Opportunity Screen
  • 21 Dec 2021
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Opportunity Screen

  • PDF

The Opportunity screen allows the user to manage an opportunity within Aspire providing access to the Estimate screen for estimating the customer price. 

The Opportunity screen can be accessed from the following locations in Aspire:

Screen ElementDescription
Opportunity NameThis should be a brief description of the work that is thorough enough to identify the opportunity when it is displayed on a list, without going into a great deal of detail. Developing standard naming conventions for opportunities is recommended.
Sales RepRequired. Allows users who have Edit Billing permission to specify the name of the sales rep responsible for acquiring the opportunity. The opportunity will be reflected in the sales scorecard established for the selected employee. Defaults to the property account owner if one has specified otherwise defaults to the user creating the opportunity.
DivisionRequired. Select a division so that dashboard elements and reports that reflect sales by division will include the cost and revenue for the opportunity. If the user has the System Admin permission, then the label for this field is displayed as a hyperlink allowing them to go directly to the Division screen to add or divisions, and then return to select one.
Ops ManagerAllows the user to specify the operations manager responsible for the property. This information becomes available on work ticket and opportunity search lists.
Due DateDue date allows the user to specify a date they have agreed to provide the proposal to the client.
Anticipated Close DateThe date that the client agrees to have the proposal back to the sales rep.
Start DateContract or work order start date.
End DateContract or work order end date. For contracts, this date can be left blank indicating that the contract is “open-ended”. However, if the Require Contract End Date option has been enabled on the Application tab of the Application Configuration screen, then the end date is required even for contracts. Requiring end dates for contracts is considered an Aspire best practice because establishing a new contract each year reduces the complexity introduced by using contract changes to update contract terms over multiple years.
Renewal Date

This field is only available for contract opportunities. Allows the user to specify a date around which they expect to renew the contract to create a new contract for the following year. It helps to determine what contracts appear on the Contract Renewal Report. The Contract Renewal Report shows contracts whose start date is in the past, and that fulfill any one or more of the following three conditions:

  1. The contract does not have an end date
  2. Renewal date is not more than 45 days in the past
  3. The end date is not more than 45 days in the past
Master JobThis field is only available for contract opportunities. For renewals, shows the opportunity number of the opportunity that was renewed to create the renewal opportunity. This field is filled automatically when the user chooses the Renew option for an existing opportunity. If the user is manually creating a contract that is a renewal for an existing opportunity, Aspire allows them to manually select the existing contract opportunity that is being renewed from a drop-down.
Branch OverrideThis field is only available for input if the Opportunity Branch Override checkbox is selected on the Application tab of the Application Configuration screen. Specifying a branch for this field causes Aspire to designate all revenue and expense to that branch instead of the branch to which the property is assigned.
Estimated $This is the total amount of the estimate. This amount will be filled in automatically when the user begins the estimating process.
Create EstimateSelecting this from the More drop-down menu displays the Estimate screen allowing the user to create the price estimate for the opportunity. This icon does not become available on the Opportunity screen until the opportunity has advanced to Bidding status by choosing the Create Estimate option on the Options menu. It will only be available for users who have edit access to the opportunity based on the Edit All Opportunities or Edit My Opportunities permissions or have the View Read-Only Estimates permission.

Job Reports drop-down 

Hovering the cursor over this displays the Job Reports menu from which various reports can be selected. This icon does not become available until the opportunity has been won.
Property NameRead-only. Shows the name of the property where work will be performed. Determined based on the property that was active when the user initiated the creation of the opportunity. Provides a hyperlink to the Properties screen allowing the user to view information about the property.
Template

Displays as a hyperlink the name of the opportunity template used to create the opportunity. If no template was used, displays a hyperlink “Add Template” as shown above. While the opportunity is in Bid status, the user can click the hyperlink to change its opportunity template. When they do, the Updates dialog above will display providing two options:

  1. Would you like to update the Estimate from the template? – Selecting this option will replace all groups, services, and items in the opportunity estimate with those specified by the newly selected template.
  2. Would you like to update the Opportunity Information from the template? – Selecting this option will replace information on the Opportunity screen with the information specified in the newly selected template.

Once the user clicks the Save icon in the Updates dialog, Aspire will complete the changing of the opportunity’s template.

StatusDisplays the status of the opportunity. Until the user initiates estimating, this field is displayed as a drop-down list allowing them to select from different pre-bid statuses that they can define on the Admin List Opportunity Status screen. Once they initiate estimating, and until the opportunity is won, this field displays the current opportunity status. Once the opportunity has been won, this field displays the job status. The section, Opportunities, shows the relationship between opportunity status and job status.
Audit Info

Hovering the cursor over the Audit Info icon displays status history information for the opportunity showing the date of each status change, and the initials of the user who changed the status.

Status of Cancelled shows the date selected by the user to cancel the opportunity. For other statuses, the date is shown for which the action was performed by the user.

