PeopleSoft Enterprise Sales 9.1 PeopleBook

Assigning a Lead or Opportunity

This chapter provides an overview of sales representative assignment, lists common elements, and discusses how to:

Assign sales representatives to a lead or opportunity.
Accept, reject, or turn back a lead assignment.
Assign partners to a lead or opportunity.
Reassign a sales representative's leads, opportunities, and accounts.

Understanding Sales Representative Assignment

Sales representatives can be assigned to leads or opportunities using one of these methods:

You can manually select sales representatives or a sales team to assign to leads or opportunities.
You can enable configuration options to invoke the assignment engine to automatically select sales representatives based on the account teams that are associated with the customers of leads or opportunities.

Note. If this option is enabled, it takes precedence over the other assignment methods in which the assignment engine is used.
You can enable a configuration option to invoke the assignment engine to automatically generate a list of sales representatives from the highest ranked territories and then manually select representatives from the list.

The assignment engine uses options and criteria specified for the assignment group to determine the highest ranked territories.
You can enable a configuration option to invoke assignment engine to automatically select a sales representative based on options and criteria that you specify for the assignment group.

See Setting Up Account-Based Assignment Options.

See Configuring Assignment Criteria.

Automatic Sales Representative Assignment

The assignment engine is triggered to perform sales representative assignment on leads and opportunities when one of these events occurs:

When a sales representative clicks the Find Sales Rep button on the Assign page.
When a lead or opportunity is saved in add mode, or when leads are being imported.

See Setting Up Functional Options.
When the Lead or Opportunity component interface is invoked.

The assignment engine uses one of these mechanisms to assign sales representatives, in this order:

Customer account-based: If this feature is enabled (it is disabled by default), the engine assigns all account team members or team owners (who are also sales users) of the customer that is associated with the lead or opportunity.

If this feature is disabled, or the engine cannot retrieve a matching account team or team owners successfully due to insufficient information, the territory-based mechanism is used.
Territory-based: The engine assigns sales representatives based on the configuration of assignment group and assignment criteria that is specified for a territory tree.

Any potential sales representative has to be a sales user (established in the Sales Users component) who belongs to at least one territory in order to be considered for territory-based assignment.

Higher Education Enhancements

Higher Education enhancements on the Assign page apply to both Higher Education leads and Higher Education opportunities. They are:

Renaming of Sales Rep to Recruiter.
Renaming of Sales Team Members to Recruiting Team Members.
Renaming of Sales Team to Recruiting Team.

The system delivers a assignment group called HE_SALES to support the automatic assignment of recruiters and recruiting teams for Higher Education leads and opportunities. Refer to this see reference for more information on the assignment group.

See Higher Education for Sales.

Common Elements Used in This Chapter

New Rep (new representative)	Select the sales representative to assign to a lead, opportunity, or account on a reassignment worksheet.
New Territory	Select the territory for a sales representative on a reassignment worksheet.

Assigning Sales Representatives to a Lead or Opportunity

This section discusses how to:

Assign sales representatives.
Select sales representatives to assign.
Maintain data for the sales representative assignment.

Pages Used to Assign Sales Representatives to a Lead or Opportunity

Page Name	Definition Name	Navigation	Usage
Search Leads	RSF_LEADS_HOME_GRD	Sales, Search Leads, Search Leads	Search for leads.
Lead - Assign	RSF_LEAD_ASSIGN	Sales, Search Leads, Lead - Assign	Assign a sales representative to the lead.
Search Opportunities	RSF_OPP_HOMEPAGE	Sales, Search Opportunities, Search Opportunities	Search for opportunities.
Opportunity - Assign	RSF_OPP_ASSIGN	Sales, Search Opportunities, Opportunity - Assign Sales, Search Opportunities, Opportunity - Summary Click the Add Team link on the Opportunity - Summary page.	Assign a sales representative to the opportunity.
Sales Rep (sales representative)	RSF_ASSIGN_TEAM_L	Click the Find Sales Rep button on the Lead - Assign page.	Manually select sales representatives for the lead, and specify the primary lead team representative. Note. The page appears only if the assignment configuration is set to manual selection.
Sales Rep (sales representative)	RSF_ASSIGN_TEAM_O	Click the Find Sales Rep button on the Opportunity - Assign page.	Manually select sales representatives for the opportunity, and specify the primary opportunity team representative. Note. The page appears only if the assignment configuration is set to manual selection.
Organization	RSF_TR_HTREE_SEC	Click the View Sales Organization button on the Lead - Assign page or the Opportunity - Assign page.	View the organization or territory to which the representative belongs.

