Entering an Opportunity - Items Card
This page describes the fields on the 'Items' card of the Opportunity record. Please follow the links below for descriptions of the other cards:
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Use the grid on the 'Items' card to list the Items on the Opportunity. This grid is divided into five horizontal flips. When you click (Windows/Mac OS X) or tap (iOS/Android) on a flip tab (marked A-E), the two or three right-hand columns of the grid will be replaced.
Before adding any rows to an Opportunity, ensure that the Price List, Currency and Exchange Rate specified are correct. As you add Items to the Opportunity, the correct prices will be brought in automatically, converted into Currency if necessary. If you change the Currency after you have added Items to the Opportunity, the prices of those Items will be converted to that Currency automatically. However, if you change the Exchange Rate or if you change the Opportunity Date and the Exchange Rate changes as a consequence, prices already in the Opportunity will not be recalculated automatically. To have prices recalculated in this situation, use the 'Update Currency Price List Items' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). Prices will always be recalculated automatically if you change the Price List.
If you are using Windows or Mac OS X, you can add rows to an Opportunity, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.
You can also bring Items into an Opportunity by opening the 'Items: Browse' window, selecting a range of Items by clicking while holding down the Shift key, and dragging them to the Item field in the first empty Opportunity row. You can also copy a list of Item Numbers from a spreadsheet or word processor and paste them in the Item field in the first empty row.
If you are using iOS or Android, you can add rows by tapping the + button below the matrix. To remove a row, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. To insert a row, long tap on the row number where the insertion is to be made and select 'Insert Row' from the resulting menu.
Flip A - Item
- Paste Special
Item register
- With the insertion point in this field, enter the Item Number, Alternative Code or Bar Code for each Item included in the Opportunity. Pricing, descriptive and other information will be brought in from the Item record. If you leave this field blank, you can enter a short piece of text in the Description field, perhaps using the row for additional comments.
- If the Item is a Structured Item in which you have ticked the Paste Components during Entry box, its components will be listed on the following rows when you enter a Quantity. If you then change the Quantity of the Structured Item, the Quantities of the components will be updated automatically.
- You can use Access Groups to prevent users from selling Items of a particular Type. Assign them an Access Group in which you have granted Full access to the 'Disallow Sales of Plain Items', 'Disallow Sales of Stocked Items', 'Disallow Sales of Structured Items' and/or 'Disallow Sales of Service Items' Actions as necessary.
- Qty
- Enter the number of units offered. The Sum will then be calculated automatically.
- After entering a Quantity, pressing the Enter or Return key will cause the insertion point to move to the Item field in the next row. This will allow you to choose the next Item immediately.
- Description
- Default taken from
Item
- This field contains the name of the Item, brought in from the Item register. Usually, it will be the Item's Description that is brought in but, if you have entered various translations of the Description on the 'Texts' card of the Item record, the correct translation for the Language of the Opportunity (specified on the 'Price List' card) will be brought in instead.
- In addition to the Description or its translation, any rows of text that you have entered on the 'Texts' card of the Item record without a Language will be brought in to the following rows of the Opportunity, as shown in rows 5 and 6 in the illustration below.
If you want to add an extra description, you can do so: there is room for up to 100 characters of text. If you need more space, you can continue on the following lines.
- Unit Price
- The Unit Price of the Item according to the Lead or Customer's Price List will be brought in when you specify the Item Number. If the Lead or Customer does not have a Price List, or the Item is not on the Price List in question, the Base Price from the Item record will be brought in instead. If there is a Price List applying to an Opportunity, it will be shown on the 'Price List' card.
- The maximum number of decimal places that you can use in a Unit Price is three. If you need more decimal places, use the Unit Price in combination with the Price Factor on flip D.
- This figure will include VAT (and Extra Tax) if the Price List is one that is Inclusive of VAT or if you have specified on the 'VAT / Tax' card of the Account Usage S/L setting in the Sales Ledger that Base Prices include VAT (or VAT and Extra Tax).
- If the Opportunity has a Currency and Exchange Rate, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).
