CRM Plus Quotation - User Manual

In standard Synergy you can configure your quotation but the options are limited. We have added description fields, workflow and Exact Globe sales order functionalities into Synergy quotation and sales cycle.

Make sure the RPA ConnectIt add-on is aded via the preference

Go to the Setup / Connection / Provider, open the provider Exact Globe And check if the provider is Active.

Go to RPA ConnectIt and go to Setup / Connection / Provider and create a new connection to Exact Globe. For Exact Globe only the SQL connection section is required for the quotation to work. The SQL connection makes use of the back office connection in System / Setup / Back office / Back office connection. This will be automatically filled in when setting up the connection

Go to the RPA ConnectIt menu and go to Setup / Templates / Import, import the ExactGlobeViews.xml from [CRM Plus Installer folder]\Templates\Exact Globe folder and the ExactSynergyView.xml from [CRM Plus Installer folder]\Templates\Exact Synergy folder. This will import the views. The views can be seen via the RPA ConnectIt menu, go to Reports / View / List.

The Exact Globe views were successfully imported

The Exact Synergy views we use in the quotation are: ExactSynergyItems, ExactSynergyVATCodes, ExactSynergyCostcenter, ExactSynergySelectionCode, ExactSynergyDeliveryMethod, ExactSynergyPaymentConditions, ExactSynergyWarehouse, ExactSynergyInvoiceCodes.

Go to Customers menu, and go to Setup > Other > Settings, you will find the following settings

Next quotation number This option allows the administrator to set the next quotation number which is used when creating a quotation.

Convert to back office sales order This option allows the quotation to convert into a sales order in Exact Globe.

Back office item prices This option will look up the item information and prices from Exact Globe.

Request type If an approval flow is required, this option allows the quotation header to be linked to a certain request type. Once it is linked, the quotation will have a workflow section and it will provide more control over each field as far as security, visibility, editability are concerned.

Standard there is a limited set of free fields, the number of free fields in the workflow request is extended. The extra fields and the number of extra free fields that are available:

Field Name	Value
Free text fields	1-150
Free guid fields	1-50
Free number fields	1-50
Free yes/no fields	1-100
Free amount fields	1-50
Free date fields	1-100
Free comment fields	1-20
Free Signature fields	1-10
Attachment	-
Section	-
Quotation: Status	-
Quotation: Delivery Address	-
Quotation: Warehouse	-
Quotation: Shipping Via Code	-
Quotation: Order Date	-
Quotation: Currency	-
Quotation: Payment Condition	-
Quotation: Description 1	-
Quotation: Description 2	-
Quotation: Description 3	-
Quotation: Partial Delivery Allowed	-
Quotation: Cost Center	-
Quotation: Selection Code	-
Quotation: Invoice Code	-
Quotation: Division	-
Opportunity	-
Expiry date	-
Description	-
Contact	-
Account	-
Your Ref.	-
Project	-
Person	-

Request type: Line This option allows the quotation line to be linked to a certain request type. It will also provide more control over each field as far as security, visibility, and editability are concerned.

Standard there is a limited set of free fields, the number of free fields in the workflow request is extended. The extra fields and the number of extra free fields that are available:

Field Name	Value
Free text fields	1-150
Free guid fields	1-50
Free number fields	1-50
Free yes/no fields	1-150
Free amount fields	1-50
Free date fields	1-100
Free comment fields	1-20
Free Attachment fields	1-25
Free Signature fields	1-10
Quotation: Pricelist	-
Quotation: Salesprice	-
Quotation: Netprice	-
Quotation: TaxCodeField	-
Quotation: DiscountAmountField	-
Quotation: DiscountPercentageField	-
Quotation: GrossAmount	-
Quotation: Unit	-
Quotation: Cost price	-
Quotation: Margin	-
Quotation: Markup %	-
Quotation: Price List Discount	-
Quotation: Image	-
Quotation: Available Stock	-
Quotation: Nett Price History	-
Quotation: Amount Exclusive VAT	-
Quotation: BOM version	-
Quotation: Fixed price	-
Quotation: VAT amount	-
Quotation: Amount Exclusive VAT	-
Quotation: Available Stock	-
Quotation: Cost centre	-
Quotation: Currency	-
Quotation: CustomerNote	-
Quotation: Delivery Address	-
Quotation: Description 1	-
Quotation: Description 2	-
Quotation: Description 3	-
Quotation: Division	-
Quotation: Instruction	-
Quotation: Invoice code	-
Quotation: Is Template	-
Quotation: Long description	-
Quotation: Netprice	-
Quotation: Order date	-
Quotation: Partial delivery allowed	-
Quotation: Payment condition	-
Quotation: Sales order confirmation	-
Quotation: Selection code	-
Quotation: Shipping via	-
Quotation: Status	-
Quotation: TaxCodeField	-
Quotation: Template	-
Quotation: Unit	-
Quotation: Warehouse	-
Amount	-
Item 1	-
Description	-
Quantity 1	-
Start date	-
Start date realize	-

