crm2.fsoft.com.vn manual CRM2 _v0.3.docx · Web viewcrm2.fsoft.com.vn

FSOFT CRM2User Guide

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FPT Software

Table of ContentsUser Guide.............................................................................................................................................1

Table of Contents.........................................................................................................................21. Getting Started......................................................................................................................5

Logging Into FSOCRM2........................................................................................................................5

2. User Interface........................................................................................................................62.1. Navigation Elements....................................................................................................................6

Top navigation menu...........................................................................................................................6

Quick Create........................................................................................................................................7

Sidebar.................................................................................................................................................7

Home Page..........................................................................................................................................8

2.2. Search..........................................................................................................................................8

Full Text Search....................................................................................................................................8

Basic Module Search............................................................................................................................9

Advanced Module Search..................................................................................................................10

Export................................................................................................................................................13

Column Chooser................................................................................................................................13

2.3. Views.........................................................................................................................................14

List View............................................................................................................................................14

Detail View........................................................................................................................................14

Edit View............................................................................................................................................15

Creating Records................................................................................................................................16

Editing Records..................................................................................................................................17

Deleting Records................................................................................................................................18

Importing Records.............................................................................................................................20

Exporting Records..............................................................................................................................21

2.4. In-line Editing.............................................................................................................................22

List View In-line Editing......................................................................................................................22

2.5. Desktop Notifications................................................................................................................22

Managing Desktop Notifications........................................................................................................22

2.6. SYMBOLS...................................................................................................................................23

3. COMMON FUNCTIONS.......................................................................................................24Clone Record.....................................................................................................................................24

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Edit Record........................................................................................................................................25

Audit History......................................................................................................................................26

Delete Record....................................................................................................................................27

Attach Documents.............................................................................................................................27

4. BUSINESS PROCESS MANAGEMENT.............................................................................284.1. Account management process..................................................................................................28

4.1.1. Create Accounts.................................................................................................................28

4.1.2. Edit/ Update Accounts’ System Information......................................................................31

4.1.3. Approve Accounts..............................................................................................................32

4.1.4. Add Contacts to an Account...............................................................................................33

4.1.5. Add Opportunities to an Account......................................................................................37

4.1.6. Clone Accounts..................................................................................................................37

4.1.7. Delete Accounts.................................................................................................................37

4.2. Price List Management Process.................................................................................................37

4.2.1. Creating Prices List.............................................................................................................37

4.2.2. Add Products to a Price List...............................................................................................39

4.2.3. Add Price List items............................................................................................................39

4.2.4. Edit Price List......................................................................................................................40

4.2.5. Clone Price List...................................................................................................................40

4.2.6. Delete Price List.................................................................................................................40

4.3. Product Management Process...................................................................................................41

4.3.1. Create a Product................................................................................................................41

4.3.2. Edit Product.......................................................................................................................42

4.3.3. Clone Product....................................................................................................................42

4.3.4. Delete Product...................................................................................................................42

4.4. Opportunity Management Process............................................................................................43

4.4.1. Status of Opportunity........................................................................................................44

4.4.2. Create Opportunity from Account.....................................................................................44

4.4.3. Edit an Opportunity...........................................................................................................52

4.4.4. Close Opportunity as Lost..................................................................................................56

4.4.5. Re-open Opportunity.........................................................................................................58

4.4.6. Delete Opportunity............................................................................................................60

4.5. Quote Management Process.....................................................................................................64

4.5.1. Status of Estimation...........................................................................................................65

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4.5.2. Create/Update Quote Information....................................................................................65

4.5.3. Add/Update Quote Product...............................................................................................75

4.5.4. Confirm effort Quote.........................................................................................................78

4.5.5. Review (Approve/reject billable effort).............................................................................81

4.5.6. Activate Quote...................................................................................................................84

4.5.7. Re-open Quote...................................................................................................................85

4.5.8. Cancel Quote.....................................................................................................................86

4.5.9. Delete Quote.....................................................................................................................88

4.6. Order Management Process......................................................................................................89

4.6.1. Status of order...................................................................................................................89

4.6.2. Create Order......................................................................................................................89

4.6.3. Clone Order......................................................................................................................101

4.6.4. Edit Order........................................................................................................................102

4.6.5. Audit History....................................................................................................................102

4.6.6. Fulfill Order......................................................................................................................102

4.6.7. Batch Fulfill Order............................................................................................................102

4.6.8. Active Order.....................................................................................................................103

4.6.9. Cancel Order....................................................................................................................104

4.6.10. Create Delivery Note........................................................................................................105

4.6.11. Create Payment Schedule................................................................................................106

4.6.12. Deactivate/ Activate Payment Schedule..........................................................................109

4.6.13. Edit Payment Schedule....................................................................................................111

4.6.14. Remove Payment Schedule.............................................................................................111

4.7. Invoice Management Process..................................................................................................112

4.7.1. Status of Invoice...............................................................................................................112

4.7.2. Create Invoice..................................................................................................................112

4.7.3. Edit Invoice......................................................................................................................122

4.7.4. Clone Invoice....................................................................................................................122

4.7.5. Invoice Paid full................................................................................................................122

4.7.6. Invoice Paid partial...........................................................................................................123

4.7.7. Lock Invoice.....................................................................................................................124

4.7.8. Unlock Invoice..................................................................................................................125

4.7.9. Delete Invoice..................................................................................................................125

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1. Getting StartedLogging Into FSOCRM2

FSOCRM2 allows users to log in using FSOFT email account authenticated via Active Directory. Users log in through https://crm2.fsoft.com.vn

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https://crm2.fsoft.com.vn/

2. User Interface

Before we progress to understand the structure and functionality of FSOCRM2, we will cover the areas of the User Interface so that you are familiar with terminologies used when describing navigation in FSOCRM2. There are many elements to the User Interface, so we have broken these down into various sections below.

2.1. Navigation Elements

The ability to easily view and navigate to areas of the CRM is key to improved productivity and user adoption. FSOCRM2 has a clear UI which has various elements we will cover in this section.

Top navigation menu

The top navigation menu is the main menu users will use to navigate to modules to create and manage records. The standard layout for the top navigation is a list of 10 modules. The order of this menu is determined by the order of the modules in Admin → Display Modules and Subpanels. The top navigation menu has six elements. Those are:

CRM Name – This is the name of the CRM which is specified on installation. It defaults to FSOCRM2.

Module Menu – This lists or groups the modules, depended on the user preference. This provides users the ability to navigate to modules within the CRM.

Desktop Notification Count – This shows the number of desktop notifications the user has not yet read. It can be managed by the user. For full details on Desktop Notifications, see the Desktop Notifications section within this user guide.

Quick Create – This allows quick creation of key module records globally within the CRM. Global/Full Text Search – This allows users to search the CRM globally for records/data. User menu – This displays the user name currently logging in. There is a drop down menu which

gives users access to Employees, their profile, the about page and a link to logout.

To view a module, you can click on the module name. This will take you to the List View of that module. For full details on views, read the Views section of this user guide.Hovering over a module name will produce a drop down menu. This drop down menu displays the Actions and Recently viewed records in that module.

You can edit records displayed in the Recently Viewed section of the drop down menu by clicking the pencil icon. This will direct you to the Edit function.

The grouped tab navigation menu gives users the ability to group modules within a tab such as the Sales Tab.

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Quick Create

You can click the icon in the top navigation menu to access the Quick Create function. This is a list of commonly used modules with the ability to create new records within these modules from any screen.

Sidebar

The sidebar is part of the responsive theme and is configurable based on user preference. It can be expanded and collapsed by clicking on the button highlighted below:

Recently ViewedThis section displays the last 10 records user have viewed. This leaves a breadcrumbs trail so that previously viewed records can be quickly and easily accessed via the sidebar. There is also the option to click the pencil icon, which will take you directly to the Edit View of the corresponding record

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Home Page

The home page is the first page that is displayed to you post-authentication.

2.2. Search

Searching is a vital aspect within the CRM as this allows users to quickly define what it is to see. Many CRMs will have large data sets so it is vital that users have a way to refine the search. In the following sub-sections we will cover the various searching options available.

Full Text Search

FSOCRM2 has an option to enable or disable a full text global search. The full text global search is powered by Zend Lucene search framework. The search works very similar to the standard global search, but provides the enhanced functionality of searching text in documents and other files, compared to the record-level search provided by the standard global search.

Results are returned in order of score. Records are scored dependent on how well it matches the search criteria provided by users – from 0-100%.

