Journey From SFDC Quote to OLFM Contract

Infosys <Name of the document>

Infosys

<Journey of SFDC Quote to OLFM Contract><Aug,2013>

Revised in March,2014

INFOSYS LIMITED

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Author(s): Navin Gadidala(623306)

Date written (MM/DD/YY):01-Aug-2013

Project Details

Project(s) involved: OLFM,CIBFIOLM

H/W Platform:

S/W Environment: Oracle Applications EBS and BOLT-ON on ADF

Application Type: Business Application

Project Type: Fixed Price

Target readers : Application Developers,Implementors, Business Process Managers

Keywords

a) Origination System: Application on ADF technology which interfaces with Sales force dot com during quoting system and OLFM(Oracle leasing and Finance Management)

b) SFDC- Sales force dot com, a cloud application used for generating quoting. The application also interfaces with Credit System and pricing system

c) PV and IRR: Financial metrics on Deals and Quotes which measure profitability or yield, taking time value of money into consideration

d) OLFM: An application used to process Contractual Data full life cycle. This application handles end to end flows involved in leasing of equipment

e) BOM: Bill of material.



f) Purchase Order: An Order from the purchaser to the seller for a particular BOM at a particular prices based on Request for Quote

g) Pre and Post Deal: Pre Deal is one which starts with initial documentation and later on lines are added. Post deal, the deal constitution is prepared first and then the Final Documentation is generated.

h) Super Trump: A third party industry agreed pricing tool. This is a standalone application with possibilities of countless simulations and can easily be made plug and play through inbound and outbound XML.

Introduction

The objective of implementing a Global Origination System is to have a single, global automated front end system to support all Client’s processes related to Proposal Booking and its conversion to a Contract.

The Global Origination System will contain workflows and rules based on recommendations from the GOOD design team and will be in compliance with global policies. This will eliminate much of the manual work that is put into creating and managing customer documentation and data. New tools such as a document checklist will automate the selection of document templates needed to complete the document package.

The Origination System will validate all transactions using business rules prior to document generation and then again prior to importing to Oracle Lease Finance Management (OLFM).

The Global Origination System will receive input from the Quoting and Proposal Systems. Within the Global Origination System, deal setup will be completed based on upstream input, relevant approvals by the appropriate functions will be captured, and appropriate documents will be generated based on predetermined templates.

Interfaces to other systems such as Salesforce.com (SFDC), SuperTrump, ExpressOS and ContractExpress will be required to complete the originations business processes. Ultimately, the Global Origination System will help to eliminate manual work, minimize errors and improve consistency and visibility of all transactions during the document creation phase. Once the transaction is ready for funding and activation, the Global Origination System will then feed the information downstream into OLFM for contract creation.

The diagrammatic representation of the proposed solution can be seen as follows:



Proposed Solution

The proposed solution will contain several features to address the needs of the business to correctly and efficiently document and manage On Book and Off Book Lease and Loan transactions under predetermined workflows. It will contain, at a minimum, the following features:

Deal Setup

Import the awarded quote with all the associated pricing and credit information Import Bill of Materials (BOM) information from SFDC from the vendor/supplier View real time credit provision information from ExpressOS Receive non-standard deal approvals View product breakdown by group types (Hardware (HW), Software (SW) and

Services) Capture additional inputs not populated when the deal was submitted by Sales Pass status updates to upstream and downstream system

Lease or Loan Document Generation

Merge transaction details and customer details to create documents



Using standard or negotiated document templates to create lease or loan agreements via workflow

Use eSignature and eVaulting to sign and archive Agreements where appropriate

Approvals Workflow for non-standard deals

Route non-standard deals for approval to the appropriate group’s workqueue Display special credit or pricing conditions stipulated by approvers

Purchase Order Management

Create purchase order (PO)

Create a master purchase order assignment (MPOA) and subsequent acknowledgement letters

Track order information Reconcile PO/POA against invoices received and by available credit Report completion of orders

Data Input

Capture asset detail

Verify product categorization using Capital Item Master Upload capability of Invoice data from Vendors and Cisco, Inc. Interface with tax engine to facilitate and obtain relevant tax input, including

financed upfront tax details Interface with pricing engine to confirm final pricing

Transfer of Information to OLFM

Funding approval request Import all deal attributes, including funding, contract and asset data to OLFM for

Funding and Activation

Integration with other boundary systems such as:

Customer SSOT (single source of truth) Product SSOT (Inventory Master) SDFC’s Capital Quoting and Proposal Service Capital Reporting Repository ExpressOS SuperTrump Vertex O Series OLFM

The Global Origination System will be able to perform some basic reporting utilizing Global Origination System data.