Assigning Sales Representatives

Access the Lead - Assign page (Sales, Search Leads, Lead - Assign) or the Opportunity - Assign page (Sales, Search Opportunities, Opportunity - Assign).

Note. The Assign page appears in both the Lead component and the Opportunity component. Although the following example shows the Opportunity component, the information provided applies to both leads and opportunities.

Note. If the lead was converted to an opportunity, fields are unavailable on the Lead - Assign page. Access the Opportunity - Assign page to update the data.

Sales Team Members

This section captures the information about sales representatives that are assigned (manually or automatically) to the lead or opportunity.

See Maintaining Data for the Sales Representative Assignment.

Find by Name

The same mechanism is used for manually assigning partner sales representatives to leads and opportunities.

First Name and Last Name

Enter the first name, last name, or both (full or partial) of the sales user to add to the Sales Team Members section of the lead or opportunity as sales team members.

Only sales users, whether or not associated with a tree or territory, who belong to the same business unit as the lead or opportunity are available for selection.

Add by Team

Sales Team

Select a sales team from the list to assign to the lead or opportunity. All of the active sales teams defined in the system are available for selection. When you select a sales team to add to the lead or opportunity, the system populates all its members to the Sales Team Members section, regardless of business unit or whether or not they are associated with trees or territories.

Sales teams are defined on the Sales Team page.

See Setting Up Sales Teams.

Use Assignment Engine

Find Sales Rep (find sales representative)

Click to initiate the assignment engine to assign sales representatives to the lead or opportunity. Assignment is performed using one of these methods:

If you have enabled the customer account-based assignment options for leads and opportunities, the system finds the best suited sales representatives based on the account teams (owners or the whole team) that are associated with customers of the leads and opportunities.

If customers are not associated with any accounts, the selected assignment mode for the assignment group is used.
If you have set the assignment mode on the assignment group to Automatic Assignment, the system finds the best suited sales representatives based on the assignment criteria and enters that sales representative's data in the Sales Team Members section of the page.
If you have set the assignment mode on the assignment group to Manual Selection, the list of sales representatives on the Sales Rep page appears so that you can select the sales representative for assignment to the lead or opportunity.

See Selecting Sales Representatives to Assign.

The second and third methods are generally known as territory-based assignment, in which the assignment of sales representatives is controlled by the setting of the assignment group that is associated with the transaction's business unit. For example, you can set up the system to restrict the assignment of leads and opportunities only to sales users of the same business unit.

Note. If the lead or opportunity has one existing primary sales representative and the assignment engine returns a new primary sales representative, the system replaces the old primary representative with the new primary representative and moves the revenue allocation from the old primary representative to the new primary representative.

If the lead or opportunity has multiple existing primary sales representative and the assignment engine returns a new primary sales representative, the system adds the new representative as the primary representative and keeps the existing representatives.

See Creating Assignment Groups.

View Assignment Criteria

Click to display the assignment criteria on the page. Typically, you do not change the fields in the Assignment Criteria section. However, the system does allow you to edit the Industry, Region, Territory, and Tree Name fields.

This link acts as a toggle. If the Assignment Criteria section is currently displayed, clicking the link causes it to not display.

Assignment Criteria

Industry	The system populates this field with the industry, if any, associated with the customer on the Discover page.
Region	The system populates this field with the region, if any, associated with the customer on the Discover page.
Territory	If you used the assignment engine to assign a primary sales representative, the system populates this field with the territory associated with the primary sales representative.
Tree Name	The system populates this field with the default territory tree for the primary sales representative.
SIC Code (standard industrial classification code)	Displays the SIC code, if any, associated with the industry.
Product Group and Product	Displays the primary product information from the Product grid on the Propose page.
Assignment Group	Displays the default assignment group for the business unit.

Partner

This section appears if PeopleSoft Partner Relationship Management (PeopleSoft PRM) is not licensed.

See Assigning Partners to a Lead or Opportunity.

Selecting Sales Representatives to Assign

Access the Sales Rep page (click the Find Sales Rep button on the Lead - Assign page).

