items plus Stock Status | In-Stock → make SO/SQ, Lost, or Cancel. Check in Mill → mill outcome. |
| Shipment Detail | Shipment Type and SO Number | 15-minute follow-up reminder. Replied closes the enquiry. |
| Accounts | Notes only | Same 15-minute reminder and Replied. |
The ITEMS table is hidden when Enquiry Type is Shipment Detail or Accounts. If Enquiry Type is not set, the form behaves as a regular opportunity (items stay visible).
Item stock path
- Set Stock Status to In-Stock or Check in Mill.
- In-Stock — after approve, use Create Sale Order or Create Sale Quotation, or Mark Lost / Cancel with a reason.
- Check in Mill — secondary status becomes Checking in Mill and one 30-minute follow-up reminder is created (title
Auto: Check in Mill).
- Set Mill Result:
- Mill Stock — secondary status returns to Open. You can make SO/SQ.
- No Mill Stock — if the opportunity is already approved, it is marked Lost with reason
No Mill Stock / Out of Stock at Mill.
- Alternative — secondary status returns to Open and Stock Status / Mill Result are cleared so you can choose again.
Shipment and Accounts
On save, one 15-minute reminder is created (title Auto: Enquiry follow-up) if a matching pending reminder does not already exist. Use More → Replied to close the opportunity with close notes Replied. Cancel still requires a cancel reason.
When Create SO / SQ and Mark Lost show
Create Sale Order and Create Sale Quotation stay available on ordinary opportunities (no Enquiry Type). On enquiry records they show only when stock is In-Stock or mill result is Mill Stock, and they stay hidden for Shipment Detail and Accounts. Mark Lost is hidden for Shipment/Accounts and while mill check is still in progress.
Item Lines
ITEMS section — table with auto serial numbers.
| **Column** | **Required** | **Description** |
|------------|--------------|-----------------|
| Sl Num | Yes (auto) | Serial number. Auto-generated. |
| Item | Yes | Active inventory item. |
| Unit | Yes | Unit for the selected item. |
| Quantity | No | Quantity. |
| Price | No | Unit price. |
Totals row sums Quantity. Item lines are used when creating a Sale Quotation or Sale Order from an approved opportunity.
Custom Fields
Opportunities support Custom Fields. Create fields under Settings → Others → Custom Fields with Collection Opportunity.
- On New and Edit, fields go into the form group you choose (Basic Details or Opportunity Details). If no group is set, they are added to Basic Details.
- Use Show this field only when to hide a field until another form field or custom field matches a value (for example show Stock Status only when Enquiry Type is Item Stock, Item Rate, or Suggestion).
- On the list, enable Show in List for a column and Show in Filter for Advanced Filters.
Agreed enquiry field names (do not rename if you rely on the built-in enquiry automation): enquiryType, stockStatus, millResult, shipmentType, soNumber.
Actions & Status
Status lifecycle
| **Status** | **Typical actions** |
|------------|---------------------|
| Draft | Approve, Edit, Delete |
| Approved | Cancel, Create Sale Quotation, Create Sale Order, Create Customer, Mark Lost, Replied (shipment/accounts), Update Secondary Status, schedule reminders |
| For Revisal | Edit, Delete |
| Open | Cancel, Update Secondary Status, schedule reminders |
| Closed | Update Secondary Status, schedule reminders |
| Lost | Update Secondary Status, schedule reminders |
| Cancelled | Terminal |
Creating a Sale Quotation or Sale Order from an Approved or Open opportunity typically closes the opportunity.
Toolbar actions (view page)
| **Action** | **Available when status is** |
|------------|------------------------------|
| Approve | Draft |
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| Clone | Always (unless user setting hides clone) |
More menu
| **Action** | **Available when** | **What it does** |
|------------|-------------------|------------------|
| Cancel | Approved, Open, Closed | Cancels with a required cancel reason. |
| Create Sale Quotation | Approved | Opens new Sale Quotation prefilled from opportunity items. Hidden on shipment/accounts enquiries and when stock is still being checked in mill. |
| Create Sale Order | Approved | Opens new Sale Order prefilled from the opportunity. Closes the opportunity. Same hide rules as Create Sale Quotation. |
| Create Customer | Approved, no customer yet | Opens new Customer from opportunity data. |
| Mark Lost | Approved | Sets status to Lost. A lost reason is required. Hidden on shipment/accounts enquiries and while mill check is still in progress. |
| Replied | Approved, Enquiry Type is Shipment Detail or Accounts | Closes the opportunity with close notes Replied. |
| Update Secondary Status | Approved, Open, Closed, Lost | Sets or changes the custom secondary status. See Secondary Status. |
| Add/Update Note | Always | Notes and Internal Notes (Not shown on print). |
| Schedule Call | Always | New Reminder, type Call, opportunity locked. |
| Schedule Meeting | Always | New Reminder, type Meeting. |
| Schedule Reminder | Always | New Reminder, type Task. |
| View Reminders | Always | Opens Reminders list filtered to this opportunity. |
| Print | Always | Print view. |
Secondary Status
Secondary Status is an extra stage label on the opportunity (for example Qualified, Negotiation, Checking in Mill) without changing the primary status (Approved / Closed / Lost).