Generate quotation after This option allows the Generate Quotation button to show in a certain workflow status.

Generate sales order after This option allows the Generate Sales Order button to show in certain workflow status.

Show Next Action This option allows set visibility of the next action button (Approve,realise,Process).

Show signature field: After This option allows you to set the visibility of the signature after specific statuses such as Open, Approved, Realized, and Processed.

Expiry date: Days This option allows to set the expiry days.

Description line Width (px) This option allows to set the width of line description.

Description line Height Width (px) This option allows to set the height of line description.

Long description line Width(px) This option allows set width of the long description Quotation Lines.

Long description line Height(px) This option allows set height of the long description Quotation Lines.

Show cost & margin This option shows additional cost and margin fields on the line and on the summary. The back-office item prices option must be enabled.

Load template use current price This option allows retrieving the price not from Globe but directly from the template.

Copy use current price This option allows to set default option of update price when copying the Quotation.

Price precision This option allows to set Price precision on the quotation page. When not input, Price precision will be based on currency setting.

Amount precision This option allows to set Amount precision on the quotation page. When not input , Amount precision will based on currency setting.

Parent This option allows the line to have a parent item. Once the item is selected as parent, the item price will roll-up from the child item(s). Only the selected items will be converted into a sales order.

Sales order: Child Lines with price 0 This option allows the line to have Child Lines with price 0. Once the item is selected as parent, the item price will roll-up from the child item(s).

Automatically collapse all lines This option allows to set automatically collapse Child lines when there a Parent checked on Quotation line.

Use Synergy item translation This option will use the translation based on country from the contact person in the quotation. The translated description is coming from the Exact Synergy item translation option.

Iten translations based on account contact This option allows translate the item description based on language of account contact when checked.

Copy: Attachments This option will copy the generated quotation document and any attachment linked to the quote to the sales order in Exact Globe when the sales order is generated.

Don’t allow copy fields from template This option allows to exclude fields at Quotation header that will be load from template. Pattern will be as “PropertyName,PropertyName” and separated by comma. For example: “Description,YouReference”

Owner: Not linked By default, the owner in the quotation is the person in the Exact Globe sales order. By checking this option, instead of the person in Exact Globe, the account manager in Exact Globe will be filled in.

Generate sales orders: Selected lines This option allows to generate a sales order by line selection and the check-box column will be added to the quotation line in order to make selections.

Selected lines: All This option is to set default the check-box value to true (checked).

Item: Suggestions This option is to set how many item suggestions will be shown.

Suggestion Show by Selected Warehouse Stock This option displays the warehouse stock items based on the line warehouse. If it is not checked, it will display all stock.

Document subject” Quotation number This option allows the quotation number to be set as subject when the quotation is generated.

Quotation owner This option is to set the default value of the quotation owner: creator, account manager or account manager from Exact Globe.

Template When a request process flow template is setup and the quotation is the starting point, this option will start the process flow. When the quote is won (approved, realized or processed), automatically the next follow up request will be created.

Submit: Everyone By default, only the creator can submit the quotation. This option allows other users to submit the quotation.

Update Sales Order This option allows that a sales order still can be updated after the quotation has been changed and vice versa.

Signature This option allows the user to set the signature in the quotation when generate the quotation. The signature can also be added from the signature button at the top.

Total Line This option is to set the default value of Total Line items.

Show alert for item long description This option will display a popup after selecting the item with a long description.

