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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:

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

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

Syensqo IS - Customer Support > FD - P8. Quote Management > image2017-4-4 16:31:37.png

Quote object is centralizing the information of the quote.
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.

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

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".

5. 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.

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