Business Blueprint

SAP Implementation Project

Jindal Steel & Power Limited

Process Definition Document 6. Manage Sales & Marketing 6.2.1 Presales Activities

Document Control DOCUMENT INFORMATION Page i of iii

Title Key words Author File Name Path Release Date Reviewed by Number of pages Document Number

Pre Sales activities Sales activities, Inquiry and Quotation

Akash Jain 8 6.2.1

REVISION DETAILS Version No. 1.0 Issue Date Change Details Approved by Released by

TARGET READERSHIP Project Aakriti Core Team Member and Process Owners PREPARED BY ________________________ __________________________ ________________________ __________________________ ________________________ __________________________ ________________________ __________________________

ACCEPTED BY AND APPROVED BY ________________________ __________________________ ________________________ __________________________ ________________________ __________________________ Page ii of iii

________________________ __________________________

Page iii of iii

Index
.............................................................................................................................................................I 1. INTRODUCTION.......................................................................................................................................................4 2. PROCESS FLOW ......................................................................................................................................................4 2.1 GENERAL EXPLANATION...........................................................................................................................................4 2.2 EXPLANATIONS OF FUNCTIONS AND EVENTS.................................................................................................................4 2.3 SPECIAL ORGANIZATIONAL CONSIDERATIONS ................................................................................................................6 2.4 BUSINESS MODEL...................................................................................................................................................6 3. ORGANIZATION IMPACT.....................................................................................................................................6 3.1 CHANGES TO EXISTING ORGANIZATION........................................................................................................................6 3.2 DESCRIPTION OF IMPROVEMENTS................................................................................................................................6 4. GAPS............................................................................................................................................................................7 4.1 DESCRIPTION OF FUNCTIONAL DEFICITS - (GAPS, IF ANY)...............................................................................................7 4.2 APPROACHES TO COVERING FUNCTIONAL DEFICITS - (GAP RESOLUTION)...........................................................................7 5. KEY INTEGRATION AREAS.................................................................................................................................7 6. KEY CONSIDERATIONS (AS APPLICABLE).....................................................................................................7 6.1 INTERFACE CONSIDERATIONS.....................................................................................................................................7 6.2 REPORTING CONSIDERATIONS....................................................................................................................................7 7. LIST OF BUSINESS PROCESS PROCEDURES [BPPS].....................................................................................7 8. ROLES AND AUTHORIZATION, APPROVAL INFORMATION....................................................................8 9. ANNEXURE................................................................................................................................................................8

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6.2.1 Domestic Sales Pre Sales Activities

1. Introduction
In current scenario the sales visit, inquiry and quotation are handled by sales representative at respective regional offices .The pre-sales activities will capture sales information, inquiry received from customer and quotation submitted to customer in System.

2. Process Flow
2.1

General Explanation

The purpose of presales activities is capture pre sales information, product demand which will serves as a reference to future activities and follow up for business activities that did not happen. Following pre-sales activities of JSPL shall be captured in SAP. Sales activities Inquiry creation for non standard and project base customers / products. Quotation processing with/without reference to inquiry

2.2

Explanations of Functions and Events

6.2.1.1 SALES ACTIVITIES In JSPL, marketing / sales representative, contact customer's spokesperson for generating business and arrange a time for a sales call to present jspl product range , which will be an input for recording sales activities. Following sales activities will be captured in System 1. Maintaining Sales Call: In this JSPL user will be maintaining the output of the sales visit made to customer along with sales summary, contact person details and follow up activities. 2. Creating a Trade Fair Contact: The input received from trade fair will maintained by JSPL for follow up activities. The JSPL user will be maintaining purpose of visit in reason column along with the initiator details. Also the status of visit (like open/ closed) along with outcome (eg. aroused interest/ order signed) and its analysis (eg price advantage) will be maintained by JSPL users in the system. The data that JSPL user will be entering in the fields for sales activity reason, outcome, status and analysis will used later as selection criteria for sales activity lists for further processing or for reporting

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6.2.1 Domestic Sales Pre Sales Activities 6.2.1.2. INQUIRY PROCESSING