Quotation visibility This option is to display Quotation based on the account manager or account manager creator

Manager specificcustomer This is only for showing with the specific Manager you set. User only can see the account from the manager from the account at CRM search

Quotation template based on account If it’s checked, it will display the Quotation template from the account itself.

Custom query item suggestion This custom item description is using a query to dynamically generate additional details on item suggestions. Example:”SELECT ‘SearchCode:’ + ISNULL(Items.SearchCode,”) AS AddDesc,Item.ItemCode As Item FROM Items”

Column item suggestion This column is used to link item when JOIN the table item suggestions. Example: “Item”

Column description suggestion This column allows for custom description suggestions based on the query. Example: “AddDesc”

Custom JavaScript Used to customize the JavaScript functionality for other custom actions.

Copy Remark Quotation To Remark Workflow When checked, the remark from the quotation will be copied to the remark in the workflow.

Quotation lines use default price list This column allows you to set the default pricelist as salesprice at the quotation lines.

Template document type This column allows you to set the document type as a body email template.

Quotation attachment document type This column allows you to set the document type as an attachment.

Quotation attachment word merge template This column allows you to set the WordMerge template as an attachment.

Quotation email Cc To set the default email cc.

Quotation email Bcc To set the default email bcc.

Quotation email from To set the default email “From”. There are three types to set the from email.

• Creator : set the email from based on the creator of the quotation
• Owner : set the email from based on the Owner
• Current user logged in : set the email from based on the user login.

To 1, To 2, To 3 These fields allow you to set the email recipients in the “To” field. You can specify up to three email addresses, and there are six types available for setting the email.

• Blank column: can set the email manually
• Creator: set the “To” based on the creator
• Owner: set the “To” based on the owner
• Current user (Name): Set the “To”: based on the Current user
• Contacts: set the “To” based on the Contacts
• Main Contact: set the “To” based on the Main Contact

Cc 1, Cc 2, Cc 3 These fields allow you to set the email recipients in the “Cc” field. You can specify up to three email addresses, and there are six types available for setting the email.

• Blank column: can set the email manually
• Creator: set the “Cc” based on the creator
• Owner: set the “Cc” based on the owner
• Current user (Name): Set the “CC”: based on the Current user
• Contacts: set the “Cc” based on the Contacts
• Main Contact: set the “Cc” based on the Main Contact

Bcc 1, Bcc 2, Bcc 3 These fields allow you to set the email recipients in the “Bcc” field. You can specify up to three email addresses, and there are six types available for setting the email.

• Blank column: can set the email manually
• Creator: set the “Bcc” based on the creator
• Owner: set the “Bcc” based on the owner
• Current user (Name): Set the “Bcc”: based on the Current user
• Contacts: set the “Bcc” based on the Contacts
• Main Contact: set the “Bcc” based on the Main Contact

Default template 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 These fields are for selecting a template directly from the document. You can set up to 10 default templates, and in the filter column, you can specify conditions. The conditions will be applied based on the criteria you define.

Email Suggestion From Cache When this box is checked, suggestions will be based on the cache. If it is not checked, suggestions will be retrieved from the database.

Email Suggestion Min Characters This column is used to set the number of characters required to display email suggestions. By default, it is set to 3 characters. The suggestions apply only to the “To,” “Cc,” and “Bcc” fields.

To add the extra fields, go to Modules > Customers > Setup > Other > Settings > Click Edit ,Click on the Request type or Request type: Line selected.

Select fields tab, then click add button

Free text field (1-15) This field is used for fields with alphanumeric values, for example: ‘Description1’. To set the label, click edit button, then rename the term from Free: … to the label we want, for example: ‘Description’. To set the visibility, click the check box that you want to change

Free guid field (1-15) This field is used for fields with GUID values, for example: ‘5D883DBE-2622-4F0F-BE92-75B269EF14C2’ In the selection section, select Reference, for example: ‘Accounts’, to display the data ‘Accounts’ on the browser, and in the Selection field to filter data, you can see the Example in the below Selection section.

Free number field (1-15) This field is used for fields with numeric values, for example: ‘1000’. To set the editability, click the check box that you want to change. We can also edit the Security level and select the Role to set the Role or Security level who can edit the field. To set mandatory, click the check box that you want to change.

