Sales Usage Guide
Using Sales Web Part
The Sales web part provides several functionalities:
1. Registration Form
This dialog appears when a user adds the Helpdesk Works web part to the site for the first time. The user must provide the required details, such as Organization Name, Support Email, and Country, and then submit the form. This is a one-time setup process for a new installation.
2. Access & Navigation
Open the SharePoint site and go to the Sales page.
Use the left/top app menu to switch between:
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Report
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Opportunities
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Quotations
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Purchase Orders
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Sales Dashboard
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Settings
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Help
Tips: Use Search in each module to quickly find records. Export to Excel and Edit Columns are available on list views.
3. Opportunities
Purpose:
Manage and track sales opportunities throughout the sales lifecycle.
Common Actions
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New Opportunity:
Click “+ Create Opportunity”, then enter the required fields:
Opportunity, Business, Business Unit, OEM, Customer, Key Contact, Decision Maker, Report Date, Tentative Start Date, Tentative Decision Date, and Amount. -
Edit / Delete / Additional Actions:
Use the row’s three-dots menu (…) to:-
View the opportunity
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Update details
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Delete the record
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Create a Quotation for the selected Opportunity ID
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Search / Filter:
Use the search bar and list filters to quickly narrow down results. -
Export / Columns:
Use “Export to Excel” to download data and “Edit Columns” to customize the list view. -
Page Settings:
Use Page Settings to hide decimal values in the Amount field (if required).
Key fields:
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Opportunity ID (auto-numbered by prefix rules)
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Business, Business Unit
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OEM, Customer (auto select the Key Contact and Decision Maker)
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Report Date, Tentative Start Date, Tentative Decision Date
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Opportunity Stage (e.g., Won, High Chance)
4. Quotations
Purpose:
Manage and track quotations linked to sales opportunities.
Common Actions
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New Quotation:
Click “+ Create Quotation”, then select the related Opportunity and enter the required quotation details.
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Edit / Delete / Additional Actions:
Use the row’s three-dots menu (…) to:-
View the quotation
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Update details
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Delete the record
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Create a Purchase Order (PO) for the selected Quotation ID
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Search / Filter:
Use the search bar and filters to find quotations by:-
Quotation Number
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Opportunity
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Date
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Created By
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Export / Columns:
Use “Export to Excel” to download data and “Edit Columns” to customize the list view.
Key fields:
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Quotation Number (auto-numbered by prefix)
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Opportunity (lookup), Opportunity Name
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Quotation Date
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Amount
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Revision Number
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Created By
Tips:
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Maintain revision numbers for quote history.
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Ensure the Opportunity link is correct; it powers PO and dashboard roll-ups.
5. Purchase Orders
Purpose:
Record and track Purchase Orders (POs) and their linkage to related Quotations and Opportunities.
Common Actions
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New PO:
Click “+ Create PO”, then enter the required core details and select the related quotation or opportunity.
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Edit / Delete:
Use the row’s three-dots menu (…) to:-
View the PO
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Update details
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Delete the record
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Search / Filter:
Use the search bar and filters to find POs by:-
PO Number
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Status
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Date
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Export / Columns:
Use “Export to Excel” to download data and “Edit Columns” to customize the list view.
Key fields:
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PO Number (auto-numbered by prefix)
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Opportunity (lookup)
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Amount
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POReceivedDate
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POQuote ID (quotation reference)
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PO Status (Received, Pending)
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Created By
Tips:
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Update PO Status promptly to reflect revenue recognition and pipeline accuracy.
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Keep POQuote ID consistent with quotation records.
6. Reports
Purpose: Filtered, exportable lists for analysis.
Actions:
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Navigate to Report from the main menu.
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Apply filters (status, customer, date).
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Export filtered results to Excel for further analysis.
Tips:
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Save commonly used filter combinations (if site allows views).
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Use Reports for monthly/quarterly reviews and handoffs.
7. Sales History
Purpose: Visual insights and drill-downs.
Features
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Users can filter records using the following fields:
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Business
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Business Unit
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Customer
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Users can search by ID or keyword. The search supports:
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Opportunity Name
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Quotation Name
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Purchase Order Name
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Opportunity ID (Opp ID)
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Quotation ID (Quote ID)
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Purchase Order ID (PO ID)
Functionality
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After performing a search, the system displays a mind map representing the hierarchy and relationship between Opportunities, Quotations, and Purchase Orders.
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The searched Opportunity, Quotation, or Purchase Order is highlighted for easy identification.
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Users can click on any node in the hierarchy tree (Opportunity, Quotation, or Purchase Order) to open the detailed panel of the selected record.
8. Settings (Admin)
Purpose:
Configure numbering rules, master data, administrator access, appearance, regional settings, data management, and notifications.
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Sections Overview
1. General
1. Numbering Prefixes
Configure automatic numbering prefixes for the following modules:
-Opportunity Prefix
-Quotation Prefix
-Purchase Order Prefix
Save Button:
The Save button is enabled only when changes are made to any field.
2. Appearance
Theme Selection
Users can choose the application theme from the following options:
SharePoint Site Theme
Application Default Theme
3. Administrator Access
Admin Users - Add or remove administrator users using email addresses. Displays the total number of administrators configured.
View Users - Add or remove viewer users using email addresses. Displays the total number of viewers configured.
Email Templates
Configure email notification templates used across the application.
Email Notification Flow
Configure workflow steps and notifications for status changes or other business events.
2. Regional
1. Regional Settings
Live Currency Conversion Rates
Toggle between:
-Live exchange rates using the Open Exchange Rates API
-Custom exchange rates stored in the CWSalesCustomCurrency SharePoint list
Date Format
Configure date display formats such as:
-DD-MMM-YYYY
-YYYY-MM-DD
Currency Separator
Select currency formatting style:
-Indian
-German
Currency Symbol Position
Choose the currency symbol placement:
-Before Amount (e.g., $100)
-After Amount (e.g., 100$)
Default Currency
Set the default currency such as:
-EUR
-GBP
-USD
3. Data
1. Data Management
Master Data Configuration
Add or edit the following master data:
-Business
-Business Units
-Opportunity Status
-Risk Level
-Strategic
2. Import
Excel Import
Import the following records from Excel files:
-Opportunities
-Quotations
-Purchase Orders
-Line Items
Attachment Handling
Uploaded attachment files are stored in:
/Shared Documents/CommonAttachments
The system references the files using their filenames.
9. Help & Support
Purpose:
Provide application information, support details, usage guidance, privacy policy, and application version history.
Sections
Application Information
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Displays the current version of the application.
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Support Email:
support@chandra.works
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About Us
Provides information about the company, including organization overview, services, and business background.
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Privacy Policy
Displays the application's privacy policy, including data handling, storage, and user privacy practices.
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Support
Provides an overview of the Sales application and support-related information for users.
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Usage Guide
Contains user guidance and instructions on how to use the application features and modules.
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Change Log
-Displays application version history with:
-Version Number
-Release Date
-Comments or summary of updates made in that release