...

• The Partner Type is not "Prospect" => error message: "You can not convert this Account since his Partner Type is not Prospect."

• The Account Status is not “Prospect” => error message: "You cannot convert this from prospect to customer, as a request has already been created. Please contact your CSR"

• The Corporate Group is flagged as “Not SAP Compatible” => error message: "
• All
customers
• accounts in CRM
are supposed to
• must be assigned to a Corporate Group
available in SAP. Can you please indicate which Corporate Group does this customer belong to? If none of the ones created in CRM, the account should then be added to the group "Decision: Various"
• , which indicates the legal entity of the account. Please remove the current Corporate Group and search for the correct Corporate Group name. If the Corporate Group does not exist, assign the account to ‘Decision: Various’ Corporate Group."
• There is at least one contact linked to the Account => error message: "There is no Contact linked to this Account. Please create one or add an existing one in the related contact list."
• Screening Status is set to "Blocked" => error message: "This Account has been blocked by GTS. You can't start the conversion."
• For Technology Solutions, the user is a Sales Rep and has already done the "1st run" => error message: ""

For Technology Solutions, the conversion process is done in 2 steps:

• First, the Sales Rep. initiate the process and on the last screen, instead of submitting the creation in SAP, he saves his request and the system advises the CSR selected at the beginning of the conversion.
• Then, the CSR reviews and completes what has been initialized by the Sales Rep and submits the creation to SAP.

If the CSR initiates the conversion, then the process is not done in 2 steps and allow the submitting of the creation at once.

• As a Sales Rep., this record can't be edited, the request has been sent to the Customer Service Rep."
• For Novecare, the user is not one of the 3 users indicated in the following custom label => error message: "As a Sales Rep., this record can't be edited, the request has been sent to the Customer Service Rep."
  • NovecarePamEmail
  • NovecareAPACAdditionalEmail
  • NovecareAPACAdditionalEmailNumber2

For Technology Solutions, the conversion process For Novecare also, the conversion process is done in 2 steps:

• First, the sales Rep or the CSR, Sales Rep. initiate the process and on the last screen, instead of submitting the creation in SAP, the he saves his request is saved and the system advises Pam Accardithe CSR selected at the beginning of the conversion.
• Then, the CSR reviews and completes what has been initialized by the Sales Rep and submits the creation to SAP.

If the CSR initiates the conversion, then the process is not done in 2 steps and allow the submitting of the creation at once.

For Novecare also, the conversion process is done in 2 steps:

• First, the sales Rep or the CSR, initiate the process and on the last screen, instead of submitting the creation in SAP, the request is saved and the system advises Pam Accardi.
• Then Pam Accardi has a look and agrees and sends the request to SAP or Pam Accardi has a look and agrees and sends the request to SAP or rejects it.

How to know if a GBU does the conversion process in 2 steps: This information is in the custom metadata named GBU (SLV7_MDT_GBU__mdt), on the field Account Conversion Steps of the GBU.

...

...

Ask the user to confirm if he would like to create a Sold-to or a Ship-to in SAP.
Pre-populate the information based on the Partner Sub-Type of the Account.

2.2.7

...

"Do you wish to copy the incoterms and payments terms from an existing quote?"

Radio Button Yes/No, Mandatory

• Not for Technology Solutions and Novecare as they don't do Quote on Prospect
• If Yes, "Quote" +
  • Lookup on Quote (SLV2_Quote__c)
  • Retrieve
    • Payment Term (SLV2_quote_Payment_terms__c)
    • Incoterm 1 (SLV2_quote_Incoterm__c)
    • Incoterm 2 (SLV2_quote_Location__c)
• If No, nothing else

2.2.8 Specifity for Novecare

If it's the 2nd step, we add 1 checkbox: Reject
If the checkbox is ticked, add a field "Reason of rejection".

...

If it's the 2nd step, we add 1 checkbox: Reject
If the checkbox is ticked, add a field "Reason of rejection".

3.

...

