Version Control

Version	Date	Description	Author
v.1	29.02.2024	Creation	Josiane Peytraud

1. General overview

This Conversion process flow is launched by an action button for the Non SAP Accounts. So it's visible only on the layout “Non SAP Customer Lightning”.

Do not allow to run the flow if:

The Partner Type is not "Prospect" => error message: "You can not convert this Account since his Partner Type is not Prospect."
The Account Status is not “Prospect” => error message: "You cannot convert this from prospect to customer, as a request has already been created. Please contact your CSR"
The Corporate Group is flagged as “Not SAP Compatible” => error message: "All customers in CRM are supposed to be assigned to a Corporate Group. Can you please indicare whoch Corporate Group does this customer belong to? If non of the ones created in CRM, the account should then be added to the group "Decision: Various"."

2. Screen Flow detail

2.1 Before presenting the 1st screen

Check if there is already an existing request for this Account.

If Yes, retrieve it and populate the 1st screen with those information
If no, create one, so until the end of the process, we won't have 2 ways of working, with:

Record Type = Conversion Request
Account (SLV2_REQ_Account__c)= ID of the Account we're converting
Record Status (SLV2_REQ_Record_Status__c) = Draft
Owner = ID of the user doing the conversion

2.2 Screen 1

2.2.1 Selection of the CSR

There are 3 possibilities for the user to select the CSR who will receive the email with the summary of the Conversion Request and the one with the SAP Request number (for all GBUS except Technology Solutions and Novecare) or will be the main point of contact for Data Team who manages the Account creation in SAP for Technology Solutions and Novecare.

“Select my CSR from the account team” => selection in the list the user from the Account Team with the role = "Customer Service Representative"
“Search for my CSR based on his/her name” => search on User object
“I am part of a GBU working with CSR Teams or Service Center” => selection in the list of the queues from QueueSobject with SobjectType = 'SLV2_Request__c' AND Queue.Email != '’ (This option is used by ECO GBUs)

2.2.2 Definition of the Account Sub-Type

Based on the GBU of the user ???, retrieve the GBU Account Sub-type from the GBU Segmentation object (SLV_Involved_GBU__c) and give the possibility to the user to change it.
If none, put default value as "End-User".

2.2.3 Detail of File upload?

For Novecare, we don't propose the possibility to load a file. So, set the value to "Ask me the Detail...." and don't show this section

For the other GBUs, give the following possibilities:

I have prepared a creation form and can attach it Download Customer Creation Form
Ask me the details required and I will provide what I know (inclu. attachments)

2.2.4 File Upload:

Even when the user hasn't selected the option "I have prepared ...", they must have the possibility to load a file.
So, in any situation, give the possibility to load one.

2.2.5 Sold-to or Ship-to

Ask the user to confirm if he would like to create a Sold-to or a Ship-to in SAP.
Pre-populate the information based on the Partner Sub-Type of the Account.

2.3 When clicking "Next" on the 1st screen

Before displaying the following screen, we need to perform few activities in order to save what has been done so far and be able to re-start the process if stopped in the middle and not re-ask everything to the user.

2.2.1 Update the request with the information from the screen

On the Request, depending on the option selected, update the following information:

If “Select my CSR from the account team” or “Search for my CSR based on his/her name” is selected => "My CSR" (SLV_REQ_My_CSR__c) = CSR Id
If not,
- CSR Team (SLV2_REQ_CSR_Team__c) = ID of the selected queue
- CSR Queue name (SLV2_REQ_CSR_Queue_Name__c) = Name of the selected queue
"Conversion Request?" (SLV2_REQ_Conversion_Request__c) = Picklist value depending on what has been selected
Type of Account (SLV2_REQ_Type_of_account__c) = "Sold-ToShip-to" if "Sold-To & Ship-To" is selected, "Ship-To" if not
Attach the loaded file is there is one.

2.2.2 Update / Create the GBU Segmentation

Update: If there is already a GBU segmentation existing for this Account and this GBU, update the GBU Account Sub-type with the selected value

Creation: if there is no GBU Segmentation already existing, create one with:

Record Type = GBU Customer Segmentation
Account = Id of the Account
GBU (SLV7_GCS_GBU__c) = the one determined previously
GBU Account Sub-type = the selected one

2.2.3 if option 'I have prepared ..." has been selected

Ensure there is a file uploaded => error message: "You can't go further unless you attach a file."
If yes, go to the summary screen.