- Please refer to the Controlling Prices in Opportunities page for details about how you can control access to this field and otherwise control pricing in Opportunities.
- %
- If you need to offer the Lead or Customer a discount on an Item, enter the discount percentage in this field.
- A discount percentage will be brought in to this field automatically if you are using Discount Matrices and if there is a Discount Matrix that includes the Item applying to the Opportunity. Discount Matrices allow you to offer quantity discounts based on the value, quantity, weight or volume of each Item sold, so the discount percentage will be recalculated whenever you change the Quantity. If there is a Discount Matrix applying to an Opportunity, it will be shown on the 'Price List' card.
- Please refer here for more details about Discount Matrices.
- The Discount Calculation options in the Round Off setting in the System module allow you to determine whether the discount is to be applied to the Unit Price before it has been multiplied by the Quantity, or to the Sum. In certain circumstances (where there is a very small Unit Price and a large Quantity) this choice can cause the calculated discount to vary due to rounding. Please refer here for details and an example.
- The percentage entered here can act as a discount, margin factor or markup. This is controlled using the Discount Options setting in the System module.
- You can prevent certain users from changing a Discount in any Opportunity, Invoice or Order row using Access Groups, by denying them access to the same 'Change Unit Prices' Action that also controls access to the Unit Price field immediately above.
- Please refer to the Controlling Prices in Opportunities page for details about how you can control access to this field and otherwise control pricing in Opportunities.
- Sum
- The total for the row: Quantity multiplied by Unit Price less Discount. Changing this figure will cause the Discount Percentage to be recalculated. This figure will include VAT (and TAX) if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'VAT / Tax' card of the Account Usage S/L setting that Base Prices include VAT (or VAT and TAX).
- This figure will be rounded up or down according to the Row Sum rounding rules set for the Currency/Payment Term combination in the Currency Round Off setting in the System module. If that setting does not contain an entry for that combination, the Row Sum rounding rules in the Round Off setting also in the System module will be applied.
- Please refer to the Controlling Prices in Opportunities page for details about how you can control access to this field and otherwise control pricing in Opportunities.
- If you are using the Disallow Negative Row Sums on Sales option in the Account Usage S/L setting in the Sales Ledger, you will not be able to save an Opportunity if the Sum in any row is negative.
Flip B- Cust. Item No.
- If you know the Lead or Customer's code for the Item (i.e. the Customer's equivalent of the Item Number), you can enter it in this field. For a more permanent record, you can enter this code in the Customer Items setting in the Sales Orders module. After having done so, it will be brought in to this field in future Opportunities automatically.
- A/C
- Paste Special
Account register, Nominal Ledger/System module
- The Sales Account specified here will be credited with the Sum in the Nominal Ledger Transactions generated from any Invoices that will eventually result from the Opportunity. Sales Accounts are used to record the levels of sales of different types of Items in the Nominal Ledger.
- Please refer here for details about how the Sales Account in each row will be chosen.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- Default taken from Item or Item Group
- You can assign up to 20 Tags/Objects, separated by commas, to an Opportunity row. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that you can use in Nominal Ledger reports. Usually the Tags/Objects specified here will represent the Item.
- The Tags/Objects that you specify here will be transferred to the Nominal Ledger Transactions that will be generated from any Invoices eventually raised from the Opportunity. In those Transactions, these Tags/Objects will be assigned to the credit postings to the Sales Account and, if the Invoices will update the stock valuation in the Nominal Ledger, to the cost of sales postings. This assignment will merge these Tags/Objects with those of the parent Opportunity (shown on the 'Terms' card).
- The Tags/Objects specified here will also be transferred to the corresponding row of any Delivery eventually resulting from the Opportunity row. They will then be assigned to the debit posting to the Cost Account (Cost of Sales Account) in any Nominal Ledger Transaction generated from that Delivery. They will also be assigned to the credit posting to the Stock Account if you are using the Tag/Object on Stock Account option in the Cost Accounting setting.
