Manual Working with Odoo

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  1. Working with the Odoo Form Builder
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If, however, you leave this option unchecked, as we have in our example, you will not have the option to have contacts associated with that customer. Once you have learned how to enter data into one form, you should have no problem entering data into other forms in Odoo. The required ields will always be in purple. If you see a purple ield, you must ill in that data or you will not be able to save the record. You can move between ields by using your mouse or the Tab key. Unlike some systems, you cannot move between ields in Odoo by using the arrow keys. In many forms, you will have to select lists that allow you to choose from a list to populate the ield.

You can use your keyboard to type and limit the items that are displayed in a select list. By using the tab key and your keyboard to ind the appropriate item in the list, it is possible to enter data into a form with limited use of the mouse. Many select lists have two options at the bottom that will allow you to use additional search options, or to create an item that is not in the list.

In this example, we see a list of states with the option for additional searching or to create a new state that is not in the list. Use the Internal Notes area to enter any additional notes that you wish to keep on the customer. Salesperson The Salesperson ield allows you to select who the direct salesperson will be for this customer. While this ield is not required, it is often populated if you are integrating your sales management system with the Customer Relationship Management CRM application.

We will use this ield in the chapter on CRM; for now, we can leave the ield blank. Reference Often when implementing Odoo, a company already has an existing customer numbering system in place. The Internal Reference ield is the perfect ield to populate with an existing customer number. Otherwise, this ield can be left blank or used for another purpose. For our example, we are going to leave this ield blank. For our example, we will leave this as English. If, however, you were working with a company that preferred their documents in other languages, you could specify that language and Odoo will manage the translation.

Date The Date ield does not specify exactly what date this refers to for the customer. In most implementations, the business would deine this date to be the date on which the customer was acquired. Depending on your needs, you could deine the customer date to have an alternative deinition. It is also perfectly acceptable to leave this ield blank, as we will in our example.

Customer The Customer checkbox is known in Odoo as a Boolean ield. It is marked as either yes or no or on or off. Odoo has a unique method of storing data related to people in the system. The customer lag tells Odoo that this is in fact a customer record. Supplier Because Odoo stores customer and supplier data in the same table, it is possible to be both a customer and a supplier.

In this example, we will leave Mike Smith as a customer. Odoo uses a common table to store customer and supplier records. A sample use for the active ield would be to uncheck it if a customer has not made a purchase in a few years. For our example, we will leave this checked.

Odoo provides an Active ield for most records in the system. This allows you to easily make a record inactive, without having to remove the record from the database. Receiving messages by e-mail and opting out The Receive Inbox Notiications by Email option allows you to decide the communication level that you wish to have with your customer and under what conditions they should receive e-mails. It is worth noting that the Opt-Out setting will even prevent the customer from receiving e-mail messages sent manually via OpenChatter.

For the purposes of our example, we will maintain the default settings. Editing a customer — Accounting At irst, the accounting page on the customer screen can feel a bit intimidating, but in order to enter a new customer, we must provide some essential information.

Fortunately, there are only two required ields on this page: the accounts payable and the accounts receivable ields. We will leave the more complex accounting coniguration for a later chapter. Fiscal Position The Fiscal Position ield is sometimes also known as the tax status and in some systems, it is represented simply as taxable. Customers might also be exempted from tax if they represent a nonproit business.

This ield is not required, and it is possible to override this selection when producing a sales order. Account Receivable This ield speciies the default accounts as receivable account for the customer. It is a required ield, and the account will be automatically debited when a customer is invoiced. When the invoice is paid, the account's receivable account will be credited.

Perhaps for a lifelong customer, you would extend 30 or even 60 day net terms for them to pay their invoice. For a new customer, you might require immediate payment. Additional terms can be conigured in Odoo, depending on your needs. Total Receivable This is a computed ield and is currently 0.

As customers are invoiced, this ield will change to relect how much they currently owe. Credit Limit The Credit Limit ield allows you to establish credit limits for your customer. The system can then conigure warnings to alert you if a sales order would push a customer beyond their credit limit. For our example, we have immediate payment required, so we will leave the credit limit at 0.

Latest Full Reconciliation Date This is the date on which the accounting entries for the customer were last reconciled. As there have been no automatic or reconciliation operations performed, this ield is blank.

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Account Payable While this account is required, it is unlikely to be utilized by customers in Odoo. Still, you will need to specify an accounts payable account to inish entering the customer. Because a partner can be both a customer and supplier, we have separate terms for each. Bank accounts At the very bottom of our Accounting tab, we can set up optional bank accounts for our customer. Clicking Add an item will bring up a bank account screen to collect information that would be valuable in sending payment data or issuing ACH drafts against a customer's bank account.