Setup
1. Go to Settings → Others → Secondary Status.
2. Create statuses with Transaction Type = Opportunity.
3. Keep them Active so they appear in pickers and filters.
See Secondary Status for the master form.
Update on an opportunity
On the opportunity view, use More → Update Secondary Status (Approved, Open, Closed, or Lost). History and current status also appear on the Secondary Status sidebar tab.
List filter
Use Advanced Filter → Secondary Status to list opportunities in a given stage.
Reporting
Use Opportunity Secondary Status for counts, amounts, and time in each stage.
Reminders
Opportunities support CRM reminders the same way as leads and customers.
- Reminders tab on the opportunity view — embedded list with Mark Done, Snooze, Edit, Delete.
- More → Schedule Call / Meeting / Reminder — create a reminder linked to this opportunity.
- More → View Reminders — opens the full Reminders list filtered to this opportunity.
- Saving with a Next Contact Date can prompt you to schedule a follow-up reminder for that date.
- Enquiry automation can add one follow-up reminder: 30 minutes for Check in Mill, or 15 minutes for Shipment Detail / Accounts. A second auto reminder is not created if one with the same title is already pending.
See Reminders for types, notifications, and My Tasks.
View Details
Header: Number #, Date, Employee
Details: Lead, Customer, Address, Amount, Probability, Next Contact Date, Branch, Lost Reason and Lost Date (when status is Lost), plus custom field values
Item lines: Sl.No, Item, Item Code, Unit, Quantity, Price
Notes: Notes and Internal Notes (Not shown on print) when present.
Sidebar — top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Reminders | Embedded reminders for this opportunity. |
| Secondary Status | Current secondary status and history (when secondary status access is enabled). |
Sidebar — bottom panel
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log. |
| Attachments | Files uploaded to this opportunity. |
Best Practices
- Create opportunities from qualified leads so address and owner carry over automatically.
- Add item lines before approval if you plan to convert to a sale quotation.
- Define Opportunity secondary statuses for your sales stages and update them as deals progress.
- Set Next Contact Date and accept the follow-up reminder prompt so follow-ups are not missed.
- Use Mark Lost when the deal is lost and enter a reason so pipeline reports stay accurate.
- For enquiry-desk work, use Save And Approve so mill reminders, auto-lost, and Replied actions apply immediately.
- Use Probability(%) consistently across your team for pipeline review.
FAQ
Can I link both a customer and a lead?
No. Exactly one of Customer or Lead is required — not both.
Is there a pipeline kanban for opportunities?
No. Opportunities use a standard list with status filters. Use Secondary Status for deal stages and the Opportunity Secondary Status report for stage analysis. Probability(%) is a numeric field, not a stage board.
How do I set secondary status on an opportunity?
Create statuses under Settings with Transaction Type = Opportunity, then use More → Update Secondary Status on the opportunity view.
What does Mark Lost do?
It sets the opportunity status to Lost. A lost reason is required. Use it when the deal will not convert. Lost opportunities remain available for secondary status updates and reminders. Lost reason and date appear on the view.
What happens when I delete an approved opportunity?
Only Draft and For Revisal opportunities can be deleted from the list. Deleting also removes linked CRM reminders.
Which opportunities can I pick when scheduling a reminder?
The reminder form shows Approved and Closed opportunities when selecting an opportunity owner.
How do I create a sale quotation or sale order from an opportunity?
Approve the opportunity with item lines, then use Create Sale Quotation or Create Sale Order from the more menu. Customer or lead details and lines carry over. Creating either document typically closes the opportunity.
How do I run a customer enquiry on Opportunity?
Set Enquiry Type and the related custom fields. Use Save And Approve. Item stock enquiries can go through mill check with automatic reminders; shipment and accounts enquiries use Replied to close. See Enquiry desk.
What is Probability(%) used for?
It is a manual estimate on each opportunity — not a system stage. Use it consistently for pipeline review; there is no kanban board driven by this field.
Can I approve and invoice in one step?
Use Save And Approve on the form. Invoicing still requires Create Sale Quotation, Create Sale Order, or a separate sale document — the opportunity does not post to accounts by itself.
Why can't I delete this opportunity?
Only Draft and For Revisal opportunities can be deleted. Approved opportunities must be cancelled, marked Lost, or left on record; deleting removes linked CRM reminders.
Does Next Contact Date send notifications automatically?
Not by itself. On save, you can choose to schedule a Reminder for that date. You can also schedule from the more menu or Reminders tab at any time.
Can I create an opportunity without a lead?
Yes. Select an existing Customer on the New form when the deal is not tied to a lead record.