Sales Force Automation Fundamentals - Student Guide PDF
Sales Force Automation Fundamentals - Student Guide PDF
Fundamentals
Course Guide
This printing: September 2022.
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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
This section highlights the eLearning content that may differ from the current NetSuite
release, including:
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.
⚫ 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.
INTRODUCTION
This module provides an overview of the Sales Force Automation: Fundamentals course.
⚫ 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:
Sales Force Automation uses presentations and hands-on exercises that focus on:
Course Audience
This is an intermediate course.
⚫ 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:
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:
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
❖ 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
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
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:
Module Topics
To meet the objective, this module discusses the following topics:
STUDENT EXERCISES
Optional Exercises
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).
• 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.
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
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.
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.
6 Click View beside the customer ABC Marketing Inc. The record will be opened in View
mode.
9 Click Save.
You are taken back to View mode for the selected customer.
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.
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.
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”.
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.
Module Objectives
Upon the completion of this module, you will be able to:
Module Topics
To meet the objective, this module discusses the following topics:
STUDENT EXERCISES
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.
Section Feature
Sales Opportunities
Lead Conversion
Advanced Forecasting
Team Selling
Historical Metrics
5 Click Save.
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.
Field Value
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.
Module Objectives
Upon the completion of this module, you will be able to:
Module Topics
To meet the objective, this module discusses the following topics:
STUDENT EXERCISES
NOTE: If you do not use the Sales Team feature, you will need to set up each
employee as a Sales Representative in NetSuite.
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.
1 Navigate to Setup > Sales > Sales Rules and review the ones already created.
Question: What fields are the rules based on?
Answer:
Field Value
Criteria any of
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:
Field Value
Name SME
Criteria none of
9 Click Save.
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).
Field Value
Note: that the territory that you just created is almost at the bottom.
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.
14 Drag and drop it above the Online Lead territory, by clicking on the dominoes ( ) and
dragging it into position.
15 Click Save.
ADDITIONAL RESOURCES
18 You can rename this territory from Default Round Robin to another terminology you use
at your organization and enter a Description.
22 Click Save.
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
1 Navigate to Setup > Company > Enable Features and go to the CRM subtab.
2 In the Sales section, enable Team Selling.
3 Click Save.
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).
Field Value
Field Value
9 Click Save.
10 Click List (top right corner), select as Type Sales Role and review the list of roles.
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.
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.
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.
Note: You may receive a pop-up message that you have not defined a password.
Click OK.
Field Value
Email Salesuswest@suitedreams.com
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.
Field Value
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
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.
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.
Field Value
Subsidiary US-West
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.
Field Value
Subsidiary US-West
Total 5,000,000
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.
EXERCISE SOLUTIONS
1 Navigate to Setup > Sales > Sales Rules and review the ones already created.
Question: What fields are the rules based on?
Module Objectives
Upon the completion of this module, you will be able to:
Module Topics
To meet the objective, this module discusses the following topics:
STUDENT EXERCISES
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.
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.
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.
ADDITIONAL RESOURCES
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.
1 Navigate to Setup > Marketing > Online Customer Form > New.
3 In the Title field, enter Free Pass to the International Furniture Expo 2020.
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.
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
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.
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
Phone Number
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
This will display at the bottom of the online form for the submitter.
A) Highlight www.suitedreams.com.
D) Click OK.
Set up Workflow
11 Navigate to the Set up Workflow subtab to configure what happens once form is
submitted.
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.
Field Value
13 In the Customer Notification section, in the Send Auto-Reply Email field select -New-.
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.
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.
26 Use the following table to enter values for the corresponding fields:
Field Value
Font Tahoma
27 Click Save.
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.
Field Value
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.
31 Click Submit.
A) Question: What territory was it assigned to and why was it assigned to that
territory?
Answer:
TIP
Go to Setup > Sales > Sales Territories to review the order of the territories.
Answer:
Answer:
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:
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
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
in each file indicating the errors. After you fix the errors, you can relaunch the
Import Assistant and re-upload the files.
BEST PRACTICE
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.
10 Step 3 – File Mapping is skipped, as we only are importing one file. So, you should be at
Step 4 – Field Mapping now.
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 .
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.
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.
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.
24 Select in the Quick Sort filter dropdown Recently Created and note the new leads.
EXERCISE SOLUTIONS
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.
Answer: The online form that Suzie filled in. On the Set Up Workflow tab, the lead
source was set as Wine & Cheese.
Answer: Free Pass to the International Furniture Expo 2020 – the Online form that
we just created.
Module Objectives
Upon completion of this module, you will be able to:
Module Topics
STUDENT EXERCISES
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.
2 Filter to Show All Groups and select the Customer as the Group Type.
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.
8 Note the multiple contacts and multiple email addresses that this group targets, using a
Contacts target group.
