The Opportunity management is a process that allows us to follow revenue forecasts and revenue recognition.

Why do we need to track forecasts?

• Visibility as to where we are in our Sales Process and how long we have been there.
• Documented insight as to what we can expect to close in the next five years and what are the chances of getting that business.

How do you track revenue recognition?

 Finally, opportunity Management is a common and simple Sales Process, allowing salesreps & managers:

• To understand what’s in their pipeline
• To understand where are the sales reps getting stuck in their opportunities and identify improvement areas in your sales process or business context. 

Definition & use cases 

Flow

Image Removed

Business Activities for each Stage 

Stage 1 – Qualify 

...

Business activity

...

Who?

...

How it translates in SFDC?

...

Customer shows interest / confirm a need of product

...

Account Manager

...

Opportunity Creation

...

Analyze context (powermap, competition)

...

Account Manager

...

Involved Contacts,Competitive insight

...

Involve Solvay counterparts

...

Account Manager

...

Opportunity Team

...

Compare needs with existing product portfolio

...

Account Manager + Technical Marketing

...

Opportunity Team, + Team Roles

...

First selection of product (s)

...

Account Manager + Technical Marketing

...

Product

...

Potential business assessment

...

Account Manager

...

Potential Volume, (Pipeline Forecasting)

...

Scope assessment

...

Account Manager

...

Market segmentation

Stage 2 & 3 – Lab Testing & Industrial testing

See the Functional Design on the Sample Management 

Stage 4 - Negotiation

...

Who?

...

How it translates in SFDC?

...

Define Pricing

...

Account Manager / Sales Manager

...

Out of SFDC

...

Define timeframes of the contract

...

Account Manager / Sales Manager

...

Out of SFDC

...

Develop Value proposition

...

Account Manager / Sales Manager

...

Out of SFDC

...

Create / Update Quotation

...

Account Manager / Sales Manager

...

Update Potential Volumes, Negotiation status, Negotiation history, Competitive insight

...

Identify other Opportunities

...

Account Manager / Sales Manager

...

Opportunity, Cross BU Lead

Stage 5 - Closed

...

Business activity

...

Who?

...

How it translates in SFDC?

...

Opportunity Lost

...

Account Manager

...

Status (Lost), Reason, Won / Lost Review

...

Opportunity Won

...

Account Manager

...

Status (Won), Reason

2. Data Model & security

Main objects

Image Removed

1. Opportunity object is centralizing the information on the opportunity.
2. Opportunity product object is composed of:
   1. Opportunity Product Information: this section contains the general information like the product name, the opportunity link, the targeted first delivery date, etc.
   2. Product Information: this section includes the financial information, like the target unit price, the expected yearly volume, the contribution margin, etc. And [R3.0/R-1587] also includes the manufacturing plant and shipping plant fields.
   3. Market Segment: this section indicates the market segment information filled in.
   4. Business Potential: this section includes the forecast table.
   5. Negotiation History: This section lists all the changes of target unit price and volume in order to give a history of the negotiations.
3. Product forecast/Business potential is used to fill 5 years of forecast.
4. Negotiation History is use to track the changes of Product information section.
5. Opportunity Team manages the visibility/right of the opportunity.

Related Objects

• Involved Accounts: allow to link other accounts to a single opportunity.
• Involved Contacts: allow to link several contact to a single opportunity.
• Open Activities: allow to log activities (task, event).
• Visit Reports Links: allow to link several visit report to a single opportunity.
• Quotes: allow to see quotes generated from the opportunity, or linked to the opportunity.
• Cases: allow to link cases to the opportunity.
• Activity history: display all activities
• Stage History: track all status updates
• Google Docs, Notes & Attachments: allow to attach document to the opportunity.

Opportunity security model

...

Who can create?

...

Any sales user can create an opportunity

...

Who can see?

...

The visibility a user has on an opportunity depends of the value of the field “Visibility”:

• “Shared”: any sales rep can see the opportunity and all the opportunity product details
• “GBU restricted”: only the sales rep sharing the same GBU as the GBU defined on the product page can have visibility on the opportunity and opportunity product details
• “Confidential”: only opportunity owner and opportunity team member(s) can see the opportunity and opportunity product details

The visibility is then editable by the sales user having edit rights on the opportunity.

...

Who can update?

...

Only opportunity owner and opportunity team member(s) with edit rights can update the opportunity.

Users above the ones having edit rights (i.e. Managers, GBU presidents) in the role hierarchy will inherit the visibility/edit rights.

...

Who can delete?

...

Only System Administrators can delete an opportunity

Opportunity Product security model

Opportunity Team security model

...

Who can create?

...

Any sales rep with edit access to the opportunity can create a relationship in the Opportunity Team object

...

Who can see?

...

Any sales with visibility on the opportunity can see a relationship in the Opportunity Team object

...

