Data Exchange
| Activity | Data Content | Essential | Notes:- |
| Receive Enquiry from client | Minimum Data Set | ||
| Customer Contact (Object) | Yes | Ability to create on fly | |
| Company (Object) | Yes | Ability to create on fly | |
| Date | Yes | Date & Time | |
| Contact Method | Yes | ||
| Enquiry Details | Yes | ||
| Optimal | |||
| above plus | |||
| Customer Reference | |||
| Description | |||
| Category | |||
| Artwork assets / detail | |||
| Date Required | |||
| Additional Notes | |||
| Art Services Required (Qty) | |||
| Decorating Services Required (Qty, Position, DSI) | |||
| Garment Details (QTY, Size, Type,), Supply or Contract | |||
| Despatch Services Required (Qty Contents, Dates, Shipping Addresses and services) | |||
| Capture Enquiry Record | Customer Contact and Company (Object) | Yes | ability to create customer / company if not existent |
| Enquiry Reference Identifier | Yes | ||
| Enquiry Date | Yes | ||
| Enquiry Status | Yes | ||
| Enquiry Details : [Customer Reference, category, description,] | Yes | ||
| Date to Action | Yes | ||
| Notes | Yes | ||
| Enquiring Customer Address details | Yes | ||
| Enquiring Customer Delivery Details | Yes | ||
| Date Required Information | Yes | ||
| Copies of customer email / correspondence | Yes | ||
| Artwork assets received and stored | Yes | ||
| Internal sales staff member allocated to / responsible for quotation | Yes | ||
| Preparation and despatch of Quotations | Quotation Object(s) created :- | ||
| Customer Contact and Company (Object) | Yes | ||
| Process Line requirements (Object) | Yes | ||
| Garment requirements (SKU, QTY, Contract vs Supply) | Yes | ||
| Fulfilment requirements (Type, service, DSI, shipping address, QTY), | Yes | ||
| Art requirements (Art Service, DSI, QTY) | Yes | ||
| Pricing & VAT amounts | Yes | These should all be matrix driven | |
| Quotation Reference | Yes | ||
| Quotation Description | Yes | ||
| Quotation Status | Yes | ||
| Sent Date | Yes | ||
| Sent Method | |||
| Client Response - request amend | Client sends Amendment details | ||
| Could be one or more of the core elements on the quote object | |||
| Date Requirements | |||
| Process requirements (department, position, DSI, QTY) | |||
| Garment requirements (SKU, QTY, Contract vs Supply) | |||
| Fulfilment requirements (Type, service, DSI, shipping address, QTY), | |||
| Art requirements (Art Service, DSI, QTY) | |||
| Pricing & VAT | |||
| Process Client Request amend | Case 1 | ||
| Amendment request refused | |||
| Notify client of refusal (quote object plus notice that amendment cannot be made) | Yes | ||
| Case 2 | |||
| Prepare and despatch amended quotation | |||
| Is existing quote amended - or a replacement quotation created ? - | we would defo need to differentiate between the new "version" | ||
| Updated quote sent | Yes | ||
| Client Response - rejects quote | Client notifies that quote rejected | ||
| Response Includes | |||
| Quote reference | Yes | ||
| Rejection response | Yes | ||
| Process Client Response -Rejection of Quote | Status of quote updated to Closed | Yes | |
| Update Status of Enquiry | Yes | ||
| Record Updated Date | Yes | ||
| Client Response - accepts quote | Client notifies that quote accepted | ||
| Response Includes | |||
| Quote reference | Yes | ||
| Acceptance response | Yes | ||
| Process Client Response - Accept | Client accepts quote - credit check (manual process) | ||
| Credit approval check | Yes | ||
| Check value of accepted quotation versus client credit terms | Yes | ||
| Checks:- | Yes to all | ||
| a)Do credit terms exist ? | |||
| If yes - proceed to b); If no - Case 4 | |||
| b)Are existing terms breached | |||
| If no proceed to c) - if yes - Case 3 | |||
| c)Will proposed order fit within credit line | |||
| if yes - Case 1 | |||
| if No - Case 2 | |||
| Case 1: Existing Client and Order Fits Within Existing terms | |||
| Mark quotation with Credit Check Pass | |||
| Client has credit terms and proposed order fits within terms - proceed to create job | |||
| Case 2: Existing Client but order will breach terms | |||
| Mark Quotation with Credit Check Fail: Reason Will cause Breach | |||
| Notify accounts department and agree on how to proceed | |||
| - Client makes payment to free up credit line / allow order to proceed | |||
| - or other agreed action | |||
| Upon resolution record resolution details and proceed to create job | |||
| Case 3: Existing Client but terms breached | |||
| Mark Quotation with Credit Check Fail: Reason Existing Breach | |||
| Notify accounts department and agree on how to proceed | |||
| - Client makes payment to free up credit line / allow order to proceed | |||
| - or other agreed action | |||
| Upon resolution record resolution details and proceed to create job | |||
| Case 4: No Account Terms - evaluate whether a credit balance exists | |||
| Three outcomes | |||
| 1. Credit balance exists (i.e. client has pre-paid) and will cover the value of the order | |||
| - Order is Credit approved | |||
| 2. Credit balance exists but is insufficient to cover order value | |||
| Mark Quotation with Credit Check Fail: Reason Insufficient Balance | |||
| Notify accounts department and agree on how to proceed | |||
| - Client makes payment to make balance sufficient to cover order | |||
| - or other agreed action | |||
| Upon resolution record resolution details and proceed to create job | |||
| 3: No Balance | |||
| process per 2. | |||
| Notes:- | |||
| The existing process needs to be adjusted | |||
| - has the client pre-paid - (typical for zero terms) and therefore is @sum(value) <= credit balance ? | |||
| - tracking @sumValue of Orders accepted but not yet actualised - this value should be captured in any accounting balances used for credit purposes - i.e. TOT system should calculate the current value of orders in progress (but not yet invoiced) and this be evaluated against credit balances | |||
| Accepted Quote Post Credit Pass - Create Job | Job created from approved quote record | Yes | |
| Quote record status updates to closed | Yes | ||
| Enquiry status updates | Yes | ||
| Client informed of Job Number ? | Yes | ||
| Job Order created - taken from quote record | |||
| Job Identifier | Yes | ||
| Client Contact (object) | yes | ||
| Company (Object) | yes | ||
| Customer Reference | yes | ||
| Category | yes | ||
| Description | yes | ||
| Sales Contact | yes | ||
| Production Contact | yes | ||
| Date Required | yes | ||
| Time required | yes | ||
| Job Type | yes | default to Job | |
| Job Statuses (TBC) | yes | ||
| Job Details - taken from quote object | |||
| Process Lines (Object) -[Department, Position, DSI, Unit Price, Machine, Process Date] | Yes | ||
| Art Requirements (Object) [Art Service, Qty, Prices] | Yes | ||
| Garment Details - Blank SKU's, Qty, Unit costs - whether contract or supply | Yes | ||
| Despatch Details - Shipping Address, Shipping Method, Costs, Number of despatches | Yes | ||
| Process Date Details | To discuss | ||
| It would be optimal to set these based on some form of matrix / calculation | |||
| Required Date is known | |||
| Processes are known | |||
| In simplistic terms process dates need to be < Required Date | |||
| is there are way of calculating this / building some form of scheduling engine ? |