0% found this document useful (0 votes)
89 views98 pages

Sales Force Automation Fundamentals - Student Guide PDF

Uploaded by

Damy Rose
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
0% found this document useful (0 votes)
89 views98 pages

Sales Force Automation Fundamentals - Student Guide PDF

Uploaded by

Damy Rose
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 98

Sales Force Automation:

Fundamentals

Course Guide
This printing: September 2022.

Copyright © 2016, 2022, Oracle and/or its affiliates.

This document contains proprietary information and is protected by copyright and other intellectual property laws.
You may copy and print this document solely for your own use in an Oracle NetSuite training course. The
document may not be modified or altered in any way.

Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy,
print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part
without the express authorization of Oracle and/or its affiliates.

Oracle NetSuite
2300 Oracle Way
Austin, TX 78741
Table of Contents | i

TABLE OF CONTENTS
Before You Begin ......................................................................................................... 1
Multi Subsidiary Customer .......................................................................................................... 1
Changes to Role Record .............................................................................................................. 1
Introduction ................................................................................................................ 3
About This Course ....................................................................................................................... 3
Course Audience.......................................................................................................................... 3
Prerequisite Knowledge .............................................................................................................. 4
Course Goals ................................................................................................................................ 4
Course Objectives ........................................................................................................................ 4
Course Agenda ............................................................................................................................ 5
Student Exercises ........................................................................................................................ 6
Course Introduction ..................................................................................................... 7
Module Overview ........................................................................................................................ 7
Module Objectives................................................................................................................... 7
Module Topics ......................................................................................................................... 7
STUDENT EXERCISES .................................................................................................................... 8
EXERCISE 01: Adjusting NetSuite Preferences (Optional) ....................................................... 8
EXERCISE 02: Reviewing the Basics of NetSuite Navigation (Optional) .................................. 9
Perform Initial Setup ................................................................................................. 13
Module Overview ...................................................................................................................... 13
Module Objectives................................................................................................................. 13
Module Topics ....................................................................................................................... 13
STUDENT EXERCISES .................................................................................................................. 14
EXERCISE 01: Enable Sales Force Automation (Required)..................................................... 14
EXERCISE 02: Adjusting NetSuite Preferences (Required) .................................................... 15
Sales Force Automation Setup ................................................................................... 17
Module Overview ...................................................................................................................... 17
Module Objectives................................................................................................................. 17
Module Topics ....................................................................................................................... 17
STUDENT EXERCISES .................................................................................................................. 18
EXERCISE 01: Set up Employees as Sales Reps (Required) .................................................... 18
EXERCISE 02: Create Sales Rules (Required) ......................................................................... 19
EXERCISE 03: Create Sales Territories (Required) ................................................................. 21

Sales Force Automation: Fundamentals


ii | Table of Contents

EXERCISE 04: Set Up the Sales Team (Required) ................................................................... 24


EXERCISE 05: Establish a Sales Quota (Required).................................................................. 29
EXERCISE SOLUTIONS ................................................................................................................ 31
EXERCISE 02: Create Sales Rules............................................................................................ 31
Capturing Leads in NetSuite .......................................................................................33
Module Overview ...................................................................................................................... 33
Module Objectives................................................................................................................. 33
Module Topics ....................................................................................................................... 33
STUDENT EXERCISES .................................................................................................................. 34
EXERCISE 01: Create a Lead Source (Required) ..................................................................... 34
EXERCISE 02: Create an Online Customer Form (Required).................................................. 36
EXERCISE 03: Import Leads into NetSuite (Required) ........................................................... 44
EXERCISE SOLUTIONS ................................................................................................................ 49
EXERCISE 02: Create an Online Customer Form .................................................................... 49
Sales Email Campaigns ...............................................................................................51
Module Overview ...................................................................................................................... 51
Module Objectives................................................................................................................. 51
Module Topics ....................................................................................................................... 51
STUDENT EXERCISES .................................................................................................................. 52
EXERCISE 01: Create a Target Group (Required) ................................................................... 52
EXERCISE 02: Create an Email Marketing Template (Required) ........................................... 54
EXERCISE 03: Create a Sales Email Campaign (Required) ..................................................... 56
Lead to Customer Management .................................................................................59
Module Overview ...................................................................................................................... 59
Module Objectives................................................................................................................. 59
Module Topics ....................................................................................................................... 59
STUDENT EXERCISES .................................................................................................................. 60
EXERCISE 01: Create a New Customer Status (Required) ..................................................... 60
EXERCISE 02: Work a Lead (Required) ................................................................................... 61
EXERCISE 03: Perform a Lead Conversion (Required) ........................................................... 62
EXERCISE 04: Create an Opportunity (Required)............................................................ 65
EXERCISE 05: Generate a Quote from an Opportunity (Required) ....................................... 67
EXERCISE 06: Generate a Sales Order from the Quote (Required) ....................................... 68
EXERCISE 07: Convert a Sales Order to Invoice (Optional).................................................... 69
EXERCISE 08: Enter a Cash Sale (Optional) ............................................................................ 70
EXERCISE SOLUTIONS ................................................................................................................ 71

Sales Force Automation: Fundamentals


Table of Contents | iii

EXERCISE 05: Generate a Quote from an Opportunity ......................................................... 71


EXERCISE 06: Generate a Sales Order from the Quote ......................................................... 71
Forecasting and Pipeline ............................................................................................ 73
Module Overview ...................................................................................................................... 73
Module Objectives................................................................................................................. 73
Module Topics ....................................................................................................................... 73
STUDENT EXERCISES .................................................................................................................. 74
EXERCISE 01: Enable Features & Preferences for Forecasts (Required) ............................... 74
EXERCISE 02: Manage the Sales Rep Forecast (Required) .................................................... 76
EXERCISE 03: Run a Standard NetSuite Forecast Report (Optional) ..................................... 79
EXERCISE SOLUTIONS ................................................................................................................ 80
EXERCISE 02: Manage the Sales Rep Forecast ...................................................................... 80
EXERCISE 03: Run a Standard NetSuite Forecast Report ...................................................... 80
Last Sales Activity SuiteApp ....................................................................................... 81
Module Overview ...................................................................................................................... 81
Module Objectives................................................................................................................. 81
Module Topics ....................................................................................................................... 81
STUDENT EXERCISES .................................................................................................................. 82
EXERCISE 01: Set Up Last Sales Activity SuiteApp (Required) ............................................... 82
EXERCISE 02: Use the Last Sales Activity SuiteApp (Optional) .............................................. 84
EXERCISE SOLUTIONS ................................................................................................................ 88
EXERCISE 02: Use the Last Sales Activity SuiteApp ............................................................... 88
Smart Sales Dashboards ............................................................................................ 89
Module Overview ...................................................................................................................... 89
Module Objectives................................................................................................................. 89
Module Topics ....................................................................................................................... 89
STUDENT EXERCISES .................................................................................................................. 90
EXERCISE 01: Create and Display a KPI as a Trend Graph (Required) ................................... 90
EXERCISE 02: Set Up Your Dashboard ................................................................................... 91

Sales Force Automation: Fundamentals


Before You Begin | 1

BEFORE YOU BEGIN


Important Information for Students
Before beginning this course, become familiar with the information in this section, as it
outlines differences between eLearning content and the NetSuite application.

This section contains supplemental information on the differences between eLearning


content and the NetSuite application. The exercises in this student guide were verified to
ensure accuracy and this student guide was updated accordingly.

This section highlights the eLearning content that may differ from the current NetSuite
release, including:

❖ Multi Subsidiary Customer


❖ Changes to Role Record

Multi Subsidiary Customer


This may not be in the eLearning recordings for Account Configuration and Processes,
NetSuite Data Model modules.

Customer Record Shared with Multiple Subsidiaries: The Multi-Subsidiary Customer feature
permits you to share a customer or sub-customer record with multiple subsidiaries. This
feature is not compatible with some features and preference. Please refer to the Help Topic:
Multi-Subsidiary Customer Feature Limitations.

If enabled, the Multi Subsidiary Feature changes customer records and some reporting.

Changes to Role Record


This may not be in the eLearning recording for the Roles Overview module.

⚫ Restrictions Subtab in Role Record - The Restrictions subtab is used to set department,
class and location restrictions; this was previously above all the subtabs.
⚫ Advanced Employee Restrictions functionality gives administrators more flexibility and
control over what employee information certain roles can access in NetSuite.
⚫ Authentication Section in Custom and New Role may be used for additional role definition
and access security measures.

Sales Force Automation: Fundamentals


2 | Before You Begin

Sales Force Automation: Fundamentals


Introduction | 3

INTRODUCTION
This module provides an overview of the Sales Force Automation: Fundamentals course.

About This Course


You might be wondering:

⚫ What will the course cover and what will I take away from the course?
⚫ What new skills will I learn to help me ensure maximum sales efficiency in NetSuite?

This course will demonstrate how to use NetSuite’s Sales Force Automation solution to
improve your efficiency, operations, and sales activities by:

⚫ Examining the overall NetSuite Sales Force Automation process workflows


⚫ Becoming familiar with NetSuite terminology
⚫ Taking a “deep dive” into the application configuration and exploring specific functionality

Sales Force Automation uses presentations and hands-on exercises that focus on:

⚫ Setup and Configuration


⚫ Lead to Customer
⚫ Analyzing Sales

Course Audience
This is an intermediate course.

The target audience for this course includes:

⚫ Functional Sales users of NetSuite, such as Sales Operations managers, and Sales
Managers
⚫ NetSuite Administrators
You are responsible for your organization’s Sales operations and need to:

Sales Force Automation: Fundamentals


4 | Introduction

⚫ Identify the setup of your company’s provisioned NetSuite Account


⚫ Complete key tasks pertinent to the Sales business processes
⚫ Investigate analytics to monitor performance

Prerequisite Knowledge
⚫ Significant sales background knowledge and some experience operating SFA and CRM
processes within NetSuite
⚫ Prior completion or the equivalent knowledge of NetSuite Essentials recommended
⚫ Familiarity with NetSuite navigation and features

Course Goals
This course answers common questions on NetSuite Sales Force Automation:

⚫ Which enabled features and defined preferences facilitate sales functionality?


⚫ What are the leading practices associated with key processes?
⚫ How do I generate leads?
⚫ Can the Sales department create their own marketing campaign?
⚫ How do I monitor the sales activity on leads?
⚫ What are the different customer stages and sales transactions?
⚫ How do I measure performance of the Sales organization?

