Infosys

<Name of the document>

Infosys

<Journey of SFDC Quote to OLFM Contract>

<Aug,2013>
Revised in March,2014

INFOSYS LIMITED
Hyderabad

Document No.

Ver. Rev. :

Authorized by:

Signature/:
Date:

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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

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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 Clients 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:

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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

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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 groups 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)
SDFCs 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:

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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

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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)
2)
3)
4)

Term
Advance or Arrears
Cost of the Assets
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

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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:

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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

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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:

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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)
2)
3)
4)

BOM
Pricing
Credit
Attachments.

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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)
b)
c)
d)

Add lines to the BOM

Remove lines from the BOM
Assign lines to the PO
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)
2)
3)
4)
5)

Credit Limit
Credit Available
Credit used
Unfufilled Amount
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)
2)
3)
4)

Same Customer and Same Vendor

Assignment of lines where the available quantity is not 0
Assignment of full quantities only
Assignment of lines to POs of same currency

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5) Assignment of Lines to Non Cancelled, Non Closed POs

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.
Thats why the customer purchase order number is also captured on the PO.
Users can look at the POs 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)
2)
3)
4)
5)
6)
7)

Lines
Pricing(common)
Credit(common)
Invoices
Documents
Attachments(Common)
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 POs.
Invoices which are entered in the system are displayed in the invoices tab of PO.
Credit

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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) Manually
2) Through Excel Upload
3) 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)
2)
3)
4)
5)

Same CCM
Same Currency
Same Vendor and Same customer
Only Active POs
Direct/Indirect

Invoices can be of the following types:

1) Invoices
2) Credit Memos-Negative Amounts
3) 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.

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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 POs are reconciled to linked
invoices and like wise Invoices are matched to the linked POs. 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) Lines
2) Pricing
3) Credit
4) Documents
5) PO
6) Invoices
7) Deal Summary
8) Legal
9) MA
10) 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)
2)
3)
4)
5)
6)

Same currency
Same user or Proxy PO lines
Quote lines from single Quote only through POs can be assigned to the Deal
Deal Lines can only be assigned as long as the deal has not reached certain stage
PO lines of only Active POs
PO lines where available quantity is not equal to 0

The Deal has the following stages:

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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 status
3) When PO lines are attached, it is in PO tracking status
4) When the reconciliation of all invoices and PO lines is taking place it is in
Reconciliation status
5) 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 status
10) 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
cancelled
12) The OBL, if approves the deal, the deal enters Deal Approved Status
13) The Sent To OLFM button is activated at this stage
14) 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 linesPO lines can be added or removed or quantities or Unit Prices are
also adjusted on POs to match the invoices.
All these changes are made on Quotes and from there these changes are propogated to
POs and Deal lines according

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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 clients 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) Legal
b) 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 Deal
2) Deal header is created, Initial documents are generated. Invoices attached to PO
and then PO lines are added to Deal

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3) Invoices,POs are created initially and then Deal Header is created and POs are
assigned to Deal
Cancellation Rules
1) At any stage of Deal is Canceled, the PO is released for assignment to other Deals
2) If Invoices are canceled, new invoices have to be created and assigned to POs
3) If POs are canceled, the invoices are released from PO and Quote lines are also
released
4) 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.

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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)
2)
3)
4)
a)
b)
c)
d)

Residual Values
Asset Books
Asset Categories
Locations are not needed. This information though collected in Origination, is
redundant. Also Loans can be authored in the following three combinations.
Principal only
Interest and Principal only and
Interest and Rent or
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

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the project have been met well in time and UIs 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.

2013 Infosys Limited, India

Infosys

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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

2013 Infosys Limited, India