- V-Cd
- Paste Special
VAT Codes setting, Nominal Ledger
- In any Invoice that results from an Opportunity, the VAT Code entered here will determine the rate at which VAT will be charged on the Item and the VAT Account that will be credited with the VAT value.
- Please refer here for details about how the VAT Code in each row will be chosen.
- T-Cd
- Paste Special
Tax Templates setting, Nominal Ledger
- In some countries, Tax Templates are used instead of VAT Codes to determine the rate at which VAT or sales tax will be charged on the Item and the Output VAT Account that will be credited with the VAT or sales tax value. VAT Codes should be used where each sales and purchase transaction (e.g. each row in an Opportunity) is taxed at a single rate, while Tax Templates should be used where different taxes and/or several tax rates are applied to one transaction (e.g. to one row).
- If you need to use Tax Templates, you should choose the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in the Nominal Ledger. This option will cause a Tax Template field ("T-Cd") to appear here instead of the VAT Code field ("V-Cd"). Having done so and having entered your Tax Templates in the Tax Templates setting also in the Nominal Ledger, you should specify the Tax Templates that are to be used in each Opportunity row here.
- Please refer here for details about how the Tax Template in each row will be chosen.
Flip C- Cost
- The unit Cost Price of the Item will be used in Gross Profit and Margin calculations.
- The default offered in each row will be chosen as follows:
- If the Price List of the Opportunity is one whose Type is "BuyBack", the Cost Price will be taken from the record in the Price register for the Item/Price List/Customer combination.
- The Cost Price from the Item record will be used.
If you need the figure that is brought in to be the Cost Price of the Item plus its Extra Cost, select the Include Item Extra Cost in Cost option in the Cost Accounting setting in the Stock module.
If you duplicate an Opportunity, the new Opportunity will contain the latest Cost Price from the Item register, and the Gross Profit will be recalculated accordingly. The Cost Price in the original Opportunity will not be transferred to the new Opportunity.
- You can prevent certain users from viewing Cost Prices in Opportunities, Quotations, Orders and Invoices using Access Groups, by denying them access to the 'View Item's Cost Price' Action. In an Opportunity, this will hide the Cost field, the GP field immediately below and the GP % and Total GP fields in the footer.
- GP
- The Gross Profit for the Opportunity row is calculated by subtracting the Cost Price (multiplied by the Quantity) from the Sum. The figure is therefore absolute, not a percentage. You cannot change this figure yourself, but it will be recalculated if you change the Unit or Cost Price or the % discount.
Flip D- Salesmen
- Paste Special
Person register, System module and Global User register, Technics module
- If necessary, you can specify a different Salesman or Salesmen (separated by commas) for each row of the Opportunity.
- From any Invoices created from the Opportunity, the Bonus, Salesman report will assign any commission for the corresponding row in the Invoice to the Salesman specified in the row only (i.e. not to the Salesman specified in the header).
- The 'Workflow Activity' function will not create Activities for the row Salesmen, and the Opportunity will not be recognised as belonging to the row Salesmen by the Limited Access feature.
- Price Factor
- Default taken from
Item
- The Price Factor is the quantity of the Item that can be bought by the Unit Price. For example, if the Unit Price of an Item refers to a box of 24 units, its Price Factor will be 24. Specifying a Price Factor for such an Item is only necessary if it will be sold in individual units (e.g. if you will break into the box of 24 to sell a single unit). The Price Factor will be used to calculate the price of a single unit (in this example, the Price Factor will be 24).
- When you use an Item with a Price Factor in an Opportunity row, the Quantity that you specify on flip A should be the quantity of individual units, not the quantity of boxes. When you enter a Quantity, the Sum will be calculated using the formula (Quantity/Price Factor) * Unit Price.
- The Unit Price field on flip A (and the Base Price field in the Item record) can only support three decimal places. Using a Price Factor can be useful if you need to use more. For example, if the price per unit is 0.0001, you can enter 0.01 as the Unit Price and 100 as the Price Factor. This will result in a Sum of 0.0001 when the quantity is one.
