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Introduction
As an initial step in the project phase, you can use project quotations to approach the customer who has an attractive binding offer. A quotation can contain details of the items and services that are quoted, such as basic contact information, special trade agreements and discounts, and possible taxes and surcharges. With the Project management and accounting module in Microsoft Dynamics AX 2012, you can define the quotation activities, schedule the activities, assign resources, submit, and approve quotations and convert the quotation to a project.
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Project Quotation
Project quotations are used to track estimated costs for a potential project and to give the customer an estimated price for an external project. The Project quotation form resembles the Sales quotation form found in the Sales and marketing module. You can use the Sales quotation form to track opportunities with potential and existing customers. To learn more about the basic functions of the Sales quotation form, refer to the standard Microsoft Dynamics AX 2012 Sales and Marketing course. You can use project quotation lines to quote all types of transactions that can be posted to a project, such as hours, expenses, items, and fees. The Project Quotations chapter describes the procedures to complete the following tasks: Set up the number sequence for quotations. Set up the workflow configuration for the approval of a quote. Create a project quotation. Create the project quotation work breakdown structure (WBS). Copy activities to a quote from the WBS template. Copy activities to a quote from an existing project. Generate quotation lines from the work breakdown structure. Review the estimated profitability of the quote. Match resources for activity timelines and competencies. Soft commit resources for a quotation. Confirm the quote. Transfer the quotation to a new or an existing project. Create budgets from quotation details.
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3. For the reference Quotation, select the number sequence in the Number sequence code field. 4. Close the form to save the settings.
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3. Select the Project Quotation Template workflow type and then click the Create workflow button to open the Workflow editor. 4. The Workflow elements area in the Navigation Pane contains the elements that you can add to your workflow. 5. Drag the workflow elements that you want to use onto the canvas. NOTE: To connect one workflow element to another, hold the pointer over an element until connection points appear. Click a connection point and drag it to another element.
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7. In the Navigation Pane, click Basic Settings. 8. In the Name field, enter a unique name for the workflow. 9. In the Owner field, select the name of the person who will manage this workflow. 10. In the E-mail template for workflow notifications field, select the e-mail template to use when you send notifications from the workflow. 11. In the Submission instructions text box, enter instructions for the users who will submit documents for processing and approval. 12. To personalize the instructions, you can insert placeholders. These are replaced with the appropriate data when they are displayed to users. To insert a placeholder, follow these steps: 13. Click in the text box to specify where the placeholder must appear. 14. Click Insert placeholder. 15. From the list that is displayed, select the placeholder to insert. 16. Click Insert. 17. Click Translations to add translations of the instructions. 18. Click the Add button.
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24. Click the Add condition button. Enter a condition. 25. Enter additional conditions, if they are required. 26. To verify that the conditions that you have entered are set correctly, click Test to open the Test workflow condition form. 27. Select a record in the Validate condition area of the form and then click Test. The system evaluates the record to determine whether it meets the conditions that you specified.
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30. Under Enabled Event, select the check box for the events as explained in the following tabular column, to send notifications to the users. Event Started Stopped Completed Unrecoverable Terminated Description Send notifications when a workflow instance starts. Send notifications when a workflow instance stops because of an error. Send notifications when a workflow instance is completed. Send notifications when a workflow instance stops because of an unrecoverable error. Send notifications when a workflow instance is terminated.
31. Click the Notification text tab and enter the notification text. 32. Click Insert placeholders to personalize the text. These are replaced with the appropriate data when they are displayed to the users. 33. Click Translations, to add translations of the text. 34. Click the Recipient tab.
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3. On the Create quotation form, set the Account type field to Customer or Prospect. The name and the delivery address of the prospect/customer defaults from the All prospects form in the Sales and Marketing module. You can modify the delivery address for the quote in the Delivery address field. To create many similar quotations with the same information, you can use a quotation template. Template groups are created to organize the templates (go to Project management and accounting, Setup, Quotations and then click the Quotation template groups form). 4. Click the Template FastTab to select the Template Group ID and Template name.
