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Marketing & Sales - Forecast and Quota Settings

Configure users and other settings to set up forecasts and quotas.
S
Sabqat Ruba
28 Jan, 2021 - Updated 7 months ago

Configuring Forecast and Quota: Settings

Before setting up forecasts and quotas, you must set up your team hierarchy, the forecast period, and the forecast category. This must be done under Forecast and Quota Settings

 

Navigating to Forecast and Quota Settings

Follow these steps to navigate to Forecast and Quota Settings:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Look for the Marketing & Sales section.
  5. Select Forecast and Quota Settings.
 

The setting is accessible only to Admin users. You can also access Forecast and Quota Settings by clicking the Settings option displayed on the Forecast and page.

 

Note: Forecast Hierarchy is not the same as role-based hierarchy in Vtiger CRM. 

Forecast and Quota Hierarchy

Build your team hierarchy before you start off with setting up forecasts and quotas. Forecast and Quota Hierarchy is the tree structure of your team.

Adding users to forecast and quota hierarchy

Follow these steps to add users to your team hierarchy:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Sales.
  4. Select Forecast and Quota.
  5. Click the Settings icon on the top right of the page.
  6. Click the Forecast and Quota Hierarchy tab.
  7. Drag and drop users from the right column on the hierarchy to add them.
 

To delete a user from the hierarchy, hover on the user’s name and click the Delete icon.

 

Note: Settings are not accessible by Standard users.

Configuration

Forecast and quota period

Below is an explanation of the configuration related to the forecast and quota period.

 

Field

Description

Start Forecast and Quota from

The month and year starting from which you want to set up and display forecasts and quotas. You can set up quotas up to the year 2025

Forecast and Quota Period

  • Monthly: Forecasts will be set up on a monthly basis, starting from the month and year set up in the previous step
  • Quarterly: Forecasts will be set up on a quarterly basis, starting from the month and year set up in the previous step

Number of Periods

  • If the Forecast and Quota Period is Monthly, then the number of forecast periods can be 12 or 18
  • If the Forecast and Quota Period is Quarterly, then the number of forecast periods can be 4, 6, or 8

Forecast adjustments

As a sales manager, you can make adjustments in deal amounts that were won or lost by a team member. Adjustments are not visible to sales team members. 
  

Allow Forecast Adjustments and Quota Set/Revisions on

  • Direct Report’s Deals: Can make adjustments to the deal amounts of  direct reportees
  • Direct report’s and their subordinates’ Deal:

Can make adjustments to the deal amounts of direct reportees and subordinates or the reportees

 

Enabling adjustments

Before you try to make adjustments to forecasts, you must enable adjustments.

Follow these steps to enable adjustments:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Sales.
  4. Select Forecast and Quota.
  5. Click the Settings icon on the top right of the page.
  6. Click the Configuration tab.
  7. Enable the checkbox for forecast categories under the Adjustable column under the Forecast Category block.
 

Skip to this section to read more about forecast categories and adjustments.

 

Setting up adjustments

 

Note: As a sales manager or admin user, you cannot make adjustments to deal amounts assigned to you. 

  

Follow these steps to make adjustments to deal amounts:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Sales.
  4. Select Forecast and Quota.
  5. Click on a deal amount displayed in a forecast category column in the Forecast Summary table.
  6. Hover on a row and click the Edit icon under the Adjusted Amount column. 
  7. Enter the adjusted (new) amount. 
  8. Click the checkmark.
 

Skip to this section to read more about adjustments.

Forecast category

In Vtiger CRM, forecast scenarios are referred to as Forecast Categories.  

 

Forecast categories are derived from sales pipelines and sales stages. You can group your deals into different forecast categories based on the sales stages they are in.

 

There are four default forecast categories in Vtiger CRM – Pipeline, Best Case, Commit, and Closed Won. You can group multiple sales stages in your sales pipeline into a forecast category.

 

Below are the default forecast categories and the sales stage mapping in Vtiger CRM.

 

Forecast Category

Sales Stage Mapping

Adjustable

Pipeline

Ready to Close, New, Qualifying, Requirements Gathering, Value Proposition, Negotiation, Closed Won

If enabled, allow adjustments by admin users to the deal amounts mapped to Pipeline stages

Best Case

Ready to Close, Negotiation, Closed Won

If enabled, allow adjustments by admin users to the deal amounts mapped to Best Case stages

Commit

Ready to Close, Closed Won

If enabled, allow adjustments by admin users to the deal amounts mapped to Commit stages

Closed 

Closed Won

If enabled, allow adjustments by admin users to the deal amounts mapped to Closed Won stages

 

Note: The forecast category Closed Won cannot be deleted. 

 

Other actions you can perform on forecast categories 

 

Mapping forecast categories

You can add more forecast categories by clicking Map Forecast Category

Deleting forecast categories

Click the Delete icon under the Adjustable column to delete a forecast category.

Viewing unmapped sales stages 

Sales stages in the pipeline that have not been mapped to any forecast category are displayed in the block beside the forecast category block. 

Adding new picklist values to Sales Stage

  1. Click inside a block in the Sales Stage column. You will see all the unused sales stages. 
  2. Select a sales stage to add in a forecast category. 
  3. Click Save.


 

Note: Standard users (or non-admin users) cannot view Forecast and Quota unless an admin user has set it up.

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