For our example, we will not enter a bank account. Saving the customer record With the basic customer information entered, we can now hit the Save button to commit our changes to the record.

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Entering a product in Odoo Now that we have a customer, it is time we enter some products to sell to our new customer. For our example, we are going to enter a medium white cotton t-shirt. The following is the form to enter a product record into Odoo: Product name The product name is what will be displayed on the sales orders, invoices and in all other screens that refer to this speciic product. For our example, we are selling a Medium White T-Shirt.

Can be Sold Much like the customer Active lag, you can use Can be Sold to remove products from showing up on product lists by unchecking Can be Sold. For our example, we want to sell this t-shirt to Mike Smith, so we will leave the option checked. Product Type Product Type is the irst option on the Information tab on the product screen. Consumables are products that you actually sell and can be conigured to generate purchase orders. For our example, we will set the product type to Consumable. Internal Reference For the most part, Odoo utilizes the name ield and the description when displaying product information.

It is very common for a company to have a coding system for their products. The internal reference ield is useful to enter an alternative product code or number for the product. In this example, we will leave the Internal Reference ield blank. For now, we will be leaving this ield blank. Entering a product — the Procurements tab The second tab on the product screen collects any information related to procurements.

Supply Chain Information Beginning in Odoo 8, Odoo now provides great lexibility in routing products. Fortunately, for our purposes, Odoo provides the basic route—Buy that is required for us to purchase this product. Leave the Buy checkbox set to true. Suppliers In the suppliers list, you can specify which suppliers you use to purchase the product.

For now, we are focusing on selling the product and will wait until the later chapter on purchasing to learn more about suppliers. Description for Suppliers It is not uncommon in business to use different names for the same products, depending on whether you are talking to a supplier or the customer. This ield allows you to specify the product description for the supplier.

Some industries will ind this essential for communicating product information to the supplier. For our example, we will leave this ield blank. Entering a product — the Inventory tab The Inventory information tab lets you collect information on the current status of the product and to assign a product manager. Quantity available, for example, would exclude products that may still be in inventory but have been allocated to delivery orders.

Naturally, as we are just setting up this project, all these values are zero. Status The status ield allows you to specify the various product stages and provides an additional level of classiication in the inventory. This is not a required ield and the product can be still entered on a sales order if this ield is left blank. This can be useful for reporting purposes and creating intelligent dashboards. For example, an engineer could have their dashboard conigured to only show them the products in which they are the product manager.

Entering a product — the Sales tab The Sales tab on the product form allows you to specify optional information on the product, as it relates to sales and quotations. If there is a warranty on the product, you can specify the warranty duration in months. You can also specify a description that will show up just on quotations. This would be used, for example, if you wanted a different description on the quotation than you have on the invoice. We will leave these ields as their defaults for our case study.

The following is the Sales tab, located on the product form: Entering a product — the Accounting tab The Internal Category ield for now can just be left as All. Categories can be used to group products and organize them in a way that makes sense for your internal requirements.

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Beginning with Odoo 8, you can now have alternative categories deined for the products on your website. However, there will be times when you have a product that has a speciic tax. In the United States, one example is that cigarettes often have a more substantial tax than other items, such as food. Odoo allows you to specify additional tax options for a given product in the accounting page.

Taxes can be speciied for both the customer and the supplier separately. The following is the Accounting tab that is located in the product form: For our example, we will set the customer taxes to the 9. Saving the product Clicking on the Save button stores the product record in Odoo. If you click on Discard, you will get prompted with a warning message that you will lose your changes. Setting the company information We have entered both a customer and a product.

However, before we create a sales order, we still have some work to do in setting up our company. Currently, Odoo does not even know the name of our company and has used Your Company as the name, by default. We can locate the company information by choosing Settings from the top menu and then choosing Companies from the submenu on the left. Click on the Edit button so that we can enter edit mode and update the company information. It is also possible to click on the photo icon at the top left to assign a logo to the company.

At the bottom of the screen, you can add bank accounts for the company. We will wait to conigure bank accounts for a later chapter. The Coniguration tab The Coniguration tab simply allows you to set the default currency for the company. Overdue Payments The Overdue Payments tab will allow you to change the statement that will appear to customers who are lagged for being late with their payments.