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9. Enter the sales tax group for the calculation of taxes in the Sales tax group field under the Setup FastTab of the quotation header.
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3. Click the Inquire resource assignments button to view the list of available resources for this project. You can assign the resource to a quotation activity from the Assign resources form. Resources can only be soft-committed for quotation activities because there is no confirmation of work while raising the quote. 4. Save the work breakdown structure created for the quotation using the Save as template button on the form. On the Save as form, enter the name of the template in the Name field. 5. Click the OK button to save the template. 6. View the saved template from Project management and accounting, Common, Activities, and then click Work breakdown structure template. When the quotation is saved as a template, the WBS attached for the quote is also saved. To copy this WBS to future project quotations, click the Copy from button in the quotation Work breakdown structure form. The WBS structure of the quotation is also saved when the quotation is saved as a template. To view the saved template, click the Copy from button in the quotation Work breakdown structure form. The estimate amounts attached to the activities are converted from the sales currency (set at the quotation header) to the company currency. When a quotation is deleted, the corresponding WBS that exists in the quote will also be deleted.
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4. Click the OK button. If the quotation is being prepared for a customer and if there is an existing rate card available for the customer, a dialog box stating, Do you want to apply the rate card for this customer instead of the rates in the selected work breakdown structure template? is generated. 5. Click the Yes button if you want the rate card for the customer to be applied to the quotation WBS. 6. Click the No button if you want the rate of the selected work breakdown structure template to be applied to the quotation WBS. An Infolog message that states that the hierarchy is successfully copied to the quotation is generated.
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NOTE: If the rate card for the quotation WBS is copied from a WBS template, the sales price for each activity will be converted into the sales currency set at the Quotation header.
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3. 4. 5. 6.
Clear the Show only templates check box. Select the project from the lookup menu in the Name field. Click the OK button. An Infolog message that states that the hierarchy is successfully copied to the quotation is generated.
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You can modify the quotation lines that are created to meet the requirements of the specific quote. Any modifications made to the quotation lines are reflected in the corresponding estimate line on the Estimated costs and revenue FastTab of the Work breakdown structure form. 3. Manually add quotation lines or copy them from other quotations, if this is necessary. You can also modify quotation lines from the Line details tab. 4. Enter the sales tax group and item sales tax group for the quotation line on the Setup tab of the Line details FastTab. 5. Click the Sales tax button on the Quote tab on the Action Pane to view the Temporary sales tax transactions form. NOTE: No quotation lines are generated from the WBS if details are not entered in the Estimated costs and revenue FastTab for the specific activity.
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2. In the Totals form, view the details that relates to the calculation of the total quotation value.
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o o o o o
Transaction type: Displays the transaction type Hour, Expense, Item or Fee. Estimated costs: Aggregated costs of each transaction type. Estimated revenue: Aggregated revenue of each transaction type. Estimated profit: Estimated profit (Estimated revenue Estimated cost) of transactions. Estimated profit margin: Estimated profit as a percentage of the estimated revenue of transactions (Estimated revenue Estimated cost) / Estimated cost.
The number of rows in the form depends on the transaction types in the activity estimates. The Totals row at the end of the form summarizes the total estimated costs, revenue, profit, and profit percentage for the selected quotation.
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Lab 2.1 - Create the Project Quotation and Generate Quotation Lines from the WBS
Scenario Prakash, a Project Manager at Contoso, Ltd. is assigned the task of creating a quotation to provide installation services for the implementation of software at the Black Curve Airport, in the United States (U.S.) based on time and materials. Because the work that is performed is repetitive and well structured, he has created an inventory of recurring services his team provides to the customer. Prakash has also created the work decomposition for each service that lists the major activities in hierarchical order that must be completed to successfully deliver the services. Prakash creates a quotation and copies the work decomposition to the quotation. The quotation lines are generated on the quote based on this work decomposition.