Lead SourceAllows the sales rep to specify how they received the lead for the opportunity. Provides a drop-down list of valid options the user has established on the Admin List Lead Source screen. If the opportunity was created based on an item on a Site Audit, then this field instead displays a hyperlink to view the audit.
ProbabilityAllows the sales rep to enter a subject evaluation of the percent chance that they will win the opportunity. This value becomes applicable on opportunity search lists.

Included in Budget

This checkbox determines if the opportunity is included in the budget forecast report that can be generated for a property from the Client Budget option on the Report menu of the Properties screen.
Sales TypeAllows the sales rep to specify the nature of the sale – typically New Sale or Renewal. The field provides a drop-down list of valid options that have been established on the Admin List Sales Type screen. If the user has the System Admin permission, then the label for this field is displayed as a hyperlink allowing them to go directly to the Sales Type screen to add or edit sales types, and then return to select one.
Invoice Type

Invoice type is determined for each individual contract and work order based on how the customer wants to be billed for the services provided. This field provides a drop-down list allowing the user to choose the invoice type for the opportunity until the opportunity has been won. Thereafter, this field is read-only with one exception. Fixed Price on Completion opportunities may change to Fixed Price Open Billing after they have been won. When a user makes this change to a contract, Aspire automatically creates a Schedule of Values based on the services included in the opportunity estimate.

Aspire allows the user to specify invoice types for specific services placed on an opportunity that differs from the invoice type of the opportunity.

Invoice Info IconFor users who have Edit Billing permission, displays the Invoicing Info screen to view and edit information about the invoice.
Budget $The budget amount provided by the customer indicating the amount they expect to spend for the work being proposed.
TagsAllows the user to add a tag or identifier that helps to identify, locate, or describe the opportunity. The list of available opportunity tags is established and maintained by the Tags Search List screen. If the user has the System Admin permission, then the label for this field is displayed as a hyperlink allowing them to go directly to the Tags Search List screen to add or edit tags, and then return to select one.
Next ActivityShows the next activity that is due for completion and is associated with the opportunity. The activity is displayed as a hyperlink. Clicking the hyperlink displays the activity so that the user can update it.
More Activities
Clicking this icon displays a search list of all activities (appointments, issues, emails, tasks, and milestones) associated with the property. Clicking on an item in the returned search list will allow the user to edit the selected activity.
New AppointmentAllows the user to schedule a new appointment that is associated with the opportunity.
New TaskAllows the user to create a new task that is associated with the opportunity.
AttachmentsClick the Upload Files button to add an attachment to the opportunity. Clicking on the camera icon will allow you to take and upload a new photo. Attachments are frequently documents or photos that provide additional information about the opportunity. When the user clicks this icon, Aspire displays the Upload Attachment screen.
The hyperlink icon shows the number of attachments that have been saved for the opportunity. If there are attachments, clicking the hyperlink will display the Attachments screen providing a list of the existing attachments and allowing the user to edit them or remove attachments from the opportunity.
Notes SectionThe Notes section has sections: Proposal Description 1, Proposal Description 2, Opportunity Invoice Notes, and Estimator Notes. For work orders that have had change orders applied, this section is shown on the Revision screen accessed by drilling into the change order from the Opportunity screen and then choosing the Edit Revision Information option on the Options menu.
Proposal Description 1 and 2

When the company initially sets up Aspire, they have the opportunity to define proposal layouts that can be designed to contain up to two opportunity-specific text blocks. Proposal Description 1 and Proposal Description 2 allow the user to provide the formatted text that will be placed in the respective areas of the proposal when they generate or print it.

The Proposal Description 1 field is also commonly included in Invoices when the opportunity invoice type is Fixed Price on Completion or T&M on Completion. The user can work with AspireCare to modify the invoice layouts if requirements differ.


Opportunity Invoice Notes
When the company initially sets up Aspire, they have the opportunity to define invoice layouts that can be designed to contain an opportunity-specific text block. Opportunity Invoice Notes on the opportunity allow the user to provide the formatted text that will be placed in the designated area of the invoice when the user generates or prints it.
Estimator NotesThis field allows the sales rep to provide notes identified during the sales process that should be considered when the opportunity is estimated. Unlike the Proposal fields and the Opportunity Invoice Notes field, this field does not support formatting – only simple text.
Cancel Cancel allows the user to go to the prior screen without saving changes they have made to the opportunity.
Master Schedule of ValuesMaster Schedule of Values is only available for won work orders with invoice type of Fixed Price Open Billing. Clicking this icon displays the Master Schedule of Values screen which consolidates the schedule of values defined for the work order and all its change orders.
SaveClicking this saves any changes the user has made to the opportunity and exits from the Opportunity screen.
Options MenuThe options menu is only visible if the user can edit opportunities by having either the Edit All Opportunities or Edit My Opportunities permission.