Add efficiency in quote-to-cash with Dynamics 365 Sales
Microsoft Dynamics 365 Supply Chain Management uses dual-write to integrate with Dynamics 365 Sales. In Supply Chain Management version 10.0.34 and later, this capability has been improved to provide a more seamless quotation process flow across the two systems. Therefore, it allows for fewer touch points, better efficiency, and improved transparency. These changes are intended to be used only in the context of quote-to-cash integration between Sales and Supply Chain Management.
Sales quotation origin and ownership
Both Supply Chain Management and Sales store and show origin and ownership information for each quotation.
Origin indicates which system originally created a quotation. The possible values of the Origin field are Supply Chain Management and Dynamics 365 Sales. The value is set when the quotation is created, and is read-only afterward.
Ownership indicates which system currently owns a quotation. It determines which system owns the processing of a quotation through its lifecycle, and which system is allowed to update the quotation through its lifecycle. The possible values of the Ownership field are Based on origin, Dynamics 365 Sales, and Supply Chain Management.
- Based on origin – The Origin value determines ownership.
- Dynamics 365 Sales – The quotation is processed through its lifecycle from Sales.
- Supply Chain Management – The quotation is processed through its lifecycle from Supply Chain Management.
When Integrate quotation lifecycles functionality is enabled in Supply Chain Management, the Origin and Ownership fields become visible for quotations, and the Origin field works in the following way:
- Quotations that are created in Supply Chain Management have an Origin value of Supply Chain Management.
- Quotations that are created in Sales have an Origin value of Dynamics 365 Sales.
View origin and ownership information in Supply Chain Management
In Supply Chain Management, follow these steps to view origin and ownership information for a sales quotation.
Go to Sales and marketing > Sales quotations > All quotations.
Follow one of these steps:
- Find the quotation in the grid, and review the values in the Origin and Ownership columns.
- Open the quotation to view its details. On the Sales quotation header FastTab, in the Quotation creation section, review the values in the Origin and Ownership fields.
View origin and ownership information in Sales
In Sales, origin and ownership information is shown in the Integration section of the Quote page.
In addition, the message area of the Quote page shows informational messages that indicate ownership by Supply Chain Management. Therefore, users will know that they have limited control over the selected sales quotation and can't perform some actions. No message is shown for quotations that are owned by Sales.
For quotations that are owned by Supply Chain Management, the following informational message is shown:
This quote is not owned by Dynamics 365 Sales
For quotations that are both owned by Supply Chain Management and active, the following combined message is shown:
Read-only This record's status: Active
This quote is not owned by Dynamics 365 Sales
Scenario 1: A sales quotation is created and then activated in Sales
The following steps show what happens when you create a sales quotation in Sales and activate it.
A user creates a sales quotation header in Sales.
Sales sets the Origin field to Dynamics 365 Sales, the Ownership field to Based on origin, and the Status field to Draft.
The system syncs the new sales quotation header through dual-write by using the Dynamics 365 Sales quotation header (quotes) entity.
Note
The Dynamics 365 Sales quotation header (quotes) entity sets the Origin field to Dynamics 365 Sales. The value isn't synced from Dataverse but is set directly, based on the entity that's used. Because the Dynamics 365 Sales quotation header (quotes) entity should be used only in a Sales integration context, all inserts from this entity are assumed to originate from Sales.
When the sales quotation arrives in Supply Chain Management, it's assigned a Status value of Created.
Note
The Status field in Sales is used only by Sales, and the Status field in Supply Chain Management is used only by Supply Chain Management. The two Status fields are distinct and can have different values. The Status value from Supply Chain Management is shown as the Sales Quotation Status value in Sales (on the Integration tab of the quotation).
While a sales quotation has a Status value of Draft in Sales and Created in Supply Chain Management, users of both systems can add, delete, and modify lines for it, and all changes are synced between systems. However, because ownership lies with Sales, users who work in Supply Chain Management can't delete the quotation header or process it through its lifecycle.
When the quotation is ready to be sent to the customer, a Dynamics 365 user activates it. Activation makes the quotation read-only in Sales and triggers a quotation-send event in Supply Chain Management.
- If the Process Dynamics 365 Sales integration related events feature is disabled, the quotation-send event is immediately and fully processed in Supply Chain Management. First, the quotation journal is created in Supply Chain Management, and the Status value of the sales quotation in Supply Chain Management is updated to Sent. Then the Status value of the sales quotation in Sales is updated to Active.