Course Objectives
Upon completion of this course, you will be able to:

❖ Set up SFA and CRM options in NetSuite to optimize efficiency and reporting
functionality
❖ Create and manage Sales Rules and Territories
❖ Set up online lead forms to bring new leads directly into NetSuite
❖ Create CSV import mapping to make lead import process easy and quick
❖ Create email campaigns so that Sales Reps can target their customers directly
❖ Understand the relationship and flow of opportunities, estimates and sales orders and
how these feed into the sales reports.
❖ Review the forecasting and pipeline setup and functionality including the impact of
setup on the associated reports
❖ Monitor activities on Lead, Prospect and Opportunity records

Sales Force Automation: Fundamentals


Introduction | 5

❖ Design Sales Manager and Sales Rep dashboards to facilitate daily tasks
❖ Review key sales and CRM activity reports to gain deeper understanding of your
business

Course Agenda

Modules / Topics

Course Introduction ➢ Instructor and Audience Introductions


➢ Course goals and objectives
➢ Course Flow and Agenda
➢ Class Set Up and Materials
➢ Company Profile

Perform Initial Setup ➢ Enabling Sales Features


➢ Defining Sales Preferences
➢ Setting up Sales Team
➢ Setting up Employees as Sales
Representatives

Sales Force Automation Setup ➢ Set up Employees as Sales


Representatives
➢ Decide between using Team Selling or
Sales Groups
➢ Create Sales Rules and Territories for
automated lead assignment
➢ Establish Quotas for your Sales Rep and
teams

Capturing Leads in NetSuite ➢ Creating Lead Sources


➢ Online Customer Forms
➢ Import Leads

Sales Email Campaigns ➢ Sales Campaigns vs Email Merge


➢ Building a Sales Campaign
➢ Reporting on the Sales Campaign

Lead to Customer Management ➢ Sales Process Terminology


➢ Sales, Statuses and Probability
Percentages
➢ Relationship of the Sales Transactions

Sales Force Automation: Fundamentals


6 | Introduction

Forecasting and Pipeline ➢ Setup and Preferences


➢ Editing the Sales Forecast
➢ Sales Transactions included in the
Forecast and Pipeline
➢ Managing your forecast
➢ NetSuite Forecast Reports

Last Sales Activities ➢ Install Last Sales Activity (LSA) SuiteApp


➢ Set LSA preferences
➢ Set up LSA mass updates
➢ Personalize dashboard

Smart Sales Dashboard ➢ Personalize the Home Dashboard


➢ Set up a Trend Graph
➢ Display a standard and custom Trend
Graph

Student Exercises
You will have the opportunity to test your knowledge and skills learned in each course
module through the completion of several hands-on exercises. While these exercises have
been designed to guide you through the necessary tasks in a prescriptive, step-by-step
manner, you may find some exercises challenging at times, depending on your experience
level with NetSuite.

The following guidelines will help you as you work through the hands-on exercises in this
course:

⚫ Time allocations provided for each module’s exercises are based on the completion of the
required exercises only.
⚫ Optional exercises may be completed after you have finished the required exercises,
and/or after class during the 30 days you have the demo account.
 Optional exercises build upon the required exercises in each module.
⚫ Answer all questions within the exercises.
 TIP: Solutions to the questions are at the end of each module

Sales Force Automation: Fundamentals


Course Introduction | 7

COURSE INTRODUCTION
Module Overview
This module provides an overview of the Sales Force Automation: Fundamentals

Module Objectives
Upon the completion of this module, you will be able to:

❖ Set up Sales Force Automation Fundamentals to meet your requirements


❖ Perform and complete setup tasks

Module Topics
To meet the objective, this module discusses the following topics:

❖ Instructor and Audience Introductions


❖ Course goals and objectives
❖ Course Flow and Agenda
❖ Class Set Up and Materials
❖ Company Profile

Sales Force Automation: Fundamentals


8 | Course Introduction

STUDENT EXERCISES

Required Exercises Duration

Optional Exercises

01 Adjusting NetSuite Preferences 5 minutes

02 Reviewing the Basics of NetSuite Navigation 5 minutes

EXERCISE 01: Adjusting NetSuite Preferences (Optional)

Scenario: In this optional exercise, you will adjust how web pages in NetSuite display dates,
time zone, as well as the default language.

Note: The course materials assume the English (U.S.) language, but you can
switch between English (U.S.) and English (International).

1 Hover over the Home icon and click Set Preferences.


2 On the General subtab, adjust the following preferences:
• In the Localization section, go to Language, choose English (U.S.) or English
(International).

• In the Localization section, go to Time Zone and select your desired time zone.

• In the Formatting section, go to Date Format and select your desired date format.

3 On the Analytics subtab, select Show list when only one result, if not already selected.

Note: This will display a list when there is only a single record rather than
opening the record in View mode.

4 Review and set other preferences, as necessary.


5 Click Save when finished.

Sales Force Automation: Fundamentals


Course Introduction | 9

EXERCISE 02: Reviewing the Basics of NetSuite Navigation (Optional)

Scenario: In this optional exercise, you will review some of the basics of NetSuite navigation.
If you are new to NetSuite or have limited experience with NetSuite navigation, you may wish
to refer back to this exercise at any time during this class.

ADDITIONAL RESOURCES

Review the “Getting Started” eLearning modules available in SuiteAnswers for


additional training on basic navigation in NetSuite

Working with a List of Records

1 Navigate to Lists > Relationships > Customers. A list view of Customer records will be
displayed.

2 Click Filters to expand display. There are various filters at the top of the page, such as
Sales Rep and Stage.

There is nothing you need to change now, but keep this in mind when viewing other
record lists, as you may need to adjust these filters.

3 List views can be sorted by clicking on most column headings.


Notice the arrow () in the Name column heading. This indicates that the records are
currently sorted in ascending order by name.

4 Click the Name column heading to refresh the list of customers in descending order.
5 Click the Name column heading again to change the sort order back to ascending order.
Most columns are sortable by clicking on its column heading.

Viewing and Editing Records

6 Click View beside the customer ABC Marketing Inc. The record will be opened in View
mode.

7 Click Edit on the Customer record to open it in Edit mode.


8 Enter This is a sample comment in the Comments field in the Primary Information
section.

9 Click Save.
You are taken back to View mode for the selected customer.

Sales Force Automation: Fundamentals


10 | Course Introduction

10 Hover your mouse over the Actions dropdown list and choose New. This opens a new
record form to create a new customer.

You can also create a new customer from your Create New menu located to the left of
the Help icon at the top of your screen or by navigating to Lists > Relationships >
Customers > New. You do not need to create a new Customer record at this time.

Managing Multiple Tabs

11 Open a list of Tasks by navigating to Activities > Scheduling > Tasks (open in new tab).
12 On the Home dashboard, re-open ABC Marketing Inc by hovering your mouse over the
Recent Records icon located in the upper-left corner of NetSuite’s navigation bar.

13 Choose Edit to open the customer in Edit mode or click the customer hyperlink to open
the record in View mode.

NICE TO KNOW

The selection in the context menu may vary across browsers as well as on the Mac
OS.
Opening a link in new browser tabs/window is a useful trick when working with
multiple pages in NetSuite. Use it often!

14 In the Tasks browser tab, open up the Filters and change Assigned To field to All. Right-
click to open the task titled Phase 2: Design in a new browser tab/window.

Using Global Search

15 Return to the Customer browser tab. Close the other tabs as we are completed with
that part of the exercise. Enter cu:Best in the Global Search box at the top of the page:

This immediately performs a search in NetSuite for customers (based on the “cu” prefix)
whose names contain “Best”. From here you can select the record for viewing or editing.

16 You can take the above approach with any type of record in NetSuite. You can also enter
search criteria without a prefix and a search will be performed across all records in
NetSuite. For example, searching for “customers” returns a collection of pages, reports,
and searches containing the word “customers”.

Sales Force Automation: Fundamentals


Course Introduction | 11

17 Enter sea:customers in the Global Search box. The results are filtered to only show
Saved Searches (based on the “sea” prefix) containing “customers” in the title.

18 For a list of all Global Search prefixes, refer to the NetSuite Help Center under Global
Search Prefixes.

Sales Force Automation: Fundamentals


12 | Course Introduction

Sales Force Automation: Fundamentals


Perform Initial Setup | 13

PERFORM INITIAL SETUP


Module Overview

Module Objectives
Upon the completion of this module, you will be able to:

❖ Consider the important functions for Sales


❖ Set up the Sales Force Automation features
❖ Define the Sales Preferences

Module Topics
To meet the objective, this module discusses the following topics:

❖ Enabling Sales Features


❖ Defining Sales Preferences
❖ Setting up Sales Team
❖ Setting up Employees as Sales Representatives

Sales Force Automation: Fundamentals


14 | Perform Initial Setup

STUDENT EXERCISES

Required Exercises Duration

01 Enable Sales Force Automation Features 10 minutes

02 Set up Sales Preferences 10 minutes

EXERCISE 01: Enable Sales Force Automation (Required)

Scenario: SuiteDreams intends to implement some of the Sales Force Automation features
they saw in training. They have approached you, their Administrator to set it up.

1 Switch to the Administrator role if necessary.


2 Navigate to Setup > Company > Enable Features. The Enable Features page displays.
3 Click the CRM subtab.
4 Select the following features:

Section Feature

Basic Features Customer Relationship Management


Sales Force Automation
Marketing Automation

Note: Marketing Automation


is needed to capture new
leads via the online form and
to create Sales Campaigns in
a later module.

Sales Opportunities
Lead Conversion
Advanced Forecasting
Team Selling
Historical Metrics

Marketing Online Forms


Mail Merge
Sales Campaigns

5 Click Save.

Sales Force Automation: Fundamentals


Perform Initial Setup | 15

EXERCISE 02: Adjusting NetSuite Preferences (Required)

Scenario: Administrators set default statuses for Lead, Prospect, and Customer records to
define workflow automation when new records are added. In this exercise, you will set the
SFA preferences for SuiteDreams.

1 Navigate to Setup > Sales > Sales Preferences.


2 In the General subtab, select the following values for the corresponding fields:

Field Value

Prospect Status – Opportunity In Discussion


Review the other statuses and see what
options you have in the dropdown box.
These fields tell NetSuite what status to use
for the potential customer in each situation

Standard Sales Roles Unrestricted


This will allow viewing and editing any records
or transactions that the Sales Role can
access

Allow Overassignment in Sales Teams Select


This is only visible if Team Selling is enabled.
This allows the total contribution percentage
to exceed 100%. For more information, read
"Overassignment and Adjustment Reps" in
SuiteAnswers.

Preferred Lead Form Standard Lead Form

BEST PRACTICE

Use the Standard Lead Form or create a custom Lead form. This allows you to
capture only the necessary information for new leads vs more details from an actual
customer.

3 Review the help for Default Non-Sales Rep’s Contributions to 0%.


4 Click Save.

Sales Force Automation: Fundamentals


16 | Perform Initial Setup

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 17

SALES FORCE AUTOMATION SETUP


Module Overview
This module provides an overview of the additional Sales Force Automation setup.