Challenge Yourself!
1. Create a new project quotation with the name Software Implementation for the customer 2202, Black Curve Airport (U.S.). 2. Copy the WBS to the quotation from the WBS template. 3. Generate the quotation lines based on the quotation WBS.
Step by Step
1. On the Navigation Pane, click Project management and accounting, Common, Quotations and then click Project quotations. 2. Click Project quotation on the Quotation tab on the Action Pane to create a new project quotation. 3. In the Create quotation form, in the Account type field select Customer. 4. In the Customer account field, select the 2202. 5. Click the OK button. 6. If the Infolog message, Should the opportunity record be created? is displayed, click Yes. 7. In the Project quotation form, on the Action Pane, click the Work breakdown structure button.
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Resource Assignment
The goal of resource assignment is to make sure the efficient and effective deployment of an organizations resources. It helps smooth the demand for resources and avoid exceeding the capacity or availability of any resource. You can use resource assignment to do the following: Examine activity requirements of the quotation. Minimize the variations in resource demand, improve efficiency, and reflect reality by modifying the activities within the available float. Modify resource loading for each unit of timeday, week, or month. Maximize the use of the resources.
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2. For a selected worker, click the Competencies tab on the Action Pane. 3. Define the resources competencies in the forms by clicking the following buttons: o Education Define the educational qualifications of the resource. o Skills Define the skills of the resource. o Professional experience Define all projects undertaken by the resource. o Certificates Define the certifications taken by the resource. o Other worker attributes Define additional resource attributes.
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5. In the Navigation Pane, click the Employment tab. 6. In the Calendar field, set up the resources working time calendar.
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FIGURE 2.19 PROJECT MANAGEMENT AND ACCOUNTING PARAMETERS FORM SCHEDULING TAB
3. In the Full match percent field, define the percentage above which the skill match between the attributes required for the project and the attributes of a resource is displayed as a full match. 4. In the Default working calendar field, select the default calendar to be used for a new project or activity. The calendar depicts the working times created for a project. It specifies the date and time, when the resources will be working for that project. 5. In the Skill set match field, define the minimum skill set match (lowest threshold) required to display the potential resources for a project. 6. For example, if you want to view only those resources that have at least 40 percent of the required attributes. Then specify 40.00 in the Skill set match field. Resources that do not fulfill 40 percent of the matching criteria will not be displayed. 7. In the Availability match field, define the minimum availability match (lowest threshold) required to display the potential resources for a project.
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Procedure: Define Scheduling and Capability Requirements Needed for Quotation Activities
While displaying potential resources during the skill match, the capability requirements define the attributes to search for in resources and in the order, you want. Follow these steps to define scheduling and capability requirements that are needed for the quotation activities: 1. In the Project quotation form, click the Work breakdown structure form on the Project quotation tab on the Action Pane.
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3. In the Activity requirements FastTab, define the capability requirements that are needed by the resources to do the activity. o Education Define educational qualifications needed by the resources to perform this activity. o Skills Define skills needed by the resources to perform this activity. o Certificates Define the certifications to be taken by the resources to perform this activity.
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FIGURE 2.22 QUOTATION WORK BREAKDOWN STRUCTURE FORM ACTIVITY REQUIREMENTS FASTTAB
4. Select the Required check box to display only those resources that have the required capabilities while matching resources to the activities. 5. In the Importance field, assign an importance level to the requirements on a scale of one to six, with one being the least important and six being the most important. The order in which attributes are searched for during the skill match depends on the importance level assigned to the requirements. For example, in the Education field, if a MBA (Master of Business Administration) degree is given an importance of degree five and a B.E. (Bachelor of Engineering) degree is given an importance of degree six, during the skill match, resources with a B.E. degree will be considered before those with an MBA degree.