- If the Process Dynamics 365 Sales integration related events feature is enabled and running, part of the quotation-send event to update the status is immediately processed while the quotation journal is created in batch mode. First, the Status value of the quotation in Supply Chain Management is updated to Sent. Then the Status value of the sales quotation in Sales is updated to Active, and a request to create the quotation journal in Supply Chain Management is sent to a message queue. When that request is picked up by the message queue processor, it creates the sales quotation journal. For more information, see Process events related to Sales integration.
When the sales quotation in Supply Chain Management has a Status value of Sent, and ownership lies with Sales, sales quotation data becomes read-only in Supply Chain Management.
Sales processes the sales quotation through its lifecycle, and relevant events trigger appropriate updates to the linked Supply Chain Management quotation.
Scenario 2: A sales quotation is created and sent in Supply Chain Management
The following steps show what happens when you create and send a sales quotation in Supply Chain Management.
A user creates a sales quotation header in Supply Chain Management.
Supply Chain Management sets the Origin field to Supply Chain Management and the Ownership field to Based on origin.
When the new sales quotation header is inserted into Dataverse from the Dynamics 365 Sales quotation header (quotes) entity, the Origin value is synced. As a result, it's set to Supply Chain Management. The synchronization of the Origin value is one-directional: from Supply Chain Management to Dataverse only. After it's in Dataverse, the sales quotation can be accessed in Sales, where it has a Status reason value of In progress and a Status value of Draft.
While a sales quotation has a Status value of Draft in Sales and Created in Supply Chain Management, users of both systems can add, delete, and modify lines for it. However, because ownership lies with Supply Chain Management, users who work in Sales can't delete the quotation or process it through its lifecycle. Therefore, users who open the sales quotation from the Quote page in Sales receive the following message:
This quote is not owned by Dynamics 365 Sales
When the quotation is ready to be sent to the customer, a user in Supply Chain Management invokes the generate send quotation functionality. This functionality creates the sales quotation journal and updates the Status value of the quotation to Sent. The new Status value is then synced to Sales. As a result, the Status value of the quotation is updated to Active in Sales.
Note
The Process Dynamics 365 Sales integration related events feature doesn't affect this scenario, because the sales quotation was processed from Supply Chain Management.
When a sales quotation in Sales has a State value of Active, default Sales logic ensures that the quotation data is shown as read-only in the Sales user interface (UI). For quotations where the Origin value is Supply Chain Management and the Ownership value is Based on origin, users who work in Sales can't select the Create order, Close, Revise, or Delete buttons. Users who open these sales quotations from the Quote page in Sales receive the following message:
Read-only This record's status: Active
This quote is not owned by Dynamics 365 SalesSupply Chain Management processes the sales quotation through its lifecycle, and relevant events trigger appropriate updates to the linked Sales quotation.
Example of an integrated sales quotation workflow
This section provides an example of an integrated sales quotation workflow for the following scenario:
- The Integrate Sales Quotation lifecycle with Dynamics 365 Sales feature is enabled.
- The sales quotation is created in and owned by Sales. (In other words, the Origin value is Dynamics 365 Sales, and the Ownership value is Based on origin.)
This example resembles the first scenario in the previous section. However, it provides more details about the status values and restrictions that apply to the sales quotation in each system.
Step 1: Create the sales quotation
The process begins when a user creates a sales quotation in Sales. In Sales, the Status reason value is In progress, and the Status value is Draft. The new quotation is then synced to Supply Chain Management, where the Status value is shown as Created. Because ownership lies with Sales, the quotation can't be sent, lost, canceled, confirmed, or deleted from Supply Chain Management. However, users can edit the sales quotation in Supply Chain Management.
The following table summarizes the initial status values of the sales quotation in each system and the restrictions that apply.
| Sales (owner) | Supply Chain Management | |
|---|---|---|
| Status value | Draft | Created |
| Status reason value | In Progress | Not applicable |
| Lifecycle restrictions | None | The quotation can't be sent, lost, canceled, confirmed, or deleted. |
| Data restrictions | None | None |
Note
In this table (and the other tables in this section), "None" indicates that the restrictions are the same as those that apply when the Integrate Sales Quotation lifecycle with Dynamics 365 Sales feature is disabled.
Step 2: Activate the sales quotation
When the quotation is ready to be sent to the customer, the user in Sales activates it. In Sales, the Status reason value is updated to In progress, and the Status value is updated to Active. As a result, the quotation becomes read-only in the Sales UI.
