1. Functional Process

Process Overview

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:

Use cases

Flow

2. Data Model & security

Main objects

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:  

Quote security model: Shared

Quote security model: GBU Restricted

Quote security model: Confidential

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.
  

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

Fields synchronization bewteen quote and quote line item

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

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".

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.

The best way to get IT support is to use the new Service One Platform.