Approval of rolling contracts by the potential owner on crm

Approval of rolling contracts by the potential owner on crm



1st stage Approval - rolling contract deals about to expire – Request to proceed with final approval (Approvers - Senior management):

 

The rolling contract process allows for a deal to be recreated from start to finish avoiding a number of steps encountered when starting a potential from scratch. This will save you the time involved in recreating a potential from scratch when a deal is repeated year on year and the contract doesn't change between one year and other. This process has been noted in the instructional videos for rolling contracts and in the link below. 

IT IS IMPORTANT TO NOTE THAT IF A ROLLING CONTRACT (REPEAT SERVICE) VALUE IS MODIFIED BY MORE THAN 5 % AS STIPULATED ON THE TERMS AND CONDITIONS PRESENTED TO OUR CLIENTS, THE POTENTIAL OWNER MUST START A NEW DEAL.  THE CHECKS FOR CONFORMANCE TO THIS ARE CARRIED OUT BY THE FINANCE TEAM PRIOR TO APPROVAL OF THE DEAL/POTENTIAL.      

Please find the rolling contract approval (create deal repetition without updates) and process details below: 

1.     Once a potential which you had created and set to “rolling contract” is about to expire (2 weeks before), you will receive a notification via email to accept whether or not to proceed with the rolling contract. Please click on the notification link or access the deal on the crm.


2.     Click on my jobs --> “Blueprint” --> Filter your potentials --> Look at Actions column --> 
identify which if the potential is rolling contact


and:


a.    Either click "Create deal repetition without updates" approve if you shall not be increasing the contract value by a maximum of 5 %.
the software will automatically create another potential copying the previous contracts and attachments. The previous potential will become locked (to prevent you from modifying that potential by mistake). Remember that a new potential has been created as this is technically a new sale, therefore to find the new potential, click potentials and filter out the potential waiting for approval or else go on the account related to the sale and find it in the "potentials" related list. Also, you have your deal ready waiting for approval by the finance team. Once approved the project will open automatically. 

b.    If you are going to be increasing the contract by 5% or less, click "create deal repetition with updates".
Remember that a new potential has been created as this is technically a new sale, therefore to find the new potential, click potentials and filter out the potential waiting for approval or else go on the account related to the sale and find it in the "potentials" related list. 

Enter the potential by clicking on the potential name. Modify the quotation value by a maximum 5 % increase and follow the stages including the uploading of the previously signed quote (found in the attachments of the new potential). 

3.    As final step the finance team will verify that the “rules” have been followed and will proceed to accepting the deal.

4.    Project will be opened automatically for you to update and assign tasks.


The above process has been designed to allow for further increases rather than the contractually allocated 5 %. Yet if this is done , make sure to send the quote to the client and attach the signed quote following the different stages. FI you try and bypass this you will end up having to start the potential again following the rejection by the finance team. 







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