Who can update?

...

Any sales rep with edit access to the opportunity can create a relationship in the Opportunity Team object

...

Who can delete?

...

Any sales rep with edit access to the opportunity can delete a relationship in the Opportunity Team object

Quotes are an extremely important part of the sales cycle. Not only are quotes the blueprint for the contract, but they are often the first impression we leave on our customer.

Quotes give us an opportunity to make a strong brand impression, and demonstrate our commitment to the customer. Quotes can move our deals forward by:

• Making a positive first impression (accurate and professional document within their time frame)!

• Giving you the first mover advantage (whoever delivers the quote first often gains the advantage in the negotiation process)

• Setting the starting point for negotiation

• Getting the customer to commit

Note: there is no link with SAP; the CSR will have to manually create an order in SAP.

Use cases

•Create a Quote from a Growth business Opportunity or directly from an account

•Add a product or modify an actual product

•Enter Product details (price, volume,..)

•As submitter, submit the Request for approval to the approver if the approval is necessary

•As approver: accept, reject or reassign the request for approval of the Quote.

•Communicate with the PDF generation and Attach other documents to the Quote

•Manage versioning

•Manage visibility and permissions

•Mass update line items / Mass clone line items

•Follow the customer validation

Flow

Image Added

 

• A new customer asks for a Quote on an existing product -> Growth business
• A new customer asks for a product to be developed -> Growth business
• An existing customer asks for Product to be developed -> Growth business
• An existing customer asks for an existing product (Contract renewal) -> Recurrent business

 

2. Data Model & security

Main objects

Image Added

1. Quote object is centralizing the information of the quote.
2. Quote line item contains details of products (price, volum, incoterm, ship to)
   
   

Related Objects

• Contracts: allow to see contract generated from the quote
• Open Activities: allow to log activities (task, event).
• Activity history: display all activities
• Quote history: display all fields updates
• Approval History: track all approval steps
• Google Docs, Notes & Attachments: allow to attach document to the opportunity.

Quote security model

When the Salesreps creates a Quote, he will add a CSR on the field provided. The CSR will have a Read Only access to the Quote.  It is possible to manually share a Quote to any colleagues with the “Sharing” button (only for the owner and the Manager in the role hierarchy). With the manual sharing, the owner can chose between two types of access: Read only or Read / Write.  

The visibility field will define the visibility of the Quote as it is done in the Opportunity. The values of this field will be:  

Value of the Visibility field	Definition
Shared	Shared (Read only) with all users except region restricted  users
GBU restricted	Restricted to GBU users (Read only)
Confidential	Restricted to manual sharing users.

Quote security model: Shared

	Quote owner+ backup+ hierarchy	GBU data steward	Opportunity Team Member with Read access	Opportunity Team Member with Read/Write access	CSR	All others users
View a Quote	√	√	√	√	√	√
Create a Quote	√	√	×	√	×	×
Submit an approval for a Quote	√	√	×	×	×	×
Edit a Quote	√	√	×	×	×	×
Share a Quote	√*(not possible for the backup)	√	×	×	×	×
Delete a Quote	√*(not possible for the backup) only possible for Draft status	√	×	×	×	×
Send a Quote	√	√	×	×	×	×

Quote security model: GBU Restricted

	Quote owner+ backup+ hierarchy	GBU data steward	Opportunity Team Member with Read access	Opportunity Team Member with Read/Write access	CSR	All others users of the GBU	All others users of others GBU
View a Quote	√	√	√	√	√	√	×
Create a Quote	√	√	×	√	×	×	×
Submit an approval for a Quote	√	√	×	×	×	×	×
Edit a Quote	√	√	×	×	×	×	×
Share a Quote	√*(not possible for the backup)	√	×	×	×	×	×
Delete a Quote	√*(not possible for the backup) only possible for Draft status	√	×	×	×	×	×
Send a Quote	√	√	×	×	×	×	×

Quote security model: Confidential

	Quote owner+ backup+ hierarchy	GBU data steward	Opportunity Team Member with Read access	Opportunity Team Member with Read/Write access	CSR
View a Quote	√	√	×	×	√
Create a Quote	√	√	×	√	×
Submit an approval for a Quote	√	√	×	×	×
Edit a Quote	√	√	×	×	×
Share a Quote	√*(not possible for the backup)	√	×	×	×
Delete a Quote	√*(not possible for the backup) only possible for Draft status	√	×	×	×
Send a Quote	√	√	×	×	×

3. Quote custom buttons and features

Quote buttons

"Generate PDF" button

Allow the users to generate a PDF resuming all information of quote and quote line items.

• The language of the PDF is determined by the field "Template Language" on quote. The PDF is available in 16 languages.
• The PDF format is determined by the field "Template". There are 3 types of format: Tabular, Detailed, Tabular landscape. Note that if a field is not filled in the quote , the corresponding column in the PDF will not be displayed.
  