Free yes/no field (1-15) This field is used for fields with yes/no values, when the yes/no field is selected it means yes.

Free amount field (1-15) This field is usually used for fields that contain the amount or price, for example ‘400,000.00’

Free date field (1-15) This field is used for fields with date values, for example: ‘08-04-2022’.

Free comment field (1-15) This field is usually used in remarks fields that require a long description.

After adding Extra field, new section ‘Extra’ will appear with the extra fields added.

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The setup of Word Merge documents is completed in the path of Modules > Documents > Setup > Word Merge > Templates > (Specific Template).

Open the specific template and go to the Settings subheading. You will see two new option fields at the bottom of the screen.

The first option “Convert to PDF” when checked will create both the Word Document (.docx) and the PDF Document (.pdf) and store them as a attachments in the Document.

The second option “Replace Document with PDF” when checked will create the Word Document (*.docx) and store it as an attachment in the Document.

The third option “Convert to PDF & Replace Document with PDF” when both are checked will create only the PDF Document (*.pdf) and store them as an attachment in the Document.

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Add how to generate quotation until create a word merge Go to Modules > Customers > Entry > Quotation. Fill in all the required fields to create a quotation, then click Generate Quotation button.

Select the template to use

Fill in the subject in the Header section, then click create letter button

Word merge document has been created successfully. You can find this document in Modules > Documents > Reports > Documents > Search > Show

This feature allows you to create quotations in PDF directly from the use of Exact Word merge. Three possible options to use this feature are: Create a Word Merge Document and Save it as a *.DOCX file (Standard Synergy Functionality)

Create a Word Merge Document and Save it as a *.PDF file

Create a Word Merge Document and Save it as a *.DOCX file and a *.pdf file

Below is the result of word merge:

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Exact Word Merge now allows you the flexibility to create additional entities and fields for the metadata and schemas used in generating Word Merge templates. For more detail you can following this link: https://www.exactsoftware.com/docs/DocView.aspx?DocumentID=%7bc74db887-b974-432c-a978-b3ccd42cfe05%7d

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ExactGlobeItems / ExactSynergyItems ExactGlobeItems (Line), TaxCode (Line), ExactGlobeCostcenter (Header), ExactGlobeSelectionCode (Header), ShippingViaCode (Header), PaymentCondition (Header), Warehouse (Header), InvoicesCode (Header).

This view is used in the Item field in the quotation line, when create a new quotation via Modules / Customers / Entry / Quotation / Quotation section / type in manually or click F2 in the Item field.

ExactGlobeVATCodes / ExactSynergyVATCodes This view is used in the Tax Code field in the quotation line, when create a new quotation via Modules / Customers / Entry / Quotation / Quotation section / type in manually or click F2 in the Tax Code field.

ExactGlobeCostcenter / ExactSynergyCostcenter This view is used in the Shipping via field in the quotation header, when create a new quotation via Modules / Customers / Entry / Quotation / Conditions section / click browse field or click F2 in the Cost centre field.

ExactGlobeSelectionCode / ExactSynergySelectionCode This view is used in the Selection code field in the quotation header, when create a new quotation via Modules / Customers / Entry / Quotation / Conditions section / click browse field or click F2 in the Selection code field.

ExactGlobeDeliveryMethod / ExactSynergyDeliveryMethod This view is used in the Shipping via field in the quotation header, when create a new quotation via Modules / Customers / Entry / Quotation / Quotation sections / click browse field or click F2 in the Shipping via field.

ExactGlobePaymentConditions / ExactSynergyPaymentConditions This view is used in the Payment condition field in the quotation header, when create a new quotation via Modules / Customers / Entry / Quotation / Conditions section / click browse field or click F2 in the Payment condition field.

ExactGlobeWarehouse / ExactSynergyWarehouse This view is used in the Warehouse field in the quotation header, when create a new quotation via Modules / Customers / Entry / Quotation / Conditions section / click browse field or click F2 in the Warehouse field.