For our example, we will keep the default. Saving company information Click on Save to update the company information. We are now ready to enter our irst sales order. Entering your irst sales order Now, for the moment we have all been waiting for. We inally get to sell our products by entering a sales order. To get to the sales order entry screen, click on Sales in the top menu and then choose Sales Order from the submenu on the left.

Every brand new sales order begins as a quotation and stays in that state until you conirm the sale. Only after conirming the quotation will your sale be referred to as a sales order. The following is a new sales order form, with the cursor set on the Customer ield: Selecting the customer When you create a new quotation sales order, you are prompted to irst select the customer from the select list. As you add customers, you will have the option to search and locate customers for the sales order.

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For now, we will be selecting the customer we entered early in the chapter, Mike Smith. You will not be able to begin entering line items until you have speciied the customer for the sales order. For example, you might wish to store a reference to how the customer was acquired. We are leaving this ield blank for our example. Entering line items on a quotation sales order Now, we are ready to begin specifying the product we wish to sell.

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Click on Add an item in the line item area to add a line to the grid. The irst ield will be Product. Select Medium White T-shirt from the list box. Your line item ields should populate and look like this: The Product ield Each line item starts out by selecting the product. You can add products on-the- ly by choosing Create and Edit… from the bottom of the list. Once there are more products in the list, you can also bring up a product search window using the search more… option. After you select the product ield, Odoo retrieves the tax and pricing information from the server to display it in the line item.

If you wish to see the total before clicking on the save button, click on the update link that is located next to the Total at the bottom of the form. Description Odoo will pull over the description from the product record to populate the description ield on the line item. It is possible to override the description on the quotation sales order.

For this example, we will leave the description as it pulled over from the product record.

Quantity Product quantity will default to 1. Naturally, you will change this ield to the quantity of products you have sold.

We will just leave quantity as 1 for this example. Taxes Odoo supports taxes by line item and will automatically pull over the 9. Additional taxes can be added or removed from the line item. For this example, we will leave the tax at 9. Unit price Odoo pulls the sale price from the product record to populate the unit price in the line item. It is possible to override the price in the line item. Be careful while changing prices in the line items of Odoo.

It is possible that if you click back on the Product ield or tab through other ields in the line item that the unit price will lip back to the price in the product record. If you are changing prices in the line items, make sure to double-check your unit prices before you conirm your sales order. Saving the quotation sales order Click on Save to save the quotation. The form will refresh, displaying the full customer address, as well as updating the tax and inal total of the quotation sales order.

Odoo 8 displays the current state of transactions in the top-right corner of the form. This indicator makes it very easy to see the current stage of a transaction throughout the Odoo worklow. In this example, we can see that this is currently a Draft Quotation status. The available actions you can take on this quotation are displayed at the top-left corner of the form. Print Even in the digital age, it is still very common to need a printed copy of a quotation or sales order. Clicking on the Print button will generate a PDF document containing your quotation.

Conirm Sale The conirm sale button will convert the quotation into a sales order and push the transaction further down the sales worklow. Cancel Quotation Clicking on the Cancel Quotation button will prompt you to cancel this quotation. The quotation is not deleted and can still be viewed. Canceling the quotation ends the sales order worklow, and the quotation will only be kept in the system for archive purposes.

Click on the Conirm Sale button to convert this quotation into a sales order. Invoicing the sale Depending on the worklow of the business, a lot of different things can happen after you have conirmed a sales order. In manufacturing companies, you might need to both purchase products and create a manufacturing order to produce the inal product before you invoice the customer. In our example, we are going to go ahead and invoice the customer for the t-shirt they have ordered.

Click on the Create Invoice button to generate an invoice for the sales order. The following is the Invoice Order wizard: What do you want to invoice? Odoo provides a variety of options for invoicing the entire sales order or, instead, invoicing based on other methods.

You will be prompted to enter the amount of the deposit, as well as the opportunity to designate an advance product. Creating the invoice For our example, we will be invoicing the whole sales order. Click on Create Invoice to generate the invoice. Initially, the invoice is created in a draft state. Clicking on Validate will conirm the invoice and post the transaction.

These links, which appear on form views just below the topmost menu, allow you to traverse from your invoice back to the relevant sales order from which it derived. The use of these links is the preferred method of backtracking to prior screens, as opposed to using your browser's back button. Summary In this chapter, we started by creating an Odoo database.

We then installed the Sales Management application and created our irst customer. With our customer created, we turned our attention to setting up a product in Odoo and entering our basic company information. Next, we created a quotation and followed the worklow all the way through to conirming the sales order and generating an invoice. In the next chapter, let's look our sales strategy and what we want to achieve via the CRM software. Earlier, businesses were centered on speciic products, but now the focus has shifted to the customer.

