2758035 - Scoping Questions - Sales Quotes

Scoping Questions - Sales Quotes

This document reviews Sales Quote Scoping Questions by use-cases, effect/consequence and system behaviour.

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Q1. DO YOU WANT TO USE A MULTI-STEP APPROVAL PROCESS FOR SALES QUOTES?
Q2. DO YOU WANT TO USE FORMATTED TEXTS FOR SALES QUOTES?
Q3. DO YOU WANT TO CAPTURE AND ATTACH A GRAPHICAL SIGNATURE TO THE SALES QUOTE (VALID FOR TOUCH ENABLED DEVICES ONLY)?
Q4. DO YOU WANT TO CONTROL THE RESET OF THE APPROVAL STATUS AND OUTPUT STATUS VIA WORKFLOW RULES?
Q5. DO YOU WANT TO ENABLE USERS TO DEFAULT AND SPECIFY, PER SALES QUOTE, A PREDETERMINED COMBINATION OF SALES ORG., DISTRIBUTION CHANNEL AND DIVISION?
Q6. DO YOU WANT TO INTEGRATE DOCUSIGN SOLUTION WITH SALES QUOTE?
Q7. DO YOU WANT TO SUBMIT SALES QUOTES WITHOUT ITEMS?

Q1. DO YOU WANT TO USE A MULTI-STEP APPROVAL PROCESS FOR SALES QUOTE? 

PATH: BUSINESS CONFIGURATION > EDIT PROJECT SCOPE > QUESTIONS > SALES > NEW BUSSINESS> SALES QUOTE

1. For what business scenario should you select this scoping question?

• Select this, if you want sales orders to be reviewed by multiple people before it goes to next step. With this question scoped, approval process creation for Sales Quotes/Orders becomes active. Once the scoping is active, you can define the details of the approval process with approval conditions and work distribution. That is done in the Administrator work centre -> Approval Processes view. 

2. What effect/consequence will this scoping have to the UI?

• You get an option to create an approval process with conditions under the Administrator work centre.
• Always at least one approval process should be active. To define an approval process, it is required to copy the default approval process initially and adapt the approval validity whereby one process requires unlimited validity.
• You get an option in the sales order document under More: “Submit for Approval”. Every quote will need to be submitted.

 
3. System behaviour once this is selected:

• If you have scoped a Multi-Step Approval Process for sales quotes, then the sales quote cannot be set as Complete without clicking Submit for Approval option (regardless of approval process defined or not defined).
• Even after clicking Submit for Approval, the Transfer action button is not enabled because the transfer is done automatically once you click on Submit for Approval and the approval is not necessary. Further to that, transfer is triggered on every save.
• Users cannot approve more than one quote at a time, however, this can be achieved from the notifications, 

 
       1. In the Notifications, select Approvals Only.
       2. Select desired Sales quote. 
       3. Click on Approve.  

Following the above steps, you can approve more than one quote.

More information can be found in the Help Portal: Creating an Approval Process

Q2. DO YOU WANT TO USE FORMATTED TEXTS FOR SALES QUOTES?

PATH: BUSINESS CONFIGURATION > EDIT PROJECT SCOPE > QUESTIONS > SALES > NEW BUSSINESS> SALES QUOTE

1. For what business scenario should you select this scoping question?

• Select this, if your users want to format free text fields like internal or external note in the quote and you want the same to be printed on the quote output.

2. What effect/consequence will this scoping have to the UI?

• You can enter internal and external notes. This is valid on product & on header level. Notes maintained as external will automatically be part of the print output standard form. Sales notes (sales org. and distribution channel dependent) maintained in the product master will be copied to the external product note of the sales quote automatically. Alternately you can use extension fields.

3. System Behaviour once this is selected:

• When you generate a preview of any document that contains formatted text with some special characters in the content, the document does not generate properly.
• For printing the formatted text in the output form, you need to switch the data type from plain text to rich text via Adobe® Lifecycle Designer and adapt the sales quote form templates accordingly.

Q3. DO YOU WANT TO CAPTURE AND ATTACH A GRAPHICAL SIGNATURE TO THE SALES QUOTE (VALID FOR TOUCH ENABLED DEVICES ONLY)?

PATH:

BUSINESS CONFIGURATION > EDIT PROJECT SCOPE > QUESTIONS > SALES > NEW BUSSINESS> SALES QUOTE

1. For what business scenario should you select this scoping question?

• Select this, if you want your users to be able to use authentication or to sign an order. This will allow your users to add signatures to orders and the same will be available under attachments.

2. What effect/consequence will this scoping have to the UI?

• If you scope this, you will find an option “Sign” in the order screen under the actions button.

Q4. DO YOU WANT TO CONTROL THE RESET OF THE APPROVAL STATUS AND OUTPUT STATUS VIA WORKFLOW RULES?

PATH: BUSINESS CONFIGURATION > EDIT PROJECT SCOPE > QUESTIONS > SALES > NEW BUSSINESS> SALES QUOTE

1. For what business scenario should you select this scoping question?

• The business option Re-Submit of Sales Quotes allows your company to control the approval status and/or the output status once a quote was already approved.  Without selecting this scoping question, each change in the quote (besides adding an attachment) changes the Approval Status to “Not Started” and an additional submit of the quote for approval and output is required to further process the quote.
• The automatic reset of the approval status on nearly any modify action is deactivated by this scoping question. Instead, the reset can be configured based on conditions in the workflow rules via actions Reset Submit (both approval and output status) or action Reset Output Status (only output status).  

