Opportunities and MYOBA Integration

This document provides information on the types of Opportunities used in the National Salesforce platform, the criteria for automatic integration of the Opportunity to MYOBA and manual triggering. 

 

On Account Training Opportunities: 

Scenario 1: When ALL of the booking’s students are marked after attending the course:- 

  • Opportunity Stage updates to ‘Closed Won – Training Completed’ 

  • Opportunity field: Ok_to_be_invoiced__c updates to TRUE 

  • Integration with MYOBA occurs (where no issue exists) - (opportunity + payment method)

  • MYOBA Order & Invoice Number returns to the Opportunity in SF (where no issue exists) 

Scenario 2: When a course status is updated to ‘Closed’: 

  • Opportunity Stage updates to ‘Closed Won – Training Completed’ 

  • Booking Status updates to ‘Fulfilled’ 

  • Integration to be triggered manually by ticking the ‘ok to be invoiced’ checkbox on the related Opportunities 

 

NOTE: Where criteria is not met for these automations to occur, the end-user can trigger the integration at any time prior to a course ending, by ticking the Opportunity checkbox ‘ok to be invoiced’ & updating the Opportunity Stage to: ‘Closed Won – Training Completed’ 

Prepaid Training Opportunities: 

When a Booking is paid for and the opportunity type = ‘Prepaid Training’: 

  • Booking field: Payment_Status__c updates from ‘Pending’ to ‘Paid’ 

  • Related Opportunity field: Ok_to_be_invoiced__c updates to TRUE  and Payment Method / Status updates to ‘Paid’ / ‘Credit Card’  

  • Integration with MYOBA occurs - (opportunity + payment information)

  • MYOBA Order & Invoice Number returns to the Opportunity in SF (where no issue exists) 

Prepaid Stock Opportunities (‘Product Sales’ record-type): 

When the opportunity has been paid for by credit card in Salesforce or via the website:

  • Opportunity field: Payment_Method__c updates to ‘Credit Card’ & Opportunity.Stage = ‘Closed Won – Product Ordered’ 

  • Opportunity field: Ok_to_be_invoiced__c updates to TRUE 

  • Integration with MYOBA occurs - (opportunity, shipping + payment method)

  • MYOBA Order & Invoice Number returns to the Opportunity in SF (where no issue exists) 

 

Prepaid (over-the-counter) Stock Opportunities / Processing payment against the ‘Contact’ record: 

As per the above

On Account Stock Opportunities (Corporate Sales record-type): 

Where a ‘Corporate Sales’ opportunity has been created in order to generate a quote to the client, prior to ordering the stock: 

  • Corporate Sales opportunity quote is accepted > End-user updates the Opportunity checkbox field; ‘Order_Stock__c’ to TRUE OR the end-user updates the Opportunity Stage to ‘Order Stock’ 

  • Opportunity Stage then updates to: ‘Closed Won – Order Processing’ 

  • A second opportunity is created (Product Sales) and a link to the Opportunity populates on the Corporate Sales opportunity in the field: Product_Opportunity__c 

  • Product Sales Opportunity: Payment_Method__c = ‘On Account’ by default 

  • Product Sales Opportunity integrates with MYOBA  

  • MYOBA integration occurs - (opportunity, shipping + payment method)

  • MYOBA Order & Invoice Number returns to the Opportunity (where no issue exists) 

Donation Opportunities – (processed against the Contact record using ‘Make-A-Donation’ functionality): 

Where payment is successfully processed against the Contact record in SF: 

  • The ‘Donation’ opportunity is created 

  • A Payment record is created 

  • Opportunity fields: Payment_Date__c is populated, Payment_Status__c changes from ‘Pending’ to ‘Paid’, Payment_Method__c = ‘Credit Card’ 

  • MYOBA integration occurs - (opportunity + payment method)

  • MYOBA Order & Invoice Number returns to the Opportunity (where no issue exists) 

 

Donation Opportunities – (manually created in Salesforce using an Opportunity) 

This process occurs when the donor is paying by e.g. ‘cheque’: 

  • The ‘Donation’ opportunity is created 

  • The following fields are manually populated: 

  • Payment_Date__c  

  • Payment_Status__c  

  • Payment_Method__c = ‘Cheque’ 

  • Contact = Donor name  

  • MYOBA integration occurs - (opportunity + payment method)

  • MYOBA Order & Invoice Number returns to the Opportunity (where no issue exists) 

Event Opportunities: 

Where the opportunity is either manually created or generated from an Event__c record: 

  • Opportunity Stage is manually updated 

  • Opportunity checkbox Ok_to_be_invoiced__c is manually ticked 

  •  MYOBA integration occurs (opportunity + payment method ‘On Account’)

  • MYOBA Order & Invoice Number returns to the Opportunity (where no issue exists)