New Procurement WorkflowsCommunication and Control from Quoting to Billing

Melissa HockenberrySr. Trainer

Autotask Corporation

#CommLive

Agenda

Definitions Overview Configuration Process

Definitions

Procurement:

The process of acquiring or obtaining items to fill the requirements of a sales order or cost.

An add-on that provides a streamlined process to approve, purchase, and receive cost items in inventory; generate and track cost items from quotes; and fulfill customer orders.

Inventory:

An optional module that allows you to manage product inventory from within Autotask.

WORKFLOW

Definitions

Sales Order:

An electronic record that tracks quote details, notes, tickets, purchase orders and the status of quote item costs for a closed opportunity. Created when you run the Close Opportunity Wizard.

Note: This is the only way to create a Sales Order.Purchase Order:

A document soliciting goods or services from a vendor.

Agenda

Definitions Overview Configuration Process

Overview: Product Procurement Workflow

Quoting Check/ReserveInventorySa

les Won Opportunity

* Notify PurchasingCreate Sales Order

Purc

hasin

g

PurchaseApproval

Need to Order• Select from Inventory• Create Purchase Orders

• Notify Tech

Rece

iving

ReceivingScreen

• Notify Tech• Update Inventory

Deliv

ery

ShipmentScreen

• Notify Tech• Update Inventory

Create InventoryPick List

Product Cost Screen* Transfer and Deliver

Invo

ice Approve/PostBy Cost Status

Costs Basis(AVG, LIFO, FIFO)

Configuration

Workflow Policy Security Level Products

Go to Autotask

Configuration - Summary

Workflow Policy Select Inventory Accounting Method Designate Purchasing Team Determine how/if you will use approval

Security Level Determine who needs access to:

Purchase Orders Inventory Procurement Screens

Products Set- up Vendors in CRM Import/Update product list Import/Update Inventory

Be certain to create necessary locations before import

Process

Customer calls for new server quote after a discussion you had during visit

They need three additional tablets for new salespeople They want to know one tablet will be delivered when they

sign

Process

In Autotask: Create Quote

Check and reserve inventory Win Opportunity

Automatically notify purchasing Review sales order Review post sale ticket

Go to Autotask

Process - Recap

Create Quote Use it to reserve items to close the deal

Win Opportunity Sales Order create Purchasing team notified

Review Sales Order Use this document to manage the process and communicate

Review Post Sale Ticket Use this to track procurement time Add Work Type for “Purchasing/Procurement”

Process - Continued

Purchase Approval (optional) Purchasing/Fulfillment Screen Purchase Orders Posting Product Receiving Delivery/Shipping

Go to Autotask

Process- Recap Purchase Approval

Blank will skip the approval process Zero (0) to force approval for all items

Purchasing/Fulfillment Select inventory location Submit PO only when complete

Purchase Orders Same PO can appear in different areas in process Use the screen as a report to review open purchase orders

by vendor PO can be edited to change general information, reduce

quantity, cancel an item or change item cost

Process- Recap

Purchase Order (continued) PO can be emailed to vendor contacts, Autotask employees

or external emails Create the notification template that communicates the

appropriate information for your company Posting Product

Posting can happen at any status Receiving

Ensure product is tagged as serialized in product list Delivery/Shipping

Create Pick List and/or Packing List