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Basic Module Search

Basic search is available on all modules within the CRM. Basic search, as standard, allows users to search on the record name.

Basic search also allows users to check the 'My Items' check box. Enabling this option will only return records that are assigned to you.

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Once a user has searched for a record, the search will be saved. Furthermore the user can navigate to records and other modules within the CRM but the search will not be cleared. If then the user wish to clear the previous search, the user can click Clear and then click Search. It will clear any saved searches and return to the default result set for that module.

Advanced Module Search

Advanced Search is available on all modules within the CRM. Advanced Search provides users with a more detailed module-wide search functionality. As being standard, there are more fields available to you via Advanced Search.

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Advanced Searches may have many fields and specific criteria. For this reason, users can save preferred advanced search criteria to easily populate this in the future.

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To load a saved search, users can select the saved search from the 'My Filters' drop down. This will return results that match the criteria specified in the saved search.

System Administrators can modify which fields are searchable in Advanced Search within Studio.

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Export

Export is available on all modules within the CRM. Export allows users to export all records or based on

search condition.

Column ChooserColumn chooser is available on all modules within the CRM. It allows users to create the list

view as desired To load a saved column chooser, you can select fields that you want by drag & drop and click 'Save Changes'. This will return results that match the criteria specified in the column chooser.

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2.3. Views

Within the CRM users will be presented with various views. These views are structured to key information through the record management process. There are three main views:

List View Detail View Edit View

All of these views have specific purposes and are described in the sub-sections below.

List View

This is the view that are presented as users navigate to specific module.

The List View compromises of many actions that users can carry out to manage records. These are: Search Records – provides the ability to perform basic and advanced searches, as covered

previously in the Search section of this chapter. In addition, we can quickly search by clicking on

the icon Sort Records – clicking on the column name will sort the records in that column either ascending

or descending, if sorting is enabled. View Records – clicking on any hyperlinked data will take you to the Detail View of the records.

Edit Records – clicking the icon will navigate you to the Edit View for each record. Delete Records – users can select records and then delete them in the corresponding module. Mass Update Records – users can select records and then select the mass update option to

update data on all selected records. Merge Records – users can select records and then select the merge option. This will begin the

merge records process: A primary record can be selected and the data from the duplicate records can be merged into it. Once saved, the duplicate records will be deleted and all data/history merged to the primary record.

Detail View

This is the view that users are presented with when users view a record.

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The Detail View compromises of many actions that users can use to view/manage data. Those are specific to the Detail View of the module that are being viewed. There are standard actions on the Detail View for most modules as described below:

Add – allows users to change add new screen. List – allows users to back to list view screen. Import – allows users to quickly import more than 1 record.

If users click on button, there additional functions: Edit – allows user to edit the record being viewed. Clone – allows user to duplicate the record being viewed. Delete – allows user to delete the record being viewed. If a record is deleted, user will be

redirected to the List View. Audit History – allows user to view changes to audited fields.

Note: To set fields as audited and for any changes to find duplicates, contact System Administrator.Hyperlinked fields can be clicked on. This will navigate users to that record.The Detail View is tabbed in FSOCRM2. This means there is minimal scrolling and data is categorized for each module in the appropriate tab.System Administrators can select to display data in either tabs or panels. You can contact the System Administrator for more information on managing layouts and views.

Edit View

This is the view that users are presented with when editing a record.

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The Edit View allows users to modify record information that is displayed on the view. This also allows users to update existing data and add/remove data. Once users have made changes on the Edit View, users can click 'Save' to apply changes or click Cancel. Clicking either options will redirect to the Detail View of the record being edited. Users can click on the Audit History button to view changes to audited fields which can be useful before making any intended changes.

Creating Records

Users can create records within modules from various different areas of the Interface. Detailed below are screen shots of record creation points.On the list view screen:

On the tab-bar:

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Once users click the create button, you will be taken to the creation screen. This is essentially the Edit View that we have covered previously in this section. This allows users to fill in the appropriate data for that record. Fields with the red star (*) are required fields. Validation is performed so that a record cannot be saved within the CRM unless data is valid for all required fields.

Once you have populated all data of the record, you can save the record which will create the record within the module in the CRM. Once saved, you will be redirected to the Detail View of the record you have created.

Editing Records

Users can edit records within modules from various different areas of the Interface. Detailed below are screen shots of record editing points.

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Once clicking on the button (or pencil button), users will be taken to the Edit View. This allows users to edit/populate the appropriate data for that record. Fields with the red star (*) are required fields. Validation is performed so that a record cannot be saved within the CRM unless data is valid for required fields.Once you have edited/populated the record data, you can save the record which will update the existing record with the new data populated when editing. Once saved, you will be redirected to the Detail View of the record you have edited.

Deleting Records

Users can delete records within modules from both the List View and Detail View. Detailed below are screen shots of record editing points:

Detail View Deletion method

Deleting records from the Detail View is a simple process. Users simply click the 'Delete' button.

When you click the delete button on a record, you will receive a popup which asks for confirmation of deleting record.

You can either click Cancel or OK: Clicking Cancel will revert back to the Detail View of the record and will not delete it while clicking OK will delete the record. In the latter, the record will be deleted and users will be redirected to the module List View.

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List View Deletion method

To delete records from the List View, users can select records using the checkbox option on the left hand side of the view. It is possible to select single records or use the 'Select this Page' or 'Select All' options, to select all records from the page or all records within the module.

Once the records are selected to delete, you can click the 'Delete' button. When you click the delete button on a record, you will receive a popup which displays the number of records being deleted and ask asks for confirmation of deleting record.

You can either click Cancel or OK: Clicking Cancel will revert back to the Detail View of the record and will not delete it while clicking OK will delete the record. If you choose to delete the record, the record will be deleted and you will be redirected to the module List View.

Importing Records

It is possible to import data easily by using FSOCRM2’s easy-to-use User Import Wizard. There are many hints and tips as users progress through the Import Wizard on the requirements of importing data and further steps in the Wizard.

User Import Wizard features

There are many features on the Import Wizard which make it easier for users to map data to CRM fields and also for future imports. These are:

Sample .csv file for easier import of data — Use the available sample .csv file as a template for importing files

Retain settings from previous imports — Save/preserve import file properties, mappings, and duplicate check indexes from previous imports for ease of current data import process

Ability to accept both database name and display labels of drop-down and multi-select field items — Field labels as well as database names are accepted and mapped during import, but only the field labels are displayed for ease of use

Ability to accept both usernames and full names in user fields during import and export of data — Full names of Users displayed for Assigned To and other User-related fields in exported .csv file for easier identification of user records

Ability to auto-detect file properties in import file — Upload import files without specifying file properties such as tab, comma, double and single quotes, date and time formats, makes the process simpler and faster

Ability to import contacts from external sources such as Google — Ability to import Google Contacts for person-type modules such as Contacts, Leads, and Targets, relate FSOCRM2 records to Google Contacts, and communicate with Google Contacts from within FSOCRM2

Import function was used at Account, Contact module

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Steps to Import data

Always import the Account data first and then import Contacts and other data related to Accounts (such as Meetings, Calls, Notes) to automatically create a relationship between the imported Account and Contacts and activity records related to the Account.Follow the steps listed below to import data for a module, such as Accounts:

1. Select Import from the Actions drop-down list in the module menu options.2. This displays Step 1 of the import process with a link to a sample Import File Template.3. Upload your import file to this page using the Browse button in the Select File field or,4. Optionally, download the available template, delete the existing data, input your data and upload

to this page using the Browse button.5. Click Next.6. This displays Step 2 (Confirm Import File Properties).7. Auto-detection of imported data takes place at this step.8. Click View Import File Properties button to verify and change the data as needed, if you notice

irregularities in the Confirm Import File Properties table.9. Click the Hide Import File Properties to collapse the panel.10. Click Next.11. This displays Step 3: Confirm Field Mappings.12. The table in this page displays all the fields in the module that can be mapped to the data in the

import file. If the file contains a header row, the columns in the file map to matching fields.13. Check for correct mapping and modify if necessary.14. Map to all of the required fields (indicated by an asterisk).15. Click Next.16. This displays Step 4: Check for Possible Duplicates.17. Follow the instructions on this page.18. Step 4 also provides the option of saving the current import file properties, mappings, and

duplicate check indexes for future imports.19. (Optionally) Save the import settings.20. Click Import Now.21. Click the Errors tab to check for errors in the process. Follow the instructions to fix problems (if

any) and Click Import Again.22. This displays Step 1 of the import process.23. Follow all the steps in the wizard through Step 5.24. If the import was successful, you can to view all the imported records at Step 5.25. Click Undo Import if you are not satisfied with the imported records,26. Or, click Import Again to import more data27. Or, click Exit to navigate to the List View page of the module that you imported your records into.