When the PDF is generated, a button "Save as attachment" allows to attach the PDF in the Note & attachment related list of the quote. The button "Save & send" allow to send the PDF directly to the customer:

• The CSR is automatically added as CC
• The owner of the quote is automatically added as BCC
• The email template is generic and displayed in English only.

"Send Last Version" button

This button redirects the user on the page to send the last PDF generated to the customer.

"Generate Contract" button

This button allows to generate a contract pre-filling the fields using information of the quote. 

Quote line items buttons

 "Mass clone" button

 This button allows to mass clone and edit several lines of quote line item:

• Step1: Chose how many line you want to add and click on Display Clones
• Step2: Edit the lines and Save

Note that it's impossible to add identical lines, or identical with the source quote line item. 

Quote line items and template

• If you have the same product twice in the quote line item it will appear in the pdf in one section.
• An error message appear if you generate a pdf whiteout any quote line items.

4. Specific rules & automation

Quote generated from an opportunity 

When a quote is created from an opportunity some fields are pre-filled with the information of the opportunity:

• Opportunity ← Opportunity name
• Visibility ← Opportunity visibility
• GBU ← Opportunity GBU
• BU ← Opportunity BU
• Curreny ←  currency
• Account Sold To ← Opportunity account
• Primary contact ← Opportunity contact
• CSR ← Opportunity Team CSR

Quote line items are also created with the information of opportunity products:

• Volume from ← Opportunity product Expected yearly volume
• Price per UoM ← Opportunity product Target Unit price per UoM
• Unit of Measure ← Opportunity product UoM
• Pricing method ←  Opportunity product Pricing

For the fields :

• Incoterm
• payment terms
• specific payment terms
• location
• ship to

A rule ensure the consistency bewteen quote and line items. The values cannot be different on quote and line item: if a line item has a value different from the quote, the field of the quote is reset.

Field History Related List on quote

Fields tracked are:

• Account
• CSR
• GBU
• Opportunity
• Price Validity From
• Price Validity to
• Primary Contact
• Status
• Template Language
• Visibility
• Volume validity from
• Volume validity to
  
  

Approval process

The approval process is optional. If the user wants to submit the record for approval he will have to manually fill his approver and click on "Send to next approver".

Status "Accepted"

To set status "Accepted" on the quote, at least one quote line item must have the checkbox "Include in Reporting / Accepted" ticked.

Reminder

Users can set a reminder using the field "Expiration Notice". They can select a number of days to create automatically a task assigned to them x days before the date defined in the field "Price Validity To".

Feature implemented for Peroxides GBU only

Automatically attach 2 certificates to new quotes.

Every time a new Peroxides quote is created, the system adds the two files below into the quote attachments.

Explosive Precursor Certificate

End-Use Certificate_template

Image Added

When the quote is sent by email to the customer, the two files appear automatically to be sent to the customer. The sales manager could exclude these files if needed.

Image Added

These two files contain information that the customer should acknowledge about the products (dangerous goods). One of them must be signed and returned back to us as acknowledged.

How to update the files?

To upload a new version of them, the steps to follow are:

• very important - Do not change the file name, otherwise the system will not find the file to upload automatically into the quote

Image Added

• in the quote, click on the file

• a preview is shown, open the arrow and click on “View File Details“

Image Added

• the file page is open and click on “Upload New Version“ button

 Image Added

5. History

Until release Spring17, all quotes must be generated from opportunities. Now it's possible to create quote directly from an account or from scratch to manage recurrent business.

 

6. Lightning

Components

Warning component:

A warning component on quote which display a warning:

• If there is no quote line item
• If the quote status is “sent” and the “quote validity date” is expired
• Last activity date: most recent dates of “quote last update”, or “quote line item last update”.
• For quote validity date, price validity date, volume validity date:
  • If it is past: show an alert with the number of expired days
  • If it is in the future: show the number of remaining days

Quote Team:

The component replace the related list. It displays quote team members and allow to manage the team (add, edit remove members).

PDF:

All the PDF action are handle with this component. There is a button to generate a new version of the PDF: once generated, the user can save it or save & send it. The component allows to view all PDF already generated, and to see which one hase been sent (arrow icon) and the sent date (hover on the arrow).

In the "send" flow, it is now possible to select the files to put in attachment of the email.

Enhancements 

https://solvayagile.atlassian.net/browse/CCCME-8532

Overview: The "Quotes" functionality for Peroxides GBU automates the process of transferring accepted quotes from the CRM system to SAP through RPA integration. This functionality is essential for ensuring that all relevant quote data is accurately captured and efficiently imported into SAP without manual intervention, improving data accuracy and operational efficiency for Customer Service Representatives (CSRs).

Key Components:

1. Accepted Quotes:

   • Only quotes with the status of "Accepted" are eligible for automated processing.