Module Objectives
Upon the completion of this module, you will be able to:

❖ Consider the important functions for Sales


❖ Set up the Sales Force Automation features
❖ Define the Sales Preferences

Module Topics
To meet the objective, this module discusses the following topics:

❖ Set up employees as Sales Representatives


❖ Decide between using Team Selling or Sales Groups
❖ Create Sales Rules and Territories for automated lead assignment
❖ Establish Quotas for your sales rep and teams

Sales Force Automation: Fundamentals


18 | Sales Force Automation Setup

STUDENT EXERCISES

Required Exercises Duration

01 Set up Employees as Sales Representatives 10 minutes

02 Create Sales Rules 5 minutes

03 Create Sales Territories 10 minutes

04 Set up the Sales Teams 20 minutes

05 Establish a Sales Quota 15 minutes

EXERCISE 01: Set up Employees as Sales Reps (Required)

Scenario: Aubrey Pober is now a Sales Representative for the US West.

NOTE: If you do not use the Sales Team feature, you will need to set up each
employee as a Sales Representative in NetSuite.

1 Navigate to Lists > Employees > Employees.


2 In the View dropdown, select All.
3 Review the Sales Rep column and notice the Yes or No values.
4 Sort by Name and Edit Aubrey Pober.
5 Navigate to the Human Resources subtab and select in the Sales Role field Sales Rep.
6 Click Save.
7 Verify in the Employee List that Aubrey Pober now has Yes in the Sales Rep field.

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 19

EXERCISE 02: Create Sales Rules (Required)

Scenario: June (Sales Manager for the US West Coast) has informed us that their territories
are based on the Country, States and Company Size. One of the Sales Territories are based on
the Upper West Coast Region where the company size is less than 500 employees.

Create Sales Rules

1 Navigate to Setup > Sales > Sales Rules and review the ones already created.
Question: What fields are the rules based on?

Answer:

2 Click New Rule.


3 Select State.
4 Use the following table to enter values for the corresponding fields:

Field Value

Name Upper West Coast States

Description The West Coast region is broken up into the


Upper and Lower west coast USA. This rule is
for the Upper West Coast.

Criteria any of

State Washington, Montana, Oregon, Idaho,


Wyoming

Note: Type and tab to find


each state OR click and
search for the states.

5 Click Save.
6 Click List (top right hand) and New Rule.
7 Select Company Size.
8 Use the following table to enter values for the corresponding fields:

Sales Force Automation: Fundamentals


20 | Sales Force Automation Setup

Field Value

Name SME

Description Company size less than 500 employees.

Criteria none of

Note: You can use any of


here as well. We are using
none of, just for the purpose
of practicing in this exercise.

State 500-999 Employees


Greater than 1,000

Note: Press ctrl + mouse


click to select more than one
value.

9 Click Save.

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 21

EXERCISE 03: Create Sales Territories (Required)

Scenario: Based on the Sales Rule we just created for June, create a Sales Territory for her
and assign this territory to each individual member in her team (Caitlin McGyver, Baruch
Rollins, Malin Concannon).

Create Sales Territories

1 Navigate to Setup > Sales > Sales Territories > New.


2 Use the following table to enter values for the corresponding fields:

Field Value

Name SME in Upper West Coast US

Description US West – Upper West Coast US for


Company Size < 500

Match all rules Select

3 Navigate to the Configure Rule Definitions subtab.


4 In the Apply Rule field, select SME and click Add.
5 Repeat step 4 and add Upper West Coast States.
6 Navigate to the Lead Assignment subtab.
7 In the Sales Rep field, select Caitlin McGyver and click Add.
8 Repeat Step 7 and add Baruch Rollins and Malin Concannon.
9 Click Save.

Manage Sales Territories

10 Navigate to Setup > Sales > Sales Territories.

Note: that the territory that you just created is almost at the bottom.

Sales Force Automation: Fundamentals


22 | Sales Force Automation Setup

DID YOU KNOW?

As the territory is 2nd last, that means that all the other territories above it will be
processed first.
So, if a new incoming lead matches one of those above rules, it will be assigned to
the reps in that territory and will never reach your rule.
For example, if an online lead from Montana is entered and contains the word lead in
the name. The first territory called “Lead” will be processed and assigned to the
Sales Rep in that territory.
So, it is important to order the Territories with the most specific rules at the top.

11 Highlight the SME in Upper West Coast US territory, by clicking anywhere on that line,
except on the territory name.

12 Click Move to Top.


13 Highlight the Lead territory, by clicking anywhere on that line, except on the territory
name.

14 Drag and drop it above the Online Lead territory, by clicking on the dominoes ( ) and
dragging it into position.

15 Click Save.

Set up Default Round Robin

ADDITIONAL RESOURCES

Default Round Robin is there by default and cannot be deleted.


If you don’t want to setup any Sales Territories, you can just use the Default Round
Robin.
Make sure you set it up by entering all the Sales Reps and all leads will be assigned
based on the order of Sales Reps in the list.
If you do have other Sales Territories, the Default Round Robin can be used as a
catch all instead. Basically, it will assign any leads that do not match ANY territory.

16 Navigate to Setup > Sales > Sales Territories.


17 Click Default Round Robin and click Edit.

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 23

18 You can rename this territory from Default Round Robin to another terminology you use
at your organization and enter a Description.

If you do rename it, record the name here ____________________________________

19 Navigate to the list below and select Allan Webber.


20 Click Add.
21 Repeat for the first few Sales Rep in the list, but do not select sales teams like APAC,
Canada and EMEA.

22 Click Save.

Sales Force Automation: Fundamentals


24 | Sales Force Automation Setup

EXERCISE 04: Set Up the Sales Team (Required)

Scenario: Mr. Edward Liu (SuiteDreams VP of Sales West) has decided that he wants to
calculate whom in the Sales Team contributed to sales and how involved they were. He has
provided us with the below org chart for his Sales team and he wishes for that to be
replicated in NetSuite

Enable Team Selling

1 Navigate to Setup > Company > Enable Features and go to the CRM subtab.
2 In the Sales section, enable Team Selling.
3 Click Save.

Create Sales Roles

As the Sales Rep role is already created by default, let’s setup the Sales Manager role and one for
the Adjustment Rep (for over assignment of percentage contribution).

4 Navigate to Setup > Sales > CRM Lists > New.

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 25

5 Click Sales Role.


6 Enter the following Values:

Field Value

Role Sales Manager

Description Manager of the Sales Team

7 Click Save & New.


8 Enter the following Values:

Field Value

Role Adjustment Rep

Description Adjustment Rep for Overassignment

9 Click Save.
10 Click List (top right corner), select as Type Sales Role and review the list of roles.

Assign Sales Roles to Employees

Now that we have created the Sales Role, we want to assign it to June and Caitlin.

We also want to give them NetSuite access, so we can login as June and Caitlin in a future
exercise to enter and update Sales Quota’s and Forecasts.

DID YOU KNOW?

A sales rep does not need access to NetSuite to be displayed on the Sales rep
dropdown list. Example: In companies that do not have enough licenses, they can still
have sales reps on a dropdown on any transaction forms (such as the A/R transaction
form).
The sales rep must be set up as an employee first.

11 Navigate to Lists > Employees > Employees and click Edit next to June Peiris.

Tip: You can also global-search for June Peiris and click Edit.

12 In the Email|Phone|Address section, enter in the Email field your NetSuite Training
account email address.

Sales Force Automation: Fundamentals


26 | Sales Force Automation Setup

13 Navigate to the Human Resources subtab.


14 From the Sales Role dropdown, select the Sales Manager sales role that you created
earlier.

15 Navigate to the Access subtab.


16 Enable Give Access.
17 In the Roles sublist, select in the Role field Sales Manager and click Add.
18 Click Save.

Note: You may receive a pop-up message that you have not defined a password.
Click OK.

19 Navigate to Lists > Employees > Employees and click Edit next to Caitlin McGyver.

Tip: You can also global-search for Caitlin McGyver and click Edit.

20 In the Supervisor field select June Peiris.


21 In the Email|Phone|Address section, enter in the Email field your NetSuite Training
account email address.

22 Navigate to the Human Resources subtab.


23 Ensure that the value in the Sales Role field for Caitlin is Sales Rep.
24 Navigate to the Access subtab.
25 Enable Give Access.
26 In the Roles sublist, select in the Role field Sales Person and click Add.
27 Click Save.

Note: You may receive a pop-up message that you have not defined a password.
Click OK.

Create the Sales Team

28 Navigate to Setup > Sales > Sales Teams > New.


29 Use the following table to enter values for the corresponding fields:

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 27

Field Value

Name Team US West

Owner Fiona Small

Email Salesuswest@suitedreams.com

Note: This email address/address group


has to be already set up in your email
system (e.g Outlook, Gmail…).

30 Navigate to the Members subtab.


31 Click Add with Search.
32 Select Employee.
33 Scroll down and select in the Supervisor dropdown June Peiris.
34 Click Search & Select.
Notice that only Caitlin is in the list. That is because she has been assigned a Sales Role
and her supervisor has been previously changed to June.

BEST PRACTICE

It is important to get employees and the org chart setup correctly in NetSuite.
This will affect searches, reporting and employees that you can select on a Sales
record.

35 Click Add Static Members.


36 Select the following values for Caitlin:

Sales Force Automation: Fundamentals


28 | Sales Force Automation Setup

Field Value

Access Level Edit

Sales Role Sales Rep

Primary Select
The Primary has to only be ONE member
who has a Sales Rep role.

Contribution 100%

37 Click Add.
38 Under Caitlin, click the empty row.
39 In the Name field, start typing June and select June Peiris. Press the Tab key.
40 Select the following values for June:

Field Value

Access Level Full

Sales Role Sales Manager


This defaulted for June’s employee record,
but can be overridden on the Sales Team.

Contribution 0%

41 Click Add.
42 Continue adding more group members, if you like, but make sure for members with the
Sales Role = Sales Rep, the total contribution is 100%.

43 Click Save.

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 29

EXERCISE 05: Establish a Sales Quota (Required)

Scenario: After reaching the end of the first half of the year, June has had to make a revision
to the second half of the current year’s quota for US WEST for her team. Update Caitlin
McGyver’s quota accordingly. Caitlin’s quota rolls up to June’s and then to Edward Liu’s. Set
up the Team Quota for Edward.

Establish Sales Reps Quotas

1 Navigate to Transactions > Quota/Forecast > Establish Quotas.


2 Use the following table to enter values for the corresponding fields:

Field Value

Rep Caitlin McGyver

Subsidiary US-West

Year Current year

3 Navigate to the Month and Amount columns below and enter the following:

Month Amount

July 50,000

August 20,000

September 50,000

4 Click Save.

Set up Team Quotas

5 Navigate to Transactions > Quota/Forecast > Establish Quotas.


6 Use the following table to enter values for the corresponding fields:

Sales Force Automation: Fundamentals


30 | Sales Force Automation Setup

Field Value

Rep Edward Liu

Subsidiary US-West

Year Current year

Total 5,000,000

Team Quota Select

7 Click Distribute and $416,666.67 will populate in each month.

Note: The total amount will change to $5,000,000.04 when you click Distribute.
This is to avoid an otherwise rounded result, as the amount is divided by 12
months.