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Exporting Records

You can export FSOCRM2 records in .csv format. When you exports records from the CRM, you will be provided with the .csv file to download when the export has finished executing. You can save and open this file in applications such as Microsoft Office Excel.The .csv file displays in a tabular format with columns and rows. When data is exported from the CRM, the record ID is included with all other fields that are specified in the export list for that module. You can then use the record ID as a reference for performing a 'Create new records and update existing records' import, as detailed in the Importing Records section of the user guide.When exporting values from drop-down lists, FSOCRM2 exports the ID associated with each option and not the display labels. For example, if a drop down list has options labelled High, Medium and Low with an ID of 1, 2 and 3 – the .csv file will show the drop down options as 1, 2 or 3.

Steps to Export Records

1. Select the records from the List View on the module’s home page.2. Select Export from the Actions drop-down menu in the List View.3. To export all records listed on the page, click Select located above the item list and select one of

the following options:4. This Page. To export all the records listed on the page, select this option.5. All Records. To export all records on the list (if it is more than a page long), select this option.6. This displays an Opening.csv dialog box.7. Select Open to open the export file in .csv format or select Save to Disk to save the .csv file to

your local machine.8. Click OK to execute the operation. If you chose to open the file, the csv file opens in Microsoft

Excel.9. The file contains all the fields in the module from which you are exporting the data.

2.4. In-line Editing

In-line editing gives you the ability to change values “on the fly”. In-line editing has been implemented on both List View and Detail View, providing an advantage to users wishing to change field values quickly, reducing the number of clicks/processes that would normally be taken to edit the full record.

List View In-line Editing

You can edit record information on the List View of a module using in-line editing by clicking on a field where the pencil icon is shown.We will deploy this feature in the next release !

2.5. Desktop Notifications

Users can receive notifications for any Calendar events such as: Meetings – Meetings you have been invited to that have pop-up reminders set. Calls – Calls you have been invited to that have pop-up reminders set.

Managing Desktop Notifications

If you have no notifications, the notification count will show '0' to tell you that you currently have no notifications to check.

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If you do not click on a desktop notification when it is displayed in the browser, for example you are AFK(Away From Keyboard) your notifications will be added to the notification list which shows as a count on the main navigation bar.

You can manage your desktop notifications by clicking on .the icon which will show any existing notifications.

2.6. SYMBOLS

Symbol Description

Home/ Back to dashboard display

Module Sales

Module Marketing

Configuration setup

Search

Quick Create

Notifications

Settings regarding to User

Link to Jira/ Portal

Create

Import

List all

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Symbol Description

More…

Filter/ Advanced Filter

Delete

Quick Search

Clear Sort by

Export All

Hide column

Edit

Sort

Expand

Save

Cancel

Select

Remove

Export

Bookmark

Batch fulfill

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Symbol Description

Attach documents

3. COMMON FUNCTIONSClone RecordStep 1: Open a Record which is selected for cloning

Step 2: From Dropdown-Menu , click on Clone: A new window of full information from existing

record appears and is ready for users to change information in the fields, if necessary

Step 3: Insert missing information in all required fields

Step 4: Save the information of the new order by clicking on button: A new record is created

and saved

If there is no need for cloning the record, click on button: Cancel cloning successfully

Edit RecordStep 1: Open a Record which is selected for editting

Step 2: From Dropdown-Menu , click on Edit: Open form for editting

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Step 3: Add/Update value of unlocked fields if necessary

Note: There might be a number of fields that are not be able to make change(s)

Step 4: Click on button: The record is updated and saved successfully

In case there is no need for editing the record, click on button: Cancel editing successfully

Audit HistoryStep 1: Open a Record which is selected for auditing

Step 2: From Dropdown-Menu , click on Audit History

A new window - Audit History, appears showing records of all changes made by users:

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No. Column Description Example

1 Field Name of edited field(s)

2 Old Value Previous value/ Unedited value of the edited field(s)

3 New Value Current value/ Changed value of the edited field(s)

4 Changed By User’s name who made changes

5 Changed Date Date and Time when the change was made

Delete RecordStep 1: Open a Record which needs to be deleted

Step 2: From Dropdown-Menu , click on Delete

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Attach DocumentsStep 1: Open an Order Record which needs to be attached with file(s)

Step 2: Open sub-panel Documents, click on button, open form Create Document

Step 3: Click on button to select file for attachment

Step 4: Change Document Name and add Description if necessary, then click on button to finish

attachment

4. BUSINESS PROCESS MANAGEMENT4.1. Account management process Purpose: Centralized management of Accounts’ information Role: Admin, OB admin, AM, Sales support Path: FSO CRM2 \ Sales \ Accounts Note: New account must be approved before doing any transactions with it

4.1.1. Create AccountsUsers has roles as Admin/ OB admin/ Account Manager/ assigned Sales Support can do this process

Step 1: User can choose one of the following methods:

- Access All Accounts list following the above path (FSO CRM2\Sales\Accounts), then select

button

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- Use shortcut in Homepage, then choose Create Accounts

Step 2: Users fill in fields as required below:

No.

Account Information Description Example

Required fields (*)

1 Account Code Insert the company code

The code must be unique or else, error

message "The account code already exists.

Please enter other account code" will be

shown and users cannot save the record

2 Account Name Insert company name

3 Account Owner Default as the logging-in user

4 Account Source Select source to gain this account:

- Internal Referral

- Cold Call

- Conference

- Daily Lead Generation

- Direct Email

- Employee Referral

- Existing Customer

- External Referral

- Jigsaw

- Partner

- Public Relationship

- Relationship Manager

- Response to RFP

- Self-Generated

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No.


- Trade Show

- Website

- Word of Mouth

- Other

5 Category Choosing a suitable type of customer

- End User

- SI

- Both

SI

6 Domain Select the suitable industry in which the

company is working

- Aerospace & Aviation

- Automotive

- Banking and Finance

- Communications, Media and Services

- Consumer Packaged Goods

- Healthcare

- Logistics & Transportation

- Manufacturing

- Public sector

- Technology

- Utilities

- Others

7 Sub-domain Select after the chosen Domain

8 Market Select the market of this account

- APAC

- EU

- JP

- AM

9 Account Location Insert the place where FSO has business deal

with this account

10 VI/MI

11 Sales Team Select depend on Market

12 Annual Revenue Average revenue per year in US dollar

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No.


(USD)

Optional fields

13 Native Name Insert the name of company in their native

language

14 Delivery Manager Insert the name of company’s delivery

manager

15 Sales Supporter Insert the name of FSO Sales Supporter

16 Parent Account Code Insert the parent company code

17 Billing Address Insert the billing address of the company

18 Account Description Insert other information of the company

19 Website Insert the company’s website

20 Contact History Insert the company’s contact history

Step 3: Save the information using the function

4.1.2. Edit/ Update Accounts’ System InformationUsers has roles as Admin/ OB admin/ Account Manager/ assigned Sales Support can do this process

Step 1: Select the Account Code needs to be changed following the above path (FSO CRM2 \ Sales \

Accounts)

Step 2: Select the System Information tab

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Step 3: Double-click on the field users want to change

No.


1 Account Status Default status of the company is either

Active/ Inactive. Users can change the status

of account to one of:

- Inactive

- Active

- Approved

- Sleeping

- Changing code

2 Changing Account

Code

Insert new code of the company

3 De-active Reason Insert the reason of de-activation

4 Tier Enable Enable/Disable

5 Account Type Default type of the company is Prospect.

Users can change the type of company to

one of:

- Analyst

- Competitor

- Customer

- Integrator

- Investor

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No.


- Partner

- Press

- Prospect

- Reseller

- Other

6 Rank Users can change the type of company to

one of:

- Whale

- Potential

- Strategic

4.1.3. Approve AccountsUsers has roles as Admin/ OB admin can do this process

Step 1: Select the Account Code needs to be changed following the path (FSO CRM2 \ Sales \ Accounts)

Step 2: Choose either follow Update Accounts System Information process as above to change the

status of the Account or select function and select Approve

4.1.4. Add Contacts to an AccountStep 1: Select the Account Code needs to be changed following the path (FSO CRM2 \ Sales \ Accounts)

Step 2: Select function on the far right of PRICE LIST ITEMS tab

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Step 3: Click in the middle of button to create a new contact or click on the white arrow to select an existing contact

Create a new contactStep 1: Users fill in fields as required below:

No.

