Configuring a procuration procedure
As a service provider you can agree with your customer to provide procuration costs before starting the actual work on orders.
You have to make the following settings to enable a procuration procedure:
• Configure user-defined statuses for procuration types in Field definer . For more information, see Defining order statuses for revenue estimation.
• Set the Include in revenue estimations field on Orders to Yes. For more information, see .
• Select a procuration type in the Procuration type field on General terms. For more information, see General terms - fields.
The procuration process depends on the configuration of the above fields and statuses and how they will impact the main order and suborders (if any). There are two procuration procedures available:
• Estimation - You can agree with the customer to first estimate how much the work for a particular order will cost. This enables the customer to anticipate the costs involved and decide whether or not to proceed with the order.
Consequently, when an order is created and a contract line is found with a general term, with Revenue estimations selected in the Procuration type field on this general term, the order (with subs) is automatically moved to the Estimation required status. In this status, estimation lines can be added. For more information on adding revenue estimation lines, see Service Providers - Back-office operations > Adding revenue estimation lines. After all estimation lines have been added, the order must be moved to the Estimation completed status. When all sub orders are in the Estimation completed status, the main order is automatically moved to the Estimation completed status. When the main order is in the Estimation completed status, the total estimations are checked against the Threshold amount. If the value is less than the threshold amount, the order will automatically move to the Ready to pickup status. If it is more, it remains in the Estimation completed status.
 | If suborders exist under a main order, you can only add estimation lines to the suborders. If there are estimation lines on the main order and you add a suborder, the estimation lines on the main order will be deleted and new estimation lines must be added to the suborder. |
| | If the main order is a PPM order, the suborders are handled independently, so no status change will occur for suborders if the main order status is changed. |
• Quotation - Quotation is the formal approach to the procuration process. The price defined by the sales person for the order is considered final and the customer has to approve the quotation to start work on the order.
Consequently, when an order is created and a contract line is found with a general term, with Quotation selected in the Procuration type field on this general term, the main order is automatically moved to the Quotation required status. Quotation lines are added by the sales person and the order is set to Approval from the customer. For more information on adding quotation lines, see Service Providers - Back-office operations > Adding quotation lines.
| | There will be no automatic creation of quotations or estimations if the order is in the designated status. This requires manual action from the user. |
| | With non-PPM orders, each suborder will reflect the status of the associated main order. However, you can exclude a suborder from the estimation process by selecting Exclude from revenue estimation option. |