8 Click Save.

Sales Force Automation: Fundamentals


Sales Force Automation Setup | 31

EXERCISE SOLUTIONS

EXERCISE 02: Create Sales Rules

Create Sales Rules

1 Navigate to Setup > Sales > Sales Rules and review the ones already created.
Question: What fields are the rules based on?

Answer: Lead Source, Name, Partner, State

Sales Force Automation: Fundamentals


32 | Sales Force Automation Setup

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 33

CAPTURING LEADS IN NETSUITE


Module Overview
This module provides an overview of the different methods to capture leads in NetSuite.

Module Objectives
Upon the completion of this module, you will be able to:

❖ Create online lead forms to capture information


❖ Import leads using the NetSuite Import Manager

Module Topics
To meet the objective, this module discusses the following topics:

❖ Creating Lead Sources


❖ Online Customer Forms
❖ Import Leads

Sales Force Automation: Fundamentals


34 | Capturing Leads in NetSuite

STUDENT EXERCISES

Required Exercises Duration

01 Create a Lead Source 10 minutes

02 Create an Online Customer Form 30 minutes

03 Import Leads into NetSuite 45 minutes

EXERCISE 01: Create a Lead Source (Required)

Scenario: Before the International Furniture Expo comes around, SuiteDreams holds a Wine
& Cheese event for potential high-value customers and will then personally invite them to
the expo. Create a lead source for the Wine & Cheese event. First, check if the Marketing
Automation feature is enabled. This will determine the method to use, to create the Lead
Source.

Review Marketing Automation feature

1 Navigate to Setup > Company > Enable Features and go to the CRM subtab.
2 In the Basic Features section, check if Marketing Automation is enabled.

Note: If the feature is not enabled, check it. A Terms of Service pop up window
will appear. Scroll to the bottom and click I Agree.

Create a Lead Source

3 Navigate to Lists > Marketing > Marketing Campaigns > New.


4 In the Title field, enter the lead source name of Wine & Cheese.

Note: The title will be a value to select in the Lead Source dropdown field.

5 Review the Manager field that defaults to the current user and Start Date field which
defaults to today’s date. The other fields are optional.

6 Click Save.

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 35

ADDITIONAL RESOURCES

Create a Lead Source (Marketing Automation not enabled)


If Marketing Automation is not enabled, you can create a Lead Source by following
these steps.
1. Navigate to Setup > Sales > Setup Tasks section > CRM Lists > New.
2. Select the Type of Lead Source.
3. Enter a Name and Description.
4. Click Save.

Sales Force Automation: Fundamentals


36 | Capturing Leads in NetSuite

EXERCISE 02: Create an Online Customer Form (Required)

Scenario: After the Wine & Cheese event, SuiteDreams will be sending an email to the
potential customers in attendance. In the email, will be a form to allow the customers to
invite others to the International Furniture Expo (IFE) that may also be interested. Those
interested will need to fill in an online form to get their free pass to the IFE.

Create a New Online Form

1 Navigate to Setup > Marketing > Online Customer Form > New.

2 Select the Default Form Template.

3 In the Title field, enter Free Pass to the International Furniture Expo 2020.

4 In the Message field, enter:


Welcome!

You have been invited to attend the International Furniture Expo.

Fill in the form below with your details and we will email you TWO
free passes.

Click the down arrow in the top right corner to change the formatting of the message:
⚫ Change the font and size.
⚫ Make some text bold, italics or underlined.
⚫ Change the color of the text to blue.

5 Review the Enable Online checkbox. This is already ticked by default.

Note: This should be checked if you want this form to be available online.

You *may* uncheck it, if you are not yet ready to release the form (it’s in draft
mode) or are in the middle of performing an update or the form has become
inactive.

Select Fields

6 Navigate to the Select Fields subtab.

The field Subsidiary is there by default and has to be there if you have a OneWorld
NetSuite account.

You will also notice that Hide is set to Yes, so it does not display on the form.

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 37

7 Add all the following fields. Leave the default values (for example, the field Select = Yes),
unless instructed otherwise in the table. Click Add after entering the values for each
field.

Field Value

Company Name In the Help field, enter Leave blank, if you are not
representing your organization.

Company Size

First Name Select Mandatory.

Last Name Select Mandatory.

Email Select Mandatory.


In the Help field, enter Please ensure the email
address is correct. Your two free passes will be
sent to this address.

Phone Number

Country Select Mandatory.

State In the Label field, enter State (US Only).

Zip/Postal Code In the Label field, enter Zip Code (US Only).

Comments In the Label field, enter Who sent you the invite to
receive the free passes?

Detail Fields

8 Navigate to the Detail Message subtab.

9 Enter this text:


Please [Submit] the form to receive your TWO free passes.
For more information on SuiteDreams, visit www.suitedreams.com.

This will display at the bottom of the online form for the submitter.

10 To create a hyperlink for www.suitedreams.com:

A) Highlight www.suitedreams.com.

B) Click the link icon .

C) Enter the following values:

Sales Force Automation: Fundamentals


38 | Capturing Leads in NetSuite

01) In the Field Display Text, leave the default value.


02) In the Field URL, enter the URL of your own company website.
03) Navigate to the Target tab and select in the dropdown list New Window
(_blank).

D) Click OK.

Set up Workflow

11 Navigate to the Set up Workflow subtab to configure what happens once form is
submitted.

There are three sections on this subtab:


⚫ Preferences
⚫ Customer Notification
⚫ Sales Rep Notification

12 Use the following table to enter values for the fields in the Preferences section. Leave
the default values, unless instructed otherwise in the table. Refer to the Field Level help
for information on the other fields or refer to this Course Guide.

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 39

Field Value

Set Lead Source Wine & Cheese


Note: We have created this in the previous
exercise.

Allow Update Uncheck


Note: We do not want to update any possible
existing records, with this status.

Allow Update On Customer Record Uncheck


Note: We do not want to update existing records to
show the values you selected for the Set Lead
Source and Set Campaign Event fields.

Redirect To URL Enter any URL including the https://www. preface

Allow Update On Contact Record Uncheck


Note: We do not want to update existing records to
show the values you selected for the Set Lead
Source and Set Campaign Event fields.

Use Duplicate Detection Criteria Select

13 In the Customer Notification section, in the Send Auto-Reply Email field select -New-.

14 An Email Template (Scriptable) pop-up box appears.

Enter the following fields:


⚫ In the field Name, enter Wine & Cheese invite to IFE.
⚫ In the field Record Type, select Entity.
⚫ In the field Description, enter Email sent to customer, for free passes.

15 Navigate to the Template subtab.

16 In the field Subject, enter SuiteDreams – Two free passes to IFE.

17 Select Text Editor.

Enter a Freemarker field for the Name field.

18 In Field Type, select Contact.

Sales Force Automation: Fundamentals


40 | Capturing Leads in NetSuite

Note: We select Contact, instead of Customer, as we want the contacts name to


appear and not the customer/company name.

19 In Insert Field, select Name.

This will display both First Name and Last Name

20 Navigate to the Text Editor below and notice the tag ${contact.entityId} appears.

21 In the Text Editor, enter the text around the tag as follows:
Dear ${contact.entityId},

Here are your two free passes to the International Furniture Expo in Los
Angeles.
We look forward to seeing you at the event!

Kind Regards,
Larry Nelson
Manager – SuiteDreams

22 Click Save.

23 Navigate to the Sales Rep Notification section.

24 Select Send Notification Email.

Leave both fields Template For New Leads and Template For Existing Customers as -
Default-.

Set Up Appearance

The options on the Set Up Appearance subtab are here to help you make it more like your
web page, without having to do HTML code. You just click, select and save.

25 Navigate to Set up Appearance subtab.

26 Use the following table to enter values for the corresponding fields:

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 41

Field Value

Number Of Columns Shown 2

Color Theme Basic: Blue & Silver

Font Tahoma

Unlayered Sections Leave selected

Note: If you specified a Section in the


Select Fields subtab, then you can
uncheck the Unlayered Section box.

Publishable Form URL - This will then


display as a separate layer, below the
rest of the fields.

Internal Form URL - This will then


display as a separate subtab (labelled
with the section), below the rest of the
fields

Button Alignment Center

Form Logo Suite Dreams Logo Small.gif

Tip: Click the double-arrow icon and


List. Enter the logo name in the
search bar and click Search.

27 Click Save.

Publish Form and Submit

28 Navigate to the External subtab.

29 Click the Publishable Form URL link.

Note: This URL can be used outside of NetSuite (unlike the Internal Form URL).
You can provide this link to ANYONE with internet access, but you must make
sure the Enable Online checkbox is checked.

30 Populate the form with the following values. You are replicating what the customer
would do when filling in the form online.

Sales Force Automation: Fundamentals


42 | Capturing Leads in NetSuite

Field Value

Company Name Suzie’s Shoe Shop

Company Size 500-999 Employees

First Name Suzie

Last Name Lim

Email slim@sss.com
Notice that the buttons are aligned at the center of
the form – based on how you designed it on the
previous exercise.

Phone Number 415 896 5555

Country United States

State (US Only) California

Zip/Postal Code (US Only) 94151

31 Click Submit.

Note: At this point, the following workflow occurs:

A) Customer is redirected to a URL/Website.


B) Customer is automatically entered into NetSuite.
C) Based on Sales Rules & Sales Territories, the customer is assigned to a Sales Rep.
D) Customer receives an Auto-reply email (if set up).
E) Sales Rep receives an email notification (if set up).
32 Navigate back to NetSuite and enter Suzie into the Global Search. Notice there are two
records created:

A) Contact Suzie Lim


B) Lead: Suzie’s Shoe Shop
33 Click Suzie’s Shoe Shop.

A) Question: What territory was it assigned to and why was it assigned to that
territory?

Answer:

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 43

TIP

Go to Setup > Sales > Sales Territories to review the order of the territories.

B) Navigate to Marketing subtab.


Question: What is the Lead Source assigned to Suzie’s Shoe Shop? Where did this
come from?

Answer:

C) Scroll down to find the Online Forms sublist.


Question: What form is listed there?

Answer:

Sales Force Automation: Fundamentals


44 | Capturing Leads in NetSuite

EXERCISE 03: Import Leads into NetSuite (Required)

Scenario: SuiteDreams needs to import in leads as a result of a purchase list of leads. This list
of their leads is ready for import using the NetSuite Import Assistant. In this exercise:

⚫ Download MarketingAutomation_ImportLeads.csv file from Marketing Automation


Import Leads and place it on your desktop.
⚫ Use the Import Assistant to import the csv file.

Import CSV Records

1 Download the MarketingAutomation_ImportLead.csv file from Marketing Automation


Import Leads and save it to your desktop.

2 Navigate to Setup > Import/Export > Import CSV Records.

Note: You may receive a Welcome message to the Import Assistant window. If
so, review the message and click the Get Started! Button.

3 In Step 1 - Scan and Upload CSV File, select the following fields:

Field Value

Import type Relationships

Record Type Leads Only

Character Encoding Western (Windows 1252)

CSV Column Delimiter Comma

CSV Files One File to Upload

4 Click Select and select the MarketingAutomation_ImportLead.csv file that you


downloaded.