Field Description Example

Required fields (*)

1 Account Code Default as current Account

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No.


2 Contact Owner Default as user logging in

3 First Name Insert the first name of Contact

4 Last Name Insert the last name of contact

5 Native Name Insert contact’s native name

6 Gender Select either:

- Male

- Female

7 Job Title Insert contact’s job title

8 Native Job Title Insert contact’s job title in contact’s native

language

9 Contact Source Select one of the following:

- Website

- Email

- On event

- Database

- Sales

- Referrals

- Webinar

- Trial (Tool/Product)

- Survey

- Social

- Internal Event

- External Event

- Other

10 Importance Level Select the importance level of contact as one of

following:

- Diamond

- Gold

- Silver

- Bronze

- Other

- Platinum

11 Relationship Select the suitable status of the relationship with

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No.


contact:

- None

- Poor

- Reasonable

- Good

- Significant

- Excellent

- Other

12 Email Address Insert contact’s email address

13 Mobile Phone Insert contact’s mobile phone

14 Newsletter Select either

- Yes

- No

Optional fields

15 Department Insert contact’s department

16 Native Department Insert contact’s department in his/her native

language

17 Birthday Insert contact’s date of birth

18 Business Phone Insert contact’s business phone number

19 Post Card Select the suitable post card as one of:

- Type 1 (CEO signature)

- Type 2

- No post card

20 Address Insert contact’s physical address

Step 2: Select button

Choose from existing contact list

Step 1 (Optional): Search specified contact using available filters and select function

35

Step 2: Double click on the desired contact

4.1.5. Add Opportunities to an AccountRefer to Opportunity Management Process

4.1.6. Clone AccountsRefer to Guideline of Clone Record

4.1.7. Delete AccountsRefer to Guideline of Delete Records

4.2. Price List Management Process Purpose: Centralized management of Price Lists’ information Role: Admin, OB admin Path: FSO CRM2 \ Configuration \ Price List

4.2.1. Creating Prices List

Step 1: Users select function to create a new price list.

36


No.


Required fields (*)

1 Price List Name Insert name of the new price list

2 Market Select the market at which this price list will

be applied for

- APAC

- EU

- JP

- AM

This field is locked if an Account (as below)

is selected

3 Status Default status at creating is Active but users

can select either:

- Active

- Inactive

4 Currency Select the currency used in the list USD, VND…

5 Account Select Account at whom the price list will be

applied for

37

No.


This field is lock if a Market (as above) is

selected

Optional Field

6 Description Provide other information of this price list


4.2.2. Add Products to a Price ListStep 1: Select the price list that needs to be added with a (some) item(s)

Step 2: Select function in Products tab

Step 3: Users either:

- Click in the middle of button to create a new product which will be added to Price List after saved

- Click on the white arrow and choose Select to pick up previously created Products. Further steps is the same as below

4.2.3. Add Price List itemsStep 1: Select the price list that needs to be added with a (some) item(s)

Step 2: Select function in Price List Items tab

38

Step 3: Select function

Step 4 (optional): Search specified items using available filters and select function

Step 5: Select the necessary Product(s)

Step 6: Select function

4.2.4. Edit Price ListRefer to Guideline of Edit Record

4.2.5. Clone Price ListRefer to Guideline of Clone Record

4.2.6. Delete Price ListRefer to Guideline of Delete Record

39

4.3. Product Management Process Purpose: Centralized management of Products’ information Role: Admin, OB admin, Sales support Path: FSO CRM2 \ Configuration \ Products

4.3.1. Create a Product

Step 1: Users select function to create a new product.


No.


Required fields (*)

1 Service Select the suitable service listed Digital Platform

2 Product Name Name of the product

3 Role Selec the suitable role listed Functional

4 Seniority Select the suitable seniority as one of:

- Blended

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No.


- Junior

- Senior

- Expert

5 Resource type Select the suitable type as one of:

- Long-term

- Nearshore

- Offshore

- Passthrough

- Short-term

6 Status Default status at creating is Active but users

can select either:

- Active

- Inactive

Optional Field

7 Description Insert other information of the product


4.3.2. Edit ProductRefer to Guideline of Edit Record

4.3.3. Clone ProductRefer to Guideline of Clone Record)

4.3.4. Delete ProductRefer to Guideline of Delete Record

41

4.4. Opportunity Management Process Purpose: Centralized Management of Business Opportunity Information

Role: OB Admin, Admin(CPD-MCP(Sale)), AM, SSP, BU Lead, FSU Lead

Path: FSOCRM2 \ Sales \ Accounts\ Opportunities \ Create

Function

No. Step Name Display/Main Function

Role

1 Create an Opportunity Opportunity Admin(CPD-MCP(Sale))

OB Admin (follow market)

AM, SSP (only if assigned)

2 Edit the Opportunity Opportunity Admin(CPD-MCP(Sale))


42


Role

AM, SSP (only if assigned)

3 Delete the Opportunity Opportunity Admin(CPD-MCP(Sale))


AM

4 Close (as Lost) the

Opportunity

Opportunity Admin(CPD-MCP(Sale))


AM

5 Re-open the Opportunity Opportunity Admin(CPD-MCP(Sale))


AM

4.4.1. Status of Opportunity

No. Action Status Condition

1 Create Open After creating an opportunity/qualifying a Lead

2 Create Order Won After an Order is created from Estimation of this Opportunity

3 Close as Lost Closed as

Lost

When an Opportunity is Closed as Lost

4 Re-open Open When an Opportunity is reopened

4.4.2. Create Opportunity from Account

In order to create Opportunity from Account:

Step 1: From detailed Account screen, expand Opportunities sub-panel then click [Create] button

43

Step 2: The create Opportunity screen is displayed: Input all required fields then click on [Save] button

No. Field name Required field Description

Opportunity Information

1 Opportunity Name Yes Automatically inherit Opportunities’ name and can be changed

2 Account Code Yes Select account of this Opportunity

3 Project Start Date Yes The date of opportunity begins

4 Project End Date Yes The date of opportunity is close

5 Deal Close Date Base on Stage Select Deal Close Date

6 Currency Yes Select currency for this Opportunity or Automatic value based on Account

Each opportunity only can choose a unique currency

This currency will be inherited to estimation

7 Price list Yes It will be inherited from Account Code

9 Size (MM) Base on Stage Insert size of man month

10 Stage Yes Select stage of Opportunity:

- A - Signed contract- B - Won

- C – Proposal- D – Req.Hearing

- Failed- O – Contact- Pending

The required fields will change and depend on you select stage

11 POC Yes Select Yes/No

12 Description Base on Stage Input text

13 Domain Base on Stage [TBD]

14 Sub - Domain Base on Stage [TBD]

15 Technology No Select technology necessary for this opportunity

- Big Data/Analytics- Cloud Computing- Commercial Package (SAP, Oracle…)- Embedded- Internet of Things- Java Based- LAMP Based- Mainframe Related

45


- Microsoft Based- Mobility- Social

- Other

16 High – level service No [TBD]

17 Service Type No Select service type provided by FSOFT for this opportunity

- Effort – base - Outcome base- Solution- Product

18 Service Base on stage Select service provided by FSOFT for this opportunity

- Application Services- Biz Application Services- BPO- Legacy Modernization- Product Engineering Services- QA Testing- SMAC- Other

19 Sub – service No Select subservice provided by FSOFT for this opportunity

Sub service is filter based on corresponding service

20 Opportunity Source No Select Opportunity source:

- Current Customer- Marketing- BCO

- Cross-sales- Other

21 Account (LC) Yes Input value of estimated revenue won from this opportunity

22 Amount (USD) No Amount converted to USD

23 Pre-sales No Only select this field with market JP

Onsite and Offshore team

24 Delivery Manage Base on stage Select person in charge to take care budgeted MM

Inherit from Account and can be changed

* Delivery Manager can view all records related to Opportunity, can edit Quote

25 VI/MI Yes Inherited from Account Code and can’t be

46


changed

26 Sub VI Yes Automatic value based on VI/MI and can be changed

27 Sub VI Lead Yes Automatic value based on Sub VI Lead and can be changed

28 Sales Team Yes Automatic value based on Account Code and can be changed

29 Sales Head No Automatic value based on Sales Team and can be changed

30 Offshore Team Base on Stage Select Business Unit of corresponding FSU which will take in charge this Opportunity

Select FSU which will take in charge this Opportunity

FSU head of offshore team can view this opportunity’s information and account’s information of this opportunity

In case there have not any information of delivery team, select value HO for field Offshore Team, then update this value when the proposal is prepared

31 Offshore BU Base on Stage Select FSU which will take in charge this Opportunity

BU Lead of offshore BU can view this opportunity’s information and account’s information of this opportunity

In case there have not any information about delivery team, select value DMO for field Offshore BU then update again when the proposal is prepared.

