AyMINE – Technical documentation
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for bulk mail - How to correctly forget a person's details
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Framework
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Business Offer
Process of Processing Offer from A to Z
The processing of offers, especially in the B2B sector, must be prepared with each offer to respond to competition, current market changes, customer creditworthiness and other factors.
- Quotation Statuses
- Process from order to invoice
- Advance invoice
- Safe when making offers - keep an eye on safe trades
- Other sources for offers
Quotation Statuses
Quotation Statuses correspond to the steps in its processing. The usual quotation statuses are:
- In preparation: Emerging offers have a state in preparation. Newly activated offers have a state in preparation. These offers can be modified.
- Approved by the Leader: Bids with a larger discount are automatically submitted to the Leader for approval. The Trader may decide to consult the offer and manually set it to a state Approved by the Leader.
- Has a problem: Indicate offers where something needs to be resolved.
- Sent cust.: An offer that has been submitted to the Customer has a state Sent cust. If the Customer orders according to it, the order can be created by the Order button.
- Cancelled: Offers that have expired are automatically set to be cancelled.
- Rejected by the customer : Marking for offers that the customer has actively rejected.
- Offer ordered: An offer has been accepted and an order has been created for it.
Additional states are added after the process has been specified.
Process from order to invoice
Prices for the items in the offer can be calculated either directly according to the prices for the products, but you will usually have them separately in prices. Pricelists have a period of validity, but when you submit an offer, it should always remain valid according to the price lists used, even if the price lists are no longer valid.
Example: You create an offer and use a price list valid until the end of the week. You give an offer with a validity of 2 weeks and the price list is therefore valid for the offer until one week after it is not valid internally. Pricelists that are valid for the offer are therefore stored.
Pricelists can be assigned more than one, then they are in order of priority. If an item is in more than one price list, the price from the highest priority price list is used. Offer price recalculation function allows quick quotation calculation even with automatic currency conversion.
Acting on behalf of different companies
In the world of e-shops and B2B stores, it is common for the same trader or company to offer the same goods under different trade names. You can have different e-shops or even represent the world's retailers.
The system allows you to create offers and deliveries under the heading of different suppliers so that within the same system, with the same products, you can perform under different brands. (Internally, the discount bookkeeping is kept for one entity.) The setting of the different trade identities is described here.
Advance invoice
You can generate an advance invoice directly (in PDF) from the offer. Conversely, you can generate an invoice from the order. It is also possible to automatically generate an advance invoice and send it via the attached email account directly to the customer.
Checking trader limits
Safe when making offers - keep an eye on safe trades
Checking discount levels
If you have multiple traders, e.g. a business traveller, you need to protect yourself that the trader will not make an offer that would be disadvantageous to your business. It is important for every trader to be able to offer discounts, but you also need to make sure that discounts are not too high.
Determine how high discounts traders can give. For each trader separately, you can set:
- Maximum discount amount in absolute amount
- Maximum percentage discount on the entire offer as well as on each quotation item
- Maximum total offer amount.
The trader has the ability to create and calculate a quotation calculation with higher discounts, but will not be able to send such an offer. It can pass it on to the store manager, who can modify it, reject it, or send it.
Tip: Check the trader on a trial basis. If you are a new trader, you can set the maximum offer amount to 0. Then, it can prepare offers, but they all go to the manager for approval before being sent.
Check that it can never send an offer without your consent
When traders send offers under their name and email account, you effectively have no control in the company over who they promise what to. Therefore, you should always have set offers to leave the official email account for offers. This will give you the assurance that you have control over offers:
- You can control what the trader commits the company to
- You can set up a secure system for approving offers
- You can easily continue to work with an offer even if the trader is not available.
How to check offers
- Set up an email account in AyMINE for sending offers and clearly and publicly state that only offers from that email are valid, typically bid@vasefirma.cz. Traders can send an offer via this email via AyMINE, which will check the offer and save it so that it will always be traceable.
- Set up a rule that the offer must have an electronic stamp put into the offer by AyMINE, but traders themselves cannot. You are then sure that they will not send an offer that did not result from an approved procedure.
Two-level approval of offers
The system allows you to set up 2 different limits for the amount of the discount. This makes it possible to distinguish which offers are approved by the head of traders and which require the approval of the sales manager.
An example of setting:
A trader can give a discount of max 3% or max 15,000 CZK without checking. If any limit is exceeded, the sales manager must approve the offer
A trader has a limit for an offer of CZK 500,000. If he exceeds this limit, the manager approves the offer.
In the system you set up a rule that the sales manager can approve offers with a maximum 10% discount. If the sales manager prepares an offer with a higher discount, he will automatically go to the approval of the manager.
The store manager is usually also a retailer himself. As a retailer, he also has limits set. You can set him e.g. 3% to ensure that his offers also pass checks. If you give him a limit of 10% or more, he will be subject to the same limit for approval by the manager as other retailers.
Other sources for offers
Related topics
- Variable symbol numbering method
- Access rights settings for handling offers
- Business process for offers (ArchiMate3)