5 Click Next >. At this point, the Import Assistant is verifying that:
⚫ the file you attached is a CSV file
⚫ the CSV file does not contain incorrect characters

Note: If there are any errors, an error message displays the type and number of
errors. You then can download a zip of the CSV file(s) with an additional column

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 45

in each file indicating the errors. After you fix the errors, you can relaunch the
Import Assistant and re-upload the files.

6 In Step 2 – Import Options, select the Data Handling option Add.

BEST PRACTICE

Keep the import process simple.


If you can, separate the new leads and existing customers into two separate files and
import them separately with the options Add and then Update, respectively.

7 Click Advanced Options to expand the section and review the options in there.

Note: Use the field level help for details on each field.

8 Select Prevent Duplicate Records.

9 Click Next >.

10 Step 3 – File Mapping is skipped, as we only are importing one file. So, you should be at
Step 4 – Field Mapping now.

There are three different columns in this page:


⚫ Your Fields
 The CSV columns from your file
⚫ Center Column
 This is the Field Mapping which already contains some automatic mappings.
⚫ NetSuite Fields
 NetSuite fields from the record and sub-records that you can import into, based
on the Custom Form selected in Step 2 > Advanced Options section.

The center column (Field Mapping) is the most import part of this page:
⚫ On the left part of this column are the CSV fields and on the right are the mapped
NetSuite Fields.
⚫ The auto mapping is based on the field name matching and it may not be accurate.
So, review each mapping to ensure the fields contain the right match.
⚫ NetSuite Fields with (Req), are required fields on the Lead form and must be
matched or populated.

11 Click the row that has Lead:Individual (Req) and click the pencil icon .

Sales Force Automation: Fundamentals


46 | Capturing Leads in NetSuite

This field refers to the Lead Type. Is it a Company or an Individual person?

12 A pop-up box will appear labelled Default Value. Select No and click OK.

13 Repeat the above steps for the Lead: Primary Subsidiary (Req) field.

Click the pencil icon , select Provide Default Value and Headquarters. Click OK.

Note: Since the Subsidiary field is blank in the CSV file, we need to populate a
value in there via the Import Assistant.

14 In the Field Mapping (middle) column, click in the next available blank row.

15 Navigate to the Your Fields column (left) and select Name. You will notice that it drops
into the blank row.

16 Navigate to the NetSuite Fields column (right) and drag and drop Company Name on the
same row as the Name.

When you have completed the steps above, the mapping should look like this:

17 Click Next.

18 In Step 5 – Save Mapping & Start Import, enter Lead Import in the Import Map Name
field.

19 Click Save & Run.

Review the confirmation message at the top of the screen.

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 47

BEST PRACTICE

Save the Import Mapping that you just performed, as you can the re-use it if the file
has errors OR for other Lead imports.

View Import Job Status

20 Click the link to view Import Job Status or navigate to Setup > Import/Export > View
CSV Import Status.

21 The job that you just ran should appear. Click Refresh if the job is not in the list.

IMPORTANT

Even if the Status = Complete and Percent Compete = 100%, it does not mean that
all records imported successfully. It is important to review the message. And if not all
records were imported completely, click CSV Response to see the errors.

Correcting Errors

22 Proceed with the next step, if you do not have any errors. If you have any errors, click
the CSV Response link and open the results.csv file.

A) The first column displays the errors.


B) Note the errors and correct the data within the CSV Response file.
C) Save the CSV Response file to your desktop.
Use the previously saved CSV Import to re-import your customers:

A) Navigate to Setup > Import/Export > Saved CSV Imports.


B) Click the Lead Import link.
C) Repeat the above Field Mapping steps and confirm that the NetSuite Fields are
correctly mapped to Your Fields.

D) Click Save & Run.


E) Select OK to override the existing saved import.
F) Navigate to Setup > Import/Export > View CSV Import Status to view the status of
your new import.

G) Click the Refresh button until the status is Complete.

Sales Force Automation: Fundamentals


48 | Capturing Leads in NetSuite

View the Imported Leads

23 Navigate to Lists > Relationships > Leads.

24 Select in the Quick Sort filter dropdown Recently Created and note the new leads.

Sales Force Automation: Fundamentals


Capturing Leads in NetSuite | 49

EXERCISE SOLUTIONS

EXERCISE 02: Create an Online Customer Form

33 Click Suzie’s Shoe Shop.

A) Question: What territory was it assigned to and why was it assigned to that
territory?

Answer: Western Region. The State was not in the Upper West Coast USA and
Company Size was not less than 500 employees.

TIP
Go to Setup > Sales > Sales Territories to review the order of the territories.

B) Navigate to Marketing subtab.


Question: What is the Lead Source assigned to Suzie’s Shoe Shop? Where did this
come from?

Answer: The online form that Suzie filled in. On the Set Up Workflow tab, the lead
source was set as Wine & Cheese.

C) Scroll down to find the Online Forms sublist.


Question: What form is listed there?

Answer: Free Pass to the International Furniture Expo 2020 – the Online form that
we just created.

Sales Force Automation: Fundamentals


50 | Capturing Leads in NetSuite

Sales Force Automation: Fundamentals


Sales Email Campaigns | 51

SALES EMAIL CAMPAIGNS


Module Overview
This module provides an overview of the Sales Email Campaign.

Module Objectives
Upon completion of this module, you will be able to:

❖ Determine why you should use Sales Campaigns vs Email Merge


❖ Enable the Marketing features related to Sales Campaigns
❖ Define the criteria for the targeted audience
❖ Create Sales Campaign email templates
❖ Create Sales Campaign
❖ Track the response of the Sales Campaign

Module Topics

To meet the objective, this module discusses the following topics:

❖ Sales Campaigns vs Email Merge


❖ Building a Sales Campaign
❖ Reporting on the Sales Campaign

Sales Force Automation: Fundamentals


52 | Sales Email Campaigns

STUDENT EXERCISES

Required Exercises Duration

01 Create a Target Group 5 minutes

02 Create an Email Marketing Template 15 minutes

03 Create a Sales Email Campaign 10 minutes

EXERCISE 01: Create a Target Group (Required)

Scenario: After the Wine & Cheese event, Caitlyn McGyver (SuiteDreams Sales Rep) wants to
send an email to the potential California customers in attendance. She wants to make sure
the email goes out to the multiple contacts in the organizations and does not get sent to the
generic (info@customer.com) email address.

1 Navigate to Lists > Relationships > Groups.

2 Filter to Show All Groups and select the Customer as the Group Type.

3 View the California Customer Group, by clicking on the Group name.

4 Click Group Contacts.

This uses the criteria from the Customer group and retrieves the contacts belonging to
the Customers in the California Customer Group.

BEST PRACTICE

Using the [Group Contacts] is better than a group from a customer, because you
don’t want to email the customer email address.
WHY? Customer email addresses are normally info@customer.com or an email
address of one contact at the organization. Sometimes you want to email ALL the
contacts at the organization and not a generic info@customer.com.

5 Enter the Name Wine & Cheese California Contact Group. Leave the other fields as they
are.

6 Navigate to the Members and click the Group Members sublist.

7 Sort by the Company column and find Gentry Inc.

8 Note the multiple contacts and multiple email addresses that this group targets, using a
Contacts target group.

Sales Force Automation: Fundamentals


Sales Email Campaigns | 53

The list now contains all contacts belonging to customers in the California Customer
Group.

9 Click Save.

Sales Force Automation: Fundamentals


54 | Sales Email Campaigns

EXERCISE 02: Create an Email Marketing Template (Required)

Scenario: To send out the Email Campaign, Caitlyn has to create an Email Marketing
Template. In here, she can dynamically populate information, like the name of the contact,
using Freemarker fields. Here is a link to FreeMarker documentation In Help Center topic
WYSIWYG Editing in the Template Editor

1 Navigate Lists > Marketing > Marketing Templates > New.


2 Select Type = Campaign.
3 Review the Select Template Layout page and note the different layouts you can have for
your email template. Select Blank (Scriptable).

4 Enter the following fields:


⚫ In the Name field, enter Wine & Cheese – Follow-up
⚫ In the Description field, enter Email sent to customer post Wine & Cheese event.
⚫ In the Send Email Preview field, leave this field clear and enter your email address.

Note: As this is a Training Account, previews are only sent to emails within the
netsuite.com domain.

5 Navigate to the Template subtab.


6 Enter the following fields:
⚫ In the Subject field, enter SuiteDreams – An invitation to IFE.
⚫ Select the Text Editor field.

7 Enter a Freemarker field for the contact name. This lets you personalize the email
similar to mail merge tags.

A) In the Field Type field, select Contact.

Note: Select Contact instead of Customer to have contact’s name to appear and
NOT the Customer/Company name.

B) In the Insert Field field, select Name. This displays both First Name and Last Name.
C) Navigate to the Text Editor below and notice that ${contact.entityId} appears.

Sales Force Automation: Fundamentals


Sales Email Campaigns | 55

8 In the Text Editor, place the cursor before ${contact.entityId} and enter the following:
Dear ${contact.entityId},

It was great to see you at the SuiteDreams Wine & Cheese event.
Here is my personal invitation for you to attend IFE 2023.

Kind Regards,
${salesrep.MESSAGE_SIGNATURE}
SuiteDreams

9 In the Field Type, select Sales Rep. In the Insert Field, select Signature.
The Freemarker field ${salesrep.MESSAGE_SIGNATURE} is populated with the email with
the signature of the Sales Rep, as populated in Home > Set Preferences, on the General
subtab, in the Signature field.

Note: You can enter the text exactly as is ${salesrep.MESSAGE_SIGNATURE} or


select Field Type = Sales Rep, Insert Field = Signature and let NetSuite insert the
Freemarker field into the template.

10 Navigate to the Marketing subtab.


11 Select any value in the From Email Address and Reply To Email Address
The above values are only applicable if using this template in a Marketing Campaign.

TIPS AND TRICKS

For Sales Campaigns, the email will show the nickname and From email address
entered by the rep at Home > Set Preferences > General under the User Profile
heading.
If a sales rep has not set up a profile, use the rep's login email as the From address
and the name on the sales rep's Employee record in the To field.
The exception is when someone sends a campaign on behalf of sales reps; for
example, if a sales manager sends a campaign on behalf of their subordinates.
Sending a sales campaign with a marketing template that is marked to Email as
Sales Rep uses the sales rep's email address as the From and Reply To addresses.

12 Select Email as Sales Rep.


13 Ensure that Track Outgoing Email is selected. Otherwise, the email responses won’t be
tracked.

14 Click Save.

Sales Force Automation: Fundamentals


56 | Sales Email Campaigns

EXERCISE 03: Create a Sales Email Campaign (Required)

Scenario: Now create a Sales Email Campaign to schedule and execute the emails for a set
date and time.

This exercise is based on the target group you created in the previous exercise. If you
did not complete those exercises, please select one of the existing groups in the
NetSuite training account.