32 Offshore PIC No Select offshore PIC for this Opportunity

Offshore PIC is filtered based on Offshore BU

33 GDC PIC No Person in charge of GDC team

34 GDC Team No Display GDC team

35 Deal Initiator No Automatic display Deal Initiator

36 Opportunity Owner Yes Automatic display Opportunity Owner

Buttons

37 Save N/A

Click button to save the item

47


38 Cancel N/A

Click button to cancel this form

39 List N/A

Click button to back to the View all

Opportunities screen

Expected result: The new Opportunity is saved successfully and displayed on list view all OPP screen

Or in list of Opportunities at sub-panel

User can click button to open the edit item screen for editing or click Opportunity name link to

view detailed item with information in 03 tabs

Tab1: Opportunity Information

48

Tab2: Onsite and Offshore Team

49

Tab3: System Information

50

Page displays sub-panel Quotes, user can click to view list quotes belong to this Opportunity

4.4.3. Edit an Opportunity In order to edit in the detailed Opportunity screen:

Step 1: Open in detail an Opportunity screen

51

Step 2: Expand button, select [edit] option for editing

Edit the Opportunity screen is displayed

53

Step 3: Edit some fields then click on button to save the changed information

Or click button to cancel this form, system displays the confirmation pop-up.

Click [Leave] button to leave this page

Click [Stay] button to stay on this page

54

In this form, user can click button to check history of Opportunity

4.4.4. Close Opportunity as LostWhether your customer accepted or declined your proposal, however, it’s now time to close that

opportunity.

Step 1: Open detail an Opportunity screen

Step 2: Expand button, select [Close as lost] option

55

The confirmation pop-up is displayed “Are you sure you want to close this record?”

56

- Click Ok Close Opportunity as lost successfully

- Click Cancel Cancel action

4.4.5. Re-open Opportunity Only reopen Opportunity that has status Won or Closed as Lost

Step 1: Open detailed Opportunities screen

Step 2: Expand button, select [Re-open] option

57

The confirmation pop-up is displayed “Are you sure you want to re-open this record?”

58

- Click Ok Re-open Opportunity successfully


4.4.6. Delete Opportunity In order to delete Opportunity which has inactivated quote

Step 1: Open detail an Opportunity screen need delete

Step 2: Expand button, select [Delete] option

59

The confirmation pop-up is displayed “Are you sure you want to delete this record?”

60

- Click Ok Delete Opportunity successfully- Click Cancel Cancel action

From the Opportunities list screen, allow deleting many Opportunity at once

61

4.5. Quote Management Process Purpose: Centralized Management of Estimation Information, input information for estimation of

revenue source

Role: OB Admin, Admin(CPD-MCP(Sale)), AM, DM, SSP, VI Lead, Sub VI Lead, Sales Head,

BU Lead, FSU Lead

Path: FSO CRM2 \ Sales\ Opportunity (detailed item)\ Create Quote (at workflow)

Function


Role

1 Create/Update Quote Information Quote OB Admin, Admin(CPD-

MCP(Sale)), AM, DM, SSP

2 Add/Update Quote Product Quote OB Admin, Admin(CPD-

MCP(Sale)), AM, DM, SSP

3 Confirm effort Quote Quote OB Admin, Admin(CPD-

MCP(Sale)), AM, DM

4 Review (Approve/reject billable

effort)

Quote OB Admin, Admin(CPD-

MCP(Sale)), Sales Head, SSP, VI

Lead, Sub VI Lead

5 Active Quote Quote OB Admin, Admin(CPD-

MCP(Sale)), AM, SSP

6 Re-open Quote Quote OB Admin, Admin(CPD-

MCP(Sale)), AM, SSP

7 Cancel Quote Quote OB Admin, Admin(CPD-

MCP(Sale)), AM, SSP

8 Delete Quote Quote OB Admin, Admin(CPD-

MCP(Sale)), AM

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4.5.1. Status of Estimation

No. Action Status Condition

1 Create Draft When an Estimation is created

2 Activate Active When an Estimation is Activated ( confirmed by customer)

3 Create Order Won When an Order is created from this Estimation

4 Revise Closed

When an Active Estimation is Revise

- Existing estimation is Closed

- A New Existing estimation is cloned with the same

information

5 Cancel Quote Cancel

When Quote hasn’t mapped F12, status = 'Draft'/'Active'/'Re-

Open'

And hasn’t Order (Fullfill or Active)

6 Re-open Quote Re-open When an Quote is reopened

4.5.2. Create/Update Quote InformationCase 1: Create Quote from workflow

Follow path: FSOCRM 2 \ Sales\ Opportunity (detailed Opp) \ Create Quote (at workflow)

64

Step 1: Click [Create] button to show create Quote screen. Some information will be inherited from

Opportunity

65

Figure: Create Quote screen

No. Field name Required Description

Quote Information

1 Quote Name Yes Automatically inherit Opportunities’ name and can

be changed

2 Quote Native Name No Account of this Quote

Account is inherited from Opportunity

3 Account Code Yes Automatically inherit from Opportunity and can be

changed

4 Account Name No Automatically inherit from Opportunity and can’t be

changed

5 Opportunity Yes Name of opportunity related to this quote

This information is automatically inherited from

corresponding opportunity

6 Start Date No Automatically inherit from Opportunity and can be

changed

7 End Date No Automatically inherit from Opportunity and can be

changed

8 Sale Supporter Yes

9 Category No Automatically inherit from Opportunity and can be

changed

10 Description No Insert description for this quote

11 Currency Yes Automatically inherit from Opportunity and can’t be

changed

12 Price List Yes Automatically inherit Account’s market and cannot

be changed

13 High – level service No Automatically inherit from Opportunity and can be

changed

14 Service Type No Automatically inherit from Opportunity and can be

changed

66


15 Service No Automatically inherit from Opportunity and can be

changed

16 Quote ID N/A Display after quote is created

Automatically generated in format:

AccountCode/FSU/CreatedOn/Accessing Sequence

17 Offshore Team No Automatically inherit from Opportunity and can be

changed

18 Offshore BU No Automatically inherit from Opportunity and can be

changed

19 Offshore PIC No Automatically inherit from Opportunity and can be

changed

20 Contract Type Yes Select Contract Types:

- Body Shopping

- Expense

- Fix Price

- T&M

21 Signed With No Select FSOFT’s brank to sign contract

- FAGREX

- FAP

- FAUST

- FDN

- FGR

- FHCM

- FHN

- FHO

- FJP

- FMAS

- FSK

- FUSA

- FFR

- FCZ

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- FPHI

- FCR

- FORD

- FTJ

- KRN

- FINDO

- FAP 2

- FSJ

ONSITE AND OFFSHORE TEAM

22 Delivery Manage N/A Automatically inherit from Opportunity and can’t be

changed

23 VI/MI Yes Automatically inherit from Opportunity and can’t be

changed

24 Sub VI Yes Automatically inherit from Opportunity and can’t be

changed

25 Sub VI Lead Yes Automatically inherit from Opportunity and can’t be

changed

26 GDC PIC N/A Automatically inherit from Opportunity and can’t be

changed

27 GDC Team N/A Automatically inherit from Opportunity and can’t be

changed

28 Opportunity Initiator N/A Automatically inherit from Opportunity and can’t be

changed

29 Sales Team N/A Automatically inherit from Opportunity and can’t be

changed

30 Sales Head N/A Automatically inherit from Opportunity and can’t be

changed

31 Other Teams N/A Assign other teams to perform, input Other Offshore

Team, Other Offshore BU, Other Offshore PIC

Buttons

68


32 Save N/AClick button to save the item

33 Cancel N/AClick button to cancel this form

34 List N/AClick button to back to the View all

Quotes screen

Step 2: Input all required fields or change the inherited information if need then click [Save] button

Expected result: The new Quote is saved successfully and displayed on list Quotes screen or workflow in

OPP detail screen

Figure: View all list Quote screen

69

In OPP detail screen below, expand Quotes and click to open detail Quote

The view detail Quote screen is displayed information in 3 tabs below:

Tab1: Quote Information

70

Figure: View detail Quote screen

Display message row when the Quote hasn’t confirmed, user need to confirm effort

Tab2: Onsite and Offshore Team

71

Tab3: Project Effort

72

User can click to update Quote Amount

73

Input data then click on or button

User can view sub-panels such as Documents, Quote Products, Estimation Information, Customer’s Deliverable

4.5.3. Add/Update Quote Product Allow user add Quote product items

Step 1: Expand Quote Products sub-panel

Step 2: Click button

Step 3: Select price list items to add

74

The chosen item is shown below:

User can click product hyperlink to edit Quote product

75

Input data then click on or button

Or click button to remove item, the confirmation pop-up will show with content “The system will delete this record. This action cannot be undone. To continue, click Delete.”