ExactGlobeInvoiceCodes / ExactSynergyInvoiceCodes This view is used in the Invoice code field in the quotation header, when create a new quotation via Modules / Customers / Entry / Quotation / Conditions section / select combo box in the Invoice code field. Refer to RPA ConnectIt manual in the installer, see paragraph View builder, maintain View and maintainView column.

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For the item lookup/browser in the quotation lines, the ExactGlobeItems view is used. You can make changes to this view if more columns are needed. Instructions for maintaining a view can be found in the RPA ConnectIt manual.

After you have imported the view, you will see several item views that can be used:

• ExactGlobeItems
• xactGlobeItems2 — also makes use of item classes in Exact Globe
• ExactGlobeItemsByCustomerPriceList — the customer is passed on as a parameter to the view and to Exact Globe, to only show items linked to the pricelist associated with the customer.

To use a view other than the standard view rename the view you want to use to ExactGlobeItems (first rename the default view to ExactGlobeItemsDefault for example).

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The quotation also can be shown to the customer via customer portal. Some additional setup is needed to make the quote available for the customer.

The customer menu is not available in the customer portal. To give the customer access to the quotation page and quotation search page add a new link widget to the customer workspace.

For the quotation page add a widget which is using the following link GLMSysCRMPlusQuotationMaint.aspx?BCAction=0

For the quotation search page add a widget which is using the following link GLMSysCRMPlusQuotationSearch.aspx

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CRM Plus quotation integrates with standard Synergy sales cycle, from opportunity to quotation. Instructions for creating sales cycles and their use can be found in documents provided by Exact Software.

Go to Modules > Customers > Setup > Opportunity management > Sales cycles. Click New button to create new Sales cycles.

Fill in the description header, description line, then press f2 or click browse to select a request type, then select request status in the combo box, and click Save button to save new cycles.

Opportunity

Go to Modules > Customers > Entry > Entry > Opportunity to create new opportunity. Fill in the description field, select Account, select Contact, fill in the Probability (%) field, select Project, fill in Planned amount field, select End Date, select Source, select Sales cycles, select Currency, then fill in remarks field, and click save to save the opportunity.

Opportunity will be created

Click View flow button to view the flow. Click in the request number to see the request details.

Click approve button to approve the request.

The status will update to: Approved. Then click again in the request number

Process it, until Process flow.

The status will update to: Processed and Completed.

Click on Quotation number to the next step. Select an item, and approve the quotation.

The status will update to: Approved. Then click again in the quotation number

Process it, until Process flow

The status will update to: Processed and Completed.

Open the quotation again, then click Generate Quotation button

Select template

Filled in the subject, then click Create letter button

Word merge document will be created, click Close button

Click on the Create Sales Order button

The Sales Order will be created

Open Exact Globe to check the Sales Order that has been created, via Order/Entries/Sales Orders. Sales Order that has been created will appear at the top of the Sales Orders menu

Double click or click on the Open button to see the details

Quotation is ready for use

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There’s a script file on the installer folder named “GLMSysCRMPlusQuotationAddOn.js”, in this script we can add another custom script inside the functions which related to those specific function.

Below is the details when will the function be called.

• GridRowAdded: This function will be called when the row of Quotation Line being added.

• QuotationItemChangedAddOn: This function will be called when the item field on the Quotation Line is being changed. “index” parameter determine from which index Quotation Line is being called, “itemcode” parameter determine from which itemcode is function being called.

• QuotationQuantityOrPriceChangeAddOn: This function will be called when the quantity or price field on the quotation line is being changed. “row” parameter determine from which row Quotation Line is being called, “action” parameter determine from which action is being called was its quantity changed or price changed.

the available action:

ItemChanged = 0 QuantityChanged = 1 PriceChanged = 2 DiscountPercentageChanged = 3 NetPriceChanged = 4 CurrencyChanged = 5 AmountChanged = 6 DeliveryDateChanged = 7 DiscountAmountChanged = 8 DeleteLine = 11 TaxCodeChanged = 12 ItemPriceChanged = 13 PriceListChanged = 14 UnitChanged = 15 GetItemSuggestion = 16 AvailableStock = 17 NettPriceHistory = 18 NettPriceHistoryCount = 19

For example:

Below an example to recalculate the amount field 3 as “total price” and total amount when item changed / quantity changed / Price changed based on another free fields.