Sales: Reactive

Capabilities Required

Area	Capabilities	Current	Priority
Receipt and Storage of Enquiry	Receive Enquiry from client - email	Existing	Essential
	Receive enquiry from client web To fully spec - but in essence a online facility to allow a clients to place an enquiry Data to capture on a web-form would be Name Company Contact details email enquiry type ? (selectable) Message File upload field Submit Need to think about security to prevent spam etc or malicious payloads, but theoretically submit could insert an enquiry record with the file submitted included Whether this would be quarantined first into a pending status might be a good idea- also prevention of multiple entries ?	New
Create Enquiry record	Ability to create enquiry record based on received enquiry - manual creation Customer & Contact details : [Name, company, phone, email etc.] -ability to create customer if not existent Enquiry Date & Status Enquiry Details : [Customer Reference, category, description,] Date to Action Notes Enquiring Customer Address details Enquiring Customer Delivery Details Date Required Information Copies of customer email / correspondence Artwork assets received and stored Internal sales staff member allocated to / responsible for quotation	Existing	Essential
	Create enquiry record based on received enquiry - auto creation - as above data elements Need to map the fields here	New
Assignment of enquiry to Sales team member	Ability to assign enquiry to sales team member	Exists	Essential
	Ability to identify unassigned enquiry records	Exists	Essential
	Ability to assign multiple enquiry records to a sales team member	??
Sanity Check Enquiry	Ability to sanity check enquiry - currently done manually	N/A
	Ability to communicate any issues / clarifications to client - email ** Currently, sales team record the initial email in the system (as eml file) in the system - and then respond to emails via email application Thus full email conversations are not recorded in FMP. It would be beneficial if this could be better integrated so the FMP held the email transactions	Enhancement ?	High
	Ability to process client acceptance of changes - Manual Ability to process client rejection of changes - Manual when a client rejects suggested changes to an enquiry it is effectively closed. However there is no way to close the enquiry status from the main layout - it requires the user to create a blank quote record and then close the quote which in turn closes the enquiry. This should be remedied	Enhancement	Essential
	Ability to process client acceptance of changes - Automated Client Accepts > Proceed and record acceptance Client Rejects > Close Enquiry We should consider creating/exposing a workflow for enquiry online so that client submits enquiry TOT suggest amendment to enquiry client accepts > sales proceed to prepare quote client rejects > enquiry closed automatically	New
Preparation of Quotations	Ability to manually prepare one or more quotations based on enquiry Core enquiry line data elements Customer Information Process requirements Garment requirements Fulfilment requirements Art requirements Pricing & VAT amounts Lauren would like the ability to not specify qty / price on the enquiry lines but to have these populated and editable on the quote line section - i.e. once added to quote	Enhancement	Essential
	Ability to automate pricing elements for quotation preparation based on matrices Hierarchy : Client specific matrix or default system matrix Apply matrix prices to core elements Process Costs requirements Garment costs requirements Fulfilment costs requirements Art costs This may exist already but it is not apparent it works	New	Essential
	Ability for clients to generate their own quotations via a portal This is a big one - and would be an excellent addition Would require speccing but having a limited / simple quotation engine available online would allow 24/7 access to knowledgable customers Workflow would be needed to spec out - what is needed to generate quotes - how to integrate client generated quote to an approval / payment process and then a job conversion	New	High
	Ability to save quotation elements	Existing	Essential
Generation of Quotations	Support the ability to generate one or more quotations based on sets of quotation elements - Scenario 1: Simple quotation for single order: all garments and corresponding quantity breakdowns specified	Existing	Essential
	Scenario 2 Enquiry requests quotation for new order but for multiple quantities of the same garment set	Existing	Essential
	Scenario 3 Enquiry requests quotation for new order. Total garment numbers are supplied but not the breakdowns (size / style etc) Create per Sc1 -but include two garment quotation elements used for the quotation - with price being the dimensions differentiator Use a generic SKU for the pricing levels Update: Sales team typically use a text field population with the blank garment element and populate the breakdowns in the text field - this stops numerous generic SKus being used This capability needs to be maintained	Existing	Essential
	Scenario 4 Enquiry for quotation for repeat (possibly with changes) of a previous order Currently staff create new quote based on copying the existing information - but on acceptance - duplicate / edit the previous order Ability to recycle an order into enquiry and quotation elements would maintain audit trail and be more efficient - the recycling process would need to make call to pricing matrices to ensure accurate pricing This would also need the ability to generate the new job order as the incremented stroke identifier on the source (duplicated) reference Needs ability to dupliate existing order into an editable quotable state - upon successful acceptance promote the quote as a subsequent stroke number	New	High
Edit Prepared Quotation	Ability to edit the component details of the prepared quote (Qtys, prices, descriptions etc) and auto-recalculate the costs	Existing	Essential
Duplicate Prepared Quotation	Ability to Duplicate a prepared quotation	Existing	Essential
Communicate Quotation to Client	Ability to communicate prepared quotation(s) to client - email	Existing	Essential
	Ability to communicate prepared quotations to client - portal	New	High
	Audit trail for communicated quotation(s) is this needed ?	New	Essential
Chase client response	Staff manually contact clients on T+2 to establish response - if no response date to action is incremented by 2 days Repeat for total of 3 cycles, i.e. 6 business days - if zero response set enquiry as closed	Existing	Essential
	Automate the client chasing - this can be triggered by the action date being met - client(s) could be auto emailed with chaser and date incremented	New	Moderate
Process Client Response - Reject	Does not accept quotes - manual process Staff mark the quotes as closed Enquiry status updates	Existing	Essential
	Does not accept quote - automated Client marks quote as rejected - it closes the quote Enquiry status updates	New	High
Process Client Response - Accept	Client accepts quote - credit check (manual process) Credit approval check Check value of accepted quotation versus client credit terms Checks:- a)Do credit terms exist ? If yes - proceed to b); If no -proceed to 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 Record timestamp or credit check 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 Credit Check Fail: Reason: Will Cause breach Record timestamp or credit check 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 - reprocess credit check -it should pass and proceed to create job Case 3: Existing Client but terms breached Mark Quotation Credit Check Fail: Reason: Existing breach Record timestamp or credit check 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 - reprocess credit check -it should pass and proceed to create job Case 4: No Account Terms - evaluate whether a credit balance exists Three Outcomes Scenario1: Credit balance exists (i.e. client has pre-paid) and will cover the value of the order Mark Quotation with Credit Check Pass Record timestamp or credit check Proceed to create job Scenario 2. Credit balance exists but is insufficient to cover order value Mark Quotation Credit Check Fail: Reason: Insufficient Balance Record timestamp or credit check 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 - reprocess credit check -it should pass and proceed to create job Scenario 3. No Credit Balance Process per scenario 2	Existing	Essential
	Client accepts quote - credit check (automated process) See proposed schematic	New
Create Job	Staff create job from approved quote record Quote record status updates to closed Job record created based on quote - detail needed ? Enquiry status updates	Existing

Inputs

Source	Details
Client	Enquiry / Request for quotations
Client	Correspondence as necessary to enable quotation

Client

Artwork assets to support quotation

Client

Acceptance of Quotation

Client

Confirmation of Pre-Payment if credit validation failed

Accounts Department	Credit approval (if required)
Accounts / Bank	Confirmation of Pre-Payment received in Bank

Supplier(s)

Availability Information for Stock required for proposed quotation

Outputs

Destination	Details
Client	Communication of one or more quotations in response to enquiry
Production	Accepted Quotation > Job Order