This page, with the list of candidates for assignment, is available only if the assignment mode of the associated assignment group is manual selection. Select the sales representatives to assign to the lead or opportunity.

If the sales representative that you want to assign to the lead or opportunity does not appear in this search result, add the representative manually in the Find by Name section of the Assign page.

Enable	Select to assign the sales representatives to the lead or opportunity.
Primary	Select to indicate the sales representative as primary for the lead or opportunity. You can have only one primary representative for each lead or opportunity unless a partner is involved. In that case, you can have two primary representatives—one external and one internal.

Click the OK button to complete the assignment and return to the Assign page, which displays the name, territory, and associated industry and region, if any, of selected sales representatives.

Maintaining Data for the Sales Representative Assignment

Access the Lead - Assign page (Sales, Search Leads, Lead - Assign) or the Opportunity - Assign page (Sales, Search Opportunities, Opportunity - Assign).

Sales Rep Info Tab

Select the Sales Rep Info (sales representative information) tab in the Sales Team Members section.

Primary	Select to indicate the primary member of the sales team. Only one primary member can be selected, and that person should be the sales representative to whom the lead or opportunity is assigned. Only the primary sales representative is listed on many pages for the lead or opportunity.
Team Role	Select the role of the sales representative on the team (for example, Legal, Partner, Manager, Team Leader, and so on). See Setting Up Sales Teams.
User Type	Displays the sales user type associated with the sales representative on the Sales User page. See Setting Up Sales Users.
	Click to access the Organization page, where you can view the organization or territory to which the representative belongs.

Territory Tab

Select the Territory tab in the Sales Team Members section.

Tree Name

After a sales representative is added to the lead or opportunity, the system displays the tree name for the sales representative as defined on the Sales User page.

Territory

After a sales representative is added to the lead or opportunity, the system displays the primary territory for the sales representative as defined on the Sales User page.

Revenue Percentage Tab (Opportunities Only)

Select the Revenue Percentage tab in the Sales Team Members section of the Opportunity - Assign page.

On this tab, you specify how revenues for the opportunity are allocated among the sales team. Revenue allocations are required for forecasting and for compensation calculations when you integrate with PeopleSoft Enterprise Sales Incentive Management.

See Understanding Sales Forecasts.

Note. Revenue allocations are required for an opportunity to roll up into pipelines and forecasts. Only opportunities roll up into pipelines and forecasts. You cannot include leads in pipelines and forecasts. Therefore, the Revenue Percentage tab appears in the Opportunity component only. The Revenue Percentage tab has no equivalent for the sales team in the Lead component.

Typically, only sales managers and administrators have access to the Revenue Percentage tab. Access depends on the setting in the user's sales access profile.

Allocation % (allocation percentage)	Enter the percentage of the opportunity's revenue that is credited to the sales representative. The sum of the allocation percentages must equal 100 percent.
Shadow % (shadow percentage)	Enter the percentage of the opportunity's revenue that is credited to the sales representative when calculating performance against quotas. The sum of the allocation percentages does not need to equal 100 percent. You can use this field to give a secondary sales representative partial credit for an opportunity's revenue.
Shadow Amount	Enter a dollar amount that is credited to the sales representative when calculating performance against quotas. The system calculates the total shadow forecast for a sales representative by multiplying the estimated revenue by the shadow percentage and then adding the shadow amount.

Additional Details Tab

Select the Additional Details tab in the Sales Team Members section.

The system displays additional information about each team member, including company name, country code, and cell phone number. The information comes from the Person record or the Sales User page. If the team member is a partner, the information comes from the Company record. If the team member is a partner contact, the information comes from the Contact component.

Comments Tab

Select the Comments tab in the Sales Team Members section.

Enter comments to describe a sales team member.

Accepting, Rejecting, or Turning Back a Lead Assignment

This section discusses how to accept, reject, or turn back a lead assignment.

Note. You can accept, reject, or turn back the assignment of only leads. You cannot accept, reject, or turn back the assignment of an opportunity. Therefore, the Accept/Reject Lead section appears on the Assign page only in the Lead component. The Accept/Reject page has no equivalent in the Opportunity component.

