Opportunities: To Create an Opportunity by Using the MYOB Add-In for Outlook

The following activity demonstrates how to create an opportunity by using the MYOB add-in for Outlook and quickly update the opportunity information in the system.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are David Chubb, a sales manager of the SweetLife Fruits & Jams company. You have received an email from Julia May, who is a new pastry cook at Allen's Bakery (SweetLife's customer). Julia would like to extend the contract with SweetLife and purchase 10 jars each of orange and cherry jam and wonders if she can buy the jams with the 10 percent discount.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

  • On the Enable/Disable Features (CS100000) form, the Customer Management feature has been enabled: This feature provides the customer relationship management (CRM) functionality, including lead and customer tracking, as well as the handling of sales opportunities, contacts, marketing lists, and campaigns.
  • The ABAKERY business account has been created in the system on the Business Accounts (CR303000) form and extended as a customer.
  • The PRODUCT opportunity class has been created on the Opportunity Classes (CR209000) form.
  • The ORJAM32 and CHERJAM32 stock items have been created on the Stock Items (IN202500) form.

Process Overview

In this activity, you will create a new contact and opportunity in the system by using the MYOB add-in for Outlook and add the information about products to be sold and discounts to the opportunity on the Opportunities (CR304000) form.

System Preparation

Before you start creating a new contact and opportunity in the system by using the MYOB add-in for Outlook, you should do the following:

  1. Make sure that the MYOB Advanced instance has been hosted over HTTPS or ask a system administrator to perform this task for you. For more information, see Setting Up an HTTPS Service in Web Server (IIS).
  2. Install the MYOB add-in for Outlook for your Microsoft Outlook application. For details, see Using the Acumatica Add-In for Outlook.
  3. Launch the Microsoft Outlook app or Outlook on the web.
  4. Click the MYOB button.
  5. Sign in to the system as a sales manager by using the following credentials:
    • Username: chubb
    • Password: 123

Step 1: Creating a Contact by Using the MYOB Add-In for Outlook

To create a new contact by using the MYOB add-in for Outlook, do the following:

  1. Select the email from the sender.
    Tip: You can select any email from your incoming mail.
  2. Click the MYOB button.
  3. On the MYOB add-in for Outlook form, which opens, click Create Contact.
  4. In the Info section, which appears on the form, notice that the values in the First Name, Last Name, and Email boxes have been populated with the information from the email.
  5. In the Info section, specify the settings as follows:
    Tip: You do not usually need to manually specify a contact's first name, last name, and email address (although you can correct these values as needed), but because you cannot have an email from the actual contact in this example, we recommend that you correct the contact information.
    1. In the First Name box, type Julia.
    2. In the Last Name box, type May.
    3. In the Email box, type j.may@abakery.example.com.
    4. In the Position box, type the contact's job title or position: Pastry Cook.
    5. In the Account box, select ABAKERY. Notice that the system has inserted the Allen's Bakery value in the Account Name box and the US value in the Country box.
      Tip: By selecting this account, you have associated the new contact with the existing SweetLife customer.
    6. In the Source box, select the source of the contact: Other.
  6. Click Create Contact to create the contact in the system. Notice that the View Contact, View Account, Log Activity, Create Case, and Create Opportunity buttons have appeared on the form.
    Tip: If needed, you can click View Contact to view the contact record on the Contacts (CR302000) form, which may open in a new browser tab or in a pop-up window, and add or change the data of the contact.

Step 2: Creating an Opportunity by Using the MYOB Add-In for Outlook

To create a new opportunity by using the MYOB add-in for Outlook, do the following:

  1. While you are still viewing the Julia May contact on the MYOB add-in for Outlook form, click Create Opportunity.
  2. In the New Opportunity Details section, which appears on the form, notice that the values in the Class ID, Subject, and Stage, Estimation, and Branch boxes have been populated with the information from the email.
  3. In the New Opportunity Details section, specify the settings as follows:
    1. In the Class ID box, make sure that PRODUCT is selected.
    2. In the Subject box, type Sale of orange and cherry jams to Allen's Bakery.
    3. In the Stage box, select Negotiation.
  4. Click Create Opportunity to create an opportunity in the system. Wait until the system completes the operation. Notice that the Info section that holds the settings of the Julia May contact appears on the form.
  5. Click View Opportunity. The system opens on the Opportunities (CR304000) form.

Step 3: Updating the Opportunity's Information by Using the MYOB Add-In for Outlook

Now you need to add the information about the jams to be sold to the ABAKERY customer to the opportunity.

To update the opportunity's settings by using the MYOB add-in for Outlook, do the following:

  1. While you are still viewing the Sale of orange and cherry jams to Allen's Bakery opportunity on the Opportunities (CR304000) form, on the Activities tab, notice that a row with the Email type is added to the table for the email from the Julia May contact.
  2. On the Details tab, add two rows with the details of the items to be sold as follows:

    • Row 1:

      • Inventory ID: ORJAM32
      • Quantity: 10
      • Discount, %: 10

    • Row 2:

      • Inventory ID: CHERJAM32
      • Quantity: 10
      • Discount, %: 10
  3. On the form toolbar, click Save.
  4. Close the Opportunities (CR304000) form.

You have updated the opportunity information in the system by using the MYOB add-in for Outlook.