2.4 Sold-to or Ship-to flow?

Depending of the selection done in Point 2.2.5, go on with the Sold-to or Ship-to Account Process.
Ship-to Process is described on point XX

2.5 Contact Screen

Ask if Sold-to contact is existing.
- If yes, lookup on contact
- If no, input fields
Ask if the Safety Data Sheet Contact is the same as the Sold-to
- If yes, copy/paste the information from the Sold-to Contact
- If no, ask if the Safety Data Sheet Contact exist
  - If yes, lookup on contact
  - If no, input fields
Ask if the Certificate Of Analysis Contact is the same as the Sold-to
- If yes, copy/paste the information from the Sold-to Contact
- If no, ask if it’s the same as the Safety Data Sheet one
  - If yes, copy/paste the information from the Safety Data Sheet Contact
  - If no, ask if the CoA Contact exist
    - If yes, lookup on Contact
    - If no, input fields

The list of fields to display to the user when the contact is not existing are:

First Name => Mandatory
Last name => Mandatory
Language => Picklist based on the field Language of the object Contact or the Global Picklist Language (it's the same picklist, use the simplest option), Mandatory
Function => Picklist based on the field Function of the object Contact, Mandatory
Job Department => Picklist based on the field Job Department of the object Contact, Mandatory
Phone
Mobile
Email

If possible, check that at least one of the 3 following information is populated: Phone, Mobile or Email.

When a contact is selected with the lookup, populates the same fields as above + Account Name from the contact and display them so the user can ensure he selected the contact he was looking for.

2.5 When clicking "Next" on the "Contact Screen"

2.5.1 Update the request with the following information

For Sold-to Contact:
- Contact exist (SLV2_REQ_Contact_exist__c) = Does the Sold-to Contact exist?
- Sold-to Contact (SLV2_REQ_Sold_To_Contact__c) = the ID of the contact if one has been selected
- Sold To Cont. First Name (SLV2_REQ_SoldToContFirstName__c) = First Name
- Sold To Cont. Last Name (SLV_REQ_SoldToContLastName__c) = Last Name
- Language (SLV2_REQ_LanguagePick__c) = Language
- Sold To Cont. Function (SLV2_REQ_SoldToContFunction__c) = Function
- Job Department (SLV2_REQ_SoldToContJobDepartment__c) = job Department
- Sold To Cont. Phone (SLV2_REQ_SoldToContPhone__c) = Phone
- Sold To Cont. Mobile (REQ_SoldToContMobile__c) = Mobile
- Sold To Cont. Email (SLV2_REQ_SoldToContEmail__c) = Email
For Safety Data Sheet Contact:
- Safety Contact same as Sold-to (To be created) = Is the Safety Contact same as Sold-to Contact?
- Safety Data Contact exist (SLV29_REQ_SafetyData_Contact_Exist__c) = Does the Safety Contact exist?
- Safety Data Contact (SLV4_1_REQ_Safety_Data_Contact__c) = the ID of the contact if one has been selected
- First Name (SLV29_REQ_SafetyData_First_Name__c) = First Name
- Last Name (SLV29_REQ_SafetyData_Last_Name__c) = Last Name
- Language (SLV29_REQ_SafetyData_Language__c) = Language
- Function (SLV29_REQ_SafetyData_Function__c) = Function
- Job Department (SLV29_REQ_SafetyData_Job_Department__c) = job Department
- Phone (SLV29_REQ_SafetyData_Phone__c) = Phone
- Mobile (REQ_SafetyData_Mobile__c) = Mobile
- Email (SLV29_REQ_SafetyData_Email__c) = Email
For Certificate Of Analysis Contact:
- CoA Contact same as Sold-to (To be created) = Is the Safety Contact same as Sold-to Contact?
- CoA Contact same as Safety (To be created) = Is the CoA Contact same as Safety Contact?
- COA Contact exist (SLV29_REQ_SafetyData_Contact_Exist__c) = Does the Safety Contact exist?
- COA Contact (SLV4_1_REQ_Safety_Data_Contact__c) = the ID of the contact if one has been selected
- First Name (SLV29_REQ_COA_First_Name__c) = First Name
- Last Name (SLV29_REQ_COA_Last_Name__c) = Last Name
- Language (SLV29_REQ_COA_Language__c) = Language
- Function (SLV29_REQ_COA_Function__c) = Function
- Job Department (SLV29_REQ_COA_Job_Department__c) = job Department
- Phone (SLV29_REQ_COA_Phone__c) = Phone
- Mobile (REQ_COA_Mobile__c) = Mobile
- Email (SLV29_REQ_COA_Email__c) = Email

2.5.2 Get the information needed for the "Delivery Screen"

Extract the list of sales area for WP1 from the object Utility with the following filters:
- Record Type = Sales Area
- GBU = GBU defined at the beginning of the process
- Source System = WP1
- Is Active = True

Display Sales Organisation, Distribution Channel and code.

Extract the list of sales area for PF1 from the object Utility with the following filters:
- Record Type = Sales Area
- GBU = GBU defined at the beginning of the process
- Source System = WP1
- Is Active = True

Display Sales Organisation, Distribution Channel and code.

Extract the list of plants from the object Utility with the following filters:
- Record Type = Other
- Type = Plant
- Involved GBU = contains the GBU defined at the beginning of the process
- Is Active = True

2.6 Delivery Screen

2.6 Payer Screen

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2.7 Bill-To Screen

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2.8 Summary Screen

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2.9 Submit

3. Specificities

4. The SAP interface

5. Useful links

Mapping CRM - WM - SAP (Tab: CG Update Core => PRS)

Accounts' Interfaces with SAP

WebMethods FSD