Customer Relationship Management CRM systems provide the tools and reporting necessary to manage customer information and interactions. The fact is that successfully implementing a CRM system requires much more planning than just installing software and asking employees to ill in the data. CRM software systems are only a technical tool in assisting your sales and marketing department in acquiring and keeping customers.

Certainly the software will play an important role, but to obtain real beneits from a CRM system, you must perform research to understand your customer and how exactly you wish to shape the customer experience. It is critical that salespeople share account knowledge and completely understand the features and capabilities of the system. They often have existing tools that they have relied on for many years. Without clear objectives and goals for the entire sales team, it is likely they will not use the tool. A plan must be implemented to spend time training and encouraging the sharing of knowledge to successfully implement a CRM system.

Managing the customer experience Today, customers face a wide range of choices when it comes to purchasing products and services. At the most fundamental level, customers often build great loyalty to brands that give them a positive customer experience. Companies such as Apple and Harley Davidson are successful largely because of ierce brand loyalty based on positive customer experiences.

Making the most of a CRM system requires you to put yourself in the role of your customer and develop a consistent strategy to improve their overall customer experience. Treating your customer like a real person As computers became more common, it wasn't long until people began to feel as if they were treated like a number by many companies. In many ways, CRM systems turn the tables around. Instead of treating customers like cattle, a smart account manager, using a CRM system, can greatly personalize the customer experience. With a CRM system, you treat your customer like an individual, and they will reward you with their loyalty.

Because you are looking to create a personalized customer experience, it is important to thoroughly look at your customer's interactions with the company when designing your own CRM system. A company that sells high-end security systems to government institutions will need to provide drastically different customer experiences than a company that provides a pool maintenance service.

If your company does not have customer-focused goals or a mission statement, then you should address that before you begin designing a CRM system. Most critically, a focus must be placed on concerns and interactions that have a direct impact on customer experience. A good CRM system will not just manage the sales process but the entire customer experience and interactions before and after the sale. The real-world case study — improving customer experience Now we will take a detailed look at how a real-world CRM system can be implemented to improve customer experience.

We begin by looking at a company slogan. We make great irst impressions last. Here, we have a slogan that most certainly speaks of the value of customer experience. In the building process, there is often a natural tendency to focus almost exclusively on customer acquisition and pre-sale activities. We must take care to remember that a CRM system must also support processes that manage the entire customer experience. How are problem orders handled? How is the customer contacted if there is a product back order? If the customer calls, can the service representative easily provide delivery-tracking information?

These are the kind of scenarios to consider when building your own CRM system. In a few seconds, the list of available apps will appear. Assigning the sales representative or account manager In Odoo, like in most CRM systems, the sales representative or account manager plays an important role.

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Typically, this person will ultimately be responsible for the customer account and a satisfactory customer experience. While most often a company will use real people as their salespeople, it is certainly possible to instead have a salesperson record refer to a group or even a sub-contracted support service.

We will begin by creating a salesperson who will handle standard customer accounts. Note that a sales representative is also a user in the Odoo system. The new user form will appear. We have illed in the form with values for a ictional salesperson, Mike Zeigler. The following is a screenshot of the user Access Rights tab: Email Address Beginning in Odoo 8, the user and login form prompts for e-mail as opposed to a username. It is still possible to use a username instead of an e-mail address, but given the strong encouragement to use an e-mail address in Odoo 8, it is possible that in future versions of Odoo, the requirement to provide an e-mail address will be more strictly enforced.

There is no need to give Mr. Zeigler access to the Sharing or Administration privileges. By default, Odoo will specify Mr. Ziegler as an employee, so we will accept that default. Depending on the applications you may have already installed or the dependencies Odoo may have had in various releases, it is possible you will have other access rights listed. Sales application settings When setting up your salespeople in Odoo, you have three different options on how much access an individual user has to the sales system: User : Own Leads Only This is the most restrictive access to the sales application.

With this access level, the user is only allowed to see the leads they have entered themselves or those that have been assigned to them. They will not be able to see leads assigned to other salespeople in the system. User : All Leads With this setting, the user will have access to all leads within the system. Manager The Manager setting is the highest access level in the Odoo sales system. With this access level, the user can see all leads, as well as access the coniguration options of the sales application.

