Mansi Verma

ROBOSOFT DMCC

ENQUIRY/DEAL MANAGEMENT

Table of Contents 1. Introduction: ............................................................................................................................................... 2

2. Set ups ......................................................................................................................................................... 2

2.1 No. Series ................................................................................................................................................ 2

2.2 Dimensions .............................................................................................................................................. 2

2.3 Deal Set up .............................................................................................................................................. 3

2.4 Role centre Setup .................................................................................................................................... 4

3. Masters ........................................................................................................................................................ 4

3.1. Location ................................................................................................................................................... 4

3.2. Vendor ..................................................................................................................................................... 4

3.2 Customer ................................................................................................................................................. 5

3.3 Item ......................................................................................................................................................... 5

3.4 Item Charges ........................................................................................................................................... 5

4. Enquiry Management ..................................................................................................................................... 6

4.1 Dashboard ..................................................................................................................................................... 6

4.2 Enquiry Creation ........................................................................................................................................... 7

4.3 Create Deal .................................................................................................................................................. 14

5. Item Charge ............................................................................................................................................... 16

6. Reports ...................................................................................................................................................... 22

a. Budget Economy Report ........................................................................................................................... 22

b. Dealwise Statement .................................................................................................................................. 24

c. Region wise P/L Statement ...................................................................................................................... 25

d. Income Month on Month ......................................................................................................................... 26

e. Deal wise Inventory .................................................................................................................................. 27

1. Introduction: This feature is targeted towards the process in Oil & Gas sector to handle Back to Back trade

encompassing all the necessary information by capturing and monitoring it.

2. Set ups

Following are the list of set ups require for the Enquiry/Deal management

2.1 No. Series

Create and define the number series appropriate to Deal No.

2.2 Dimensions

The system uses the Global Dimension 1 & 2 prefixed and so its mandatory to allocate those 2

dimensions for this purpose.

Create four Dimensions: Deal, Region, Salesperson and Delivery type. Deal and Region are the

mandatory dimensions for the set up. Create Dimension values for Region, Salesperson and

Delivery type.

2.3 Deal Set up

Navigate to Deal Setup and select the Deal number series as shown below:

Select the Deal, Region, Salesperson and Delivery type as Global Dimension in the General Ledger

Set up:

2.4 Role centre Setup

To view the Enquiry/Deal Homepage, change the role to “Deal Role Manager” as shown below:

3. Masters

3.1. Location

Customer and Vendor to have the same location for each Deal, since its of Back to Back nature

Create a location and assign the same location in Vendor and Customer Master as shown below:

3.2. Vendor

3.2 Customer

3.3 Item

Item to be created as per the standard process enabling Item Tracking Code as mandatory.

Create one Item Tracking Code as LotN as shown below:

Select the item Tracking Code in the Item Tracking section in the Item Card. Also select the Deal

(From no. series) in the Lot Nos.

3.4 Item Charges

Item Charges are the added cost incurred while Purchasing or Selling the items.

To Create Item Charge, type Item Charge in the search Icon and click the related link as shown

below:

Click New to create an Item Charge. Assign Gen. Product Posting Group and Vat.

Product Posting Group,

4. Enquiry Management

4.1 Dashboard

The Homepage for “Deal Manager” will look below:

Enquiry:

• All: Specifies the total number of registered Enquiries

• Open: Specifies the number of Enquiries with the status as “Open”

• Declined: Specifies the number of Enquiries with the status as “Declined”

• In Progress: Specifies the number of Enquiries with the status “in Progress”

• Confirmed: Specifies the number Enquiries with the status as “Confirmed”

• Nominated: Indicates the number of Enquiries under the status “Nominated”,

• Lost: Denotes the total number of Lost Enquiries,

• Pending for Approval: Enquiries listed for Approval

Deal:

• Open Deal: Specifies the number of Deals with the status as “Open”

• Released Deal: Specifies the number of Deals with the status as “Released”

• Open Back to Back Deal: Specifies the number of Back to Back Deals with the status as

“Open”

• Released Back to Back Deal: Specifies the number of Back to Back Deals with the status

as “Released”

• Pending for Approval: Indicates the number of Deals sent for approval,

• All Deal: Denotes the total number of deals

4.2 Enquiry Creation

Go to “All” Enquiry and click new

• . A blank enquiry card will open, fill in the details as shown below:

• Enquiry no.: This no. is auto generated; press enter to continue. You can also enter the

number manually

• Enquiry Description: Give the title of the Enquiry

• Enquiry Date: Mention the start date of the Enquiry

• Enquiry Validity Date: Mention the End date of the Enquiry,

• Trader: The name of the person who is responsible for the Enquiry,

• Deal Created: This will automatically be enabled once deal is generated through

Enquiry,

• Status: It will change as the Enquiry progresses through different stages,

• Enquiry Declined Reason: If you have declined any Enquiry, mention the reason in

this text field,

• Enquiry Lost Reason: If the Enquiry is lost, mention the reason in this text box,

• Purchase Agent Code: Give the third-party person’s name if required,

• Sales Agent Code: Give the third-party person’s name if required

• Change the status to “In Progress” as shown below:

• Select the Customer from the dropdown. Information like Currency code, Available credit

limit, Payment method, Payment terms will flow from the Customer card. It can be

changed as per Enquiry except the credit limit.

• Customer No.: Select the Customer no. from the dropdown or type the customer’s name

and select,

• Customer Name: The name will show up as soon as the customer number is selected,

• Sales Currency Code: Select the Sales Currency from the dropdown in which the Sales

Order will be made,

• Delivery Type: Mention the Delivery type from the Dropdown

• Available Credit Limit at the time of Deal Creation: Specifies the credit limit of the

customer. It flows from the Customer Card,

• Customer Payment Term Code: Payment Term Code of the Customer. Flows directly

from the Customer Card,

• Load Port: It is a place where Shipments get loaded. Mention the Port from the dropdown,

• Discharge Port: Place where a Ship is Off-loaded. Select the Port from the dropdown,

• Vessel Port: Select the Port from the Dropdown if required,

• Delivery Date From and Delivery Date to: Start and End date of the actual Delivery,

• Delivery Type: Mention the Delivery type from the Dropdown,

• Remarks: Any additional Remarks about the Enquiry,

• Terms and Conditions: Any terms and conditions for the Enquiry.

• Click on “Create Sales Quote” as shown below:

• Go to Navigate→Related Documents/Entries and click on Sales Quote. Open the Sales

Quote.

• Check the Header of the Sales Quote for details. Select the customer from the dropdown

and check the Header of the Sales Quote for details. Update the missing information if

any.

• Mention the Item, Quantity, Unit Price in the Line Details as shown below

• Go back to the Enquire card and attach the Sales quote by selecting from the dropdown

as shown below:

The line item information will flow from Sales Quote to the enquiry card.

• Create Purchase Quote by Clicking Order→ Create Purchase Quote:

• Select the Vendor’s name from the dropdown. Click Ok to proceed.

• Click on Navigate→ Related Documents/Entries→ Purchase Quotes

• Open the Purchase Quote. The line information has been copied from the Enquiry

card. Enter the unit price and change the status to “Release”

• Go to the Enquiry card and attach the Purchase quote in the Enquiry card as shown

below:

•

• Multiple Purchase Quotes can be created for one item.

• Scroll Down to the Budget section, it will give the information regarding Profit/loss. Also,

you can budget the additional cost the see the Net Profit/loss. You can attach a different

Purchase Quote if multiple quotes have been created and compare the prices in the

Budget Section.

• Sale Amount: Total Sale Amount of the item/Items attached in the Enquiry in the

Foreign Currency. (If the amount is in local currency in the Enquiry then Sale amount

and Sale Amount FCY will show the same value)

• Sale Amount LCY: Total Sale Amount of the Item/Items attached in the Enquiry in the

local Currency.

• Cost Amount: Total Purchase Amount of the Item/Items attached in Enquiry in the

Foreign Currency,

• Cost Amount (Sale Currency): Total Purchase Amount will be converted in the Sale

Currency. This is done to calculate Gross Profit.

