Session 3: Buy Now Orders Current Process:
- Most (~90%) of orders are already forecasted by Sales
- Buy Now system will eventually no longer be supported by IT and replaced by global Digital Platform – timing still TBD
Challenges with the current process
- Reverse order from how we would like information to flow
- Associating opportunity in SFDC after order has been processed and fulfilled by Contracts
- Inconsistent handling of orders by in-country Contracts teams. Some process the order when received, others wait for Sales to create ORION opportunity
Considerations
- New process needs to allow for account validation at site level
- Need to include contact ID, contact role and account ID
- Should mirror our flow for processing other new AL paperwork; not be distinctly different
- Need to indicate license type by site to enable roll up of sites data to account level data in ORION and GIDB
- Will need to communicate with Janet Fisher and global contracts teams on any process changes
Possible new approach
Buy NowGIDBKickoff SessionsOrionSalesforceRe: Session 3: Buy Now OrdersHere are some clarifications and feedback from Biz Ops:
Regarding the Current Process Flow Chart:
- missing that Biz Ops also receives and reviews the Notification e-mail for Brazil, Canada, Israel, & Mexico for accuracy and completeness. Then ORION Validation process if needed and creates the ORION Opportunity, completes the COMIT Sale, then routes to Licensing Operations for processing.
- missing the ORION Account Validation process that occurs prior to the ORION Opportunity creation if there is not an existing Opportunity.
- The Notification e-mail has a link that must be clicked to Verify the order was received
- Most (~90%) of orders are already forecasted by Sales (what is the percentage for AP & Latin America? Japan has a high volume of Buy Now orders)
Challenges with the current process also include
- Since these orders are outside the US there is not currently a SFDC Account Validation process.
- Challenge with high volume of expediated ORION Account Validations for Buy Now Orders when the 10% that are not validated prior to the actual Buy Now Order.
Considerations
- New process needs to allow for account validation at site Company Location level
- Need to include contact ID, contact role and account ID.
- New process needs to provide additional Contact Information in case the Contact does not exist in ORION, so the Contact can be created in ORION in order to obtain the ORION Contact ID. See Session 1: Account Validation comments for all Contact variables
- Need to handle (2) contacts since the Delivery & Billing information can be different.
- Should mirror our flow for processing other new AL paperwork; not be distinctly different
- Since these are online orders Licensing Operations’ processes Buy Now orders as priority to be processed between 1 and 2 business days unless there are extenuating circumstances. The Buy Now Orders that have not gone thru Sales will take priority regarding Account Validations as well.
- Need to indicate license type by site to enable roll up of sites data to account level data in ORION and GIDB (Note: GIDB Sites licensed via Buy Now click agreement contact the CLIKBN Business Rule).
- Will need to communicate with Janet Fisher, and AiLi Low (they will communicate with the global contracts teams on any process changes).
Regarding the Possible new approach Flow Chart:
- Sales should be at the very top of the flow chart forecasting the Sale and doing the Account Validation process before the customer orders since 90% of these are driven to Buy Now by Sales. At this point they can be creating the SFDC Contact information and requesting ORION Contact IDs if needed.
- Confirm Contact(s) have an ORION Contact ID. If not, need to have Contact(s) added to ORION in order to obtain the ORION Contact ID.
- The “Account Validation” needs to occur before Sales creates an Opportunity in SFDC. There should be error checking that does NOT allow an Opportunity to be created on a Non-Validated Account.
- Need to include JOI business rule to indicate where the JOI COMIT Sale record goes to. For example, today, we are dealing with Multiple COMIT routing exceptions: Israel, Canada, Mexico. More discussion required on this one.
- Should the SFDC Opportunity be marked “Closed Won” based on the flowchart? Maybe after the license is invoiced? This would enhance the forecasting in SalesForce.