2. What effect/consequence will this scoping have to the UI?

• You get the below options in the work flow rule creation based on this action you can control the quote approval status.
• Reset Submit: The action will reset the approval status from “Approval Not Necessary” or “Approved” to “Not started”. This includes the output status. The action Submit needs to be triggered by the user again to further process the quote. 
• Reset Output Status: The action will reset the output status (confirmation issue status). The approval status stays “Approved” or “Approval Not Necessary “. The submit action will generate a new output document without running an additional approval process.

3. System behaviour once this is selected

• A reset of the approval status is not possible if a quote with bi-directional replication to SAP on premise system exists.  In the replication scenario that sends a C4C quote to SAP ERP, the quote output is controlled via SAP ERP. An approval process in this scenario allows you to transfer the quote from C4C to ERP only once the quote is approved or if approval is not necessary. Once replicated the quote approval is no longer active for this quote.

Q5. DO YOU WANT TO ENABLE USERS TO DEFAULT AND SPECIFY, PER SALES QUOTE, A PREDETERMINED COMBINATION OF SALES ORG., DISTRIBUTION CHANNEL AND DIVISION?

PATH: BUSINESS CONFIGURATION > EDIT PROJECT SCOPE > QUESTIONS > SALES > NEW BUSSINESS> SALES QUOTE

1. For what business scenario should you select this scoping question?

• If you want the system to default the sales area during the creation of orders based on the master data, then this option will help you to achieve this. This scoping question will allow users to add sales organization, distribution channel and division that are valid for account and employee, the sales area will be defaulted in the order if it matches the employee and account master data. If this has more than one sales area then the user will have the chance to choose the appropriate one from a list. If an employee is not assigned to any sales area, the system considers the account data only.

2. What effect/consequence will this scoping have to the UI?

• If the account and employee has the sales area maintained then the system will default the sales organization, distribution channel and division from the master data. 

3. System behaviour once this is selected:

Please check the determination rules in the Business Configuration and Organizational Work Distribution Rules for orders and maintain them as per your requirement. Once this option is scoped in your implementation project, the defaulting of the combined sales area in a sales transaction will happen as per the below sequence: 

    Combined Sales Area Determination Sequence
     1. Intersection of Account Sales Data and Employee Sales Data

• Compare match of Sales Organization + Distribution Channel + Division
• Compare match of Sales Organization + Distribution Channel
• Compare match of Sales Organization

      2. Employee Sales Data

      3. Intersection of Account Sales Data and Sales Organization of Employee Assignment

      4. Account Sales Data

      5. Sales Organization of Employee Assignment
 
 More information can be found in the Blog : Combined Sales Area Determination in C4C Sales Transactions
 
Q6. DO YOU WANT TO INTEGRATE DOCUSIGN SOLUTION WITH SALES QUOTE?

PATH: BUSINESS CONFIGURATION > EDIT PROJECT SCOPE > QUESTIONS > SALES > NEW BUSSINESS> SALES QUOTE

1. For what business scenario should you select this scoping question?

• If you want to send documents for signatures with one click of a button from within the sales quote itself, then this scoping question will allow for this.
• Once the transaction has been completed, the signed documents can then be returned and stored in the same workspace for an end-to-end digital experience. 

2. What effect/consequence will this scoping have to the UI?

• In the sales quote you will have a tab called “DOCUSIGN”.
• Set Recipients and Documents for the Quote (Recipients can be: customers/prospects/contacts. They will be picked up from the “Involved Parties” tab of the Sales Quote record. With this scoping, they can be asked to sign documents in the envelope. The SAP C4C administrator can change the setting so that only the Primary Contact or All (All contacts including customers) for the record is added as a recipient or all records are added).
• You can modify the envelope by clicking “To” to add, remove, or modify recipients or by clicking “Message” to change the e-mail subject and message, or Clicking “Documents” to add or remove the documents from the envelope.
• Once the envelope is completed, the signed documents are posted back to the Sales Quote record as a PDF along with a COC (Certificate of Completion) that can be found in the attachment section. 

 
3. System behaviour once this is selected

• If the Approval status of the Sales Quote is set to Approval Necessary, then the option "Send With DocuSign" will not be enabled.
• Only when the approval status is "Approval not required" or "Approved" will the "Send with DocuSign" button get enabled.

Q7. DO YOU WANT TO SUBMIT SALES QUOTES WITHOUT ITEMS?

PATH: BUSINESS CONFIGURATION > EDIT PROJECT SCOPE > QUESTIONS > SALES > NEW BUSSINESS> SALES QUOTE

1. For what business scenario should you select this scoping question?

• Select this scoping option, if your business wants to send dummy quotes - without any product or text item - to customers or to the ERP system.

2. What effect/consequence will this scoping have to the UI?

• Even if you don’t enter any product or text item in a quote, the submit button will still be enabled in the UI. 

3. System behaviour once this is selected:

• Pricing cannot be performed if there is no product in the quote. 

• Blog : Combined Sales Area Determination in C4C Sales Transactions
• SAP Help Portal: Scope and Configure Sales Orders
• Help Portal: Creating an Approval Process

Scoping, Sales Quotes , KBA , LOD-LE-CQP , Customer Quote Processing , How To

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