The Manager setting also allows the user to access statistical reports. The following form is to enter a new user into Odoo: Language and Timezone Odoo allows you to select the language for each user. Currently, Odoo supports more than 20 language translations. Specifying the Timezone ield allows Odoo to coordinate the display of the date and time on messages. Make sure you specify a timezone when creating a user record. Leaving timezone blank for a user may sometimes lead to unpredictable behavior in the Odoo software. Check the customization chapter to ind out how you can make timezone a required ield!

In version 8, the support has been improved, and it is now even easier to communicate important sales information between colleagues. Therefore, determining the appropriate handling of email along with the circumstances in which a user will receive an e-mail is very important. The Receive Inbox Notiications by Email option lets you determine when you will receive e-mail messages from notiications that come into your Odoo inbox. For our example, we have chosen to receive All Messages. This is now the new default setting in Odoo 8.

However, since we have not yet conigured an e-mail server, no e-mails will be sent or received at this stage. Let's review the user options that are available in communicating by e-mail. Never Selecting Never suppresses all e-mail messaging for the user. Naturally, you will wish to use this setting if you do not have an e-mail server conigured. This is also a useful option for users to use Odoo's built-in inbox to retrieve their messages. All Messages — discussions, e-mails, and followed system notiications This option sends an e-mail notiication for any action that would create an entry in your Odoo inbox.

Unlike the other options, this action could include system notiications or other automated communication. Default Sales Team In Odoo, sales teams allow you to organize salespeople. For example, you could have sales teams organized by region or by product category. Even if you do not load demo data during an Odoo installation, the system will have one sales team record named Direct Sales. In version 7 of Odoo, this default team was called the Sales Department.

Signature The Signature section allows you to customize a signature that will automatically be appended to Odoo-generated messages and e-mails. Manually setting the user password You may have noticed that there is no visible password ield in the user record. That is because the default method is to send the user an account veriication email that they can use to set their password.

However, if you do not have an email server conigured, there is an alternative method to set the user password. Assigning a salesperson to a customer Now that we have set up our salesperson, it is time to assign him his irst customer. Previously, no salesperson was assigned to our one and only customer, Mike Smith. So let's go to the sales menu and then click on Mike Smith to pull up his customer record and assign Mr. Ziegler as his salesperson.

By assigning your customers a salesperson, you can better organize your customers for additional statistical analysis and report development. In Odoo 7, you were required to supply both the salesperson and the department. Now in Odoo 8, you specify only the salesperson. Leads and opportunities Odoo provides two primary documents to manage interactions with your customers or potential customers.

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You can think of leads as less critical—and perhaps less likely to turn into a real sales situation—than an opportunity. A good example of leads would be the few dozen business cards you get from people you met at a conference. You could add each of them as a lead for further follow-up. An example of an opportunity would be meeting someone at the conference and having a detailed conversation on how your company provides appropriate services. Many people get confused between when to use leads and when to use opportunities.

The best way to remember the difference is that leads are intangible and are essentially potential contacts. Opportunities should be more clearly deined, have some sort of expected income if successful, and provide signiicant project details and scope compared to a simple lead. Creating leads in Odoo Many a time, it can take quite a bit of work to uncover an opportunity. Use Odoo to create leads when you need a qualiication step before creating an opportunity or a customer.

For example, you may receive a business card or an unqualiied lead from your website. Another common situation is that leads are purchased, perhaps from a mailing list, and then imported into Odoo. Let's create a new lead for a potential customer we met at a local event. Under the Sales menu, click on Leads and then on the Create button to open a new lead.

In our example, we have illed out the basic contact and address information as well as assigned our sales representative to this lead. For this example, we are not yet creating a customer. Notice, however, that there is a customer ield available in the form. It is possible that you come across a lead that perhaps is tied to an existing customer you already have in the system.

In this case, you could select the customer and the rest of the information would be illed in. You will notice a button labeled Convert to Opportunity at the top-left corner of your form. At any point, you can convert a lead into an opportunity simply by clicking on this button.

Once you click on Convert to Opportunity, you will be presented with an Odoo wizard that will allow you to choose how you wish to handle the conversion of the lead into an opportunity. Each of the options presented are pretty self-explanatory. The Conversion Action ield determines if you will create a new opportunity or merge this lead with an existing opportunity. You also have the option of assigning the opportunity to a speciic salesperson. Finally, you get to tell Odoo if you wish to create a new customer for this opportunity or if instead you wish to assign this opportunity to an existing customer.