Pages Used to Accept, Reject, or Turn Back a Lead Assignment

Page Name	Definition Name	Navigation	Usage
Search Leads	RSF_LEAD_ENTRY	Sales, Search Leads, Search Leads	Search for an existing lead.
Lead - Summary	RSF_LEAD_SUMMARY	Sales, Search Leads, Lead - Summary	Accept, reject, or turn back a lead assignment.

Accepting, Rejecting, or Turning Back Lead Assignments

Access the Lead - Summary page (Sales, Search Leads, Lead - Summary).

You can accept, reject, or turn back a lead that has the status of New or Open. Lead workflow rules trigger the appropriate email or worklist notifications when a lead is not accepted or is rejected within the maximum delay time associated with the lead rating.

Accept	Click to accept the lead. The system changes the lead status to Accepted and makes the lead available for you to work on, convert to an opportunity, and close the sale. You cannot leave an accepted lead unassigned. If the lead is unassigned when it is accepted, the system assigns it to the sales user who accepts it. That user can assign the lead to another representative only if the Manually Reassign Leads option is selected on the user's sales access profile.
Reject	Click to reject the lead. If your sales access profile enables you to reassign leads manually, you can assign the lead to another representative.
Turnback	Click to clear your name from the lead and turn back the lead to the list of active unassigned leads so that it can be assigned to someone else. If your sales access profile allows you to reassign leads manually, you can assign the lead to another representative.
Reason and Comments	These fields appear when you reject or turn back a lead. Select reasons for not accepting the lead. You can also enter comments to describe the reason.

Assigning Partners to a Lead or Opportunity

This section discusses how to assign partners to a lead or opportunity.

Pages Used to Assign Partners to a Lead or Opportunity

Page Name	Definition Name	Navigation	Usage
Search Leads	RSF_LEADS_HOME_GRD	Sales, Search Leads, Search Leads	Search for leads.
Lead - Assign	RSF_LEAD_ASSIGN	Sales, Search Leads, Lead - Assign	Assign partners to the lead.
Search Opportunities	RSF_OPP_HOMEPAGE	Sales, Search Opportunities, Search Opportunities	Search for opportunities.
Opportunity - Assign	RSF_OPP_ASSIGN	Sales, Search Opportunities, Opportunity - Assign Select an opportunity on the Search Opportunities page. Select the Add Team link on the Opportunity - Summary page.	Assign partners to the opportunity.

Assigning Partners to a Lead or Opportunity

Access the Lead - Assign page (Sales, Search Leads, Lead - Assign) or the Opportunity - Assign page (Sales, Search Opportunities, Opportunity - Assign).

Note. This page appears only if PeopleSoft Partner Relationship Management (PeopleSoft PRM) is not installed.

Partner Tab

For each partner associated with the lead or opportunity, enter or select the partner's name, the contact person's name, the product, and the contact's role.

To use this page, you must first set up the role type Partner, configure the partner relationship, and enter information about sales partners and their contacts.

See Setting Up Sales Partners.

Status Tab

Enter the partner's status (Current, Former, or Out of Business), type (Alliance Partners, Channel Partners, Distributor, or System Integrator), and rating (Excellent, Fair, Good, or Poor).

See Setting Up Sales Partners.

Comments Tab

Enter notes about the partner.

Reassigning a Sales Representative's Leads, Opportunities, and Accounts

This section discusses how to:

Reassign a sales representative's leads, opportunities, and accounts.
Review reassignment worksheets.

Note. When you reorganize a tree, the system automatically reassigns leads, opportunities, and accounts within the new structure. You can generate worksheets to view the automated reassignments and adjust them. This reassignment is discussed in the documentation on tree reorganization.

See Reorganizing or Deleting a Territory Tree.

Pages Used to Reassign a Sales Representative's Leads, Opportunities, and Accounts

Page Name	Definition Name	Navigation	Usage
Reassign Sales Activities	RSF_TR_REASSIGN	Sales, Reassign Sales Activities, Reassign Sales Activities	Reassign all of a sales user's leads and opportunities to another sales representative.
Lead Reassignment Worksheet	RSF_TR_REASS_LEAD	Click the Review Worksheets button on the Reassign Sales Activities page.	Preview the system's reassignment selections for a sales representative's leads and make changes before submitting. You can manually assign the leads to different sales representatives.
Opportunity Reassignment Worksheet	RSF_TR_REASS_OPP	Click the Next button on the Lead Reassignment Worksheet page.	Preview the system's reassignment selections for a sales representative's opportunities and make changes before submitting. You can manually assign the opportunities to different sales representatives.
Account Reassignment Worksheet	RSF_TR_REA_ACCT	Click the Next button on the Opportunity Reassignment Worksheet page.	Preview the system's reassignment selections for a sales representative's accounts and make changes before submitting. You can manually assign the accounts to different sales representatives.