- Click OK button remove successfully- Click Cancel button cancel action

76

The effort and MM of Product will be broken down each month

4.5.4. Confirm effort QuoteAllow user confirm effort quote

Step 1: Open detail a Quote screen

Step 2: Expand button, select [Confirm Effort] option

77

The confirmation pop-up is shown with content “Do you want to confirm this Quote?”

78


- Click OK Confirm effort successfully, show message bellow

Display APPROVE BILLABLE INFORMATION

79

In case Quote product hasn’t been added, the message is shown, user need to add Quote product

SSP or Sub VI Lead needs to check mail to approve/reject Quote

4.5.5. Review (Approve/reject billable effort)After Quote is created, system will send mail to user to inform to approve/reject billable information. They

are SSP, VI Lead, Sub VI Lead and Sale Head. As soon as SSP approves, the status will change to

Approved without other people’s needs to approve. In other case, both VI Lead and Sub VI Lead must

approve, the status will change to Approved. In case of JP market, Sale Head will join to approve. Who

has permission to approve depends on Quote value.

80

Step 1: Open Quote to approve/reject billable information

Step 2: Click on button for approving, the confirmation pop-up is shown with content

“Do you want to approve this Quote?”

81

2.1 If SSP approves, other people have no need to join for approving

2.2 If VI Lead and Sub VI Lead approve, SSP has no need to join for approving

2.3 In JP Market, Sale Head will join to approve.

In case user click button, the reject pop-up is shown, input data then click [reject] or [Cancel]

Expected result: Reject successfully, quote needs to be confirmed again

4.5.6. Activate QuoteAllow users to active Quote

82

Step 1: Open in detail a Quote screen

Step 2: Expand button, select [Active Quote] option, the confirmation pop-up is shown with

content “Do you want to active this Quote?”


- Click OK Confirm effort successfully or show message bellow if Account hasn’t approved, user

need to approve Account

4.5.7. Re-open QuoteAllow user reopen Quotes with status Won or Active

83

Step 1: Open detail a Quote screen

Step 2: Expand button, select [Re-open] option

The confirmation pop-up is shown with content “Are you sure you want to re-open this Quote. The Quote will be changed to Draft, you can't undo this action?”


- Click Re-open Reopen Quote successfully

84

4.5.8. Cancel QuoteAllow user reopen Quotes with status Draft or Active

Step 1: Open in detail a Quote screen

Step 2: Expand button, select [Cancel] option

The confirmation pop-up is shown with content “Do you want to cancel this Quote?”

85


- Click OK Cancel Quote successfully

4.5.9. Delete QuoteRefer to Guideline of Delete Record

86

4.6. Order Management Process Purpose: Centralized Management of Order (PO or Contract) information, input information for

payment schedule.

Role: SSP/OB Admin

Note: 2 ways of creating an Order

o Having PO before having project: Create Order then map to Opportunity

o Having Project before having PO: Create Opportunity – Quote - Order

4.6.1. Status of orderAction Status Condition

Create Active When an Order is created

Cancel Canceled When an Order is Canceled

Fulfill Fulfilled When an Order is fulfilled ( finishing all order)

4.6.2. Create Order Role: Sales Support, OB admin

Create Order from Main MenuStep 1: Follow Path: FSO CRM2 \ Sales \ Orders

Step 2: Click on button: open form Create new Order

87

Step 3: Insert information for all required field

No. Fields:

(*: Required field)

Description Example

1 Order Name* Input order name

Note: AM must input accurate order name under

88

No. Fields:

(*: Required field)

Description Example

“Project name” in Japanese

2 Account name Input Account name of this order

3 Account code* Input Account code of this order

Account of opportunity, quote and order must be

the same

4 Opportunity* Input Opportunity of this order

5 Quote Name* Input Quote of this order

6 Quote ID Quote ID of this order

7 Signed date* Select date when PO is signed by customer

Default = Current date, and can be changed

3/29/2019

8 Start Date Estimated date to start project

Start Date inherited from Quote, and can be

changed

3/29/2019

9 End Date Estimated date to finish project

End Date inherited from Quote, and can be

changed

12/29/2019

10 Service Select service provided by FSOFT for this

opportunity

- Application Services

- Biz Application Services

- BPO

- Legacy Modernization

- Product Engineering Services

- QA Testing

89

No. Fields:

(*: Required field)

Description Example

- SMAC

- ...

Service inherited from Quote, and cannot be

changed

11 Description Input note to this order

12 Temporary Code Automatically generated in format

Account code/FSU/PO

type/YYMMDD/XXXXXXOfficial

This temporary code is baselined when created

and can’t be changed even when FSU/ contract

type is changed

13 Official Code* Insert external code for this Order based on PO

code receiving from customer

14 Payment Terms Specified period of payment 7 days

15 days

15 Payment Terms’

Note

Note of the Order’s payment terms

16 Delivery Location The location where the order will be delivered 06-FPT Japan

08-FPT USA

17 Type* Type of this Order:

- Body shopping

- Expense

- Fixed Price

- T&M

Inherited from Quote, and can be changed

18 Contract Type* Type of this contract:

90

No. Fields:

(*: Required field)

Description Example

- PO: Purchase Order

- SOW: Scope of Work

- WO: Work Order

- IND: Index

19 Category Category options include:

- End User

- SI

- Both

Inherited from Quote and cannot be changed

20 Signed with* Select FSOFT’s branch to sign contract

- FAGREX

- FAP

- FAUST

- FDN

- FGR

- FHCM

- FHN

- FHO

- FJP

- FMAS

- FSK

- FUSA

- …

Signed With is inherited form opportunity

21 Parent Official Code

22 Invoice Value Default = 0.00, and cannot be changed

23 Sales Supporter Select a sales supporter taking in charge this

order

91

No. Fields:

(*: Required field)

Description Example


24 Sales Team Inherited from Quote and cannot be changed

25 Offshore Team Select offshore delivery team taking in charge this

order.

Offshore team is inherited from Quote and cannot

be changed

26 Price List Inherited from Quote and cannot be changed

27 Currency Inherited from Quote and cannot be changed

28 Offshore BU Select Offshore BU taking in charge this order

Offshore BU is filter based on relevant FSU

Offshore BU is inherited from Quote and cannot

be changed

Step 4: Click button: a new order is created and saved successfully

Create Order from an existing Quote Step 1: Follow Path: FSOCRM2 \ Sales \ Quotes

Step 2: Select and open an active Quote which is requested to create a new Order

Step 3: Click on Create on the BPF bar at stage Order to open form create Order.

92

Step 4: Insert information for all required fields

No. Fields:

(*: Required field)

Description Example

1 Order Name* Input order name

Order name inherited from Quote name and can

93

No. Fields:

(*: Required field)

Description Example

be changed

Note: AM must input accurate order name under

“Project name” in Japanese

2 Account name Account name of this order

Account name inherited from quote, and cannot

be changed

3 Account code* Account code of this order

Account code inherited from quote, and cannot be

changed

Account of opportunity, quote and order must be

the same

4 Opportunity* Opportunity of this order

Opportunity inherited from quote, and cannot be

changed

5 Quote Name* Quote of this order

Quote name inherited from quote, and cannot be

changed

6 Quote ID Quote ID of this order

Quote ID inherited from quote, and cannot be

changed

7 Signed date* Select date when PO is signed by customer

Default = Current date, and can be changed

3/29/2019

8 Start Date Estimated date to start project

Start Date inherited from Quote, and can be

changed

3/29/2019

9 End Date Estimated date to finish project

End Date inherited from Quote, and can be

12/29/2019

94

No. Fields:

(*: Required field)

Description Example

changed

10 Service Select service provided by FSOFT for this

opportunity

- Application Services

- Biz Application Services

- BPO

- Legacy Modernization

- Product Engineering Services

- QA Testing

- SMAC

- ...