1 Navigate to Lists > Marketing > Sales Campaign > New.


2 In the Primary Information section, enter:
⚫ In the Title field, enter Post Wine & Cheese Follow-up.
⚫ In the Start Date field, enter the current date.

3 The other fields in the Primary Information and Related Information section are optional
and are used for reporting purposes.

4 Navigate to the Events subtab and click the E-mail.


5 Use the following table to enter values for the corresponding fields.

Field Value

Target Group Wine & Cheese California Contact Group


You can also select another Group in the list

Template Wine and Cheese Follow-up


You can also select another templates in the list.

Subscription Marketing

Note: If Subscription is not available, the feature by


navigating to Setup > Company > Enable Features > CRM
> Marketing > Subscription Categories

Status Planning

Note: Select Execute for NetSuite to send the email on the


date and time you set in the Date and Time fields.

Date Enter the current date.

Time Enter a time that is 1 hour from now.

Sales Force Automation: Fundamentals


Sales Email Campaigns | 57

6 Click Add.
7 Click Save.

Sales Force Automation: Fundamentals


58 | Sales Email Campaigns

Sales Force Automation: Fundamentals


Lead to Customer Management | 59

LEAD TO CUSTOMER MANAGEMENT


Module Overview
This module provides an overview of the Lead to Customer life-cycle. From stages, statuses
and Sales Transactions.

Module Objectives
Upon the completion of this module, you will be able to:

❖ Determine why you should use Sales Campaigns vs Email Merge


❖ Enable the Marketing features related to Sales Campaigns
❖ Define the criteria for the targeted audience
❖ Create Sales Campaign email templates
❖ Create Sales Campaign
❖ Track the response of the Sales Campaign

Module Topics

To meet the objective, this module discusses the following topics:

❖ Sales Process Terminology


❖ Sales, Statuses and Probability Percentages
❖ Relationship of the Sales Transactions

Sales Force Automation: Fundamentals


60 | Lead to Customer Management

STUDENT EXERCISES

Required Exercises Duration

01 Create a New Customer Status 5 minutes

02 Work a Lead 15 minutes

03 Perform a Lead Conversion 10 minutes

04 Create an Opportunity 10 minutes

05 Generate a Quote from an Opportunity 10 minutes

06 Generate a Sales Order from a Quotes 10 minutes

Optional Exercises Duration

07 Convert Sales Order to Invoice 10 minutes

08 Enter a Cash Sale 10 minutes

EXERCISE 01: Create a New Customer Status (Required)

Scenario: SuiteDreams has restructured their sales process to include an Inside Sales team.
The Inside Sales team will qualify new leads, and once qualified, they will update the Lead
Status to Qualified. We need to create a new Customer Status for this.

Create a New Customer Status

1 Navigate to Setup > Sales > Customer Statuses > New.


2 Use the following table to enter values for the corresponding fields.

Field Value

Status Qualified

Stage Lead

Probability 0%

Description Inside Sales has had the first discussions with the
Lead.

Include in Lead Reports Select

3 Click Save.

Sales Force Automation: Fundamentals


Lead to Customer Management | 61

EXERCISE 02: Work a Lead (Required)

Scenario: Sales reps need to effectively work their leads. We look at editing lead records, as
well as converting leads. In this exercise, we work on a lead that is on our list of leads to work
on.

Locate the Lead

1 Use global Search to locate Fernhill Solutions, then click Edit.


Or, navigate to Lists > Relationships > Leads and click Edit next to Fernhill Solutions.

Change the Lead Status

2 In the Lead Status field, change the status to Lead – Qualified.

Tip: You may have to scroll up to see the Lead-Qualified value.

3 Review the Sales Rep and Territory for this lead. This lead was most likely assigned to
Larry Nelson via the Online Lead Sales Territory.

Note: If you enabled the Sales Team feature, navigate to the Sales subtab and
ensure that a sales team or an employee with a Sales Role of Sales Rep exists.

4 Navigate to the Qualification sublist, then use the following table to enter the values for
the corresponding fields.

Field Value

Estimated Budget 50,000

Budget Approved Select

Sale ReadineSS Warm

Buying Reason New Requirement

Buying Time Frame 10-12 months

5 Click Save.

Sales Force Automation: Fundamentals


62 | Lead to Customer Management

EXERCISE 03: Perform a Lead Conversion (Required)

Scenario: The manager of the Inside Sales team would like to use NetSuite Lead Conversion
feature. Enable it, create a new lead and convert it into a prospect, contact, opportunity and
task.

Enable Lead Conversion Feature

1 Navigate to Setup > Company > Enable Features and click the CRM subtab.
2 Under the Sales section, select Lead Conversion.
3 Click Save.

Create a New Lead

4 Navigate to Lists > Relationships > Leads > New. The Leads entry form displays.
5 Use the Standard Lead Form and enter the following information in the Primary
Information section:
⚫ In the Type field, select Individual.
⚫ In the Mr/Ms field, select Ms.
⚫ In the Name field, enter Betty Smyth.
⚫ In the Company Name field, enter Golden Girls Café.

6 In the Classification section, go to the Primary Subsidiary field and select US West.
7 Navigate to the Company Profile subtab and select Food & Hospitality as the Industry
Type.

8 Click Save.

Change the Lead Status and Convert

9 Click Edit to update the lead record again.


10 In the Lead Status field, change the status to LEAD-Qualified.
11 Click Save & Convert.
12 Review the Primary Information, Email|Phone|Address and Classification sections.
13 In the Prospect section, NetSuite has found a potential duplicate.

Sales Force Automation: Fundamentals


Lead to Customer Management | 63

14 Click Compare Duplicates and a popup will appear with more information on the
duplicate.

15 Review the details. Is this a duplicate? No. Click Close.


16 Select Create Prospect, then select Golden Girls Café.
17 In the Sales Rep dropdown, select Caitlin McGyver.
18 In Create Contact: Betty Smyth, select a Role of Primary Contact.
19 In the Create Opportunity - Optional section, select Create Opportunity.
20 Use the following table to enter values for the corresponding fields.

Field Value

Title New chairs for Café

Status Qualified

Expected Close End of this month

Tip: Put your cursor in the date field and


press [M] on your keyboard. NetSuite will
populate it with the end of this month.

Projected Total 5000

Details Requires new chairs for their existing café

Contact Role Primary Contact

21 In the Create Task - Optional section, select Create Task.


22 Enter the following fields:
⚫ In the Title field, enter Send Betty brochure of chairs.
⚫ In the Priority field, select High.
⚫ In the Start Date field, enter the current date.
⚫ In the Due Date field, select a date that is one week from today.

23 Click Submit and view the Prospect record.

Review the Prospect Record

24 Navigate to the Relationships subtab, then the Contacts sublist and note the Contact
Betty Smyth attached.

Sales Force Automation: Fundamentals


64 | Lead to Customer Management

25 Navigate to the Communication subtab, then the Activities sublist and note the task
created.

26 Navigate to the Sales subtab, then the Opportunities sublist and note an Opportunity
record has been created.

Sales Force Automation: Fundamentals


Lead to Customer Management | 65

EXERCISE 04: Create an Opportunity (Required)

Scenario: Create an Opportunity to convert a Lead (Gus Photography) into a Prospect.

1 Navigate to the Create New menu and select Opportunity.

2 Use the following table to enter values for the corresponding fields.

Field Value

Title Shop furnishing – Vintage

Company Gus Photography

Status Identified Decision Makers

Probability 50%

Note: This is automatically populated


based on the selected Status. You can
override the probability of closing the
deal.

Expected Close End of this month

Tip: Put your cursor in the date field and


press [M] on your keyboard. NetSuite will
populate it with the end of this month.

Details Ali from Gus Photography has decided to


change the theme in his shop. He needs
vintage inspired furniture.

3 In the Forecasting section, enter $1500 as the Projected Total.


Notice the Weighted Total is automatically calculated based on Projected Total X
Probability.

Note: If you don’t know the specific items the prospect will purchase, but know
of a specific range they will spend, just enter the details in the Forecasting
section. If you do know the items they might or will purchase, enter the Items in the
Items subtab. This will make converting this opportunity to a quote an easier process.

4 Navigate to the Items subtab and use the following table to select each item and enter
the appropriate quantity.

Sales Force Automation: Fundamentals


66 | Lead to Customer Management

Item Quantity

HOME/OFFICE DESIGN: Office Refurbishment - Design 1

LIVING ROOM : Textured Armchair 5

DINING ROOM : Armless Dining Chair 5

TIPS AND TRICKS


Instead of manually adding each item line-by-line, you can click on the [Add Multiple]
to search and then add all the items at once.

5 Click Update Projected to update the Projected Total, based on the item values.
6 Click Save.

Sales Force Automation: Fundamentals


Lead to Customer Management | 67

EXERCISE 05: Generate a Quote from an Opportunity (Required)

Scenario: Create an Opportunity to convert a Lead (Gus Photography) into a Prospect.

1 If your Opportunity is not open, navigate to the Recent Records button and select
Opportunity for Gus Photography that you just created.

2 Within the opportunity, navigate to Sales > Quotes and click New Quote.
Question: What is the status and probability of the Quote?

Answer:

3 Review the information in the header; in particular the Expires Date, Status, Probability
and Expected Close.

4 Navigate to the Items subtab and change the quantity of the LIVING ROOM: Textured
Armchair to 10.

5 Click OK.

BEST PRACTICES

It is best practice to create your quote from the opportunity record, as it saves you
time in re-entering all the information again.
You only to review and update information as necessary and SAVE to create the
quote.

6 Click Save.

Sales Force Automation: Fundamentals


68 | Lead to Customer Management

EXERCISE 06: Generate a Sales Order from the Quote (Required)

Scenario: Convert the estimate/quote into a sales order; populating the information from the
quote into the sales order.

1 If your Quote is not open, navigate to the Recent Records button and select Quote
for Gus Photography that you just created.

2 Click Order.
3 Review the fields. These were automatically populated from the Quote record.
4 Navigate to the Sales Information section and notice the Opportunity and Created From
fields references the original Opportunity and corresponding Quote.

5 Review the Items subtab to ensure the correct Items, Quantity, Rate and Amount are
populated.

6 Click Save.
7 Navigate to Lists > Relationships > Prospects.
Question: Is the customer (Gus Photography) in this list?

Answer:

8 Navigate to Lists > Relationships > Customer.


Question: Is the customer Gus Photography in this list?

Answer:

Question: Why? What caused it to convert to a customer?

Answer:

Sales Force Automation: Fundamentals


Lead to Customer Management | 69

EXERCISE 07: Convert a Sales Order to Invoice (Optional)

Scenario: Convert an approves sales order into an invoice; populating the information from
the sales order into the invoice and sending it to the customer.

1 Go to your Recent Records and select the Sales Order that you just created.
2 Click Bill Remaining and an Invoice in Edit mode should appear.
3 Review the invoice and note how all the information from the Sales Order is copied
across.

