Oracle Quote to Order Setups and Process Manual

Overview

The below diagram shows a high-level process flow. A Quote is created in Order Management, using which a Sales Order is auto-created. The Sales Order is then Picked, Packed, Shipped and Invoiced. This automatically creates an Item Instance in Install Base. Further, upon running a concurrent program from Service Contracts, a Contract can be created against this Sales Order.

Pre-requisites

o   To create a Quote in Order Management, the following items have to be created in the Inventory module:

o   A Serviceable Item

o   A Service

o   These items must be attached to a Price List using the Enter Price Lists form (can be done using Advanced Pricing or Inventory)

o   The On-hand quantity of the Serviceable Item must be greater than the Ordered Quantity.

Defining a Serviceable Item

1.      In the Master Items form, enter Item and Description. Ensure that User Item Type is Finished Good.

2.      In the Inventory tab, check the following boxes:

a.      Inventory Item

b.      Stockable

c.       Reservable

d.      Trasactable

3.      In the Order Management tab, ensure that the following checkboxes are checked:

a.      Customer Ordered

b.      Customer Order Enabled

c.       Shippable

d.      Internal Ordered

e.       Internal Order Enabled

f.        OE Transactable

4.      In the Invoicing tab, check the following checkboxes:

a.      Invoiceable Item

b.      Invoice Enabled

5.      In the Service tab:

a.      Select Enabled from the Service Request list, to enable the ability to file service requests against this item.

b.      Select the Enable Contract Coverage check box. This selection makes the product serviceable. The Track in Installed Base check box is automatically selected.

c.       Select the Enable Service Billing check box.

6.      Save.

The product item is now a serviceable product.

Creating a Service Item

1.      In the Master Items form, enter Item and Description. Ensure that User Item Type is Service Pgm / Warranty. Select a unit of measure (UOM), from the Primary LOV.

2.      Select the Order Management tab.

3.      Select the Invoicing tab:

      

4.      Select the Service tab:

a.      In the Contract Item Type, select Service from the LOV.

b.      Select a Duration and Duration Period.

The duration and duration period are used for passing the service duration for the service item, when it is selected in the Oracle Quoting application.

c.       From the Template LOV, select a coverage template.

5.      Save

Creating a Quote:

1.      Navigate to Order Management > Negotiation > Quick Quote.

2.      Enter Customer.

3.      In the Main tab, enter the Serviceable Item as the Ordered Item.

4.      Enter Quantity, UOM (Unit Selling Price will default if the item is added to a Price List).

5.      In the Shipping tab, ensure that the Warehouse you are shipping out of is the warehouse in which you have your stock.

6.      Enter the Service Item as another Ordered Item in the same quote. Enter Quantity, UOM. (Leave Unit Price blank)

7.      In the Shipping tab, ensure that the Warehouse you are shipping out of is the warehouse in which you have your stock.

8.      In the Service tab, choose Order as the Service Reference type. Choose the correct Order Type as seen in the header of the Quote.

Enter the Quote # as the Service Ref Order Number. Then, enter the Service Ref Line Number and Service Ref Shipment Number in accordance with the line number of the Serviceable Item.

           

Mention the Service Start and End Dates.

9.      Click on Actions and choose Progress Quote

            The Status changes to Pending Internal Approval

10.  Login out of Operations and log into EBUSINESS/welcome.

Navigate to Workflow Notifications. Look for the notification that says “Quote # requires your approval”. Click on it and then click on Approve.

11.  Log back into Operations and query the Quote in the Quick Quotes window.

Click on Actions and choose Customer Acceptance.

           

Click on Customer Accepted.

            Status changes to Entered and you can see that an Order # is generated.

12.  Note the Order # and close the window.

Creating a Sales Order

1.      Navigate to Orders, Returns > Sales Order. Query the Sales Order number noted above.

2.      In the Others tab, ensure the Warehouse is correct.

3.      Validate if all details have defaulted in the Line Items tab and then click on Book Order.

Picking, Packing & Shipping a Sales Order

1.      Navigate to Shipping > Release Sales Orders > Release Sales Order.

2.      Enter the Order Number, Scheduled Ship Date and Requested Dates.

3.      In the Shipping tab, enter the following information:

a.      AutoCreate Delivery – Yes

b.      Auto Pick Confirm – Yes

c.       Autopack Delivery – Yes

4.      In the Inventory tab, select the correct Warehouse and click on Execute Now.

5.      Navigate to Shipping > Transactions. Query the Order Number. In the Delivery tab, ensure that the Status is Closed.

6.      Run Workflow Background Process.

a.      Enter Item Type as OM Order Lines.

b.      Note that the Workflow Background Process spawns AutoInvoice Master Program and AutoInvoice Import Programs.

7.      Once the AutoInvoice Import Program has completed, navigate to Orders, Returns > Order Organizer. Query the Sales Order Number.

8.      Click on Actions and choose Additional Order Information.

            Go to Invoice / Credit Memo tab and note the Invoice Number.

This Invoice Number can be queried in Receivables to view the Invoice created against this Order.

Viewing the Item Instance

Navigate to Install Base User > Oracle Installed Base.

Query by Sales Order Number, enter the sales order number and click on Go.

Click on the Item Instance Description to view more details.

Creating Service Contract Automatically

Navigate to Service Requests > View > Requests > Submit a New Request > Single Request.

Choose Service Contracts Order Processing Program and Submit.

Once the request has completed, navigate to Contract Administration > Launchpad > Flashlight icon

Enter the Category as “Warranty and Extended Warranty” and click on More.

Enter the Order Number and Click OK. Click Search to view the contract created against the Sales Order.

Open the Contract. Navigate to Tools > Invoice Details. Note the Invoice Number.

This Invoice Number can be queried in Receivables to view the invoice created against this Service Contract.