Syensqo IS - Customer Support

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1. Functional Process

Process Overview

Contract is the final part of the sales cycle, tracking the commitments taken with the customer.

Managing contract inside Salesforce can move our deals forward by:

  • Making available all information to the SalesReps and their managers (details of volume, price, expiration date, etc.) at any time.
  • Managing the complete approval process in SFDC
  • Setting an automatic reminder before the expiration date.

The process follows these statuses:

Definition & use cases 


Definition

Contract management in SFDC is a way for Salesrep and their manager to track the commitments taken with the customer. Legal process is not included in SFDC and remains in Contract'Tech.  
There are 3 record types of Contracts:
  • Sales of goods
  • NDA/JDA
  • Consignment stocks

Use cases
  • Create a contract from an accepted quote or directly from an account
  • Add a product or modify an actual product
  • Enter Product details (price, volume, etc.)
  • As submitter, submit the contract for approval to the approver if the approval is necessary
  • As approver: accept, reject or reassign the request for approval of the Contract.
  • Manage versioning with cloning
  • Manage visibility
  • Set Contract Renewal Alert

Flow


2. Data Model & security

Data model


  1. Contract header is centralizing the information of the contract:
    1. Sold to account Or Non Buying Customer account (ex: Michelin Siège Social in which the contacts /e signing parties are located)
    2. Start Date
    3. End Date
    4. Contact who signed the contract for the customer
    5. Solvay contact who signed the contract
    6. etc.
  2. Contract line item store the specific information for each product 
    1. Product
    2. Volume
    3. Price
    4. etc.

Related Objects

  • Competitive Insights: to update.
  • Open Activities: allow to log activities (task, event).
  • Visit Reports: allow to link visit report to a contract.
  • Activity history: display all activities.
  • Approval history: track all step of approval.
  • Contract History: track field updates.
  • Files: allow to attach document to the contract.

Opportunity security model

Who can create?

Any sales user can create a contract

Who can see?

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

  • “Shared”: any sales rep can see the contract and all the contract line items details
  • “GBU restricted”: only the sales rep sharing the same GBU as the GBU defined on the product page can have visibility on the contract and all the contract line items details
  • “Confidential”: only opportunity owner and his managers can see the contract and all the contract line items details

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

Who can update?

Only opportunity owner can update the contract.

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 a contract


Note that specific visibility & accesses settings are managed with the standard button "Share". 

3. Contract custom buttons & features

"Clone"  button

This button is standard. It copies all the data of the source record.

"Sharing" button

This button is standard, it allows to manually share the record with specific users.

"Submit for approval" button

This button is standard, it triggers the approval process.


 

3. Contract approval processes

Some GBUs have implemented one or several approval processes for contract management. All users involved in the approval processes are displayed in the section "Approval Users" on the layouts. Those fields are pre-filled using Email mapping Rules.

The approval process depends on the contract type:

Sales of good

Aroma approval matrix

Silica approval matrix

EP approval matrix

NDA/JDA

Silica approval matrix

EP approval matrix

Consignment stocks

 

4. Specific rules & automation

Contract generated from a quote

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

  • Visibility ← quote visibility
  • GBU ← quote GBU
  • BU ← quote BU
  • Account Name ← Quote account
  • Incoterm ← quote incoterm
  • Currency ← quote currency

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

  • Product ← quote line item product
  • Volume from ← quote line item volume from
  • Volume to← quote line item volume to
  • Unit of Measure ← quote Unit of Measure
  • Price ←  quote Price per UoM
  • Location ← quote line item location
  • Incoterm ← quote line item incoterm
  • Currency ← quote line item currency

Note that to generate a contract from a quote, the quote's status must be "accepted".

Field History Related List on the Opportunity

Fields tracked are:

  • Account Name
  • Contract Type
  • Contract level
  • Contract start date
  • Covered zones
  • GBU
  • Signed by (Customer)
  • Signed by (Solvay)
  • User Product Line Manager
  • User WW Business Market Director
  • User WW Finance
  • User WW Legal
  • User WW Marketing Strategy
  • User Zone Commercial Manager
  • User Zone General Manager

Reminder

Users can set a reminder using the field "reminder". They choose a number of days, and x days before the "Contract End Date", a task will be automatically created and assigned to the contract owner.

5. History


 

 

Last modifications :

UserLast Update
Julien Andreoli-ext 3069 days ago
BRAHIM, Walid
KANJA-ext, Zakaria
Miguel Cruz 1417 days ago
NWANGWU, Daniel

 

  • The status managed are:

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