RD - My Quotations

01. OVERVIEW

Important

The Sales Management Portal is available from release 12.1.33 onwards.

When you access the menu option, My Sales → My Quotations, you may query your Quotations, add a new one and view its data through option 'View Details'. You can also click this option to create PDFs, to edit and/or delete a quotation.

When you add, edit or delete a quotation, the data are sent to the Protheus server, which then notifies the sales representative of the success or failure of the data update.

Sales Rep Link

Only Sales Quotations related to entities (Customer or Prospect) linked to the Sales Rep are displayed. This link occurs through the relationship between fields Sales Rep (A1_VEND) and Sales Rep Code (A3_COD) for customers and between fields Sales Rep (US_VEND) and Sales Rep Code (A3_COD) for prospects.

Administrator

When using an administrator user, all quotations are displayed regardless of link with sales rep.

Security Key

If the Security Key is not entered in "appserver.ini", or is entered with the value 0, the user access permissions will not be validated.

For further information, click here to access the reference document of the routine.

02. EXAMPLE OF USE

See below a practical example of how to use the option My Sales → My Quotations, in which a quotation is added through option New Quotation.

a. New Quotation

My Sales → My Quotations → New Quotation.

1. Click New Quotation to select the option "Customer" or "Prospect", regarding the entity to be used in the addition. Then, search for the Code, Name or EIN of the entity. In this example, a prospect is used.

2. After selecting the entity, the system takes you to the quotation maintenance screen, with 3 tabs: General Data, Quotation Items and Quotation Summary. The tab General Data refers to the headerof the quotation (SCJ), the tab Quotation Items refers to the products of the quotation (SCK), and the tab Quotation Summary shows the totalizers and some data comprising these totalizers (header, items and quotation total) of the new quotation. At this point, we will fill out the quotation header.

Important!

Sales Management Portal items do not have field Outflow Type (CK_TES). Thus, you may select the Outflow Type entered in the product register (B1_TS) or the Intelligent TIO (field Operation Type in SMP). The same Protheus rule applies: if a TIO is not configured for the product, the intelligent TIO is used.

Required Fields: Paymt Terms, Release Type and Operation Type.

As a prospect was entered, the SMP loads the data of the customer entered in parameter MV_ORCLIPD.

3. In tab Quotation Items, search for a product using its Code or its Description.

To add a discount to the item, just click '+ Information' regarding the product selected and add the discount by percentage or value. Click 'Add' to add the product to the quotation, which you can view in tab 'Products Selected'.

4. In tab Quotation Summary, you can query the total values of the Quotation, including its taxes, and search all added items.

5. To finish adding the quotation, just click 'Save'. When you finish the process, the system displays details on the quotation you have just added.

Important

- To add a Sales Quotation with payment term of type 9, you can use the entry point GVBudFld which enables the addition of new fields to be processed when saving a Sales Quotation.

b. Confirmation of Addition

When you finish adding the quotation, the Protheus server sends a notification to the sales representative on whether the quotation was processed successfully or with error. By clicking the notification, the sales representative may be directed to the quotation added, or to view all their notifications.

If an error occurs when adding the quotation, the error message is shown in the notification.

03. FILTERS

The page My Quotations lets you to filter records two ways, as follows:

a. QUICK QUERY

The simplified quotation search enables quick quotation searches through the quotation code, entity code (customer or prospect) or date of issue.

Note

Searching by quotation code or entity code uses the operator "contains". Therefore, the search rule is: search for all quotations in which the quotation code and/or the code of the entity used in the quotation that contains the expression entered in the search field. Yet searching by date of issue uses the operator "equal". Thus, the search rule is: search all quotations with issue dates equal to the date entered in the search field.

b. ADVANCED FILTER

The advanced search is recommended when you want to search for a specific quotation, which you can search by joining the following information: Code of Customer or Prospect, Name of Customer or Prospect, Code of Quotation, Date of Addition, Status of Quotation and Product.

04. VIEWING TYPES

You can use the page My Quotations to select the viewing type by List (Desktop Default) or by Cards (Mobile Default).

a. LIST

Select this viewing type to view by List. The quotations are displayed in Table format.

b. CARD

Select this viewing type to view by Card. The quotations are displayed in Cards format.

The Card viewing format is recommended for small monitors or smartphones, because these devices lack sufficient screen area to display the information, making it difficult to read the data in the List format.

05. VIEW DETAILS

My Sales → My Quotations → View Details

The sales representative can use the option View Details to view a summary of the quotation. Moreover, they can access options Edit, Delete and/or Generate PDF.

a. EDIT QUOTATION

My Sales → My Quotations → View Details → Edit Quotation

When a quotation edit is sent to the Protheus server and finished, the sales representative receives a success or error notification, as occurs when adding.

b. DELETE QUOTATION

My Sales → My Quotations → View Details → Delete Quotation

When a quotation deletion is sent to the Protheus server and finished, the sales representative receives a success or error notification, as occurs when adding or editing.

You cannot delete a quotation with status Posted, Canceled, Not Synced or having an associated Business Proposal.

c. GERAR PDF

My Sales → My Quotations → View Details → Generate PDF

06. TABLES

A1S - Sales Representative Notifications
DA0 - Price List
DA1 - Price List Items
SA1 - Customers
SB1 - Generic Product Description
SB2 - Physical and Financial Balances
SCJ - Quotation
SCK - Quotation Items
SE4 - Payment Terms
SUS - Prospects

07. DATA PROTECTION

To make the Sales Management Portal compliant with the General Data Protection Law, we had to change how this routine presents its data, in order to process sensitive and/or personal data through Access Control and Audit Log.

Access Control

Define whether the user or a user group has permission to access/view sensitive and/or personal data found on routine screens and/or on reports, when applicable.

The System Admin is the responsible party establishing whether the information control rules will be applicable to a single user or a group of users. The configuration of the access to sensitive and personal data for users and/or user groups is available in module Configurator (SIGACFG) through accesses 192 and 193 (Accesses x Routine Relationship).

For further details on the Security Policy, click here.

Attention

Without accesses 192 and 193, the sales representative cannot log onto the tool.

Audit Log

Use this feature to audit updates to the Data Dictionary, to the Users Register, and to access authentications to routines with sensitive and/or personal fields, as well as the possible access rejections to such data.

For further details, refer to the Audit Rules chapter in the Security Policy.

The Protheus® System offers some routines for Audit Log generation. You can get the procedures for configuring and generating these reports through the Log and Audit Routines.

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CONTENTS

01. OVERVIEW