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. 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 Princing

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. 

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.

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