Data flow at high level can be understood looking at the following diagram:



Pre Origination System

The following is the explanation of flow of data before it reaches Origination System

Sales Force Dot Com(SFDC)

Prospects are created in clients’ legacy system called MIDAS- which is a repository of clients of Customer database and Inventory items.

Opportunity

After successful creation of Customer; An opportunity is create for the customer

Among other things the opportunity captures customer details, Product amount; Maintenance services costs and currency that will be used to deal in the opportunity

The Opportunity also captures the Market segment, roles like FSM and AM. These three decide to which Manager the quote goes to in the Origination System.

Quote



From the opportunity a Quote is created. As long a Quote is not frozen i.e Awarded, it can be cloned into multiple quotes. The Quote is assigned a Bill of Materials BOM. This is done through excel upload of predefined template.

The BOM captures the total cost of the Quote, the break up of materials, the Tier code and also the Vendor supplying those materials.

Pricing

The Quote is evaluated for Pricing: there can be two types of Pricing. Standard and Non Standard. While Standard is auto approved, Non Standard requires Approval in pricing system.

Pricing requires mandatorily to complete pricing. Term of the quote, Total cost of the quote and target rates etc are already fed in the system. Using these the pricing system throws the periodic payments which can be monthly,quarterly,halfyearly or yearly. The payments can also be in advance or in arrears.

Other factors like Finance Offer,Down Payment and Blind Discounts though affect pricing, are not mandatory. The output of pricing is called a pricing scenario

There can be multiple BOMs attached to a Quote and therefore multiple pricing scenarios as well. Blind Discount and Pricing Scenario are for each BOM

The pricing system is provided the mandatory parameters for deriving the pricing like:

1) Term2) Advance or Arrears3) Cost of the Assets4) Target rates

Credit

Once the pricing is done and pricing scenario is ready, it is sent for Credit Evaluation. Apart from approving credit, credit rating for the quote is also given by the system. The Credit Rating is one of the important factors for understanding the lease Type.

Based on the user, the credit manager is automatically picked up. The Credit Manager/Analyst has a database about the customer and critically evaluates the transaction and accords approval,rejection or need more information etc

The quote after credit evaluation is ready for Awarding to Origination system. The user send the quote to Origination from Quoting(SFDC).

There is a program called Golden Gate for replication

This program replicates the data from Quoting to exactly similar tables in Origination system called CSC Quote tables. The program evaluates if all the necessary data is present, items used in the BOM are valid, tier Codes(used for Residual Values) are all present.

Origination system again runs a series of validations on the data and duplicates to yet another table called CLFORG tables for Quotes. There is a PL/SQL program for replicating the data given by Golden Gate into Origination Tables



Origination

Origination application is characterized by rich user experience with a stable and solid framework. Origination is developed on rich Oracle ADF framework to give a taste of the state of the art technology to the user. The Application is given to the user in about 10 different skins. The user can select from a wide variety of skins and themes ranging from Horrifying Halloweens to smartly looking Blue themes to girly pinkish looking Hanna Mountana to sporty looking baseball backgrounds. Because the application is built on ADF framework, prebuilt filters and drag and drops enrich user experience.

This project numbered CIBFIOLM is perhaps first project to be fully built and using the capabilities of ADF, within Infosys. Resourcing and staffing and replacements were the biggest challenges in the project. This is a pilot project for demoing Infosys ADF capabilities.

The below screenshot portrays how easily skins of the application can be changed.

A look at the skin selection:

A look at one of the weird skins:



Dash Board

The application has a start point in the form of a Dashboard. The dashboard look and feel change based on the role; whether the logged in user is Data Entry person or Manager.