Note that the Created From field is populated with the original Sales Order number.

4 Click Save.
5 Click the Printer icon to view the invoice and print a hard copy of the invoice.
You can also click Actions > Email to email the invoice to the customer.

Note: Due to the settings in this training database, the invoice is emailed
automatically to the email address on the Communication subtab, Messages
sublist, in the To Be Emailed field.

You can go to Communication subtab, Messages sublist and click Email to see an
Email pop up message. Here you can CC more email addresses, enter a message,
and attach more files.

Alternatively, you may modify the transaction by navigating to the


Communication subtab, Messages sublist and select the To Be E-Mailed, then
click Save (provided an email address is displayed.) Then, you can navigate back
to the Communication subtab, Messages sublist and see the email has been
sent.

Sales Force Automation: Fundamentals


70 | Lead to Customer Management

EXERCISE 08: Enter a Cash Sale (Optional)

Scenario: A customer has walked into our shopfront and purchased an item with cash.
Process the order via a Cash Sale

1 Navigate to Transactions > Sales > Enter Cash Sales.


2 In the Customer field, select Anonymous Customer US-West.

Note: The Anonymous Customer can be used for over-the-counter cash sales at
a point-of-sale/cash register.

3 In the Location field, select US – West Coast Warehouse.


4 Navigate to the Items subtab.
5 In the Items sublist, select the DINING ROOM : Plastic Dining Chair as the Item and
enter a Quantity of 2.

6 Click Add.
7 Navigate to the Billing subtab, then go to the Payment section.
8 In the Payment Method field, select Cash.
9 Click Save.

Sales Force Automation: Fundamentals


Lead to Customer Management | 71

EXERCISE SOLUTIONS

EXERCISE 05: Generate a Quote from an Opportunity

2 Within the opportunity, navigate to Sales > Quotes and click New Quote.
Question: What is the status and probability of the Quote?

Answer: Status = Proposal and Probability = 50%

EXERCISE 06: Generate a Sales Order from the Quote

7 Navigate to Lists > Relationships > Prospects.


Question: Is the Prospect in this list?

Answer: No

8 Navigate to Lists > Relationships > Customer.


Question: Is our Prospect in this list?

Answer: Yes

Question: Why? What caused it to convert to a customer?

Answer: Converting the Quote to Sales Order

Sales Force Automation: Fundamentals


72 | Lead to Customer Management

Sales Force Automation: Fundamentals


Forecasting and Pipeline | 73

FORECASTING AND PIPELINE


Module Overview

Module Objectives
Upon the completion of this module, you will be able to:

❖ Review the Forecasting and Pipeline setup and preferences


❖ Edit the forecasts as a Sales Rep or Sales Manager
❖ Including Sales Transactions in your Forecast and Pipeline
❖ Manage your forecast from your dashboard
❖ Report on your forecasts using standard NetSuite Reports

Module Topics

To meet the objective, this module discusses the following topics:

❖ Setup and Preferences


❖ Editing the Sales Forecast
❖ Sales Transactions included in the Forecast and Pipeline
❖ Managing your forecast
❖ NetSuite Forecast Reports

Sales Force Automation: Fundamentals


74 | Forecasting and Pipeline

STUDENT EXERCISES

Required Exercises Duration

01 Enable Features & Preferences for Forecasts 10 minutes

02 Manage the Sales Rep Forecast 10 minutes

Optional Exercise Duration

03 Run a Standard NetSuite Forecast Report 10 minutes

EXERCISE 01: Enable Features & Preferences for Forecasts (Required)

Scenario: Before we start using the forecasting functionality, let’s make sure the features are
enabled and the Sales Preferences have been set.

Enable Features - Sales

1 Navigate to Setup > Company > Enable Features, then click the CRM subtab.

2 Review the following features:


⚫ Advanced Forecasting
 Enable this to manage your sales forecasting in three brackets; low, middle and
high.
⚫ Historical Metrics
 Enable this to saves historical monthly and quarterly KPI amounts for forecast
and pipeline comparative reporting.

3 Click Save.

Sales Preferences

4 Navigate to Setup > Sales > Sales Preferences, then click the Forecasts subtab.

5 Review the features and the corresponding settings in the following table.

Feature Setting Description

Calculate Selected For forecast totals calculated as weighted. Weighted amounts


Forecasts as are calculated by multiplying the probability by the projected
Weighted amount of each transaction.

Sales Force Automation: Fundamentals


Forecasting and Pipeline | 75

Feature Setting Description

Forecast Quarterly Leave clear To edit forecasts and establish quotas by quarters.
(vs. Monthly)

Low Forecast Change to Enter the name your company uses for the lowest forecast or
Name Commit "worst case" forecast category. This category is used for the
forecast amounts that are very likely to be converted.

Medium Forecast Leave as Enter the name your company uses for the medium or "most
Name Most Likely likely" forecast category. This category is used for deals that are
likely but not certain to be converted to a sale.

High Forecast Leave as Enter the name your company uses for the highest or "upside"
Name Upside forecast category. This category is used for deals that are early
in the sales process or are not likely to be converted to a closed
sale.

Default Forecast Select The forecast type you want set on estimates and opportunities
Type Commit by default. You can change the forecast type for each individual
transaction.

Use Quotes in Select To include estimates in forecast reports, snapshots, and key
Forecast performance indicators.

Multiple Projected Select To enter multiple projected amounts on opportunities. When this
Amounts preference is enabled, you enter a range of projected amounts
on opportunities and estimates.

Forecast Accuracy Leave as To determine at which point in the week you want to compare
(Weekly View) Friday at the sales forecast to the actual sales for the period, select the
5:00pm day and time of the forecast you want to show in the report.
You can set this preference to coincide with a weekly deadline
that you set for your sales reps to save their forecasts.

Allow Setting Select To allow sales reps to adjust the statuses of opportunities and
Status in Forecast estimates when saving forecasts.
Editor

Allow Setting Select To allow sales reps to adjust the probability of opportunities and
Probability in estimates when saving forecast
Forecast Editor

6 Click Save.

Sales Force Automation: Fundamentals


76 | Forecasting and Pipeline

EXERCISE 02: Manage the Sales Rep Forecast (Required)

Scenario: SuiteDreams is going through a yearly review and Caitlin’s manager has requested
that she update her forecast.

1 Login as the Sales Person role.

2 Navigate to Forecast > Setup > Edit Sales Rep Forecast.

3 Select the following values:


⚫ In the Subsidiary field, select US-West.
⚫ In the Sales Rep field, select Caitlyn McGyver
⚫ In the Start Date field, select a month containing data on the Opportunities subtab
using the arrows .

4 Use the following table to review the header.

Field Value

Quota Note: The quota is prepopulated with the value set for Caitlin by the
system. Administrators can change quotas for individual users by
navigating to Transactions > Quota/Forecast > Establish Quotas >
List.

Forecast Is Weighted As set up in the Sales Preferences; we checked Calculate Forecasts


as Weighted.
Weighted amounts are calculated by multiplying the probability by the
projected amount of each transaction.

Calculated Commit | Most Likely| Upside


You cannot override these values. They are calculated based on the
opportunities, quotes, Sales Orders and invoices that are NOT
omitted.

Override Commit | Most Likely| Upside


Note: If the calculated values do not reflect your forecast, enter the
values in the Override fields.

5 Navigate to the Opportunities subtab.

6 Notice the 0.00 next to the subtab heading. This means it has $0.00 worth of
transactions on it. In a separate browser tab, navigate to Opportunities > Transactions >
Opportunities and set the Status filter to Open and the Sales Rep filter to Caitlin
MacGyver, you can see that there is a long list of Opportunities.

Question: Why is the Opportunities subtab at $0.00?

Sales Force Automation: Fundamentals


Forecasting and Pipeline | 77

Answer:

7 Select one opportunity from the Opportunities subtab to update with the values in the
following table.

Field Value

Forecast Type Select Commit


Notice that the $0.00 has now changed on the subtab and the
Calculated values have also updated accordingly.
The default Forecast Type can be set up in the Sales Preference.
SuiteDreams was most likely set to Omitted. Hence, these
opportunities are not being included in the forecast by default.

Exp. Close Date End of the respective month

Status Change to In Discussion

Probability Change to 75%.


The Probability is set to 20% by default, which is assigned to the In
Discussion status.

Commit | Most Likely | Enter under the Commit column $10,000


Upside
Notice that the $0.00 has now changed on the subtab and the
Calculated values have also updated accordingly.
You can override the individual forecast amounts here, instead of
Total forecast amounts in the header.

8 Navigate to the Quotes subtab. Are there any Quotes listed here? If so, do the same
thing as the Opportunities. Review the quotes and update accordingly. Return to the
Forecast tab you opened earlier and navigate to the Quotes subtab.

9 Navigate to Unbilled Orders and Actuals subtabs and note that the transactions in here
are automatically included in the Calculated value. No action is required.

10 Note the values for both the Calculated or Override in all three categories here:

Calculated
⚫ Commit =
⚫ Most Likely =
⚫ Upside =

Override
⚫ Commit =

Sales Force Automation: Fundamentals


78 | Forecasting and Pipeline

⚫ Most Likely =
⚫ Upside =

11 Click Save.

Note: Any changes to the Calculated or Override values are tracked on the
History subtab and Forecast reports.

Sales Force Automation: Fundamentals


Forecasting and Pipeline | 79

EXERCISE 03: Run a Standard NetSuite Forecast Report (Optional)

Scenario: Review how the update of the Sales Forecasts are reflected on a standard NetSuite
report. There are lots of standard NetSuite reports that you can run. The ones that are based
on Forecast and Pipeline are in the Pipeline Analysis and Forecast sections. Make sure you are
using the Sales Person role.

1 Navigate to Reports > Reports Overview.

2 Expand the following categories and review the reports in these sections:
⚫ Pipeline Analysis
⚫ Forecast

3 Run the Forecast by Sales Rep report.

This report lists each sales rep's calculated and override forecasts for the period you
define in the footer of the report. Due to the permission granted to this Sales Person,
the other reps forecast amounts are visible to them.

4 At the bottom of the report are filters. Enter the month used in the previous exercise in
the To and From fields.

5 Click Refresh.

6 Look for Caitlin McGyver and compare the values in the report to the values you noted
in the previous exercise.

7 Click the Weighted amount for Caitlin McGyver.

8 You are taken to the Forecast by Sales Rep Detail report.

Question: What does this report show you? That is, how is it different to the previous
report that you ran (Forecast by Sales Rep Summary).

Answer:

Sales Force Automation: Fundamentals


80 | Forecasting and Pipeline

EXERCISE SOLUTIONS

EXERCISE 02: Manage the Sales Rep Forecast

6 Notice the 0.00 next to subtab heading. This means it has $0.00 worth of transactions
on it. In a separate browser tab, navigate to Opportunities > Transactions >
Opportunities and set the Status filter to Open and the Sales Rep filter to Caitlin
MacGyver, you can see that there is a long list of Opportunities.