Reassigning a Sales Representative's Leads, Opportunities, and Accounts

Access the Reassign Sales Activities page (Sales, Reassign Sales Activities, Reassign Sales Activities).

Sections on this page represent ordered steps that you perform in the sales activity reassignment process. This page enables you to:

Specify filtering options for including leads and opportunities in the reassignment process.
Reassign sales activities from a territory or multiple sales representatives to another territory or other sales representatives.
Perform a territory-only update of leads and opportunities without changing the sales representative assignment.
Reassign unassigned leads and opportunities only, or in addition to the reassignment options that are already set up.

The appearance and behavior of fields and links change dynamically as you select an option or enter a field value.

Description	Enter a description for the reassignment exercise. The description is required before you can generate worksheets.
Status	Displays the current status of the reassignment. Values are New, In Progress, Reviewed, and Submitted.

Define Search Criteria

Use this section to select the types of sales activities (accounts, leads, and opportunities) to include in the reassignment process. By default, all are enabled. For leads and opportunities, additional filter criteria can be specified to refine the final set of objects for reassignment.

Accounts

Select the check box to include accounts in the reassignment process. Search criteria are not supported in accounts.

Leads and Lead Options

Select the check box to include leads in the reassignment process.

(Optional) The process provides the ability to filter leads for reassignment by one or both of these filter options:

Lead status: All lead statuses (except for closed statuses) are supported and are selected by default, which means that all leads in those statuses are subject to reassignment.
Date type: You can specify date ranges in which leads that were created or last modified are subject for reassignment.

If the Leads check box is deselected, the Lead Options section is collapsed and its options become read-only.

Opportunities and Opportunity Options

Select the check box to include opportunities in the reassignment process.

(Optional) The process provides the ability to filter opportunities for reassignment by one or both of these filter options:

Opportunity Status: You can select to reassign open and inactive opportunities.
Date Type: You can specify date ranges in which opportunities that were created, last modified, or estimated to be closed are subject for reassignment.

If the Opportunities check box is deselected, the Opportunity Options section is collapsed and its options become read-only.

Select Current Reps

Tree Name	Displays the default tree associated with the sales user. If you have access to only one tree, you cannot change this tree. If you have access to multiple trees, you can select a tree using this field. A sales user cannot make reassignments from one tree to another—only from one territory to another on the same tree.
Territory	Enter a territory from where to reassign leads, opportunities, and accounts—sales objects that are enabled in the Defined Search Criteria section. Territory is optional as long as there is at least one selected sales representative. If a territory is not specified, all sales representatives in the tree that the user has access to can potentially be the reassign-from sales representatives. If a territory is specified, the system allows you to: Include in the reassignment process all leads, opportunities, and accounts (which are assigned to sales representatives who belong to the specified territory) that are resulted from the search criteria. Note. Accounts are indirectly associated with territories through sales representatives. In situations where the territory is the only information specified in the Select Current Reps section, the system uses the territory to determine the reassign-from sales representatives, and then displays the accounts of these people in the worksheet for account reassignment. Select the reassign-from sales representatives that belong to the selected territory. You must have security access to the territory in order for sales representative in that territory to appear in the prompt.
Include All Reps in Territory (include all representatives in territory)	Select to include all leads, opportunities, and accounts that are assigned to sales representatives in the selected territory for reassignment. When the Include All Reps in Territory option is selected, the system first searches for and selects all representatives in the specified territory. Then, it fetches all leads, opportunities, and accounts that are assigned to the representatives. In an example where SF Bay Area is the selected territory and Terry Murphy is the sales user, the system displays all accounts currently assigned to Terry Murphy, which can include the ones that are not linked to the SF Bay Area territory. This field becomes editable if a territory is entered.
Current Rep (current representative)	Enter the names of sales representatives from whom to reassign leads, opportunities and accounts. You can enter sales representatives directly without specifying a territory. If a sales representative is entered, the Include All Reps in Territory field becomes unavailable for edit.
View Org (view organization)	Click to view the structure of the selected territory that shows where the corresponding representative is positioned in the hierarchy. This structure is informational only. If the representative has no direct report, the link is not displayed.
Include Unassigned	Select to include in the reassignment process the leads, opportunities, and accounts that have not been assigned to any sales representative. This option can be selected in addition to the lead and opportunity reassignment options that are already set up.