The Graphs and worklists appear based on the roles. The managers can reassign the work items based on load of the employees reporting to them. There are graphs to give a birds eye on the overall status of business as well as Region or Sub Region wise.

The Dashboard and search areas are built as collapsible and expandible areas. The idea was to effectively utilize the limited Real Estate on the screens to the best possible extent.

Quicklinks take the user to the desired destinations swiftly. There are links to external dependant downstream and upstream applications from quicklinks

Search Panel-Collapsible



The Search is provided as a collapsible panel on the left side of the application as depicted

in this screenshot

The Search panel is very powerful with the search criteria changing based on the searched object.

Reports can be fired from the Dashboard. 7 Reports are built for the application.

Users with Admin access can perform a variety of setup activities ranging from User setup to Partner setup to Proxy setups

Users can navigate to the desired vendors and customers pages from dashboard by searching for a customer or vendor and directly landing on their landing pages.

A sample of the beautifully looking dashboard is as follows:



Flow of Data in Origination System

Quotes:

The users can take a look at all the quotes assigned to them or their subordinates. Filters on the Quote landing page makes sorting and searching of quotes easier.

Quotes flow into Origination as per the process mentioned under SFDC section. Once the quote reaches appropriate user, it lands on their dashboard. The user has to Accept the quote and once accepted it appears on their Quote landing page in Active status.

The Quotes have the following tabs:

1) BOM2) Pricing3) Credit4) Attachments.



All this data is dumped into Origination from SFDC. Within the pricing tab, the blind discount data is also organized as a sub tab.

Quotes which have invalid customer, item setup (Oracle Inventory) or Vendor information are imported in Error status and the lines also go into error status. Proper email notifications are sent to the Data Entry personnel (CCM) about the quotes ineligibility. The data is setup and the user has been provided with a Validate button to validate this setup data. Once the data is found ok, then the quote and quote lines are updated to Active status.

Apart from viewing data as received from SFDC, the user can perform the following actions:

a) Add lines to the BOMb) Remove lines from the BOMc) Assign lines to the POd) Cancel the Quote

When the lines are added or removed from the quote, if the change in the value of BOM <>+/-100, the repricing call is made from Quote.

If the change is <>+/-5000, then apart from Repricing call, Pricing approvals are taken. The web services makes a call to the Pricing system and receives the updated Pricing Scenario. Till the repricing is done, the Quote header and Lines are updated to Pricing Pending by the web service. Once the call is made and updated Pricing Scenario is received, the lines are updated back to Active yet again.

The pricing tab apart from displaying metrics like Yield%, Residual%, NPV%, also displays Payment streams divided into Maintenance and Non Maintenance.

Payments can be Balloon payments, Step Up,Step Down etc based on how they were priced earlier. End of Term and Finance Offer details are also displayed in separate tables as sub regions

Apart from Pricing Credit is another common tab across all the other artifacts. The credit data in various buckets is displayed as follows:

1) Credit Limit2) Credit Available3) Credit used4) Unfufilled Amount5) Partially fulfilled amount etc

The Available credit is the sum of all approved credit amounts and as and when credit is drawn in the form of PO creation, Credit available goes down.

Quote Assignment:

Quote lines are assigned to Purchase Orders. This assignment is based on the following rules;

1) Same Customer and Same Vendor2) Assignment of lines where the available quantity is not 03) Assignment of full quantities only4) Assignment of lines to PO’s of same currency5) Assignment of Lines to Non Cancelled, Non Closed PO’s 6) Assignment of Lines not in Active status only and other rules



When the all lines of a Quote are assigned the quotes turns to Assigned status. When only few lines are assigned, the quote changes to Partially Assigned

User can add notes to the quotes for future reference.

Purchase Orders

Purchase Orders are the second important entity in the Origination system. These are raised by Customers on Manufacturer or by Leasing Company on behalf of the Customer. That’s why the customer purchase order number is also captured on the PO.

Users can look at the PO’s displayed on their PO landing pages. Users can only look at the PO created by them or the PO for which they have proxy access.