Radio Button Yes/No, Mandatory

• Not for Technology Solutions and Novecare as they don't do Quote on Prospect
• Default value = No ??? 
• If Yes, "Quote" +
  • Lookup on Quote (SLV2_Quote__c)
  • Retrieve
    • Payment Term (SLV2_quote_Payment_terms__c)
    • Incoterm 1 (SLV2_quote_Incoterm__c)
    • Incoterm 2 (SLV2_quote_Location__c)
• If No, nothing else

Conversion Process

3.1 Contacts Screen

Fields to display for Sold-to are: 

• Ask if Sold-to contact is existing.
  • If yes, lookup on contact
  • If no, input fields, check that input data are not corresponding to an existing contact (First Name, Last Name and Email address)
• Ask if Sold-To Contact is also the:
  • Safety Data Sheet Contact
  • Certificate of Analysis Contact
  • Supply Chain Contact
  • Payer Contact
• Safety Data Sheet Contact is the same as the Sold-to?
  • If yes, copy

3. Conversion Process

3.1 Contact Screen

Fields to display for Sold-to are: 

• Ask if Sold-to contact is existing.
  • If yes, lookup on contact
  • If no, input fields, check that input data are not corresponding to an existing contact (First Name, Last Name and Email address)
• Ask if Sold-To Contact is also the:
  • Safety Data Sheet Contact
  • Certificate of Analysis Contact
  • Supply Chain Contact
  • Payer Contact
• Safety Data Sheet Contact is the same as the Sold-to?
  • If yes, copy/paste the information from the Sold-to Contact
  • If no, ask if the Safety Data Sheet Contact exist
    • If yes, lookup on contact
    • If no, input fields, check that input data are not corresponding to an existing contact (First Name, Last Name and Email address)
    • Ask if Safety Data Sheet Contact is also the
      • Certificate of Analysis Contact
      • Supply Chain Contact
• Certificate Of Analysis Contact is the same as the Sold-to or as the Safety Data Sheet?
  • If yes, copy/paste the information from the Sold-to or SDS Contact
  • If no, ask if the CoA Contact exist
    • If yes, lookup on Contact
    • If no, input fields, check that input data are not corresponding to an existing contact (First Name, Last Name and Email address)
• Supply Chain Contact is the same as the Sold-to or as the Safety Data Sheet?
  • If yes, copy/paste the information from the Sold-to or SDS Contact
  • If no, input fields
• Payer Contact is the same as the Sold-to? "The Payer contact is the person we call when we have questions about the payment."
  • If yes, copy/paste the information from the Sold-to Contact
  • If no, ask if the Safety Data Sheet Contact exist
    • If yes, lookup on contact
    • If no, input fields, check that input data are not corresponding to an existing contact (First Name, Last Name and Email address)

...

The list of fields to display to the user when the contact is not existing are:

• First Name => Mandatory
• Last name => Mandatory
• Language => Picklist based on the field Language of the object Contact or the Global Picklist Language (it's the same picklist, use the simplest option), Mandatory
• Function => Picklist based on the field Function of the object Contact, Mandatory
• Job Department => Picklist based on the field Job Department of the object Contact, Mandatory
• PhonePhone 
• Mobile
• Email=> Mandatory

When A phone or a mobile is mandatory for Payer Contact, so also for the Sold-To Contact if the Sold-to Contact is also the Payer one.

When a contact is selected with the contact is selected with the lookup, populates the same fields as above + Account Name from the contact and display them so the user can ensure he selected the contact he was looking for.

...

• For Sold-to Contact:

  • Contact exist (SLV2_REQ_Contact_exist__c) = Does the Sold-to Contact exist?

  • Sold-to Contact (SLV2_REQ_Sold_To_Contact__c) = the ID of the contact if one has been selected

  • Sold To Cont. First Name (SLV2_REQ_SoldToContFirstName__c) = First Name

  • Sold To Cont. Last Name (SLV_REQ_SoldToContLastName__c) = Last Name

  • Language (SLV2_REQ_LanguagePick__c) = Language

  • Sold To Cont. Function (SLV2_REQ_SoldToContFunction__c) = Function

  • Job Department (SLV2_REQ_SoldToContJobDepartment__c) = job Department

  • Sold To Cont. Phone (SLV2_REQ_SoldToContPhone__c) = Phone

  • Sold To Cont. Mobile (REQ_SoldToContMobile__c) = Mobile

  • Sold To Cont. Email (SLV2_REQ_SoldToContEmail__c) = Email

  • The Sold-To Contact is also the (ACC_Sold_To_Contact_also__c) = All the selected values
• For Safety Data Sheet Contact:
  • Safety Data Contact exist (SLV29_REQ_SafetyData_Contact_Exist__c) = Does the Safety Contact exist?