- Recipe
- Default taken from
Item
- If the Item is a Structured Item whose Paste Components During Entry box has not been ticked, its Recipe will be recorded here, brought in from the Item record. A Structured Item is essentially an Item that is assembled by your company on the point of delivery from components held in stock: its Recipe lists those components with quantities. You should not change the contents of this field. Please refer here for more details about Recipes.
Flip E- Unit, Unit Qty, Unit Pr. of Unit
- These fields allow you to quote for an Item using a different Unit to the one specified on the 'Pricing' card of the Item record.
- If you enter a Unit that has a Qty Factor here, the Quantity and pricing for the Opportunity row will change accordingly. For example, an Item is usually sold in single units. If you sell two dozen of them, you can enter the Unit representing one dozen (i.e. one whose Qty Factor is "12") in this Unit field and "2" in the Unit Qty field. The Quantity on flip A will change to "24" (i.e. 2 x 12) and the pricing will be adjusted accordingly. The Unit Price of Unit field will show the price for one dozen (i.e. the price of one of the new Unit).
- Use 'Paste Special' from the Unit field to choose from a list of Units.
- Width, Height, Depth
- Default taken from
Item
- These fields contain the dimensions of the Item. You can use them together with the Unit Qty field if the Item is sold by area or volume. Please refer to the description of the Units setting for details and an example.
Footer
In addition to the Currency, the Opportunity Footer contains various running totals as described below. Whenever you add or change an Opportunity row, these totals will be updated automatically.
- Currency
- Paste Special
Currency register, System module
- Default taken from Contact record for the Lead or Customer (Sales Currency) or Default Base Currency
- The Currency of the Opportunity: the exchange rate is shown on the 'Currency' card where you can change it for an individual Opportunity if necessary. Leave the field blank to use your home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).
- If the Contact record for the Lead or Customer has a Sales Currency specified on the 'Pricing' card, you can only use that Currency. Otherwise, you can use any Currency.
- If you change the Currency after adding Items to the Opportunity, the prices of those Items will be converted automatically and immediately using the appropriate Exchange Rate for the date of the Opportunity. However, if you change the Exchange Rate, prices already in the Opportunity will not be recalculated automatically. To have prices recalculated in this situation, use the 'Update Currency Price List Items' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). If you change the Opportunity Date and the Exchange Rate changes as a consequence, prices will be recalculated automatically if you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger.
- GP%
- The overall gross profit for the Opportunity, shown as a percentage.
- You can prevent certain users from viewing the GP % in Opportunities, Quotations, Orders and Invoices using Access Groups, by denying them access to the 'View Item's Cost Price' Action. In an Opportunity, this will hide the GP % field, the Total GP field immediately below and the Cost Price and GP fields on flip C of the matrix.
- Total GP
- The total gross profit for the Opportunity.
- VAT, Tax
- The VAT total for the Opportunity (or tax total if you are using the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in Nominal Ledger).
- This figure will be rounded up or down according to the Default for Calculated Values rounding rules set in the Round Off setting in the System module.
- Base
- The Base is the Opportunity total including VAT in your home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System Module). The field will not be used if the Currency of the Opportunity is blank.
- Subtotal
- The total value of the Opportunity rows (i.e. the total of the values in the Sum field).
- This figure will include VAT (and TAX) if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'VAT / Tax' card of the Account Usage S/L setting that Base Prices include VAT (or VAT and TAX).
- This figure will be rounded up or down according to the Default for Calculated Values rounding rules in the Round Off setting in the System module.
- TOTAL
- The total for the Opportunity, including VAT.
- This figure will be rounded up or down according to the Total rounding rules set for the Currency/Payment Term combination in the Currency Round Off setting in the System module. If that setting does not contain an entry for that combination, the Total rounding rules in the Round Off setting also in the System module will be applied.
- If you are using the Disallow Negative Totals on Sales option in the Account Usage S/L setting, you will not be able to save an Opportunity if the TOTAL is negative.
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The Opportunity register in Standard ERP:
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