The list now contains all contacts belonging to customers in the California Customer
Group.
9 Click Save.
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
Note: As this is a Training Account, previews are only sent to emails within the
netsuite.com domain.
7 Enter a Freemarker field for the contact name. This lets you personalize the email
similar to mail merge tags.
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.
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.
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.
14 Click Save.
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.
3 The other fields in the Primary Information and Related Information section are optional
and are used for reporting purposes.
Field Value
Subscription Marketing
Status Planning
6 Click Add.
7 Click Save.
Module Objectives
Upon the completion of this module, you will be able to:
Module Topics
STUDENT EXERCISES
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.
Field Value
Status Qualified
Stage Lead
Probability 0%
Description Inside Sales has had the first discussions with the
Lead.
3 Click Save.
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.
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
5 Click Save.
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.
1 Navigate to Setup > Company > Enable Features and click the CRM subtab.
2 Under the Sales section, select Lead Conversion.
3 Click Save.
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.
14 Click Compare Duplicates and a popup will appear with more information on the
duplicate.
Field Value
Status Qualified
24 Navigate to the Relationships subtab, then the Contacts sublist and note the Contact
Betty Smyth attached.
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.
2 Use the following table to enter values for the corresponding fields.
Field Value
Probability 50%
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.
Item Quantity
5 Click Update Projected to update the Projected Total, based on the item values.
6 Click Save.
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.
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:
Answer:
Answer:
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.
Scenario: A customer has walked into our shopfront and purchased an item with cash.
Process the order via a Cash Sale
Note: The Anonymous Customer can be used for over-the-counter cash sales at
a point-of-sale/cash register.
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.
EXERCISE SOLUTIONS
2 Within the opportunity, navigate to Sales > Quotes and click New Quote.
Question: What is the status and probability of the Quote?
Answer: No
Answer: Yes
Module Objectives
Upon the completion of this module, you will be able to:
Module Topics
STUDENT EXERCISES
Scenario: Before we start using the forecasting functionality, let’s make sure the features are
enabled and the Sales Preferences have been set.
1 Navigate to Setup > Company > Enable Features, then click the CRM subtab.
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.
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.
Scenario: SuiteDreams is going through a yearly review and Caitlin’s manager has requested
that she update her forecast.
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.
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.
Answer:
7 Select one opportunity from the Opportunities subtab to update with the values in the
following table.
Field Value
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 =
⚫ Most Likely =
⚫ Upside =
11 Click Save.
Note: Any changes to the Calculated or Override values are tracked on the
History subtab and Forecast reports.
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.
2 Expand the following categories and review the reports in these sections:
⚫ Pipeline Analysis
⚫ Forecast
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.
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:
EXERCISE SOLUTIONS
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.
Answer: All the opportunities are Omitted and hence, not included in the forecast.
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 weighted forecast is the product of a transaction's probability and its projected
amount.
Module Objectives
Upon the completion of this module, you will be able to:
Module Topics
STUDENT EXERCISES
Optional Exercise
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
3 In the Keywords field, enter the bundle name as Last Sales Activity or bundle ID: 53195,
then click Search.
5 Click the Components subtab. Review the various types of components that are added
when the bundle is installed.
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.
9 Navigate to Setup > Company > General Preferences, then click the Custom
Preferences subtab.
⚫ Events
⚫ Notes
⚫ Messages
⚫ Marketing Campaign
11 In the Activity Duration Filter (Days) field, leave the field blank to process for all entities.
13 Click Save.
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
2 Click View next to any Lead record with Larry Nelson as the Sales Rep.
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.
6 Use the following table to enter values for the corresponding fields.
Field Value
Status Completed
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.
12 Use the following table to enter values for the corresponding fields.
Field Value
Status Completed
13 Click Save.
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.
17 Use the following table to enter values for the corresponding fields.
Field Value
Status Scheduled
18 Click Save.
Question: What date and activity displayed in the Last Sales Activity field?
Answer:
Set Up Appearance
Add Reminders
24 Click Save.
Add KPIs
28 Use the following table to select data for the custom KPI.
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.
34 Click Save.
EXERCISE SOLUTIONS
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?
Question: What date and activity displayed in the Last Sales Activity field?
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.
Module Objectives
Upon the completion of this module, you will be able to:
Module Topics
To meet the objective, this module discusses the following topics:
STUDENT EXERCISES
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.
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.
Scenario: In this exercise, you take many of the results of your exercises and display them on
various dashboards.
2 In the Standard Content pane, add the Report Snapshots portlet to the Home
dashboard by clicking on it.
Note: The Report Snapshot may already be setup as the “Top 5 Campaigns by
Activity.”
7 Click Save.
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
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.
15 Select the Leads, Prospects and Customers Without Sales Activity in the Last Week
saved search.
17 Click Save.
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.