To do so, identify the lead you wish to mark as lost. You can mark a lead as lost by choosing Mark as Lost from the More menu at the top of the page or by clicking on the More status on the far right of the form and choosing Dead. There is no difference between the two methods. Lost and Dead mean the same thing. Odoo just names them differently in the interface. Creating a new opportunity In Odoo, a potential sale is deined by creating a new opportunity.

An opportunity allows you to begin collecting information about the scope and potential outcomes of a sale. Opportunities can be created from new leads or originate from an existing customer. For our real-world example, let's assume Mike Smith has called and was so happy with his irst order that he now wants to discuss using Silkworm for his local sports team. After a short conversation, we decide to create an opportunity. To do so, we click on the Opportunities button. It is naturally important to choose a subject that makes it easy to identify the opportunity in a list.

This is the only ield required to create an opportunity in Odoo. Expected Revenue and percentage Here, you specify the amount of revenue you can expect from the opportunity if you are successful and then the percentage likelihood that this opportunity will result in a sale.

These values are useful in many statistical reports, although they are not required to create an opportunity. An increasingly number of reports looks to the expected revenue and percentage of opportunity completions. Therefore, depending on your reporting requirements, you may wish to encourage salespeople to set target goals for each opportunity to track conversion better.

Customer This ield is automatically populated if you create an opportunity from the customer form. However, you can assign a different customer if you like. This is not a required ield, so if you have an opportunity that you do not wish to associate with a customer, that is perfectly ine. For example, you may leave this ield blank if you are attending a trade show and expect to have revenue but do not yet have any speciic customers to attribute to the opportunity.

Next Action When following up on your opportunities, one of the most important triggers will be the Next Action date. Here, you decide when you should next take some sort of action on the opportunity. You are provided a small note ield to remind you of the action that you should be taking. This could be anything from placing a phone call to sending an email to performing a presentation.

For our example, we intend to present a proposal on the action date. Expected Closing When managing your opportunities, it is important to establish a goal for when you wish to close the sale. Providing an expected closing date is handy for managing opportunities and running reports identifying which opportunities are due to be closed.

The priority setting ranges from lowest to highest, with three settings in between. In deining your CRM system, you should identify business rules to determine under what conditions an opportunity will receive the highest priority. For example, you could choose 'trade show' and 'sports' as tags to designate an opportunity that is sports-related and will take place at a trade show. Email and Phone The Email and Phone ields allow you to specify the primary contact methods you will likely use to communicate with your opportunity.

Internal Notes The Internal Notes area is where you provide all the details of the opportunity. For our example, we kept the notes brief. However, when you are working with real opportunities, make sure you take advantage of the Internal Notes area to document anything that will help you close the sale. The Lead tab When you create an opportunity from either a customer or a lead, the information is automatically brought over into the Lead tab in the opportunity. This information is automatically populated but can be overwritten for the opportunity if you desire.

The Function ield is used to provide a bit of detail on the event that triggered the opportunity. Odoo does not provide separate ields for irst and last names like many other accounting systems. Consider this as you plan how to organize customers in your system. Mailings The Opt-Out checkbox prevents the lead or customer associated with this opportunity from receiving mass mailings. Active This ield is useful if you have an opportunity that perhaps has gone cold. Instead of deleting the opportunity, you can make it inactive by unchecking the box.

Later if the opportunity becomes viable again, you can make it active once again. Referred By This is a simple text ield that is not tied to any other data. It is just a ield where you can make a note of who may have referred this opportunity to you. References The two places to specify references at the bottom of the screen have a great deal of lexibility in tying other information in Odoo to the opportunity. Not only can you select the type of reference, you can tie the opportunity directly to many records in the system.

Looking at your opportunities in the Kanban view When you navigate to the Sales menu and choose Opportunities, you will see your opportunities displayed in the Kanban view. The following is a screenshot of the Kanban view for opportunities: Clicking on the small arrow on the Kanban card will bring up a small menu allowing you to perform actions related to the opportunity.

An introduction to sales stages At the top of the Kanban view, you can see the default stages that are provided by the Odoo CRM installation. As an opportunity moves between stages, the Kanban view will update to show you where each opportunity currently stands. Here, we can see that because Sports Team Project has just been entered, it is in the New column. The following is a screenshot of the actions available on an opportunity: Actions you can take on an opportunity Selecting the Edit… option takes you to the opportunity record and into edit mode for you to change any of the information.

In addition, you can delete the record, send an email to the contact associated with the opportunity, and schedule a call or meeting. The color palette at the bottom lets you color code your opportunities in the Kanban view. The small star on the opportunity card allows you to highlight opportunities for special consideration.