• Cost Amount (LCY): Total Purchase Amount of the Item/Items in Enquiry in the local

currency,

• Additional Cost: Any additional cost/charges associated with the Enquiry,

• Gross Margin Amount: Indicates budgeted Profit/Loss,

• Gross Margin LCY: Indicated budgeted Profit/Loss in Local Currency,

• Gross Margin %: Calculates the percentage for Gross Margin,

• Net Margin: Shows the Net Margin after adjusting the costs,

• Net Margin (LCY): Net Margin in Local Currency,

• Net Margin/UOM: Net Margin per Unit of Measure

• Once the Purchase Quote is finalised, change the status to “Nominated”:

• Change the status to “Confirmed” once the Sales Quote is Finalised

• The screen will be locked to make any changes, however you can still change

the status to “In Progress” at this stage, if any modifications is required.

• Click on “Order” and click on “Create Deal”. Click “Yes” to create orders.

4.3 Create Deal

• Go to Navigate→ Related Documents/Entries→ Deals. Open the respective Deal

• The information has been transferred from Enquiry to Deal,

• Go to Navigate→ Related Documents/Entries→ Deals. Open the Purchase Order

• Provide the “Vendor Invoice Number”

• Click on Post→ Receive and Invoice→Ok

• Go back to the Deal Card, click Navigate→ Related Document/Entries→ Sales Order

• Click on Post→Ship and Invoice. Click Ok.

• The actual transaction details will reflect in Deal Summary as shown below

5. Item Charge

• To pass an Item Charge against Purchase Invoice, Click on Purchase Invoice to

Create a new one:

• Click New

• Select the Vendor. Mention the Invoice number. Select the Deal no. from the Dropdown

(Same Deal no. against which Purchase Order was booked earlier).

• The Deal no. in the invoice section will show up as soon as it is selected the Purchase Header.

Select the Region Code.

• Select the Item Charge from the dropdown,

• Select the Type of Charge (Item) from the dropdown,

• Mention the quantity and Direct Unit Cost

•

• Click on Lines and select Item Charge Assignment to allocate the cost against Purchase

Invoice.

• Click on “Get Receipt Lines” to view the Receipt Lines posted against the selected Vendor.

Select the Line with the same Deal Code as mentioned while making Purchase Order for

Item Charge Assignment. Click Ok.

• Click on Suggest Item Charge Assignment.

• Rem. to Assign column should be 0. Click Close. • Click on “Post”

• Click Ok,

• To pass an Item Charge against Sales Invoice, Click on Purchase Invoice to Create a new

one,

• Select the Vendor. Mention the Invoice number. Select the Deal no. from the Dropdown

(Same Deal no. against which Sale Order was booked earlier).

• The Deal no. in the invoice section will show up as soon as it is selected the Purchase Header.

Select the Region Code.

• Select the Type of Charge (Item) from the dropdown,

• Click on Lines and select Item Charge Assignment to allocate the cost against Purchase

Invoice

• Click on Actions→ Functions → Get Sales Shipment Lines, to post the item charge against

Sales Invoice.

• Select the Line with the same Deal Code as mentioned while making Sale Order for Item

Charge Assignment. Click Ok. • Click on Post, Click Ok

• Check the Deal Cart for Deal Summary. It allows you to monitor the Deal in terms of

Purchases, Cost, Sales, Inventory, Profit/loss.

• Purchases: Specifies the total Cost amount for a Deal. Total cost comes from Posted

Purchase Invoices,

• Purchases in FCY: Total amount of cost in Foreign Currency,

• Cost: Inbound Cost. Cost allocated to Purchase Invoice.

• Cost in FCY: Inbound Cost in Foreign Currency,

• Cost to Sales: Outbound Cost. Cost allocated to the Sales Invoice.

• Cost to Sales FCY: Outbound Cost in Foreign Currency,

• Sales: Total amount of Sales of a Deal. It comes from Posted Sales invoices.

• Sales in FCY: Sales amount in Foreign Currency,

• Profit/loss: Difference between Sales and Purchases,

• Profit/loss in FCY: Profit/loss in Foreign Currency,

• Remaining inventory: Available inventory which is pending for transaction,

• Remaining Value: Value of the remaining inventory,

• Remaining Value in FCY: Remaining Value in Foreign Currency,

• Remaining Inventory in CM: Available inventory in Cubic Meters.

6. Reports

• Reports can be checked from “Report” in the Deal Homepage.

a. Budget Economy Report

• BE Report Latest: Mention the Deal Number and Start and End date of the deal. Click on

Preview to view the report.

b. Dealwise Statement

c. Region wise P/L Statement

d. Income Month on Month

e. Deal wise Inventory