Exact Synergy Enterprise

InterConnect for Macola Configuration: Quotations and Orders

Quote and order configuration allows you to define how you want to create quotes and orders in your system.

Before you begin to configure quotes and orders, you should verify that the following items have been created and configured in Exact Synergy Enterprise:

1. Specific Role for Quote Creation
2. Document Category created for Quotes
3. Document groups created for Printed Formats (templates) Quotes
4. Document groups created for Printed Formats (templates) Orders
5. Document groups created for Printed Formats (templates) History

Note: Numbers 3 to 5 can be either Document Types or Main Categories/Categories/Sub-Categories, depending on Document Setup. You must have the Administrator role to edit and configure the Quotation settings.

How to Configure Quotations and Orders

1. Navigate to the main InterConnect page (Menu: InterConnect).
2. Click Setup.
3. Under the Back office: Macola ES heading, click Quotations / Orders. This opens the Macola ES: OE Settings page.

   

4. Use the information below for information when making the quote and order settings.
5. Click the Save button to save the quote and order settings.

The following describe the fields on the Macola ES: OE Settings screen:

Division

Division: Select the back office company to use with the InterConnect quotes. The only options available to choose are the divisions set up on the InterConnect: Divisions page.

Quoting

Quoting: Active: Select the Quoting: Active check box to enable quoting.

Quoting (Role): Select the role a Synergy Enterprise user must have to view, create, and change quotes in InterConnect. Roles for InterConnect are created on the System: Roles page. It is recommended that you create a unique Exact Synergy Enterprise role for quoting capabilities. While you can use any previously defined role, creating a unique quotation role will enable you to easily identify and categorize the role function.

Hide Dead Quotes: Dead quotes are quotes that have no documented activity beyond the set quote close date. In some cases, inactive quotes may be marked as lost sales. In the event that inactive quotes are not marked as lost sales, you can choose to not view inactive quotes by selecting the Hide Dead Quotes check box.

Debtor Template: The Debtor Template is used to default many of the fields from the back office that do not exist in Synergy. Enter or search for and select the customer account that has the default customer fields and values.

Close Date Field: The Close Date Field is displayed on the order header as the anticipated close date. You can choose the field that you want to use as the Close date. Click the drop down arrow to select from either the Shipping Date or the Order Date to be used as the close date. In most cases, the Shipping Date is defined as the close date.

OE User Field (Document): To create a quote document when a new quote is created, select a sales order header user defined free field that does not have a value. Review the sales order header user defined fields. When you select a user defined field that does not get populated with a value when the quote is created, InterConnect creates a quote document and puts the document number in this field. You can see this document under the customer account card. If you select a user defined field that does get populated with a value when the quote is created, InterConnect will not create a quote document.

Forms (Quote Document): Enter the form number of the document type for InterConnect to use when creating a quote document when a new quote is created.

Close Date: Default: When a quote is entered, the value specified here will be used to calculate (in days) the default close date based upon the date the quote is created. This date can be modified at the time the quote is created. Typically, 30, 60 or 90 days is specified as the default close date.

Award Probability: Default: The award probability affects the sales funnel and defines where any given quote appears on the sales funnel. Available values range from 0 to 9. Values 1 to 3 are considered Cold Quotes; these quotes are expected to close between 60 and 90 days from quote origination. Values 4 to 6 are considered Warm Quotes; these quotes are expected to close between 31 and 60 days from quote origination. Values 7 to 9 are considered Hot Quotes and are expected to close between 0 and 30 days from the quote origination. The option selected will display as the default award probability when a quote is entered in the system. A user can change this value as needed during quote creation.

Set EDI Flag: Select this check box to set the status of the EDI flag in the order header. These are the possible statuses for this field:

• W= Web Order
• Y=EDI
• S=Sales Logic
• M=EDI Back ordered
• E=Commerce Connector
• Q=Quoting and Estimating
• Blank = Manual OE entry

Clear this check box if you do not want to set the status of the EDI flag.

Shipping Notes: Default to Customer: If the customer account already contains default shipping notes, you can select this option to use the predefined shipping notes on the quote. If this option is not selected, the Shipping Notes section on the quote will be blank and can be edited as needed.

Quote Promotion

Quote Promotion (Employee) Promotion Type: If you select "Link", InterConnect opens a new request when a user clicks the button to create a request that a quote be converted to an order. This allows the user to enter information on the request. You must enter a link to the request type for converting a quote to an order in the next field. If you select "Request", InterConnect automatically creates a request when a user clicks the button to create a request that a quote be converted to an order. The user does not have the opportunity to change or add information to the request before it is created.

Link/Request: Link: If you selected "Link" in the previous field, enter a link to the request type for converting a quote to an order. For example: https://[server-name]/Synergy/docs/wflRequest.aspx?BCAction=0&type=[request-number]. If you selected "Request" in the previous field, enter the number of the request type for InterConnect to use when creating a request that a quote be converted to an order.

Button Name: Enter a name for the button employees can click to create a request that a quote be converted to an order.

Quote Promotion (Non-Employee) Promotion Type: If you select "Link", InterConnect opens a new request when a non-employee user clicks the button to create a request that a quote be converted to an order. This allows the user to enter information on the request. You must enter a link to the request type for converting a quote to an order in the next field. If you select "Request", InterConnect automatically creates a request when a user clicks the button to create a request that a quote be converted to an order. The user does not have the opportunity to change or add information to the request before it is created.

Link/Request: If you selected "Link" in the previous field, enter a link to the request type for converting a quote to an order. For example: https://[server-name]/Synergy/docs/wflRequest.aspx?BCAction=0&type=[request-number]. If you selected "Request", enter the number of the request type for InterConnect to use when creating a request that a quote be converted to an order.

Button Name: Enter a name for the button that non-employee users can click to create a request that a quote be converted to an order.

Pricing

Method: Select the back office that contains the pricelist you would like to use. Depending on your back office you may have one or more options.

Security Level: Price: Enter the minimum level of security required to view price information. The options are Customer, which is security level 1; Partners, which is security level 2; or Internal, which is security level 10.

Feature/Option & Kits

Show Invalid Options: This feature is available only if your license has Options and Kits enabled. Customers who use options and kits will use Feature Option Configuration to configure products as they are entering quotes or orders. Depending on the customer's configuration rules, some product option combinations may be unavailable or invalid. You can choose to Show or Hide invalid product options. "Show" displays all product configurations regardless of validity. "Hide" does not display product option combinations that are invalid.

Explode on Invoice: If you select this check box, the invoice displays each defined product option as a line item in the invoice. If you clear this check box, the invoice displays only the base product information and collapses the detailed product options.

InterConnect for Macola Introduction and Document Index