You can also easily drag and drop the opportunity into other columns as you work through the various stages of the sale. Using Odoo's OpenChatter feature One of the biggest enhancements brought about in Odoo 7 was the new OpenChatter feature that provides social networking style communication to business documents and transactions. This feature has been improved in Odoo 8 and is more important than ever to create clear communication processes within an organization. As we work on our brand new opportunity, we will utilize the OpenChatter feature to demonstrate how to communicate details between team members and generate log entries to document our progress.

The best thing about the OpenChatter feature is that it is available for nearly all business documents in Odoo. It also allows you to see a running set of logs of the transactions or operations that have affected the document. Bring up the opportunity by using the right-click menu in the Kanban view or by going into the list view and clicking the opportunity in the list. It is time to update the status of our opportunity by clicking on the Proposition tab at the top of the form. Notice that you do not have to edit the record to change the status of the opportunity.

At the bottom of the opportunity, you will now see a logged note generated by Odoo that documents the change of the opportunity from a New opportunity to a Proposition. The following is a screenshot of OpenChatter displaying the changed stage of the opportunity: Notice how Odoo is logging the events automatically as they take place. Managing the opportunity With the proposal presented, let's take down some details from what we have seen so far, which may help us later when we come back to this opportunity. One method of collecting this information could be to add the details to the Internal Notes ield in the opportunity form.

There is value, however, in using the OpenChatter feature in Odoo to document our new details. With the generic notes ield, it can be very dificult to manage multiple entries. Another major advantage is that the OpenChatter feature can automatically send messages to team members' inboxes, thus updating them on the progress. Let's see it in action! Click on the Log a Note link to attach a note to the opportunity. Here's a screenshot showing how to create a note: When you create a note, it is attached to the business document; but no message will be sent to followers.

You can even attach a document to the note by using the Attach a File feature. Clicking on the Log an internal note button saves the note and makes it part of the OpenChatter log for that document. Following a business document Odoo brings social networking concepts into your business communications. Fundamental to this implementation is that you can get automatic updates on a business document by following the document. Then, whenever a note, action, or a message is created related to a document you follow, you will receive a message in your Odoo inbox.

In the bottom right-hand corner of the form, you are presented with notiication options and the option to add or remove followers from the document. The blue Following button at the top indicates that I am following this document. Using the Add others link, you can add additional users to follow the document. Now in Odoo 8, the items that followers are notiied of can be viewed by clicking on the arrow to the right of the Following button.

This brings up a list of the actions that will generate notiications to the followers: The checkbox next to Discussions indicates that I will be notiied of any discussions related to this document. However, I will not be notiied, for example, if the stage changes.

When you send a message, by default, the customer will become a follower of the document. Thus, whenever the status of the document changes, the customer will receive an email. Test out all your processes before integrating with an e-mail server. For additional resources on community modules that help manage the OpenChatter features, refer to Appendix, Locating Additional Odoo Resources. Modifying the stages of the sale We have seen that Odoo provides a default set of sales stages.

Many times, however, you will want to customize the stages to best deliver an outstanding customer experience. Moving an opportunity through stages should trigger actions that create a relationship with the customer and demonstrate your understanding of their needs. A customer in the qualiication stage of a sale will have signiicantly different needs and expectations than a customer in the negotiation phase. In terms of our case study, there are sometimes printing jobs that are technically complex to accomplish. With different jerseys for a variety of teams, the inal details need to go through a inal technical review and approval process before the order can be entered and veriied.

To add a stage to the sales process, switch to the Kanban view, then click on the Add column link in the top-left corner of the form. You can ind the Kanban button in the top-right corner of the form. This is what the Kanban button looks like: The Add column form is in the following screenshot: After you have added the column to the sales process, you can use your mouse to drag and drop the columns in the order you wish them to appear. We are now ready to begin the Technical Approval stage of this opportunity. In Odoo 7, there was also a Status property that was confusing for many users.

Therefore, Status has been removed in Odoo 8. You will also notice that any time you change the stage of an opportunity, an entry is created in the OpenChatter section at the bottom of the form. In addition to the ability to drag and drop an opportunity into a new stage, you also have the ability to change the stage of an opportunity by going into the form view. Closing the sale After a lot of hard work, we have inally won the opportunity, and it is time to turn this opportunity into a quotation. At this point, Odoo makes it easy to take that opportunity and turn it into an actual quotation.