Service inherited from Quote, and cannot be

changed

11 Description Input note to this order

12 Temporary Code Automatically generated in format

Account code/FSU/PO

type/YYMMDD/XXXXXXOfficial

This temporary code is baselined when created

and can’t be changed even when FSU/ contract

type is changed

13 Official Code* Insert external code for this Order based on PO

code receiving from customer


15 days

15 Payment Terms’

Note

Note of the Order’s payment terms

16 Delivery Location The location where the order will be delivered 06-FPT Japan

08-FPT USA

95

No. Fields:

(*: Required field)

Description Example

17 Type* Type of this Order:

- Body shopping

- Expense

- Fixed Price

- T&M

Inherited from Quote, and can be changed

18 Contract Type* Type of this contract:

- PO: Purchase Order

- SOW: Scope of Work

- WO: Work Order

- IND: Index

19 Category Category options include:

- End User

- SI

- Both


20 Signed with* Select FSOFT’s branch to sign contract

- FAGREX

- FAP

- FAUST

- FDN

- FGR

- FHCM

- FHN

- FHO

- FJP

- FMAS

- FSK

- FUSA

- …

Signed With is inherited form opportunity

96

No. Fields:

(*: Required field)

Description Example

21 Parent Official Code

22 Invoice Value Default = 0.00, and cannot be changed

23 Sales Supporter Select a sales supporter taking in charge this

order


24 Sales Team Inherited from Quote and cannot be changed

25 Offshore Team Select offshore delivery team taking in charge this

order.

Offshore team is inherited from Quote and cannot

be changed

26 Price List Inherited from Quote and cannot be changed

27 Currency Inherited from Quote and cannot be changed

28 Offshore BU Select Offshore BU taking in charge this order

Offshore BU is filter based on relevant FSU

Offshore BU is inherited from Quote and cannot

be changed

Step 5: Click on button: a new order is created and saved successfully

After saving new order record, the record appears with order’s name in the heading and all detail order’s

information is presented in four tabs: Order Information, More Information, System Information, and

Project Effort as following pictures:

97

Scrolling down the record, it shows 5 sub-panels: Documents, Payment Note, Invoices, Payment

Schedule, and Customer’s Deliverable so user can attach or add any kind of related order documents in

the record.

4.6.3. Clone OrderRoles: Sales Support, OB admin

Refer to Guideline of Clone Record

99

4.6.4. Edit Order Roles: Sales Support, OB admin

Refer to Guideline of Edit Record

4.6.5. Audit HistoryRoles: Sales Support, OB admin

Refer to Guideline of Audit History

4.6.6. Fulfill Order Roles: Japan Market: OB Admin; Other Market: AF_HO

Step 1: Follow Path: FSO CRM2 \ Sales \ Orders

Step 2: Open an Active Order Record which is needed to fulfill

Step 3: From Dropdown-Menu , click on Fulfill. Order is fulfilled sucessfully and Order’s status

changes from Active to Fulfilled, the Order is now cannot be edited

4.6.7. Batch Fulfill Order Roles: Japan Market: OB Admin; Other Market: AF_HO


Step 2: Click on button: open a new window Batch Fulfill Orders

Step 3: Select file contains a list of Orders which need to be fulfilled. The file must be in format of the

provided Template

100

Template can be downloaded by click on Download Template.

Step 4: Click on Batch Fulfill so all orders in the list can be fulfilled sucessfully

4.6.8. Active Order Role: AF_HO


Step 2: Open a fulfilled Order Record which is needed to activate

Step 3: From Dropdown-Menu , click on Active. Order is activated sucesfully and Order’s status

changes from Fulfilled to Active, the Order now is can be edited

4.6.9. Cancel Order Role: OB Admin


Step 2: Open an active Order Record (having no invoice yet) which is needed to cancel

Step 3: From Dropdown-Menu , click on Cancel. Pop up a new window Cancel Order.

101

Step 4: Select Status reason and input Description if necessary. Click on Confirm. The order is canceled

sucessfully

4.6.10. Create Delivery NoteRoles: Sales Support, Delivery Manager


Step 2: Open an Order Record which is needed to create Delivery Note

Step 3: Open sub-panel Delivery Note, click on button , open form Create Delivery Note

Step 4: : Insert information for all required field

102

No. Fields:

(*: Required field)

Description Example

1 Delivery Note

Name*

Input name of Delivery Note

2 Order name Name of this order

Order name inherited from order, and cannot be

changed

3 Official Code Official Code inherited from order, and cannot be

changed

4 Account Code Account Code inherited from order, and cannot be

changed

5 Sales Team Sales Team inherited from order, and cannot be

changed

6 Planned

Acceptance Date

3/29/2019

7 Actual Acceptance

Date

4/01/2019

8 Delivery Note

Status

Status includes Note/Processing/Done, default

select Processing

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No. Fields:

(*: Required field)

Description Example

9 Planned Delivery

Note Date

3/28/2019

10 Actual Delivery Note

Date

3/28/2019

Step 5: Click on button, a delivery note is created and saved successfully

4.6.11. Create Payment ScheduleRoles: Account Manager/ Sales Support; Delivery Manager for FSIN market.

Note: After creating an order, a payment schedule is automatically generated

To create a new Payment Schedule, follow the steps below:


Step 2: Open an Order Record which is needed to create Payment Schedule

Step 3: Open sub-panel Payment Schedule, click on button , open form create Payment

Schedule

Step 4: : Insert information for all required field

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No. Fields:

(*: Required field)

Description Example

1 Payment Name* Name of the Payment, default = Order name

2 Payment ID Automatically generate after create Payment

schedule in format Account Code-PSCRM-

Sequence'

3 Order Name* Order name inherited from Order

4 Planned Invoice

Date*

Planned Invoice Date 3/28/2019

5 Start Date Estimated date to start payment 3/29/2019

6 End Date Estimated date to end payment 4/29/2019

7 Type Payment’s type Sub-order

8 Currency USD

9 Remaining Value Money Value is remaining unpaid

10 Delivery Note Select Order’s Delivery Note created in advance

11 Delivery Note Inherited from status of selected Delivery Note Processing

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No. Fields:

(*: Required field)

Description Example

Status

12 Exchange Rate Latest exchange rate

13 Temporary Code Automatically generated in format Account

Code/Offshore

Team/Category/YYMMDD/Sequence

14 Official Code Order’s Official Code

Inherited from Order

15 % of Payment Input Percentage of Payment, then Total Payment

Value is automatically calculated based on this

number

50%

16 Total Payment

Value

Value of the payment in the Order’s currency.

Input Total Payment Value, then % of Payment is

automatically calculated based on Total Payment

Value

40,000.00

17 Total Payment

Value (USD)

Value of the payment is converted to USD 50,000.00

18 Payment schedule

Status

Status of Payment Schedule:

- Processing

- Done

- None

19 Offshore

20 Long Term Onsite

21 Short Term Onsite

22 Pass-through

23 Near-shore

24 Total Estimated

Value

25 Offshore (USD) Value of Offshore is converted to USD

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No. Fields:

(*: Required field)

Description Example

26 Long Term Onsite

(USD)

Value of Long Term Onsite is converted to USD


(USD)

Value of Short Term Onsite is converted to USD

28 Pass-through (USD) Value of Pass-through is converted to USD

29 Near-shore (USD) Value of Near-shore is converted to USD

30 Total Estimated

Value (USD)

Value of Total Estimated Value is converted to

USD

Step 5: Click on button: a Payment schedule is created and saved successfully.

