How to Create and Manage Sales Opportunities in iDempiere

A Sales Opportunity in iDempiere represents a qualified prospect with potential revenue, allowing sales teams to track deal progress, record customer interactions, and forecast expected income.

Opportunities monitor product discussions, quotations, negotiations, and order confirmations from the point a lead is qualified through to a Sales Order.

Probability and Weighted Amount are automatically calculated from the assigned Sales Stage, directly impacting pipeline reporting and revenue forecasting across the organization.

Process Flow

Business Rules

• Business Partner is mandatory on every Sales Opportunity.
• Sales Stage is mandatory and controls the Probability and Weighted Amount.
• Opportunity Amount represents the expected deal value for forecasting.
• Probability is derived automatically from the selected Sales Stage.
• Weighted Amount is calculated as Opportunity Amount multiplied by Probability.
• Activities can be recorded against an Opportunity to maintain a full interaction history.
• A Proposal (Non-Binding Offer) can be created from the Sales Management Order window.
• Quote Convert process generates a Sales Order from a completed Proposal.
• Sales Stage must be manually updated to Closed Won after the Sales Order is confirmed.

Prerequisites

• Business Partner configured as a Customer.
• Sales Stage records configured with correct Probability values.
• Sales Representative configured.
• Price List configured for the customer.
• Products configured for quoting and Sales Order creation.

Configuration Steps

Step 1: Create the Sales Opportunity

Creating the Opportunity establishes the deal record, assigns the business partner and sales stage, and anchors the pipeline forecast.

• Open the Sales Opportunity window and click New Record.
• Enter Business Partner, Sales Representative, Sales Stage, Opportunity Amount, Currency, and Expected Close Date. Add a Description and Comments, then save.

Field	Sample Value	Mandatory	Description
Document No	1000002	Auto	Auto-generated Opportunity reference number
Business Partner	ALPHA RETAIL SOLUTIONS	Yes	Customer associated with the Opportunity
User/Contact	Karthik	No	Customer contact person for the Opportunity
Campaign	Q1 LinkedIn Posts	No	Marketing campaign linked to the Opportunity
Sales Representative	Anand Menon	Yes	Sales representative managing the Opportunity
Sales Stage	Prospecting	Yes	Current stage in the sales cycle
Probability	10.00	Auto	Derived automatically from the selected Sales Stage
Expected Close Date	31-Jul-2026	Yes	Target date for closing the deal
Opportunity Amount	500,000.00	Yes	Expected deal value used for forecasting
Weighted Amount	50,000.00	Auto	Opportunity Amount multiplied by Probability
Currency	INR	Yes	Transaction currency for the Opportunity
Description	Annual supply agreement for retail operations	No	Short description of the deal
Comments	Customer evaluating pricing, delivery schedule, and distributor margins.	No	Free-text notes about the Opportunity

Step 2: Record an Activity

Each customer interaction must be recorded on the Activity tab to maintain a complete engagement history throughout the sales cycle.

• Open the Activity tab and click New Record (+).
• Select Activity Type, enter Description, assign Sales Representative, link User/Contact, enter Start and End Date, add Comments, and enable Complete.

Field	Sample Value	Mandatory	Description
Sales Opportunity	1000002_500000	Auto	Linked Opportunity reference
Activity Type	Meeting	Yes	Type of customer interaction
Description	Lead Qualification Meeting	Yes	Short description of the interaction
User/Contact	Praveen	No	Internal user who conducted the activity
Sales Representative	Anand Menon	No	Sales representative responsible for the activity
Comments	Reviewed customer requirements, budget expectations, and delivery timelines.	No	Detailed notes from the interaction
Start Date	26/06/2026	Yes	Date and time the interaction began
End Date	26/06/2026	No	Date and time the interaction ended
Complete	Checked	No	Marks the activity as finished

Step 3: Progress the Opportunity Through Sales Stages

The Sales Stage must be updated after each significant customer interaction to keep probability, weighted amount, and pipeline reports accurate.