Since we deinitely want to update our opportunity and get credit for the win, we make sure that the Mark Won box is checked. Notice that it is also possible to create a quotation for other customers as well by simply selecting them from the list. The following is a screenshot of the Make Quotation action for an opportunity: Clicking on the Create button will move your opportunity to the Won stage and automatically populate the reference ield in the opportunity with a link to your newly created quotation.

Your opportunity converted to a quotation The worklow in Odoo handles moving over all the required information from your opportunity to your quotation document. At this point, you are ready to begin adding line items and creating a quotation just as we did in Chapter 2, Installing Your First Application. Managing multiple sales teams Like most Odoo applications, by default, most settings are pre-conigured to provide a simple out-of-the-box solution.

Many companies, however, may have multiple sales teams that handle different customer types, perhaps by product line or by geographical territory. When your company has those requirements, you will want to turn on the option to handle multiple sales teams within Odoo. You will also notice that when you now click on the Sales menu, you will get a new default view that breaks operations down by sales team. Creating custom stages through Sales Teams For many sales operations, a company may use the same stages for all their sales.

However, depending on the complexity of your company's product line, it may be better to create custom stages for different sales teams. For our case study, Silkworm provides creative design services that require a different set of stages when managing the sales process. As we have discussed, the primary purpose of stages in a CRM system is to support a positive customer experience. To conigure the stages of a sales team, click on the small arrow in the Kanban view or switch to the row view and double-click on the row.

The far right of the grid has a small trash icon that can be used to delete a stage. Each stage is assigned to a related status, and you can determine whether a stage is applicable to a lead or an opportunity, or to both. Creating a new sales team We can create a new sales team to handle creative designs and more artistic projects that require extra customer service.

Click on Create in the Sales Team view to create a new sales team. Odoo provides a built-in meeting scheduler you can use speciically to manage your schedule and relate those events to customers within Odoo. Let's take a look at how we can schedule an event in Odoo.

Meeting scheduling is handled in the messaging menu of Odoo. Begin by going to the messaging menu and choosing Calendar. The arrows at the top left of the form allow you to quickly navigate to the previous and next month respectively. To the right of the title is the option to look at the calendar by month, week, or day. This can be particularly valuable to see more information when you have many meetings scheduled. On the far right, you have a small calendar for the next month.

This small calendar is interactive, and you can use it to quickly jump to that month and even a speciic day. Scheduling an event Scheduling an event is very easy. Simply click on the day you wish to schedule an event. You will then be prompted to name the event. You can directly create the event, or you can choose Edit Event to provide additional details about the event.

Depending on how you want to organize and manage your meetings, it may work for you just ine to create the event; provided the event summary is enough information for you to take the action you require. Typically, however, it will be a better practice to edit this event and provide some more details. Notice, however, that instead of Event summary, the title is now Meeting Subject. Perhaps Odoo will modify this in the future for greater consistency. Make sure that the Ending at date is one day after the Starting at date and the All Day option is checked. Adding attendees to your meeting By default, you are the only person attending this meeting.

When you are meeting with a client, customer, or vendor, it is largely up to you to add the attendee here in the list. For our purpose, we will add Mike Smith to the list of attendees. Odoo will automatically search in real time as you type out the name. Odoo will then add the attendee to the attendees list. For internal communications, this can be used to make sure all of the necessary team members are notiied of the meeting if they are also using the Odoo schedules.

Odoo will give you a warning if you add an attendee that does not have an email address. In this case, Odoo will still add the attendee, but naturally, any automated notiications will not be delivered to the attendee. One of the irst things to notice is that, by default, Odoo schedules a meeting for the full day. If you wish to schedule for a speciic time, uncheck the All Day option. After you have unchecked the option, the Starting at and Ending at ields will expand to allow you to specify the time. One other important thing to notice is that even after you uncheck the All Day option, Odoo will leave the ending date as the next day.

Therefore, at least with this version of Odoo, you will have to go back and adjust the end date to be the same as the start date. In this example, we have also added a simple description to show how you can specify details of the event. Specifying tags for your meeting Odoo provides a set of default meeting tags that quickly tell you the overall scope of the meeting. You can specify multiple tags as well as create new tags to organize your meeting schedules. Setting reminders can possibly help prevent you from missing an important meeting.

Odoo offers two kinds of basic reminders: notiications and email reminders. Notiications will prompt you visually on screen in the top-right corner of your window at a speciied time before the meeting. Email reminders will send you an e-mail. In addition to tags and reminders, you also have the option to specify the location of the meeting. This location is a simple text ield and is just some extra information you can use to keep your team members informed. Specifying additional meeting options Under the options page, Odoo allows you to specify several additional options for meetings.

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