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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.
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
- Contract header is centralizing the information of the contract:
- Sold to account Or Non Buying Customer account (ex: Michelin Siège Social in which the contacts /e signing parties are located)
- Start Date
- End Date
- Contact who signed the contract for the customer
- Solvay contact who signed the contract
- etc.
- Contract line item store the specific information for each product
- Product
- Volume
- Price
- 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. Opportunity custom buttons & features
Opportunity buttons
"Add Product & Forecast" button
This button triggers the same flow as during opportunity creation. It allows to add a new opportunity product in the same opportunity.
"Update Forecast" button
In edit mode, the button mass copy copies the volume and the price of the 1st line in all lines.
"Clone opportunity" button
The cloning functionality allows the opportunity owner and the opportunity team member(s) to clone the opportunity as-it-is, with same product information and opportunity team members. Note that the source opportunity ID is displayed in the field "cloned from".
"Get quotes from initial Opp"
This button works only for cloned opportunities. The user can clone one or several quotes linked to the source opportunity and linked them to the cloned opportunity. All the information of the quote and the quote line items are cloned.
"Create quote"
Generate a quote pre-filling all information of the opportunity and opportunity products.
Opportunity product buttons
"Update Product"
This button triggers the flow as during opportunity creation. It allows to update the opportunity product.
"Back to opportunity"
Redirect the user to the opportunity page.
"New End Use Request"
Allow to the user to request a new end use creation if he thinks the end use does not exist. This request must be approved by M&S.
"Synchronize with Commercial Roadmap"
Allow to synchronize your opportunity product with the commercial roadmap without waiting for the daily batch.
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
Opportunity Creation
Any sales rep can create an opportunity, even if not in the Account Team. Opportunity can only be linked to an SAP Customer or a Non SAP Customer . The sequence also includes adding product with details (target price, UoM, etc.), the market segmentation and the forecast. Some rules are implemented in the flow:
- The currency set by default correspond to user's preference.
- The unit of measure set by default correspond to the one of the product selected (formula).
Field History Related List on the Opportunity
Fields tracked are:
- Cloned from
- Distributor
- GBU Classification
- Negotiation status
- Priority
- Product Description
- Product to be developed
- Source of opportunity
- Temp Product Family
- Visibility
- Wego ID
- Won/Lost Review
- Market Share
- New Market
- Priority Project
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).
5. History
