This article will cover the following topics:
- Reports are based on the data that your team has already entered into Pipeliner.
- Reports are dynamic which means that as you change the information in Pipeliner, the report that contains that information is automatically updated with the latest information.
- Users accessing a report can see only the data that is visible to them based on their user role. You might see all data but another user using the same report might only see their own data.
How to Create a Forecast/Quota Report
Select the "Create New" button, select "Forecast" ⤵
Name the Report (this can be changed at any time) and choose a folder for the report if you prefer. You can also add a text description of the purpose of the report to help other users who may access it ⤵
Choose the Period to use for your Forecasts from “Monthly”, “Quarterly” or “Yearly” and then add the Start date and End date for your report.
The default Forecast field is “Opportunity Value” but you can select from any other system or user-defined dropdown, number or currency Opportunity fields to use for your forecasting.
If you use multiple pipelines, select the relevant pipeline(s) to use.
Then select the Forecast type. You can forecast by Users or by Sales unit. The Forecast type will help to define what other field types drop-down lists are available.
Select the "Users" or "Sales Units" that you would like in the Report ⤵
Now you can choose if you also want to include Quota values in your report. Click on the button to enable Quota ⤵
Enter the Expected Sales Quota for the users (or sales units), pipeline(s) and period that you choose in your forecast settings.
Now you need to decide how to split the Expected Sales Quota between your users (or sales users) ⤵
You can “Split Evenly” — this will divide the Expected Sales Quota evenly between all selected users (or sales units) — or “Split by Performance” which will divide the quota based on the past sales performance of each user (or unit).
NOTE: Alternatively you can manually enter a Planned Quota value for each user or unit.
Next, you can select an individual user (or unit) to refine their quota ⤵
Update Quota lets you apply a percentage Increase or Decrease to the Planned Quota ⤵
Quota Planning lets you choose between “Split Evenly” or “Split by Performance” for that individual user or sales unit ⤵
Performance Comparison lets you review the previous performance of the user or unit based on “Previous Period”, “Avg Performance” or the “Weighted Avg. Performance”. The value associated with your selection then displays in the performance column next to Planned Quota for each user or unit.
Previous Period — total value of Won opportunities for the user or unit for the previous period (for example, last year if your selected period covers this year based on Start Date and End Date).
Avg Performance — this is the average value of Won opportunities for the user or unit for previous periods of the same length (for example, previous years or quarters).
So, if a sales user has been working with Opportunities in Pipeliner for the previous 4 years and you select a period of a year in Start Date and End Date, the Avg Performance value will be the total value of their Won Opportunities for the previous 4 years divided by 4 to get an average per year.
Weighted Avg. Performance — this is the weighted moving average value of Won opportunities for the user or unit for previous periods of the same length (for example, previous years)
The idea behind a weighted moving average is to take the average of a certain number of previous periods to come up with an “average” value for a given period, while giving more weight to more recent time periods ⤵
NOTE: Alternatively you can manually enter a Planned Quota value for each user or unit
The green and red arrows indicate an increase or decrease in the Planned Quota for each user or unit.
The scale icon beside the Planned Quota indicates that the current selection is “Split Evenly” as opposed to the line icon which indicates “Split by Performance” is being used ⤵
Click on the icon to "Customize Quota Planning" for the user or unit ⤵
You can now update, or confirm, the "Planned Quota" for each period that you selected originally — for example, each month of this year — for the selected user or unit.
As you make changes, the "Total Planned Quota" value will keep updating so you can compare it to the "Planned Quota" and make sure the values are the same ⤵
Once you’ve finished updating the quota for that user or sales unit, click on "Save" and then move onto the next, as necessary ⤵
The person icon will display for any user where you have chosen “Custom” as your quota option. You can delete any user or unit from your quota using the bin icon ⤵
Once you’ve finished, click on “Create” to create your report ⤵
Updating your Report
Click on the “Settings” button to open up the Power Panel.
On the "View" tab, you can enable the forecast graph. The “Edit Forecast” button takes you back to your Forecast Data and Quota settings. You can also change the period “on the fly” from "Monthly", for example, to "Quarterly" or "Yearly" ⤵
The "Columns" section will list the fields currently being used in your report and you can add additional fields or remove existing ones from the list.
Click to search for a field by "Name" or to see the list of additional fields that are available to include in your report ⤵
Reorder the columns using drag and drop ⤵
You have the option to choose to group "Won" values by selecting from a list of dropdown type fields and, finally, you can “hide rows with empty values”. Click on "Save" and then close the Power Panel ⤵
Once you’ve decided on the columns you want to include in the report, added any grouping and set the right order, you can enter the Forecast for each user (or unit) for each period in your report. Click into the field and type the forecast value straight into the field. Push "Enter" to save the value and move to the next field ⤵
Once you’ve completed the forecast values, the calculated fields — for example, Won vs Forecast — will be updated ⤵
If you have enabled grouping for "Won" values, click on the chevrons icon to view each column expanded by your selected field — e.g. "Ranking" ⤵
Additional Forecast Field Selection Possibilities
- Days in Sales Step — will base your projections on what would happen if the number of days an opportunity stays in a sales step changes.
- Due in Sales Step — will base the projection on how close opportunities are to reaching the date in which they should typically be moved from one step to the next or if those opportunities are past the date they were expected to be moved to the next step.
- The number of related completed activities — how many activities are you projecting should be completed compared with how many were completed.
Here is an example in which the month of February shows a forecasted number of 10 completed activities, but only 4 were completed for open opportunities therefore only reaching 40% of what was projected
- Number of related deferred activities
- Number of related in progress activities
- Number of related not started activities
- Number of related overdue activities
- Number of related waiting activities
- Lost Reason
- Opportunity base value
- Potential Size of Opportunity
- Product Count
- Product difference (count)
- Product value
Sharing Your Report
Once you create a "Report", no one else can see it unless you share it with them. To share a Report, Click on "Settings" in the upper right of the Report. Select the drop-down next to private and select the "Custom" to share it with specific Pipeliner users on your team, or Public to share the Report with all Pipeliner users ⤵
Scheduling your Report
Send your report to colleagues on a regular basis. This article has details.