In JSPL the requirement will come from customer to regions/central marketing at Raigarh, which will be an input for inquiry creation. The inquiry creation will be mandatory for non standard item and project base requirement. The inquiry no. will be generated internally by the system and will be a running serial number. The sales area that accepts the inquiry will become responsible for further processing. In JSPL, the inquiry will relate material or service condition. From the customer master record of the sold-to party, the system will propose sales, shipping, pricing, and billing data in inquiry. In addition, the system will copy customer-specific master data about texts, partners etc. In case of Non standard item, material master will not be mandatory for Inquiry creation. The material detail will be provided in material text column. The Sales area will be derived from sold to party/ship to party, hence JSPL user will not have to enter sales area details while creating the inquiry document. JSPL user can short close the inquiry item by assigning a Reason for Rejection. Further activities to the same are deemed complete if the functionality would be used.

6.2.1.3. QUOTATION PROCESSING

With reference to customer requirement the region/ central marketing at Raigarh will create a quotation in SAP, which will be a legally binding offer for delivering a product or providing a service within certain fixed conditions. The quotation number will be generated internally by the system and will be a running serial number. In JSPL the quotation can be created with the reference to the inquiry or in isolation (as may be the business requirement) and it will update the status of the inquiry document. From the customer master record of the sold-to party, the system will propose sales, shipping, pricing, and billing data in inquiry. In addition, the system will copy customer-specific master data about texts, partners. For each material in the quotation, the system will automatically propose data from the relevant material master records. The data proposed by the enquiry can be used as a basis for the quotation. During the quotation processing modifications can be done manually or new data can be added. In JSPL, when a quotation is processed the system will automatically carry out basic functions, such as the following: 1. Pricing 2. Incompletion Log

The Sales area will be derived from sold to party/ship to party, hence JSPL user will not have to enter sales area details while creating the quotation document. In JSPL user can short close the quotation item by assigning a Reason for Rejection. Further activities to the same are deemed complete if this functionality would be used.

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6.2.1 Domestic Sales Pre Sales Activities If the quotation is converted into order, the order fed in the SAP should be in reference to the quotation for further tracking.

2.3

Special Organizational Considerations

A Quotation can be created in isolation or with reference to an Enquiry as may be the business requirement. A quotation will be created in case of the material sold through E-Auction. There should be a common quotation format all across marketing offices.

2.4

Business Model
Stock Available ? Yes No Scheduled receipts from prdn avl ? Yes No Scheduled receipts from Planned PIR avl ? Yes No

Purchase Order from Customer

Sales Order item Quantity Is not confirmed

Sales Order Create Start

Sales Order Quantity Is Confirmed

Save Sales Order Quotation Order Confirmation Print MRP Run (Once in a day )

Inquiry

Unconfirmed Order ? No

Yes

Release Planned order for Production

Run Availability check for unconfirmed orders

End

3. Organization Impact
3.1

Changes to Existing Organization

Sales visits and its outcome will be captured in system. Creation of inquiry and quotation for non-standard item and projects requirement in system.

3.2

Description of Improvements
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6.2.1 Domestic Sales Pre Sales Activities Pre sales activities like sales visit, inquiry and quotation will be maintained in system, and which will be used for analysis and capturing product demand.

4. Gaps
4.1 4.2 Description of Functional Deficits - (Gaps, if any)
Quotation Print format

Approaches to Covering Functional Deficits - (Gap Resolution)

Single quotation print format will be customized in SAP.

5. Key Integration Areas

Not Applicable

6. Key Considerations (as applicable)

6.1 6.2 Interface Considerations
Not applicable

Reporting Considerations
Report Requirement List of open inquiry List of open quotation Sales Activities Customer Potential Quotations converted in to firm order Availability VA15 VA25 MCTV01 MCTV05

Sr. No. 1 2. 3. 4. 5.

7. List of Business Process Procedures [BPPs]

Transaction Description
Sales activities Inquiry Creation Change Inquiry Display Inquiry Quotation Creation Change quotation Display Quotation

Transaction Code
: : : : : : : VC01N VA11 VA12 VA13 VA21 VA22 VA23

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6.2.1 Domestic Sales Pre Sales Activities

8. Roles and Authorization, Approval information

The sales activities shall be maintained by each sales representative across the region. The Inquiry and Quotation shall be maintained by sales representative of respective region and for Iron and SAF products the same will be maintained by sales representative of Central Marketing at Raigarh.

9. Annexure
Output format for quotation.

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