  • Safety Data Contact (SLV4_1_REQ_Safety_Data_Contact__c) = the ID of the contact if one has been selected

  • First Name (SLV29_REQ_SafetyData_First_Name__c) = First Name

  • Last Name (SLV29_REQ_SafetyData_Last_Name__c) = Last Name

  • Language (SLV29_REQ_SafetyData_Language__c) = Language

  • Function (SLV29_REQ_SafetyData_Function__c) = Function

  • Job Department (SLV29_REQ_SafetyData_Job_Department__c) = job Department

  • Phone (SLV29_REQ_SafetyData_Phone__c) = Phone

  • Mobile (REQ_SafetyData_Mobile__c) = Mobile

  • Email (SLV29_REQ_SafetyData_Email__c) = Email

  • SDS Contact Also COA Contact (ACC_SDS_Contact_Also_COA_Contact__c) =  Certificate of Analysis Contact
  • SDS Contact Also Supply Chain Contact (ACC_SDS_Contact_Also_Sup_Chain_Contact__c) =  Supply Chain Contact
• For Certificate Of Analysis Contact:
  • COA Contact exist (SLV29_REQ_COA_Contact_Exist__c) = Does the CoA Contact exist?

  • COA Contact (SLV4_1_REQ_COA_Contact__c) = the ID of the contact if one has been selected

  • First Name (SLV29_REQ_COA_First_Name__c) = First Name

  • Last Name (SLV29_REQ_COA_Last_Name__c) = Last Name

  • Language (SLV29_REQ_COA_Language__c) = Language

  • Function (SLV29_REQ_COA_Function__c) = Function

  • Job Department (SLV29_REQ_COA_Job_Department__c) = job Department

  • Phone (SLV29_REQ_COA_Phone__c) = Phone

  • Mobile (REQ_COA_Mobile__c) = Mobile

  • Email (SLV29_REQ_COA_Email__c) = Email

• For Supply Chain Contact:

  • Supply Chain Contact First Name (SLV2_REQ_Supply_Chain_Contact_First_Name__c)

  • Supply Chain Contact Name (SLV2_REQ_Supply_Chain_Contact_Name__c)

  • Supply Chain Contact Phone (SLV2_REQ_Supply_Chain_Contact_Phone__c)

  • Supply Chain Contact Mobile (REQ_Supply_Chain_Contact_Mobile__c)

  • Supply Chain Contact Email (SLV2_REQ_Supply_Chain_Contact_Email__c)

• For Payer Contact:
  • Payer Contact exist (SLV4_REQ_Payer_Contact_Exist__c) = Does the Payer Contact exist?

  • Payer Contact (SLV2_REQ_Payer_Contact__c) = the ID of the contact if one has been selected

  • First Name (SLV2_PayerFirst_Name__c) = First Name

  • Last Name (SLV2_Payer_ContactLastName__c) = Last Name

  • Language (SLV17_REQ_Payer_Contact_Language__c) = Language

  • Function (SLV17_REQ_Payer_Contact_Function__c) = Function

  • Job Department (SLV27_Payer_Job_Department__c) = job Department

  • Phone (SLV2_PayerContPhone__c) = Phone

  • Mobile (REQ_PayerCont_Mobile__c) = Mobile

  • Email (SLV2_PayerCont_Email__c) = Email

...

• • Target System WP1, Checkbox, Pre-ticked for Novecare and Technology Solutions
  • Sales Area WP1, Data table populated with previous extraction, with a search, mandatory for Novecare and Technology solutions

  • Shipping conditions for WP1, Picklist based on the previous extraction, Help text = "General shipping strategy for the delivery of goods from the seller to the buyer (rail, truck, ...)"

  • Target System PF1, Checkbox, Not visible to Novecare and Technology Solutions
  • Sales Area PF1, Data table populated with previous extraction, with a search, Not visible to Novecare and Technology Solutions
  • Shipping conditions for PF1, Picklist based on the previous extraction, Help text = "General shipping strategy for the delivery of goods from the seller to the buyer (rail, truck, ...)", Not visible to Novecare and Technology Solutions

For Novecare and Technology Solutions, display only the WP1 information.