4.6.12. Deactivate/ Activate Payment ScheduleRole: FSO Admin, OB Admin

When Payment Schedule is created, the payment schedule status is set as “Active”. To

Deactivate the record, following the steps below:


Step 2: Open a Payment Schedule line in sub-panel Payment Schedule which is needed to deactivate

Step 3: From Dropdown-Menu , click on Deactivate, the Payment Schedule record is

deactivated sucessfully. All fields are locked. Status of the record = ”Inactive”

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In order to unlock Inactive Payment Schedule, follow the steps below:


Step 2: Open an inactive Payment Schedule line in sub-panel Payment Schedule which is needed to

activate

Step 3: From Dropdown-Menu , click on Activate, the Payment Schedule record is activated

sucessfully. All fields are ulocked. Status of the record = ”Active”

4.6.13. Edit Payment ScheduleRole: Sales Support, Account Manager; Delivery Manager in FSIN market

Refer to Guideline of Edit Record

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4.6.14. Remove Payment ScheduleRole: FSO Admin, OB Admin

Refer to Guideline of Delete Record

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4.7. Invoice Management Process

4.7.1. Status of InvoiceAction Status Condition

Create Active When an Invoice is created

Fully Paid Fully Paid When an Invoice is paid fully

Partially Paid Partially Paid When an Invoice is paid partially

4.7.2. Create InvoiceRoles: AF_HO, Sales Support, FSO Admin

Create Invoice from Main MenuStep 1: Follow Path: FSO CRM2 \ Sales \ Invoices

Step 2: Click on button: Open form Create new Invoices

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No. Fields:

(*: Required field)

Description Example

INVOICE INFORMATION:

1 Invoice No Input invoice number

2 Account* Input Account of this Invoice

3 Opportunity* Select Opportunity of this Invoice

Filter based on Account

4 Order* Select Order of this Invoice

Filter based on Opportunity

5 Invoice name Input name of this Invoice

Default = Order Name, can be changed

6 Currency* Currency of this Invoice


7 Price List* Price List of this Invoice


8 Payment Schedule Insert created payment schedule at Order into

Invoice (optional)

9 Temporary Code Temporary Code inherited from Order

10 Official Code Official Code inherited from Order

11 Overdue Days

12 Delivery Location Delivery Location inherited from Order

13 AF_Incharge Select an AF person be in charged for this Invoice

14 Description Note for this Invoice


15 days

16 Payment Terms’

Note

Note of Payment Terms

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No. Fields:

(*: Required field)

Description Example

17 Invoiced Date* Choose Invoice Date of Invoice

18 Due Date Choose the due date of Invoice

19 Offshore Team Offshore Team inherited from Order

20 Offshore BU Offshore BU inherited from Order

21 Signed with Signed with inherited from Order

22 Invoice Value Input Invoice Value

If there is a selected Payment Schedule, Invoice

Value is loaded from Payment Schedule

Invoice Value = Total Value

ACTUAL REVENUE SOURCE:

23 Offshore Revenue value from Offshore

24 Long Term Onsite Revenue value from Long Term Onsite

25 Short Term Onsite Revenue value from Short Term Onsite

26 Pass-through Revenue value from Pass-through

27 Near Shore Revenue value from Near Shore

28 Total Value [Total Value] = [Offshore] + [Long Term Onsite] +

[Short Term Onsite] + [Pass through] + [Near

Shore]

29 Exchange Rate Latest Exchange Rate

30 Offshore (USD) Offshore value converted to USD

31 Long Term Onsite

(USD)

Long Term Onsite converted to USD


(USD)

Short Term Onsite converted to USD

33 Pass-through (USD) Pass-through converted to USD

34 Near Shore (USD) Near Shore converted to USD

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No. Fields:

(*: Required field)

Description Example

35 Total Value (USD) Total Value converted to USD

TOTAL INVOICE VALUE

36 Base Amount Base Amount must be equal to Total Value

37 % Tax Percentage of Tax applied to this Invoice

38 Tax Adjustment Can be a negative amount -1,000.00

10,000.00

39 Tax Amount [Tax Amount] = [Base Amount]*[%Tax] + [Tax

Adjustment]

40 Total Tax

Adjustment

Can be a negative amount -10,000.00

41 Total Amount [Total Amount] = [Base Amount] + [Tax Amount] +

[Total Amount Adjustment]

42 Paid Paid Amount

43 Remaining Value [Remaining Value] = [Total Amount] - [Paid]

44 Base Amount (USD) Base Amount converted to USD

45 Total Amount (USD) Total Amount converted to USD

46 Paid (USD) Paid converted to USD

47 Remaining Value

(USD)

Remaining Value converted to USD

Step 4: Click on button, a new invoice is created and saved successfully

Create Invoice from an existing Order Step 1: Follow Path: FSO CRM2 \ Sales \ Orders

Step 2: Select and open an active Order which is requested to create a new Invoice

Step 3: Click on Create on the BPF bar at stage Invoice to open form create Invoice.

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No. Fields:

(*: Required field)

Description Example

INVOICE INFORMATION:

1 Invoice No Input invoice number

2 Account* Account inherited from Order

3 Opportunity* Opportunity inherited from Order

4 Order* Order inherited from Order

5 Invoice name Default = Order Name, can be changed

6 Currency* Currency inherited from Order

7 Price List* Price List inherited from Order

8 Payment Schedule Insert created payment schedule at Order into

Invoice (optional)

9 Temporary Code Temporary Code inherited from Order

10 Official Code Official Code inherited from Order

11 Overdue Days

12 Delivery Location Delivery Location inherited from Order

13 AF_Incharge Select an AF person be incharged for this Invoice

14 Description Note for this Invoice

15 Payment Terms Payment Terms inherited from Order 7 days

15 days

16 Payment Terms’

Note

Note of Payment Terms

17 Invoiced Date* Choose Invoice Date of Invoice

18 Due Date Choose the due date of Invoice

19 Offshore Team Offshore Team inherited from Order

20 Offshore BU Offshore BU inherited from Order

21 Signed with Signed with inherited from Order

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No. Fields:

(*: Required field)

Description Example

22 Invoice Value Input Invoice Value

If there is a selected Payment Schedule, Invoice

Value is loaded from Payment Schedule

Invoice Value = Total Value

ACTUAL REVENUE SOURCE:

23 Offshore Revenue value from Offshore

24 Long Term Onsite Revenue value from Long Term Onsite

25 Short Term Onsite Revenue value from Short Term Onsite

26 Pass-through Revenue value from Pass-through

27 Near Shore Revenue value from Near Shore

28 Total Value [Total Value] = [Offshore] + [Long Term Onsite] +

[Short Term Onsite] + [Pass through] + [Near

Shore]

29 Exchange Rate Latest Exchange Rate

30 Offshore (USD) Offshore value converted to USD

31 Long Term Onsite

(USD)

Long Term Onsite converted to USD


(USD)

Short Term Onsite converted to USD

33 Pass-through (USD) Pass-through converted to USD

34 Near Shore (USD) Near Shore converted to USD

35 Total Value (USD) Total Value converted to USD

TOTAL INVOICE VALUE

36 Base Amount Base Amount must be equal to Total Value

37 % Tax Percentage of Tax applied to this Invoice

38 Tax Adjustment Can be a negative amount -1,000.00

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No. Fields:

(*: Required field)

Description Example

10,000.00

39 Tax Amount [Tax Amount] = [Base Amount]*[%Tax] + [Tax

Adjustment]

40 Total Tax

Adjustment

Can be a negative amount -10,000.00

41 Total Amount [Total Amount] = [Base Amount] + [Tax Amount] +

[Total Amount Adjustment]

42 Paid Paid Amount

43 Remaining Value [Remaining Value] = [Total Amount] - [Paid]

44 Base Amount (USD) Base Amount converted to USD

45 Total Amount (USD) Total Amount converted to USD

46 Paid (USD) Paid converted to USD

47 Remaining Value

(USD)

Remaining Value converted to USD

Step 5: Click on button, a new invoice is created and saved successfully

4.7.3. Edit InvoiceRefer to Guideline of Edit Record

4.7.4. Clone InvoiceRefer to Guideline of Clone Record

4.7.5. Invoice Paid fullStep 1: Follow Path: FSO CRM2 \ Sales \ Invoices

Step 2: Open an active Invoice Record which is needed to be paid

Step 3: From Dropdown-Menu, click on Invoice Paid. Pop up a new window INVOICE PAID

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Step 4: Tick on Complete as Paid Method. Input Paid Date and Note if necessary. Then click on

Save to complete the payment

4.7.6. Invoice Paid partialStep 1: Follow Path: FSO CRM2 \ Sales \ Invoices

Step 2: Open an active Invoice Record which is needed to be paid

Step 3: From Dropdown-Menu, click on Invoice Paid. Pop up a new window INVOICE PAID

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Step 4: Tick on Partial as Paid Method. Input Paid Date*, Paid Amount* and Note if necessary. Then click

on Save to complete the payment

4.7.7. Lock InvoiceStep 1: Follow Path: FSO CRM2 \ Sales \ Invoices

Step 2: Open an active Invoice Record which is needed to be locked

Step 3: From Dropdown-Menu, click on Lock

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4.7.8. Unlock InvoiceStep 1: Follow Path: FSO CRM2 \ Sales \ Invoices

Step 2: Open an active Invoice Record which is needed to be locked

Step 3: From Dropdown-Menu, click on Un-Lock

4.7.9. Delete InvoiceRefer to Guideline of Delete Record

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