A system message appears if not enough information is entered. You must at least specify a territory or a sales representative, or select the Include Unassigned field for the worksheet to be generated successfully.

Select New Reps

Territory	Enter a territory to where to reassign leads, opportunities and accounts—sales objects that are enabled in the Defined Search Criteria section. Territory is optional, as long as there is at least one selected sales representative. If a territory is not specified, all sales representatives in the tree that the user has access to can potentially be the reassign-to sales representatives. If a territory is specified, you can: Select sales representatives that belong to the selected territory to be the new sales representatives. Leave the New Rep section blank. In this case, territory-only assignment takes place and the current sales representative assignment on leads and opportunities does not change. In both cases, the selected territory is the default new territory. Or, you can enable the option to maintain the existing territory value of leads and opportunities after the reassignment process. You need to have security access to the territory in order for sales representative in that territory to appear in the prompt.
New Rep (new representative)	Enter the names of sales representatives to whom to reassign leads, opportunities and accounts. You can enter sales representatives directly without specifying a territory. If you select more than one sales representative, the system divides all sales activities evenly amongst the selected sales representatives. For example, if there are 10 leads to be reassigned and you specify two sales representatives in this section, the first five leads will be assigned to the first representative, and the remaining five leads to the second representative. Note. A territory-only assignment occurs if this section is blank. What it means is that the selected territory becomes the new territory as displayed on the worksheets for leads and opportunities, but the representative assignment remains unchanged. Territory-only assignment is not applicable to accounts; if the Account sales activity is subject to reassignment, the account reassignment worksheet will be empty.
View Org (view organization)	Click to view the structure of the selected territory that shows where the corresponding representative is positioned in the hierarchy. This structure is informational only. If the representative has no direct report, the link is not displayed.
Preserve Existing Territory	Select if you want the system to keep the existing territory of leads and opportunities in the reassignment process and not to use the selected territory or the territory to which the sales representative belongs. This field becomes editable if a sales representative is selected.

Review Worksheets

Review Worksheets

Click to access the reassignment worksheets for the reassign options that you selected. The worksheets list the details of current assignments for each lead, opportunity, or account and populate new assignment values based on your selection. Click the Next button on each worksheet to review the next available one and finally return to the Reassign Sales Activities page.

Submit Reassignments

Submit Reassignments

Click to submit all selected assignments. The system updates the leads and opportunities with the new sales representatives and their territories, and returns you to the Territory Reassignment page.

Reviewing Reassignment Worksheets

Access the Lead Reassignment Worksheet page (click the Review Worksheets button on the Reassign Sales Activities page).

The system populates the new representatives (marked as primary) and new territory values based on the information gathered from the Select New Reps section on the Reassign Sales Activities page and you can override these values.

Important! For performance considerations, limit the number of each sales activity selected in its worksheet to 300 or less.

Access the Opportunity Reassignment Worksheet page (click the Next button on the Lead Reassignment Worksheet page).

Criteria

Select the way that you want to assign revenue for each opportunity. Values are:

Move Opportunity: Removes the current representative from the opportunity, which moves the entire opportunity—with revenue allocations—from the current representative to the new representative.

Hold Revenue: Adds the new sales representative to the opportunity but holds the revenue credit for the original sales representative.

Move Revenue: Preserves the current representative as a member of the opportunity sales team but adds the new sales representative as the primary representative for the opportunity. This action moves the revenue credit from the original sales representative to the new primary representative.

Access the Account Reassignment Worksheet page (click the Next button on the Opportunity Reassignment Worksheet page).

This page does not show any data when territory-only assignment occurs.

Tree Name	After a sales representative is added to the lead or opportunity, the system displays the tree name for the sales representative as defined on the Sales User page.
Territory	After a sales representative is added to the lead or opportunity, the system displays the primary territory for the sales representative as defined on the Sales User page.