Wesco Deal/Quote/Order Process

Goal: Document the Deal/Quoting Process for all Business Development Team Members and Assist with Forecasting and Reporting

Key Topics:

• Notable
• Flow
  • Creating a Deal
  • Deal to Quote
  • Sending a Quote to a Customer 
  • Revisions
  • Get a Quote to Processing
• Communication
• Associations
• Future Open Items

Notable

Flow

Creating a Deal 

• Remove "New Deal" and replace with a unique deal name
• If the Branch is split - Add other Rep as "Secondary Deal Owner" 
  • Only one instance where this is needed: Wesco Raleigh Branch
    • The purpose of this is for any notifications about the record to go to both owners
  • This can be done during the deal creation
  • The user creating the deal will be the deal owner, the additional rep on the account will be the secondary
• Verify the Close Date - if you know the estimated close date and it's more than the 30 day default - please update this 
• System Design Requests
  • See this article for the Business Development Specific Steps
  • To Summarize, When the Wesco client is scheduling, may have to add contact with the contact form
  • BD Rep must add themselves as a contact to the deal record, that way when the deal is created they receive the scheduling email and can forward it to the client
  • Please be sure to add the Wesco Client after the deal has been created so the Design Engineer can see what deal the contact is associated to
• Training 
  • Always select no
  • Send an email to Mike C. 
• Line items can be added during the creation of a deal or after
  • This is preference
  • I recommend creating the deal then on the right hand column of the deal record look for line items and add them that way, it will allow you to view if the SKU is active or not 
• In HubSpot this is your Deal - this will be in opportunity/project discussion deal stage
• This will sync to NetSuite as an Opportunity
• If the Branch is Split: (Wesco Raleigh) 
  • Once the Deal is created and has line items and a total deal amount
  • Hover over the left hand column of the deal and scroll all the way down to the "Deal Splits" section
  • Select Add
  • Add the other Rep the branch is shared with 
  • Split by percentages - 75/25
  • Add
  • The intention behind this is to give both reps the credit to show accurate reporting in HubSpot
  • This will have to be manually added for every deal under a split branch

Deal to Quote

• Add V1 to the beginning of the name, etc. if V2 (version 1 or 2, etc)
• Set a realistic expiration date - defaulted to 30 Days
• Comments to Buyer can remain blank if not ready to process
• Purchase terms can remain blank until it's ready to be processed
• If there is a Wesco client on the Deal, please remove from the Quote 
• On the line items page, go to the bottom and select Discount, one-time discount
  • DIST3 - 25% always for Wesco
  • Do not discount by line item, this will fail to sync to HubSpot
• Once the Quote link is known a workflow will trigger and update the deal stage to "Quote Provided"
• This Quote will sync over to NetSuite under the existing opportunity

Sending a Quote to a Customer

• Once the initial quote is created it should sync almost immediately if not it won't take more than 10 minutes
• In NetSuite you will go:
  • To the Branch in NS
  • Scroll down and Select the "Sales" tab
  • Then select "opportunity" 
    • This is where you will see your synced deal
  • Click into the opportunity
  • Scroll down to Sales
  • Select Estimates 
    • This is where all quotes for this deal will be located
  • Select the Quote you wish to send to the Customer
  • Select Print in NetSuite
  • Send to Customer
    • This is to avoid duplication of quotes between both systems

Revisions

• Go to Desired Wesco Branch
• Find the Original Deal Created
• When a customer requests an updated quote with other SKU's you would follow these steps
  • Knowledge Base Article Here going over those steps in detail
• Hover over the published quote in the top right corner of the Deal Record
• Select Actions > Clone
  • DO NOT Recall and Edit - this will duplicate line items in NetSuite
• Add V2 (or whichever version this may be) - this is a reference tool 
• Verify deal split is located on the deal
• View the opportunity in NetSuite

Get a Quote to Order Processing 

• This Process Begins by Cloning the Version of the Quote you wish to process
• Add FINAL in front of the name (keep the V1/V2 etc)
  • Rename the Quote with the PO# when applicable 
  • Do NOT create a new deal/quote to process once a PO has been received, just adjust the name of the quote 
    • If there are other circumstances please reach out prior to duplicating
• Add the Comments to Buyer Snippet to Begin Processing 
  • Shortcut - type  "#P" in the box
  • The text in this box is what triggers a workflow to get the quote to order processing
• Add the Internal Memo Snippet to the Purchase Terms Box
  • Shortcut - type "#i"
  • This snippet is INTERNAL - only operations will view this not the customer
  • If anything needs to be shared with Operations, add to the top comment section of the purchase terms text
• Verify Deal Split is still located on deal
  • Left Hand Column all the way at the bottom
• Allow a few moments for a workflow in the backend to trigger and the Deal Stage will update to "Pending Processing" and is now in operations hands

Communication

Associations

Future Process Open Items

• Open Item**
  • Reference the Wesco Catalog number in our system - for quoting? 
    • If this is necessary this would be added to the comments of the Purchase Terms
• Open Item***
  • Product Training for BD 
    • Mike C conducts these trainings via email request currently
    • Need an improved automated process
    • Workflow/Tracking