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Sales Usage Guide

Using Sales Web Part

The Sales web part provides several functionalities:
1) Access & Navigation

Open the SharePoint site and go to the Sales page.

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Use the left/top app menu to switch between:

  • Opportunities

  • Quotations

  • Purchase Orders

  • Sales Dashboard

  • Report

  • Settings

  • Help

Tips:  Use Search in each module to quickly find records. Export to Excel and Edit Columns are available on list views.​

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2) Opportunities

  • Purpose: Manage and track sales opportunities.
    Common actions:

  • New Opportunity: Click “+ New Opportunity,” enter required fields (Business, Unit, Customer, OEM, Tentative Start Date, Status, Owner).

  • Edit/Delete: Use the row’s three-dots menu (…) to update or remove.

  • Search/Filter: Use the search bar and list filters to narrow results.

  • Export/Columns: Use “Export to Excel” and “Edit Columns.”

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Key fields:

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•Opportunity ID (auto-numbered by prefix rules)

•Business, Business Unit

•Customer, OEM

•Tentative Start Date

•Opportunity Status (e.g., Won, High Chance)

•Owner/Decision Maker

3) Quotations

Purpose: Track quotations linked to opportunities.

Common actions:

  • New Quotation: Click “+ New Quotation,” select the related Opportunity.

  • Edit/Delete: Use (…) menu for changes.

  • Search/Filter: Find by quotation number, opportunity, date, creator.

  • Export/Columns: “Export to Excel” and “Edit Columns.”

Key fields:

  • Quotation Number (auto-numbered by prefix)

  • Opportunity (lookup), Opportunity Name

  • Quotation Date

  • Amount

  • Revision Number

  • Created By

Tips:

  • Maintain revision numbers for quote history.

  • Ensure the Opportunity link is correct; it powers PO and dashboard roll-ups.

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4) Purchase Orders

Purpose: Record and track POs and their linkage to quotations/opportunities.

Common actions:

  • New PO: Click “+ New PO,” enter core details.

  • Edit/Delete: Use (…) menu.

  • Search/Filter: Find by PO number, status, date.

  • Export/Columns: “Export to Excel” and “Edit Columns.”

Key fields:

  • PO Number (auto-numbered by prefix)

  • Opportunity (lookup)

  • Amount

  • POReceivedDate

  • POQuote ID (quotation reference)

  • PO Status (Received, Pending)

  • Created By

Tips:

  • Update PO Status promptly to reflect revenue recognition and pipeline accuracy.

  • Keep POQuote ID consistent with quotation records.

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5) Reports

Purpose: Filtered, exportable lists for analysis.

Actions:

  • Navigate to Report from the main menu.

  • Apply filters (status, customer, date).

  • Export filtered results to Excel for further analysis.

Tips:

  • Save commonly used filter combinations (if site allows views).

  • Use Reports for monthly/quarterly reviews and handoffs.

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5) Sales Dashboard

Purpose: Visual insights and drill-downs.

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6. Settings

  • Purpose: Configure numbering, master data, admin access, and notifications.

       Sections:

  • Numbering Prefixes:

  • Opportunity Prefix

  • Quotation Prefix (e.g., QTN)

  • Purchase Order Prefix

  • Save All Changes or Revert Changes

       Administrator Access:

  • Admin Users: add/remove (email/login); shows total admins configured

       Master Data Management:

  • Business, Business Units, Opportunity Status

       Bulk Import:

          Import Opportunities/Quotations/POs from Excel

  • Real-time progress feedback during import

  • Attachment handling: place files in /Shared Documents/CommonAttachments and reference by filename

       Guidelines:

  • After changing prefixes, new records use the new format (e.g., OPP-2025-0001, QTN-2025-0001, PO-2025-0001).

  • Keep master data tidy to ensure consistent reporting.

  • Use Revert Changes if a configuration update needs rollback.

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