Question: Why is the Opportunities subtab at $0.00?

Answer: All the opportunities are Omitted and hence, not included in the forecast.

EXERCISE 03: Run a Standard NetSuite Forecast Report

8 You are taken to the Forecast by Sales Rep Detail report.

Question: What does this report show you? That is, how is it different to the previous
report that you ran (Forecast by Sales Rep Summary).

Answer: The weighted and calculated forecast amounts for each transaction that was
included in the forecast.

The calculated forecast is determined by the sum of the following:


⚫ Cash sales and invoices that closed within the time period you are forecasting
⚫ Unbilled sales orders that have not been processed into cash sales or invoices
⚫ Estimates with the Include in Forecast box checked that have not been used to
create sales orders, invoices or cash sales
⚫ Opportunities with no estimates attached or with estimates that are not set to be
included in the forecast

The weighted forecast is the product of a transaction's probability and its projected
amount.

The projected amount is the total of the items on the transactions.

Sales Force Automation: Fundamentals


Last Sales Activity SuiteApp | 81

LAST SALES ACTIVITY SUITEAPP


Module Overview
This module provides an overview of the NetSuite SuiteApp – Last Sales Activity.

Module Objectives
Upon the completion of this module, you will be able to:

❖ Review CRM features and preferences


❖ Install the Last Sales Activity (LSA) SuiteApp
❖ Set LSA preferences
❖ Set up LSA mass updates
❖ Explain LSA field
❖ Personalize the dashboard

Module Topics

To meet the objective, this module discusses the following topics:

❖ Install Last Sales Activity (LSA) SuiteApp


❖ Set LSA preferences
❖ Set up LSA mass updates
❖ Personalize dashboard

Sales Force Automation: Fundamentals


82 | Last Sales Activity SuiteApp

STUDENT EXERCISES

Required Exercise Duration

01 Set Up Last Sales Activity SuiteApp 5 minutes

Optional Exercise

02 Use the Last Sales Activity SuiteApp 10 minutes

EXERCISE 01: Set Up Last Sales Activity SuiteApp (Required)

Scenario: The Last Sales Activity SuiteApp is not installed in your demo account. In this
exercise, you will install the Last Sales Activity bundle and set preferences.

Install Bundle

1 Switch to the Administrator role, if necessary.

2 Navigate to Customization > SuiteBundler > Search & Install Bundles.

3 In the Keywords field, enter the bundle name as Last Sales Activity or bundle ID: 53195,
then click Search.

4 Click Last Sales Activity under the Name field.

5 Click the Components subtab. Review the various types of components that are added
when the bundle is installed.

6 Click Install. Review the system message, then click OK.

7 Click Install Bundle on the Preview Bundle Install page. Review the system message,
then click OK.

8 Refresh the Installed Bundles page until the Status column has a green checkmark.

Set Last Sales Activity Preferences

9 Navigate to Setup > Company > General Preferences, then click the Custom
Preferences subtab.

10 Select the following types of sales activities to track LSA:


⚫ Tasks
⚫ Phone Calls

Sales Force Automation: Fundamentals


Last Sales Activity SuiteApp | 83

⚫ Events
⚫ Notes
⚫ Messages
⚫ Marketing Campaign

11 In the Activity Duration Filter (Days) field, leave the field blank to process for all entities.

12 Select Enable LSA Manual Update.

13 Click Save.

Sales Force Automation: Fundamentals


84 | Last Sales Activity SuiteApp

EXERCISE 02: Use the Last Sales Activity SuiteApp (Optional)

Scenario: In this exercise, you will create activities to update the Last Sales Activity field on a
lead record and personalize the Home Dashboard with LSA reminders and KPIs.

Create Activities

1 Navigate to Lists > Relationships > Leads.

2 Click View next to any Lead record with Larry Nelson as the Sales Rep.

3 Click Update LSA to manually update the LSA field.

IMPORTANT

If a marketing campaign with a date after the current date populates, select a different
lead record.

4 Click the Communication subtab, then the Activities sublist on the Lead record.

5 Click New Phone Call.

6 Use the following table to enter values for the corresponding fields.

Field Value

Subject Enter a subject

Status Completed

Date At least 1 day prior to today’s date

Date Completed At least 1 day prior to today’s date

Message Enter a message

7 Click Save.

8 Click Update LSA. The LSA field populates as a hyperlink as Date: Record Type.

Question: What date and activity displayed in the Last Sales Activity field?

Answer:

9 Right-click the hyperlink to open in a new tab or window to view the activity details.

10 Click the Communication subtab, then the Activities sublist on the Lead record.

11 Click New Task.

Sales Force Automation: Fundamentals


Last Sales Activity SuiteApp | 85

12 Use the following table to enter values for the corresponding fields.

Field Value

Title Enter a title

Status Completed

Start Date Today’s date

Due Date Today’s date

Date Completed Today’s date

Message Enter a message

13 Click Save.

14 Click Update LSA.

Question: What date and activity displayed in the Last Sales Activity field?

Answer:

15 Click the Communication subtab, then the Activities sublist on the Lead record.

16 Click New Phone Call.

17 Use the following table to enter values for the corresponding fields.

Field Value

Subject Enter a subject

Status Scheduled

Date 1 day after today’s date

Message Enter a message

18 Click Save.

19 Click Update LSA.

Question: What date and activity displayed in the Last Sales Activity field?

Answer:

Sales Force Automation: Fundamentals


86 | Last Sales Activity SuiteApp

Set Up Appearance

Add Reminders

20 Click the Home icon.

21 From the Reminders portlet, click Set Up.

22 Select Custom from the Reminder Type dropdown list.

23 Select the following:


⚫ Contacts without sales activity in the last week
⚫ Leads, prospects, and customers without sales activity in the last week
⚫ Opportunities without sales activity in the last week

24 Click Save.

Add KPIs

25 Click Personalize to add the KPI portlet, if not already displayed.

26 From the KPI portlet, click Set Up.

27 Click Add Custom KPIs.

28 Use the following table to select data for the custom KPI.

KPI Range Compare Range

Contacts without sales This Week Last Week


activity in the last week

Leads, prospects, and This Week Last Week


customers without sales
activity in the last week

Opportunities without sales This Week Last Week


activity in the last week

29 Click Done then Save.

Add Custom Search Portlet

30 Click Personalize to add a Custom Search portlet.

31 From the Custom Search portlet, click Set Up.

Sales Force Automation: Fundamentals


Last Sales Activity SuiteApp | 87

32 From the Search dropdown list, review all saved searches starting with LSA. These were
all added with the bundle installation.

Note: Customization > SuiteBundler > Search & Install Bundles > List > Last
Sales Activity then click the Components subtab.

33 Select a LSA saved search.

34 Click Save.

Sales Force Automation: Fundamentals


88 | Last Sales Activity SuiteApp

EXERCISE SOLUTIONS

EXERCISE 02: Use the Last Sales Activity SuiteApp

Create Activities

8 Click Update LSA. The LSA field populates as a hyperlink as Date: Record Type.

Question: What date and activity displayed in the Last Sales Activity field?

Answer: Date, Phone Call

14 Click Update LSA.

Question: What date and activity displayed in the Last Sales Activity field?

Answer: Date, Task

19 Click Update LSA.

Question: What date and activity displayed in the Last Sales Activity field?

Answer: Date, Task. The field does not update. Future events, tasks, and phone calls
should not update the LSA field.

Sales Force Automation: Fundamentals


Smart Sales Dashboards | 89

SMART SALES DASHBOARDS


Module Overview
This module provides an overview of the home dashboard.

Module Objectives
Upon the completion of this module, you will be able to:

❖ Setup a Smart Sales Dashboard


❖ Set up a Trend Graph
❖ Utilize the Portlet Date Settings

Module Topics
To meet the objective, this module discusses the following topics:

❖ Personalize the Home Dashboard


❖ Set up a Trend Graph
❖ Display a standard and custom Trend Graph

Sales Force Automation: Fundamentals


90 | Smart Sales Dashboards

STUDENT EXERCISES

Required Exercises Duration

01 Create and Display a KPI as a Trend Graph 10 minutes

02 Set Up Your Dashboard 10 minutes

EXERCISE 01: Create and Display a KPI as a Trend Graph (Required)

Scenario: In this exercise, you display the total value of estimated commissions for the year,
as a trend graph.

Note: Only commissions earned by you and your subordinates appear in this
indicator.

Add the Trend Graph Portlet to the Home Dashboard

1 Click Personalize on the Home dashboard.


2 In the Standard Content pane, add the Trend Graph portlet to the Home dashboard by
clicking on it.

3 Close the Personalize Dashboard pane.

Select the KPI to Display

4 Click Set Up in the Trend Graph portlet.


5 Select any Estimated Commission from the KPI dropdown list.
6 Set the Trend Type to Quarterly.

Change the Color of the Trend Graph

7 Change the Custom Series Color to #3366ff which is a bright, light blue.
8 Click Save. Move the trend graph to a narrow portlet for a better display of the data.

Sales Force Automation: Fundamentals


Smart Sales Dashboards | 91

EXERCISE 02: Set Up Your Dashboard

Scenario: In this exercise, you take many of the results of your exercises and display them on
various dashboards.

Add a Report Snapshot to the Home Dashboard

1 Click Personalize in the top right-hand corner of the Home dashboard.

2 In the Standard Content pane, add the Report Snapshots portlet to the Home
dashboard by clicking on it.

3 Close the Personalize Dashboard pane.

4 Click Set Up in the Reports Snapshots portlet.

Note: The Report Snapshot may already be setup as the “Top 5 Campaigns by
Activity.”

5 Select Sales Rep by Pipeline from the Snapshot dropdown list.

6 Set the Date Range to this fiscal quarter.

7 Click Save.

Add and Arrange the Portlets

8 Add the following portlets to the dashboard (some may already be selected):
⚫ Reminders
⚫ KPI Meter
⚫ RSS Feed
⚫ KPI Scorecard
⚫ Key Performance Indicators
⚫ Customs Search

Note: Review the Currently Used tab to check what portlets have already been
added

9 Select other portlets as needed.

10 Close the Personalize Dashboard menu.

Sales Force Automation: Fundamentals


92 | Smart Sales Dashboards

11 Organize the dashboard by dragging and dropping the portlets. Remember design
considerations.

12 Click Set Up in the Custom Search portlet and select a search that interests you.

13 Click Set Up in the Reminders portlet to set up a custom reminder.

14 Set the Type as Custom.

15 Select the Leads, Prospects and Customers Without Sales Activity in the Last Week
saved search.

16 Select Show Reminders with Zero Results.

17 Click Save.

Change the Create New Menu

18 Hover over the Create New menu and click Personalize at the end of the list.

19 Select links that are important to you. Clear those that are not relevant. Rearrange so
the links display in a logical order

20 Click Save.

21 Modify other portlets, as needed.

Note: Dashboards should not be too busy or overloaded with information.

Sales Force Automation: Fundamentals

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy