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Cannot close Opportunity with active quotes RRS feed

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    The client wants Opportunities and Quotes, but not Orders. The problem is that when a Quote is active, the only way I can close an opportunity (and a Quote for what matters) is to create an Order, which I cannot/don't want to do in my case. If I create an order I am presented with this nice dialog that allows me to change the status of the Quote to Signed and to optionally close the opportunity with an actual revenue figure.

    Conversely, if I try to close a Quote I can only set Draft statuses, and I don't have the option to update the opportunity.

    So my question is: how can I make use of that nice functionality to close a Quote with a Signed status and possibly update the opportunity but without creating an Order? Do I have to program my aspx page from scratch? I sincerely hope not...
    Monday, April 13, 2009 6:34 PM

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    Try this, I haven't fully tested it but it should work or move you in the direction for a solution

    First, activate your quote when you are ready to deliver it
    Create a workflow on the quote entity that you can run on demand
    The workflow should change the quote status to won
    You can also add a step that updates the status reason or statuscode to the value you want
    this will allow people the option to close the quote as lost and leave it in that state or run the workflow to change the status to won and update the status reason

    Next, create a workflow on the Opportunity entity and call it after the step where you make the last update to the quote
    add a step in to the workflow that changes the status of the Workflow to Won
    add a step that updates the status reason
    add a step that updates the actual revenue to the value you want which should be the value of the related quote or estimated value of the Opportunity
    Actual Revenue field is available under the Additional fields tab
    as long as the company keeps the pipeline updated to match what was quoted to the client which I generally recommend.

    The part I didn't confirm is that the actual
    Best Regards, Donna
    Monday, April 13, 2009 10:08 PM

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    Unfortunately that nice dialog where you close the opportunity and set the actual revenue at the same time as marking your quote to Won is tied into the Order entity.  For example, if you take the Order entity out of the user's security role you lose that "Create Order" button which is the button that brings up the interface for closing the opportunity, etc.

    Maybe somebody will chime in with a URL you can use to prompt the user for opportunity/quote closure without creating an opportunity, but in the meantime my first suggestion would be to set up a workflow that auto-deleted an order as soon as it's created.  That would mean an order record was created but it would delete within a couple of seconds.

    By the way, the URL for that "Create Order" dialog is this:

    /sfa/quotes/dlg_accept.aspx?QuoteId={xxxx}&opportunityid={yyyy}

    I tried calling that URL via a user without access to the Order entity, and the interface still comes up but returns an error when I click OK.

    Does anybody know any secret URL parameters that turn off the "create order" functionality behind this dlg_accept.aspx script?

    ----------------- http://www.zero2tencrm.com/
    Monday, April 13, 2009 7:29 PM
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    Try this, I haven't fully tested it but it should work or move you in the direction for a solution

    First, activate your quote when you are ready to deliver it
    Create a workflow on the quote entity that you can run on demand
    The workflow should change the quote status to won
    You can also add a step that updates the status reason or statuscode to the value you want
    this will allow people the option to close the quote as lost and leave it in that state or run the workflow to change the status to won and update the status reason

    Next, create a workflow on the Opportunity entity and call it after the step where you make the last update to the quote
    add a step in to the workflow that changes the status of the Workflow to Won
    add a step that updates the status reason
    add a step that updates the actual revenue to the value you want which should be the value of the related quote or estimated value of the Opportunity
    Actual Revenue field is available under the Additional fields tab
    as long as the company keeps the pipeline updated to match what was quoted to the client which I generally recommend.

    The part I didn't confirm is that the actual
    Best Regards, Donna
    Monday, April 13, 2009 10:08 PM
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    Thanks Donna, I'll go in this general direction and let you know. The additional hurdle I'll have to address is that the client likes the idea of an Active Quote (in the Client Review status). So they want first to activate the quote, then to close the quote as Won or Lost. So this is what I am thinking:
    • On the Quote add a button that says something like "Signed & Won". Ideally this button should only appear when the Quote is Active (alternatively I'm thinking of adding just a MsgBox to prevent users to click it when the quote is not active)
    • The button will invoke the Workflow on the Quote. This Workflow will change the status of the Quote from Client Review to Won, and do all the nice operations on the opportunity.
    Tuesday, April 14, 2009 11:01 PM
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    You're welcome, sounds like you have a good solution.  I think you'll be able to get this working.  Have a good day.
    Best Regards, Donna
    Tuesday, April 14, 2009 11:36 PM
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    Update: I've done what I described above, it works well apart from one thing: if the Opportunity cannot be closed (for example because there are still active Quotes) the workflow fails. Oh well, I guess I'll have to live with this.

    One plus that I was not expecting: if you close a Quote and/or an Opportunity via workflow, the system still creates a Opportunity Close / Quote Close activity, which is really a nice thing. I was expecting that by by-passing the Opportunity close dialog you skipped the activity creation, instead...
    Thursday, April 16, 2009 1:42 AM