Creating and closing opportunities in Salesforce
Creating and Closing Opportunities in Salesforce
CREATING A CONTRACT
Upon sales providing you with an email requesting the contract to be created, the following steps are to be compete.
NOTE: email should include LINK TO OPP as well as Signer name/address
- STEP 1 – Creating the QUOTE
- Use link to display Opportunity.
1a) Ensure the Account Name has a billing address.
- Select QUOTES and NEW QUOTE (top right of QUOTE screen display)
- Highlight to COPY AND PASTE the OPP Name in the QUOTE NAME field
3a) ADD _QUOTE_DATE to the end of the QUOTE NAME
Example:
OPP NAME Okanogan County Fairgrounds_PLG_ASTRA_SaaS_V2
QUOTE NAME Okanogan County Fairgrounds_PLG_ASTRA_SaaS_V2_QUOTE_20220530
- Bill to Contact Name must be entered and is usually but not required to be the same name as the signer.
- Select SAVE
- STEP 2 – SYNCING AND PRINTING QUOTE
- Select START SYNC (top right of QUOTE Screen) and Continue
- Select Down arrow and Create PDF
3a) Select proper template and CREATE PDF
- ASTRA Service Agreement Model A SAAS
- ASTRA Service Agreement Model B SAAS & BYS
- ASTRA Service Agreement Model C LOCAL & BYS
(Ignore final option Model C LOCAL)
- Download and SAVE PDF from Preview Screen.
File name should be identical to the quote name except replace QUOTE with SERVICEAGREEMENT
Example:
QUOTE NAME Okanogan County Fairgrounds_PLG_ASTRA_SaaS_V2_QUOTE_20220530
CONTRACT NAME Okanogan County Fairgrounds_PLG_ASTRA_SaaS_V2_SERVICEAGREEMENT_20220530
- Open Contract in a PDF editor to make appropriate adjustments
Model A
- Add 2.50% under Total Price to the ASTRA – Credit Card Processing line
- Remove value from ASTRA – SAAS field (should display as zero)
Add and adjust the following lines
- Aspira shall provide ___ device licenses to Customer. Should Customer request additional devices from Aspira, then each such device shall be charged to Customer at the rate of $29 per month.
NOTE: # of licenses is equal to # listed on contract
- Install and Training Implementation set 3 weeks to date of contract. Date of Implementation Dec 6th, 2021.
NOTE: If a conversion, change to 6 weeks
NOTE: Model D also uses the Model A template. CC Processing N/A and applicable transaction fee should transfer from OPP creation
Model B
- Change the Total Price on the ASTRA – Monthly Fee line to equal one month’s fee
- Edit the Deposit due to equal any applicable Setup/Conversion Fees plus 2 X the monthly fee.
Add and adjust the following lines
- Aspira shall provide ___ device licenses to Customer. Should Customer request additional devices from Aspira, then each such device shall be charged to Customer at the rate of $29 per month.
NOTE: # of licenses is equal to # listed on contract
- Install and Training Implementation set 3 weeks to date of contract. Date of Implementation Dec 6th, 2021.
NOTE: If a conversion, change to 6 weeks
Model C
- Adjust the Sales price to the Extended price of the ASTRA Local Hosting (Site Count) line
- Add Deposit Due Field Name and calculated amount of all line items at 50%
Add and adjust the following line
Install and Training Implementation set 3 weeks to date of contract. Date of Implementation Dec 6th, 2021.
NOTE: If a conversion, change to 6 weeks
SENDING A CONTRACT
- STEP 3 – Using Docusign to send contract
- You will need to create an envelope for the first time.
- Each envelope would contain the following recipients and each set as Signing Order 1 except for Marlena who would be set as 2
- Client set as Signer
- AE set as CC
- Doug Kinney set as CC
- Nick Ramsey set as CC
- Marlena Slowik set as Signer
Select Customize and Private Message on Marlena’s Recipient section
This field should contact the following.
MODEL & applicable notes
VALUE
# of users/sites
Example:
Model A – Conversion
$12,310
4 users/ 347 sites
NOTE: Once you have an envelope set for each AE as a template, you can simply COPY and EDIT each envelope as needed.
- Upload Service Agreement
- Select Advanced Options (First Time Setting - only need to set with a new envelope)
3a) SET # of days before request expires = 3
3b) SET number of days in which to warn signers before expiration = 1
- Select NEXT
- Drag applicable fields for each signer and SEND
CLOSING THE OPPORTUNITY
- STEP 4 –Uploading Signed Agreement (Contract) and Closing Opp
- From your Docusign notification email, download and save out the signed PDF. When saving, add _signed after the date.
- Display the OPP in Salesforce and select FILE>Upload…. file and SAVE.
- Adjust to ensure the CLOSE Date is reflecting the current date.
- Change the Stage to Closed WON and SAVE.
NOTE: Once Closed Won, you cannot reopen or edit.
- STEP 5 - Creating the Implementation Record and Adjusting Account File
- While on the Opportunity, select Implementation and New.
- Enter today’s date under Stage Change field.
- Type ASTRA in Software Field
- Select applicable Software Hosting from dropdown.
- Keep default stage of Data Collection
- Enter Estimated Go Live date as per contract.
- Next Steps field is simply a notes field. Use this field and type Classic or Master Conversion if applicable and SAVE
- STEP 6 – Adjusting Account Information
- From the Opportunity screen, select Account Name
- Change Account owner from AE to Nick Ramsey
- Select Customer as TYPE
- Under Private Camping Account Details, select ASTRA from Dropdown and appliable Software Hosting and SAVE.
ADDITIONAL NOTES:
- If the opportunity is an UPSELL, Sales will normally adjust he value at the time of creating the OPP.
- If the opportunity is a NEWOWNERSHIP changes and within the original 3-year time frame, the value needs to be adjusted to zero and Contract creator handles the OPP creation.
- If the opportunity is a NEWOWNERHIP and outside the original 3-year time frame, OPP goes to AE that is next in line thru Round Robin.