The quotation update is synced to Supply Chain Management, where the Status value is updated to Sent. Because ownership lies with Sales, the quotation can't be sent, lost, canceled, confirmed, or deleted from Supply Chain Management. Because of the Status value and the ownership, data in the sales quotation is now read-only in Supply Chain Management.
The following table summarizes the status values of the sales quotation in each system and the restrictions that apply.
| Sales (owner) | Supply Chain Management | |
|---|---|---|
| Status value | Active | Sent |
| Status reason value | In Progress | Not applicable |
| Lifecycle restrictions | None | The quotation can't be sent, lost, canceled, confirmed, or deleted. |
| Data restrictions | None | Data is read-only. |
Step 3: Revise the sales quotation
If changes are required after a quotation has been activated, the quotation must be revised from the system that owns it. In this case, ownership lies with Sales.
When a quotation is revised, Sales creates a copy of it. It updates the now-outdated quotation so that it has a Status value of Closed and a Status reason value of Revised. The new copy has a Status value of Draft and a Status reason value of In progress.
The now-outdated quotation is synced to Supply Chain Management, where the Status value is shown as Revised. The new quotation is also synced to Supply Chain Management, where the Status value is shown as Created. Because ownership lies with Sales, the quotation can't be sent, lost, canceled, confirmed, or deleted from Supply Chain Management.
The following table summarizes the status values of the now-outdated (revised) and new sales quotations in each system and the restrictions that apply.
| Revised quotation in Sales (owner) | New quotation in Sales (owner) | Revised quotation in Supply Chain Management | New quotation in Supply Chain Management | |
|---|---|---|---|---|
| Status value | Closed | Draft | Revised | Created |
| Status reason value | Revised | In progress | Not applicable | Not applicable |
| Lifecycle restrictions | None | None | The quotation can't be sent, lost, canceled, confirmed, or deleted. | The quotation can't be sent, lost, canceled, confirmed, or deleted. |
| Data restrictions | None | None | Data is read-only. | None |
Step 4: Close the sales quotation
When a user closes an activated sales quotation in Sales, they're asked to select one of the following reason codes to specify a reason:
- The quotation is revised
- The quotation is lost
- The quotation is canceled
Note
No reason code is synced between systems for the lost and canceled events in Supply Chain Management.
The following table summarizes the status values and restrictions that apply in Sales when a sales quotation is closed in Sales for each of the common reasons.
| Result | Status | Status reason | Lifecycle restrictions | Data restrictions |
|---|---|---|---|---|
| Quotation Closed | Closed | Revised | None | None |
| Quotation Closed | Closed | Lost | None | None |
| Quotation Closed | Closed | Canceled | None | None |
The following table summarizes the status values and restrictions that apply in Supply Chain Management when a sales quotation is closed in Sales for each of the common reasons and then synced to Supply Chain Management.
| Result | Status | Lifecycle restrictions | Data restrictions |
|---|---|---|---|
| Quotation Revised | Revised | The quotation can't be sent, lost, canceled, confirmed, or deleted. | None |
| Quotation Lost | Lost | The quotation can't be sent, lost, canceled, confirmed, or deleted. | None |
| Quotation Canceled | Canceled | The quotation can't be sent, lost, canceled, confirmed, or deleted. | None |
Step 4 variation: Create a sales order from the quotation
When a user creates a sales order from an activated sales quotation in Sales, the following events are triggered in Supply Chain Management.
- The Status value of the sales quotation is updated to Confirmed, and the quotation confirmation journal is generated.
- The sales order that was created in Sales is synced and becomes available in Supply Chain Management.
- Supply Chain Management links the new sales order to the related sales quotation, so that users can navigate between them.
The following table summarizes the status values and restrictions that apply in Sales when a sales order is created from a sales quotation in Sales.
| Result | Status | Status reason | Lifecycle restrictions | Data restrictions |
|---|---|---|---|---|
| Quotation won | Won | Won | None | None |
| Sales order created | Active | New | None | None |
The following table summarizes the status values and restrictions that apply in Supply Chain Management when a sales order is created from a sales quotation in Sales and then synced to Supply Chain Management.
| Result | Status | Lifecycle restrictions | Data restrictions |
|---|---|---|---|
| Quotation confirmation journal created | Won | The quotation can't be sent, lost, canceled, confirmed, or deleted. | Data is read-only. |
| Sales order created | Open | None | None |