• Open the Opportunity record after each customer event and update the Sales Stage field.
• iDempiere recalculates Probability and Weighted Amount automatically.

Sales Stage	Probability	When to Update	Weighted Amount (on ₹50,000)
Prospecting	10%	Lead identified; initial contact made	₹50,000
Qualification	20%	Requirements and budget confirmed	₹1,00,000
Proposal Submitted	50%	Commercial quotation sent to customer	₹2,50,000
Negotiation	80%	Pricing and terms under active discussion	₹4,00,000
Closed Won	100%	Customer confirmed the order	₹5,00,000
Closed Lost	0%	Opportunity not converted	₹0

Step 4: Create a Proposal (Non-Binding Offer)

A Proposal is created when the customer requires a formal quotation before committing to a purchase.

Navigate to Sales Management → Sales Order and click New Record.

Set Target Document Type to Non Binding Offer, select the Business Partner, add product lines with quantity and price, then Complete the document.

Field	Sample Value	Mandatory	Description
Target Document Type	Non Binding Offer	Yes	Creates a quotation without committing stock
Business Partner	ALPHA RETAIL SOLUTIONS	Yes	Customer receiving the quotation
Product	Aashirvaad Atta 5KG	Yes	Product being quoted
Quantity	2	Yes	Quantity included in the proposal
Unit Price	280.00	Yes	Price per unit in the proposal
Grand Total	660.80	Auto	Total value of the proposal

Step 5: Convert Proposal to Sales Order

Once the customer approves the quotation, Quote Convert generates a confirmed Sales Order from the proposal.

• Open the completed Proposal and click Process → Quote Convert.
• Select the Proposal as the source Order, set Document Type to Standard Order, and click Start.

Field	Sample Value	Mandatory	Description
Order (Source)	Proposal reference	Yes	Proposal selected for conversion
Document Type	Standard Order	Yes	Target document type for the converted order

Step 6: Verify the Generated Sales Order

Confirming the Sales Order ensures the conversion was successful and the order is ready for fulfillment.

• Open the Sales Order window and locate the newly created Standard Order.
• Verify Business Partner, Product, Quantity, and the Quotation Reference linking back to the original Proposal.

Field	Sample Value	Mandatory	Description
Document Type	Standard Order	Auto	Confirmed order type generated from the proposal
Business Partner	ALPHA RETAIL SOLUTIONS	Auto	Customer from the original proposal
Product	Aashirvaad Atta 5KG	Auto	Product carried forward from the proposal
Quantity	100	Auto	Quantity from the approved proposal
Quotation Reference	Original Proposal No	Auto	Links the Sales Order back to the source proposal

Common Issues and Resolutions

Issue	Cause	Resolution
Probability not updating after stage change	Sales Stage Probability misconfigured	Verify Probability value on the Sales Stage master record.
Weighted Amount showing incorrect value	Opportunity Amount not entered correctly	Update Opportunity Amount; Weighted Amount recalculates automatically.
Proposal not visible in Quote/Order tab	Proposal created from a different Business Partner	Ensure the Proposal uses the same Business Partner as the Opportunity.
Quote Convert fails	Proposal document not in Completed status	Complete the Proposal document before running Quote Convert.
Opportunity remains open after Sales Order creation	Sales Stage not updated manually	Update Sales Stage to Closed Won on the Opportunity after order confirmation.
Activity not linked to Opportunity	Sales Opportunity field left blank on Activity	Select the correct Opportunity reference when creating the Activity.
Business Partner missing from Opportunity	Lead not converted before creating Opportunity	Convert the Lead to a Business Partner first, then create the Opportunity.

Next Steps

• Complete the Sales Order and proceed to shipment and delivery.
• Generate Customer Invoice once goods are dispatched.
• Process payment receipt against the Customer Invoice.
• Review Opportunity pipeline regularly using Sales Opportunity reports.
• Update Closed Lost Opportunities promptly to maintain forecast accuracy.