• Fill in the Delivery details for this shipping address with:
  • Full/Partial Loads, only 20 characters
  • Delivery Hours
  • Delivering Plant, Picklist based on the previous extraction

  • Incoterm 1, Picklist based on the previous extraction, Help text = "Internationally accepted rules set by the International Chamber of Commerce (ICC) that define delivery conditions and connected buyer and seller obligations."

  • Incoterm 2, Help text = "Exact place where the seller will handle the goods to the buyer (not necessarily the same as Ship-To location)."

...

• Extract the list of Payment Terms based on the field "Payment Terms" from the object Request
• Extract the list of Payment Mode based on the field "Payment Mode" from the object Request

• Extract the list of Unit of Measure based on the field "Unit of Measure" (SLV7_REQ_Unit_of_Measure__c) from the object Request

• Extract the list of Industry (Giro) based on the field "Industry(Giro" from the object Request
• Extract the information about the Tax codes from the object Utility with
  • Record Type = "Other"
  • Type = "Country"
  • Language Key = "EN"
  • Country = the country of the Account we're converting

3.5 Payer and Bill-To Screen

Fields to display are: 

• "Is your Sold-To also the Payer?" + Radio button Yes/No, Mandatory
  • If Yes, nothing else
  • If No, "Identify the Payer:" + following input fields:
    • Payer Name, Mandatory
    • Payer Country, Mandatory, Picklist based on the previous extraction
    • Payer Street, Mandatory, text area
    • Payer City, Mandatory
    • Payer State/Province, Dependent picklist on the country one, Mandatory (really?)
    • Payer Zip/Postal Code, Mandatory (really?)
• "Is your Sold-To also the Bill-to?" "The bill-To is the Account where to send the invoice" + Radio button Yes/No, Mandatory
  • If Yes, nothing else
  • If No, "Identify the Payer:" + following input fields:
    • Bill-To Name, Mandatory
    • Bill-To Country, Mandatory,
  Provide the Payment Details:
  • Payment Terms, Picklist based on the previous extraction, Mandatory for Novecare
  • Payment Mode, Picklist based on the previous extraction, Mandatory for Novecare
  • Yearly Estimated Turnover, Mandatory
  • Estimated Volume, Mandatory
  • Unit of Measure, Mandatory
  • Estimated Value of First Order, Mandatory
  • Currency
  • Industry (Giro), only if country of the account = Chile,
    • Picklist based on the previous extraction
    • Bill-To Street, Mandatory, text area
    • Bill-To City, Mandatory
    • Bill-To State/Province, Dependent picklist on the country one, Mandatory (really?)
    • Bill-To Zip/Postal Code, Mandatory (really?)
• Provide the Payment Details:
  • Payment Terms, Picklist based on the previous extraction, Mandatory for Novecare
  • Payment Mode, Picklist based on the previous extraction, Mandatory for Novecare
  • Yearly Estimated Turnover, Mandatory
  • Estimated Volume, Mandatory
  • Unit of Measure, Mandatory
  • Estimated Value of First Order, Mandatory
  • Currency
  • Industry (Giro), only if country of the account = Chile, Picklist based on the previous extraction
  • "Is Customer Tax Exempt?", Checkbox, Help text = "When applicable, ​document from administration to provide"
  • VAT Number, displayed only if the field "Check VAT" is ticked, Mandatory if displayed
  • Tax ID 1, displayed only if the field "Tax ID1' is not "Not Used", Mandatory if field "Check Tax ID1
  • "Is Customer Tax Exempt?", Checkbox, Help text = "When applicable, ​document from administration to provide"
  • VAT Number, displayed only if the field "Check VAT" is ticked, Mandatory if displayed
  • Tax ID 1, displayed only if the field "Tax ID1' is not "Not Used", Mandatory if field "Check Tax ID1" is ticked. Display the field "Tax ID1" from Utility in display mode above the input field.
  • Tax ID 2, displayed only if the field "Tax ID2' is not "Not Used", Mandatory if field "Check Tax ID2" is ticked. Display the field "Tax ID2ID1" from Utility in display mode above the input field.
  • Tax ID 32, displayed only if the field "Tax ID3ID2' is not "Not Used", Mandatory if field "Check Tax ID3ID2" is ticked. Display the field "Tax ID3ID2" from Utility in display mode above the input field.
  • Tax ID 43, displayed only if the field "Tax ID4ID3' is not "Not Used", Mandatory if field "Check Tax ID4ID3" is ticked. Display the field "Tax ID4ID3" from Utility in display mode above the input field.
  • Tax ID 54, displayed only if the field "Tax ID5ID4' is not "Not Used", Mandatory if field "Check Tax ID5ID4" is ticked. Display the field "Tax ID5ID4" from Utility in display mode above the input field.
  • Tax ID 5, displayed only if the field "Tax ID5' is not "Not Used", Mandatory if field "Check Tax ID5" is ticked. Display the field "Tax ID5" from Utility in display mode above the input field.
• "Customer interested in e-invoicing?" + Radio button Yes/No, Mandatory
  • If Yes, display the field "Invoice Email", Mandatory
  • If No, nothing else