PO has the following tabs:

1) Lines2) Pricing(common)3) Credit(common)4) Invoices5) Documents6) Attachments(Common)7) Sales Orders

Documents

After lines are assigned to the PO, PO signed date is captured on the PO. Relevant PO documents are generated through document templates available as a lov. The user selects appropriate Template and clicks on Generate. The common document generation web services takes over and talks to clients legacy document generation solution. The document urls is available on the document tab. The generated document is available as link on Document repository where they are digitally signed, Vaulted and stored. The capture of signed date on the document marks that the document has been physically signed agreed upon by the Customer and Manufacturer.

PO Lines

PO headers are created in PO create page. After the header is created, Quote lines are assigned to PO and they become PO lines. Either lines are assigned from PO screen or from Quote screen.

The assignment of lines from Quotes almost follows the same rules mentioned as above.

After all the lines are added to a PO, the PO is activated. Lines from Quote can go to a single PO or multiple PO’s.

Invoices which are entered in the system are displayed in the invoices tab of PO.

Credit

When the PO is activated, apart from other rules, credit availability is also checked. Also the credit expiry date of the approved credit amounts is checked. The total of PO lines shall not exceed the Credit limit on the PO as obtained from Quote. For this the total of all



assigned PO lines from this single quote is compared to the Credit Limit. If the credit is not available, then Credit uplift or Credit Modify request is raised. Through a webservice call, additional credit is requested. On appropriate approvals in Credit system, the PO is activated. Similarly if the credit line is expired, New Credit is requested and on subsequent approval only PO is activated. PO activation is a manual process and it also triggers Reconciliation which is discussed elsewhere in this paper.

Sales Orders which are attached to the Purchase Orders are displayed in the Sales Orders.

Purchase Orders are direct and indirect based on who is the vendor. If the vendor/manufacturer is leasing company or its sister concern then it is direct else it is indirect PO

Invoices

Invoices which are received from Manufacturer are entered three ways in the application:

1) Manually2) Through Excel Upload3) Through Data pull programs.

Invoices created by the users can be viewed from users Invoice landing Page. Invoice headers are created from Invoice Create page. The same page also has an upload facility for loading of invoices through Excel Upload.

When the invoice is created, an important matching link is established to the PO. The PO field is populated with the relevant PO number if this is excel upload else the PO is selected through lov.

The selection of PO is based on following rules:

1) Same CCM2) Same Currency3) Same Vendor and Same customer4) Only Active PO’s5) Direct/Indirect

Invoices can be of the following types:

1) Invoices2) Credit Memos-Negative Amounts3) Debit Amounts-Positive Amounts

After the invoice header is created, lines are manually added one by one. The invoice header has Customer ship to address while the lines are defaulted with default Install At addresses from Party site from Oracle. These install at can however be updated by selecting from Lov.

Invoice lines which are Serialized, have to be assigned equal number of serial numbers as the quantity.

Invoices are also created through direct program pull. The Sales Order number on the invoice is used to map to the relevant PO number and the PO-Invoice link is established. These invoices are automatically activated and thereby reconciled too. There is



Reconciliation

Reconciliation is an important activity in the system. It is triggered either when the PO or Invoice is activated. It is triggered in both directions. The PO’s are reconciled to linked invoices and like wise Invoices are matched to the linked PO’s. Part by part comparision is done between Quantity and Rate and both these match, then the PO line or the Invoice line is updated as Reconciled.

Deal

The deal is the most important artifact of the Origination system. The deal is also referred to as Transaction.

The user can view all the deals created by them in their deal landing page. Also the deals assigned to their proxies are also available to the user to view it.

The deal has the following tabs:

1) Lines2) Pricing3) Credit4) Documents5) PO6) Invoices7) Deal Summary 8) Legal9) MA10)Attachments

The Deal is created in the system manually. After the deal header is created, the PO lines are assigned to the deal. Some of the rules which are applicable during PO lines assignment are:

1) Same currency2) Same user or Proxy PO lines3) Quote lines from single Quote only through PO’s can be assigned to the Deal4) Deal Lines can only be assigned as long as the deal has not reached certain stage5) PO lines of only Active PO’s6) PO lines where available quantity is not equal to 0

The Deal has the following stages:

1) When the deal is created, it is in Entered Status. After its submission, it enters submitted status

2) When preliminary documents are generated, it goes into Documentation status3) When PO lines are attached, it is in PO tracking status4) When the reconciliation of all invoices and PO lines is taking place it is in