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FIGURE 2.23 QUOTATION WORK BREAKDOWN STRUCTURE FORM ASSIGN RESOURCES FORM
A skill match is performed between the capabilities needed for the quotation activity and the capabilities of the resources, according to the effort and capabilities needed to complete the activity. The potential resources are displayed under the Resources section. The resources that qualify with all the capabilities needed for the project and are not involved in any other project are shown with a Skill fit and Availability of 100 percent. NOTE: For more information on the calculation of the skill fit and availability percentage, and on how the skill match is performed for activities, refer to the Resource Scheduling chapter in this training material.
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FIGURE 2.24 QUOTATION WORK BREAKDOWN STRUCTURE FORM RESOURCE ASSIGNMENTS FASTTAB
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2. The approver can perform the following actions on the submitted quotation: o Approve After the quotation is approved, its status changes to Approved. o Cancel After the quotation is canceled, its status changes to Canceled and the quote cannot be resubmitted. o Reject After the quotation is rejected, its status changes back to Created. It is returned to the user who can modify the details and then resubmit it for approval. o Delegate For delegating, the approver can specify the name of the user who can approve the quote. The status Submitted remains for the quote until additional action is taken by the delegate or the approver. 3. After the quotation is approved, click the Quotation button under the Quote tab to print the quotation and send it to the prospect or the customer.
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5. Click the OK button to print the quote. An Infolog message stating that the quotation is updated to the status Sent is generated. 6. Click the Refresh button to update the status of the quote to Sent.
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Lab 2.2 - Submit the Project Quotation for Approval and Confirm the Quote
Scenario Prakash, a Project Manager at Contoso, has created a quotation to provide installation services for the implementation of software at the Black Curve Airport (U.S.), on a time and material basis. He needs to submit the quotation for approval to the Senior Project Manager before sending it to the customer. After approval, Prakash prints the quote and sends it to the customer. As soon as the customer agrees to the quote and assigns the work to Contoso, Prakash prints the quote confirmation. Remember to log on to AX 2012 as user Administrator.
Challenge Yourself!
1. 2. 3. 4. Submit the project quotation for approval. Approve the Project quotation. Print the quote and send it to the customer. Print the quote confirmation.
Step by Step
1. On the Navigation Pane, click Project management and accounting, Common, Quotations and then click Project quotations. 2. Select the project quotation Software Implementation for the customer 2202, Black Curve Airport (U.S.) created in Lab 2.1 to submit for approval. 3. Double-click the quotation line to open the Project quotation form for the quotation. 4. Click the Submit button on the toolbar to submit the quotation to the workflow for approval. 5. In the Project Quotation Template Submit dialog box, write a comment to the approver. 6. Click Submit in the dialog box. 7. Close the Project quotation form.
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4. Select New project to link the quotation to a new project. 5. Select the Transfer quotation work breakdown structure to a project check box to transfer the quotation WBS to the project WBS. The following information that relates to the quotation WBS is copied to the new project. Activity structure Details on the Schedule FastTab Resources soft-booked for the quotation Details on the Activity requirements FastTab
NOTE: The Transfer quotation work breakdown structure to a project check box will be displayed only if the quotation has a work breakdown structure. If the quotation WBS is not transferred to a project, the resources soft-committed for the quotation activities will be released. 6. Click Next to open the Create Project page. 7. Enter the details to create a new project.
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9. Select the Transfer to project forecast check box to transfer the quotation transactions to the project forecast. 10. In the Model field, select the forecast model to use to transfer the quotation lines to the project forecast. 11. Select the Create budget check box to create a project budget automatically, based on the quotation lines. NOTE: The Create budget check box is available only when the Transfer to project forecast check box is activated. 12. Click the Next button to open the Items transferred to item requirements page. 13. Select the Transfer to item requirement check box to create the quotation items as item requirements on the linked project. 14. Click the Next button. 15. View the number of new transactions that are created for the project. 16. Click the Finish button to close the wizard.
