Overview

We want to allow a salesman the freedom to create Quotations without hindrance, but when it comes to producing an Order Form (a quote that can be signed by the customer) then we’d like to catch potential problems before the PDF is created. The ambition is for a light touch – the authorisation process should only kick in where there is potential for problems. This is achieved by setting a series of Maximums against a salesman. These describe thresholds that trigger the authorisation process when they’re exceeded.

The system default behaviour is that Quotes do not require authorisation

Each time a quote is saved, a routine runs that checks many aspects of the Quote. Each is compared to a set of parameters that are defined for the salesman. Where a parameter is exceeded, the authorisation required flag is set against the Quote. When set, the Lock Version button is replaced with a Seek Authorisation button.

Some example reasons for a quote requiring authorisation are

• Large Annual Subscription Fee (ASF) discount
• Large signing discount
• Zero VAT
• Foreign currency

Ideas for Additional Tests

• No Project Management on large value order
• Exceptional Charges
• Any ILF – Are we still trying to discourage use of ILF.
• Custom Terms (Schedule from Hywel)
• Non-Sterling (foreign currency)
• Zero Rate VAT
• Credit Text. We can’t “read” the text, so this will probably need to be a Yes/No type thing. If they’re giving Credit, then someone should check they’ve got the calculation right.
• EULA. Should they have picked Tradex or Cloud? Probably need to cross-reference Bundles / Select Items for this to work.
• List of Bundles or Select Items that always trigger an authorisation check. This could be very expensive items, items we’re trying to stop people from selling (better alternative available), things that people always get wrong.