Reconciliation status5) After Reconciliation, the Final Documentation is generated. This is Acceptance

Status. The generated documents are signed and accepted by the customer.6) The Lease Type which is important is calculated now



7) After this status, the Deal Summary is triggered. The deal goes through automatic validation list like..all serial numbers are present, Locations are assigned, All Quotes lines are assigned, All associated PO lines are assigned, NPV is calculated and present in the system,Legal requirements are complete etc

8) The Deal Approval button is automatically triggered if all system checks are passed. The CCM clicks on Sent for Deal Approval button

9) The deal enters Deal Approval status10)The OBL who is the manager of the CCM is sent the deal details.11)The OBL can Accept or Reject the deal. If deal is rejected, it gets automatically

cancelled12)The OBL, if approves the deal, the deal enters Deal Approved Status13)The Sent To OLFM button is activated at this stage14)On clicking Sent to OLFM button, the deal is sent to Oracle Leasing and Finance

Management if the import is successful. The Deal status changes to Imported

The various stages of the deal are depicted on the screen through this train:

As the deal status keeps moving forward, the Ball shown in the diagram also keep moving forward.

Apart from the Deal status, the deal also has sub statuses. These substatuses capture additional information like if the deal document has been sent, received or Deal Approved or Rejected etc

Manual Reconciliation

Apart from automatic reconciliation of Deal lines and invoices, there is a Manual Override button for Reconciliation. This is a very complex process where the system takes the invoice lines as single source of truth and the PO lines are adjusted accordingly to match with the Invoice lines…PO lines can be added or removed or quantities or Unit Prices are also adjusted on PO’s to match the invoices.

All these changes are made on Quotes and from there these changes are propogated to PO’s and Deal lines according

The requisite Credit uplifts or repricing calls or approvals are automatically made. This works like a mini module within the whole module.

Documentation

Documentation is one of the most important aspect of Deal lifecycle. Deals are classified into:

Pre Deal and



Post Deal. If the preliminary documentation is carried out even before the asset lines are identified on a deal, then it is Pre Deal. Else it is Post Deal.

Post Deal directly generates Acceptance Documents and there is no intermediate Initial Documents. Once the Final Documents are generated, they are sent to the customer. They are received signed by the customer and this marks the deal as final. No changes can be made to the constitution of the assets of the deals. New invoice cannot be added to the deal as well.

The Deal documents are generated based on Templates available. These templates are setup in client’s own legacy system. Based on the master agreements entered into by the client, relevant document templates are available.

The variables going into each template are setup through a setup screen. The webservice for documentation picks up the deal values for variables and passes it to the template and the client Contract Express actually creates the final documents.

Legal

Certain deals require legal accord. Legal help is sought by clicking on legal checkbox and the deal goes for legal approval.

The legal team critically examines the deal and if needed adds additional terms and conditions to the documents generated already. Or the legal team can also make a call to make changes to the templates on the whole. If the Legal team is not satisfied with the deal, it can reject and send it back to CCM. The CCM works through the deal again and makes appropriate changes. While the legal review is in progress, the deal is locked against any updates.

Locking

The deal is locked from making any changes during these two processes.

a) Legalb) Once the deal has reached Acceptance and beyond. At this point not just the deal,

but the Quote,PO and Invoices are all locked from any update.

Beyond Deal Summary stage, the deal cannot be cancelled as well.

The process of deal creation can take in any one of following ways:

1) Deal header is created,PO lines attached and Invoices assigned to PO and Deal2) Deal header is created, Initial documents are generated. Invoices attached to PO

and then PO lines are added to Deal3) Invoices,PO’s are created initially and then Deal Header is created and PO’s are

assigned to Deal

Cancellation Rules

1) At any stage of Deal is Canceled, the PO is released for assignment to other Deals2) If Invoices are canceled, new invoices have to be created and assigned to PO’s3) If PO’s are canceled, the invoices are released from PO and Quote lines are also

released4) If Quote is canceled, then PO,Invoice and Deal are all Canceled automatically



Post Origination System

OLFM

The end goal of data processing is to generate an OLFM contract in Oracle leasing and Finance Management(OLFM). From Origination, a PL/SQL program takes the deal data and puts into in OLFM interface tables: The data is populated into Contract Header,Lines,Parties,Terms and Conditions and Payments tables. On running OLFM standard contract import program, Contract is created in “New” status in OLFM.