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NOTE: The Transfer quotation work breakdown structure to a project check box is available only if the quotation has a work breakdown structure. If the quotation WBS is not transferred to a project, the resources soft-committed to the quotation activities will be released. 6. 7. 8. 9. 10. 11. 12. 13. Click the Next button. Enter the details to create a new project. Click the Next button. Select the Transfer to project forecast check box to transfer the quotation transactions to the project forecast. In the Model field, select the forecast model to use to transfer the quotation lines to the project forecast. Select the Create budget check box to create a project budget automatically, based on the quotation lines. This check box is available only when the Transfer to project forecast check box is activated. Click the Next button.
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4. Select Existing project to link the quotation to an existing project. 5. Select the Transfer quotation work breakdown structure to a project check box to transfer the quotation WBS to the project WBS. The following information is copied to the existing project. Activity structure Details on the Schedule FastTab Resources soft-booked for the quotation Details on the Activity requirements FastTab
NOTE: The Transfer quotation work breakdown structure to a project check box will be displayed only if the quotation has a work breakdown structure. If the quotation WBS is not transferred to a project, the resources that are softcommitted for the quotation activities will be released. If the project has an existing work breakdown structure, the WBS is copied as a child to the activity hierarchy and is displayed as the last child. You can modify the work breakdown structure copied to the project. 1. Click the Next button. 2. In the Project ID field, select the Project ID to link the quotation in the Wizard transfer quotation form. 3. Click the Next button.
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NOTE: The Transfer quotation work breakdown structure to a project check box is displayed only if the quotation has a work breakdown structure. If the quotation WBS is not transferred to a project, the resources soft-committed to the quotation activities will be released.
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Summary
The Project Quotations chapter provided a description of how to create and send project quotations in Microsoft Dynamics AX 2012. Project quotations performed in Microsoft Dynamics AX 2012 are easy to use and provide an efficient method to give quotations for repetitive services and to convert quotes for projects when work is received from customers. The Creating Project Quotes section explained the process required to define a work breakdown structure for a quotation. It described how activities can be copied to the quotation from a work breakdown structure template and how quotation lines can be generated based on these activities. The section also described on how the estimated profitability of the quote can be reviewed before it is sent to the customer. The Resource Assignment section provided details on the various setups that are required to perform a skill match between the requirements of the quotation activities and the competencies of the available resources. Additionally, this section described the procedure to assign these resources to the quotation activities.
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7. Resources can be hard-committed for the quotation after the quote is confirmed by the customer. (True/False)
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10. Which of the following details are copied from the quotation WBS to the project WBS? ( ) Details on the Schedule FastTab ( ) Resources soft-booked for the quotation ( ) Details on the Activity requirements FastTab ( ) All of the above
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2.
3.
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Solutions
Test Your Knowledge
1. How can quotation lines be generated from a quotation WBS? MODEL ANSWER: On the Project quotations form, click the Edit button on the Quotation tab on the Action Pane. Click the General FastTab and click Create quotation lines from WBS. Quotation lines are created on the project quotation for each estimate line on the Estimated costs and revenue FastTab of the Work breakdown structure form. 2. What setup is needed to identify and assign resources to quotation activities? MODEL ANSWER: The following setup needs to be created to identify and assign resources for quotation activities: Define the resources capabilities and a working time calendar for the resources under Human resources, Workers form. Set up scheduling-related information in the Project management and accounting parameters form, Scheduling tab. Define scheduling and capability requirements needed for the quotation activities under the Project Quotations, Work breakdown structure form. 3. What are the different stages of a quotation business process? MODEL ANSWER: A quotation passes through these stages, Submitted, Approved, Rejected, Confirmed, and Canceled. 4. When copying a quotation WBS from a WBS template, which of the following is true for the rate card? ( ) Copied from the customer ( ) Copied from the WBS template () User is prompted to choose between the customer and the WBS template. ( ) None of the above. 5. Under which of the following statuses can quotations be resubmitted for approval? () Rejected ( ) Canceled ( ) Both ( ) None
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