3.6 When clicking "3.6 When clicking "Next" on the "Payer Screen"

...

• Is Sold-To also Payer (SLV2_REQ_Is_Sold_To_Also_Payer__c)

• Payer Name (SLV2_REQ_Payer_Name__c)

• Payer Country (SLV4_Payer_Country__c)

• Payer Street (SLV4_Payer_Street__c)

• Payer City (SLV4_Payer_City__c)

• Payer State/Province (SLV4_Payer_StateProvince__c)

• Payer Zip/Postal Code (SLV4_Payer_ZipPostalCode__c)

• Payment terms (SLV2_REQ_Payment_terms__c)

• Payment Mode (SLV2_REQ_Payment_Mode__c)

• Yearly Estimated Turnover (SLV2_REQ_Estimated_Turnover__c)

• Estimated Volume (SLV2_REQ_Estimated_Volume__c)

• Unit of Measure (SLV7_REQ_Unit_of_Measure__c)

• Estimated value of first order (SLV7_Estimated_value_of_first_order__c)

• Currency (CurrencyIsoCode)

• Industry (Giro) (SLV7_Industry_Giro__c)

• Is Customer Tax Exempt (SLV4_1_REQ_Tax_Exempt__c)

• VAT Number (LV2_REQ_VAT_Number__c)

• Tax ID1 (SLV20_REQ_Tax_ID1__c)

• Tax ID2 (SLV20_REQ_Tax_ID2__c)
• Tax ID3 (SLV20_REQ_Tax_ID3__c)
• Tax ID4 (SLV20_REQ_Tax_ID4__c)
• Tax ID5 (SLV20_REQ_Tax_ID5__c)

• Payer Contact Exist (SLV4_REQ_Payer_Contact_Exist__c)

• Payer Contact (SLV2_REQ_Payer_Contact__c) = the ID of the contact if one has been selected

• First Name (SLV2_PayerFirst_Name__c)

• Last Name (SLV2_Payer_ContactLastName__c)

• Language (SLV17_REQ_Payer_Contact_Language__c)

• Function (SLV17_REQ_Payer_Contact_Function__c)

• Job Department (SLV27_Payer_Job_Department__c)

• Phone (SLV2_PayerContPhone__c)

• Mobile (REQ_PayerCont_Mobile__c)

• Email (SLV2_PayerContEmail__c)

3.7 Bill-To Screen

Fields to display are: 

• "Is your Sold-To also the Bill-to?" "The bill-To is the Account where to send the invoice" + Radio button Yes/No, Mandatory
  • If Yes, nothing else
  • If No, "Identify the Payer:" + following input fields:
    • Bill-To Name, Mandatory
    • Bill-To Country, Mandatory, Picklist based on the previous extraction
    • Bill-To Street, Mandatory, text area
    • Bill-To City, Mandatory
    • Bill-To State/Province, Dependent picklist on the country one, Mandatory (really?)
    • Bill-To Zip/Postal Code, Mandatory (really?)
• "Customer interested in e-invoicing?" + Radio button Yes/No, Mandatory
  • If Yes, display the field "Invoice Email", Mandatory
  • If No, nothing else

3.8 When clicking "Next" on the "Bill-To Screen"

...

