Laddawn.com : Convert quote

Sample order placed on web	Sample single line order (faxed)	Sample multi-line order (emailed)
Most web quotes that are ordered, are ordered on the web.	Most faxed/emailed orders are not quoted by distributors on the web. The are ordering 'as hads'; if it is new business, it was most likely quoted by CE. It is fairly common for person doing quoting to be different from person submitting purchase order.
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Notes

Judy's notes from 'c/e on the web' meeting of 1/15/13 with Meme and Tina - 'converting a quote to an order' was discussed.

1. The following data is reviewed/entered by c/e rep (using various Avante screens) before the quote is converted to an order:
   1. Zip Code that was quoted (from Configurator Script Screen in Quote Entry)
      Does not seem necessary for web orders; should still be done with email/fax POs.
      
      
   2. If the quote is Expired – a message is displayed (only authorized users can override??) On the web, we force them to reprice expired quotes. In Avante, is this a screen that enables CE to override that and preserve a price, if it has gone up since quote expired? Does Laddawn want to continue this practice?
   3. Accept Quote Screen - they answer 'Remove Gauge' and 'Allow Overrun' questions - these are used often (mostly on ashad quotes). C/E has authority to change these, but will only do so if this has been done before for the customer on previous quote.  If not, they get manager approval. Can't remember what 'remove gauge' question is about. Isn't "allow overruns" the default position? If there are customers who we allow not to have overruns, can we just automate this as a preference (set only by Laddawn w/mgt approval on case by case basis)?
      

      Allow overrun/show gauge overrides

       

      For MOD orders (quote conversions) everyone in CE is authorized to flip "remove gauge" from no to yes; likewise, everyone in CE has the ability to flip "allow overrun" from yes to no, if this has been done before on an as had. Only CE can do this; customers cannot select this online and Laddawn does not want to advertise these options. If the item being converted has not been quoted before (is "new business") or the 'as had' the conversion is based on did not have "allow overrun - no," CE is supposed to route the req to the sales rep to try to sell the customer on the overrun; if they do not succeed, the request is routed to Mark and Tina for approval.  A couple of key customers - ULine and Staples have blanket approval for "allow overrun - no"; Clearview and Ameripac have blanket approval for "remove gauge - yes."  But these are not preset in Avante; CE must flip the yes/no on every conversion for those customers.

       

      Suggestion for web UI

       

      Pre-program these instructions to appear on all ULine, Staples, Clearview and Ameripac orders with MOD items in the cart, and within the appropriate user preferences screen (read-only for customers). Likewise, pre-program these instructions to appear on an any MOD as hads in any distributor's order, that have had these overrides made.  For all other MOD items (by definition, "new business")  include a link (or some mechanism) visible only to CE, next to every MOD line in an order, like "Overrun/gauge overrides"; they can ignore this unless a customer has made an explicit request for one or both overrrides. Same routing/approval procedures apply.

      
      
      
   4. They check recent ashads for the customer (using sales order and/or quote display) to see if this has been ordered before.  Sometimes different options for same bag size are found.  If they don't find an exact match (ie, they've ordered green tint before but this time it's orange or it was 500/CS last time but this time 350/CS), they will call the customer.
      
      Business decision: This sort of check is no longer necessary? Seems we're "enabling" customers to make mistakes. Or at least, don't do it with orders placed via web?
      
   5. If we get a different scheduled ship date that is very different from the one that customer was given on the web, they will call.  (Likewise, if the faxed or emailed PO has a date very different from the one configurator serves up....) If only a day difference, they won't call. On the web, why would we get a scheduled ship date that is "very different" from the one the customer was given on the web? Isn't this a good reason for real time, automated quote conversion? Makes me wonder if we should not be publishing dates for MODs but lead times instead.
      
      
   6. They pull customer comments into the order, then delete ones that don't apply.  If special shipping methods, etc, they will change the order from Best Way to what customer asks for.
      This should no longer be necessary (at least for web orders); seems to be accommodated in checkout design and in user preferences, although some comments seem to be specific to products, not customers. One thing we haven't addressed yet is workorder comments.
      
      
   7. When checking the item description, they use the Item# (because could be a Bag or Gusseted Sheeting).  Going forward, they would need to see the pricing UOM (so SHEETING vs ROLLSHEET becomes less important). Cannot recall what this check is about.
      
      
   8. If printed job using a new plate, the pdf is uploaded and a plate# assigned at this time. On the web, CE would be using the Active Cart for this. You cannot get to checkout without the plate having been uploaded. So this step is no longer necessary after an "order" is created (when checking out).
      
      
2. If a price changes after the order is created, c/e would go into configurator in sales order screen to enter Misc$.  Tina/Mark just change the line item price on the order.  Going forward, c/e will not be able to go into the configurator for MOD items (unless it's NS). What type of price change? A price decrease? This sounds like a sales order change or something other than "converting" the quote to an order.
   
   
3. A total of 512 quotes were converted to orders the week of 1/12/13 (fax/customer email/web email); 154 of the 512 were quotes 'ordered' on the web (30%)
   
   
4. Discussed order# assignment if stock and MOD item(s) in same cart.  Tina asked if we could prefix a "C" or "S" (custom/stock) using the same order#.  This would only work if 1 stock order and 1 MOD order.  There are many times when there would be multiple MOD orders, so I don't see this working. Order number assignment is currently in Jim's/Judy's/John's hands.
   
   
5. Most quotes are converted at a different time than entry; although there are times when the quote entry/convert are done in one step.  We discussed the possibility of separating these into a different 'c/e request type' in case this is a mix of Avante and Web screens on the new web.
   
   
6. Discussed different scenarios for 'customer' and 'c/e' quote conversions.  Some possibilities:
   1. We continue to do all quote conversions on Avante (web sends email into the queue if ordered on the web).  But what will this do to the cart?  Would c/e have to get onto the web to checkout, then back to Avante to convert?  If so, then we would have to make sure that an email doesn't get sent into the queue if c/e is doing the checkout on the web.
   2. If 'quick quote' (created and ordered in one step) - if conversion stays on Avante, they would have to enter the quote on the web then back to Avante to convert.  This should have a new c/e request type
   3. Customer MOD 'ordering' continues to send email to the queue; c/e does the quote conversion on the web (would need visibility into all data they have today to complete the conversion)
   4. Both c/e and customer quote conversion automated on the web, but customer MOD orders are held for review before release to warehouse/production (only c/e needs visibility into all data??)
   5. In any scenario .... don't forget about NS (made/outside buy) quotes (which aren't going to be entered on the web)
      
      
7. Ashad search - today, ashad searches for the customer show all quotes created meeting the part#/bag size criteria that they enter (regardless of whether the quote was ordered or rejected). Going forward, what if the quote is never ordered and they delete the cart?  Would we give them an option to 'save' the MOD item for future ashad searches? No, I think that the just requote it. (Unintended consequences?)
   
   
8. It's ok for a stock and multiple MOD orders to have the same customer p/o# ... this happens today.