The Lease Type discussed earlier is an important parameter. Based on lease Type and End of Term options, appropriate Lease Contract Template and Leasing Product is automatically selected in OLFM.

The terms and conditions are automatically selected and flows from the Contract Template which is picked up.

All the invoice lines which are attached to Deal indirectly through PO, become the Asset lines in OLFM. All invoice lines whether maintenance,software,hardware,softcost etc are capitalized as Asset lines in OLFM. Fees or services are not created from Origination in OLFM.

There is an UI window provided in Origination which captures if the Contract is successfully imported into OLFM. All non standard errors are captured in this window, so that the user can correct and reprocess the contract(Standard Errors are captured as part of Contract import program in OLFM)

Once the Contract is successfully generated in OLFM, the Deal status is updated to Imported. The Contract number generated in OLFM is fetched and displayed on Deal Header. The Booking date is populated based on the date of import.

The Invoice,PO and Quote lines are all updated to Closed and they are frozen from any kind of update, for good

The payment lines for the Assets are derived in Origination by multiplying the asset cost derived from Invoice lines and the Lease Rate Factor received from Quoting.

The Contract if imported with all the mandatory data is Booked in OLFM and the downstream activities like Billing,Funding,Termination etc take place.

The Asset lines are tracked in Fixed Assets module of Oracle Financials

Oracle leasing and Finance module is a product with the bouquet of Oracle Financials Suite. It works through about 18 other oracle products like AR, AP,GL,Oracle Credit Management,Installbase,Oracle Inventory,Oracle Assets etc.

During the next Release i.e R3, the following major areas are being made available.

Loans functionality:

One of the capabilities of Oracle leasing and finance management is to handle Loans, almost the same way the leases are being handled.



Assets are only collaterals and hence detailed information with respect to:

1) Residual Values2) Asset Books3) Asset Categories4) Locations are not needed. This information though collected in Origination, is

redundant. Also Loans can be authored in the following three combinations.a) Principal onlyb) Interest and Principal only andc) Interest and Rent ord) Rent only.

Hence the Pricing system also underwent changes to accommodate the above mentioned modes of creating Payments. Based on the payments received from Pricing, Origination will spread the payments to the assets identified and then send it to OLFM.

Other major change has been to receive the Amortization schedule, which will greatly enhance the utility of the Pricing. Reports can be drawn based on the Amortization schedule. The customer can also get a break up of Interest and Principal at different points of time, upfront.

The complex Lease Type calculation done in Origination is not needed for Loans as there are no types of Loans.

Contract templates and Contract Financial Product are fixed for the Loans.

Multi Currency

Other major feature made available during R3, is the availability of Artifacts in different currencies. While Quote and Deal are in one currency, Invoice and PO can be in a different currency.

The exchange rate needed for conversion of PO and Invoice to the deal currency is obtained from SFDC during quote import.

The Project has been a run away success. It has been delivered on cutting edge technology, including Oracle Advanced Developers Framework,ADF. All the deadlines on the project have been met well in time and UI’s developed by Infosys have become benchmark in this multi vendor program. Other technical highlights are:

• 80+User Interfaces

• 40 Integration components

• SOA, BPEL integrations

• 1200 ADF components

• 350+ Images created

• Complex PL/SQL Reports

• 20+ADF libraries



• 8 skins/themes for rich user experience

The Project has become the learning factory for all enthusiastic developers to learn newer and complex technologies.

With Go-Live date for Rel3.0 round the corner, the team is already gearing up to understand the Rel4.0 scope and functionalities.

Reference(s)

1. Oracle Leasing and Finance Management User Guide and Implementation Guides.2. http://www.oracle.com/technetwork/developer-tools/adf/overview/index.html 3. Clients Business Requirement Document


http://www.oracle.com/technetwork/developer-tools/adf/overview/index.html

Journey From SFDC Quote to OLFM Contract

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Transcript of Journey From SFDC Quote to OLFM Contract