• Email (SLV2_PayerContEmail__c)

• Is Sold To Also Bill To (SLV2_REQ_Is_Sold_To_Also_Bill_To__c)

• Bill-To Name (SLV2_REQ_Bill_To_Name__c)

• Bill-To Country (SLV4_Bill_To_Country__c)

• Bill-To Street (SLV4_Bill_To_Street__c)

• Bill-To City (SLV4_Bill_To_City__c)

• Bill-To State/Province (SLV4_Bill_To_StateProvince__c)

• Bill-To Zip/Postal Code (SLV4_Bill_To_ZipPostalCode__c)

• E-invoicing (SLV2_REQ_CustomerintsdInelectinvoice__c)

• Invoice Email (SLV4_Invoice_Email__c)

3.

...

7 Summary Screen

This screen shows all what has been done in the previous ones.

...

For Novecare, if it's the 2nd step, we'll display 1 checkbox named Reject.
If the checkbox is ticked, add a field "Reason of rejection".

3.

...

8 When clicking "Submit" on the "Summary Screen"

3.

...

8.1 Is the Checkbox "Reject" ticked?

f yes, then go to the Rejection Process.
If no, then go on

3.

...

8.2 Update Request with the following information

• Specific Information (SLV4_Specific_Information__c)
• Sales Area (SLV10_REQ_Sales_Area__c)

3.

...

8.

...

3 For GBUs which run the Conversion Process in 2 steps

• If it's the 1st run:
  • If it's Technology Solutions and user is a CSR, go to point 3.108.34
  • Else
    • On the Request, update the field IsSaved (SLV10_REQ_Is_Saved__c) = True
    • Send an email to Pam Accardi if Novecare or to the CSR selected at the beginning for other GBUs.
    • Include attachment in email sent - https://syensqo.atlassian.net/browse/CCCME-9688
    • Go to the end
• If it's the 2nd run, go on with the following steps.

3.

...

8.

...

4 If the user requested an additional Ship-to

If the user requested an additional delivery address and if it doesn't exist,

...

It's important that the Account Status is updated only when the Request is created because WeMethods is "catching" Account with Status "Conversion Requested" and needs information from the corresponding Request in order to create the Workflow in SAP.

3.

...

8.

...

5 Create the contacts if needed

For each contact, check if the user indicated that he was already existing. If not, create the contact with:

• Account Name (AccountId) = The Id of the account we're converting
• First Name (FirstName)
• Last Name (LastName)
• Language (SLV4_Language_Picklist__c)
• Function (SLV_Function__c)
• Job Department (Department__c)
• Phone (Phone)
• Mobile (MobilePhone)
• Email (Email)
• Related GBU (SLV6_Contact_Related_GBU__c) = The selected GBU

3.

...

8.

...

6 Send an email

For Technology Solutions and Novecare EMEA, Email is sent to Data Team,
For Novecare, Email is sent to Pam Accardi
otherwise Email is sent to the CSR or the queue selected at the beginning.

Include the attachment in email sent - https://syensqo.atlassian.net/browse/CCCME-9688

3.

...

8.

...

7 Update the following information

• On the Request

  • Record Status (SLV2_REQ_Record_Status__c) = "Submitted"

  • Record Type (RecordTypeId) = 01224000000TaNxAAK (Read Only conversion Request)
• On the Account

  • Partner Type (Type) = "Sold-to & Ship-to" if on the point 2.2.5 the option "Sold-To & Ship-To" has been selected, "Ship-to" if not.

  • Status (SLV_SAP_Status__c) = "Conversion Requested"

  • On the Account, we need to save the name and the email to who WebMethods will send the email. This depends on the situation.

    • If “Select my CSR from the account team” or “Search for my CSR based on his/her name” is selected =>
      • CSR Name (SLV2_Account_CSR_Name__c) = Name of the selected user
      • CSR Email (SLV2_Account_CSR_Email__c) = Email of the selected user
    • If not, 
      • CSR Name (SLV2_Account_CSR_Name__c) = Name of the selected team
      • CSR Email (SLV2_Account_CSR_Email__c) = Email of the selected team

...

• Send an email to Data Team for Technology Solutions (customers.datamanagement@support.solvaysyensqo.com) and to the CSR for the other GBUs (Email of the CSR indicated in the Request)  to indicate the PRS workflow number. (See example here)
• Update the “Status” (SLV_SAP_Status__c) of the Account to “Creation Requested”

...