   • Quotes are filtered based on specific criteria:

     • GBU: Peroxides

     • Region: EMEA

2. File Generation:

   • The system generates an Excel file containing all accepted quotes for the day.

   • The file includes necessary fields as specified by the RPA and CSR teams to meet SAP requirements.

   • File name format:

     • For Peroxides: Quote line items for PF1 - Peroxides - <date>.xls

3. Automated Email Notification:

   • Once the file is generated, it is automatically emailed to the designated RPA email address (e.g., RPA-ROBOT-FARM-PROD@solvay.com).

   • Updated Email Subject Lines:

     • Peroxides: "Peroxides - H2O2.EMEA.XX.003 Accepted Quotes"

     • Soda Ash: "Soda Ash - SAD.EMEA.XX.004 Accepted Quotes"

   This update resolves the issue of conflicting subject lines by providing distinct identifiers for each GBU.

3. Specific rules & automation

Opportunity Creation 

Any sales rep can create an opportunity, even if not in the Account Team. Opportunity can only be linked to an SAP Customer or a Non SAP Customer . The sequence also includes adding product with details (target price, UoM, etc.), the market segmentation and the forecast. Some rules are implemented in the flow:

• The currency set by default correspond to user's preference.
• The unit of measure set by default correspond to the one of the product selected (formula).

Field History Related List on the Opportunity

Status Management

The following rules have been defined regarding the management of the status of an opportunity

• At creation, the opportunity can be created in any stage of the process
• The opportunity can by-pass one stage, (e.g. move from stage 1 to 3)
• The opportunity can move back in its stages (e.g. from industrial to lab testing)

Opportunity Closing Steps

Different steps must be completed when closing the opportunity:

• If the opportunity is WON, a Customer Service Representative must be defined in the Opportunity Team.
• When the user closes his/her opportunity as LOST, a screen appears and asks for:
  • The Won/Lost review (mandatory), useful to give context and feedback on the opportunity
  • Competition Known? (Yes/No) (picklist – default value = None)
•  If the Competition known is “No”, then the opportunity is saved with the won/Lost review
•  If the Competition known is “Yes”, then the flow moves to a second screen asking to create a Competitive Insight. Once the user saves the competitive insight, the opportunity is saved.

• Finally, after saving, the close date is automatically updated with the today date and opportunity cannot be edited anymore by the sales rep [R-0606]. Plus a notification is automatically sent to the CSR defined in the opportunity team (only if the opportunity is WON)

Opportunity Cloning

The cloning functionality has been enabled, allowing the opportunity owner and the opportunity team member(s) to clone the opportunity as-it-is, with same product information and opportunity team members.

Dummy product Limitation

When the sales rep has selected a product with reference “Product not known yet”, he/she must update the product with a valid product reference before closing the Opportunity as “Closed WON”.Lost Opportunities do not require valid products before being closed. Note that it is impossible to select a dummy product when the opportunity record type is “Product Qualified”.

Contribution Margin

In product information section, 3 fields are used to manage the contribution margin (CM):

• CM Calculation Method: picklist defining in the master method for the CM is in % or in Amount
• Contribution Margin (%)
• Contribution Margin (Amount)

When user defines the CM Calculation Method as “%”, on the field “Contribution Margin (%)” is available. After saving, the system will calculate the Contribution Margin in amount and fill in the field. When user defines the CM Calculation Method as “Amount”, similar behavior is expected. Finally, the CM Calculation Method defined in the Product Information screen will be copied in the business potential table. 

Opportunity Product Level

At opportunity product selection, after having created the opportunity, user is able to select the product from level 4 or level 5.

Opportunity Team Member Creation

Opportunity Team member creation can be done by any sales having edit access to the opportunity. The CSR from the account team will be automatically put in the opportunity team. (oly the CSR corresponding to the GBU handling the Opportunity is set if more than one exist).

There is no synchronization afterward (if the Account Team changes, no automatic modification on the Opportunity Teams).The 2 CSR Roles must be taken : "Customer Service Representative" and "Customer Service Representative (SAP)" and the role must remain the same (if it was SAP on Account, keep it on Opp).

Opportunity Team Management

Opportunity Team management can be executed from the Opportunity Team Related List, either by using the current User’s Default Account Team, or by adding the individuals to the Opportunity Team:

• Add (add users to the Opportunity Team)
• Add Default Team (add default Opportunity Team users)
• Display Access (only system admin can display the type of access the users have)

The user’s default Opportunity Team is a group of users defined by the user that helps the user quickly add multiple people at once.

4. History

Product information section on Opportunity product used to be a custom object because the visibility of the section was different of the visibility of the rest of the opportunity. Today visibility is the same so all fields have been re-created in opportunity product and all features plugged on the previous custom object are/will be plugged on opportunity product directly.

...