Now that the installation is complete, Linda is eager to continue. She plans to move on to configuring Frisbii.
But she remembers that when setting up Sales Cloud, she followed the advice of a very good Trailhead article on how to succeed with Sales Cloud.
She is also planning a meeting with José, the commercial director and Candace, the best sales representative of the team to prepare the Frisbii setup.
Starting with the end in mind
As Linda understood, it is necessary to ask the right questions in order to define Cloud Kicks' business processes as precisely as possible and identify any specific needs.
Participants of this meeting:
Linda Rosenberg, Salesforce Administrator.
José, Sales Director
Candace, Sales Rep
What we know about the context:
- Sales people use Opportunities (Sales Cloud)
- For bigger clients, they want to create multiple Quotations from an Opportunity
- For the other accounts, they would like to be able to bill directly from the Opportunity
- In addition, José wants to use Subscriptions to roll out the sneaker box project
Cloud Kicks Requirements - Linda's meeting minute
Linda understood the need to ask the right kind of questions to define as precisely as possible the business processes in order to detect the specific needs regarding the configuration. She was so kind to share her meeting protocol with us:
How many legal entities do we use for billing?
There is just one legal entity used by Cloud Kicks, thus we just need to configure one corporate name in Frisbii.
Keep in mind: This could change once we want to target other (international) markets.
Do we have to apply several VAT rates/ currencies?
At the moment there is only the french VAT of 20% to take into account.
Currency is only in EUR.
Keep in mind: This could also change, if we roll out to other markets.
Are we fine with our latest invoice/ credit note template or do we wish to improve them?
Do we need specific information that we need to set up in Frisbii?
Concerning the template, we would like to keep our current template for the moment. We would need to add the Cloud Kicks RIB/IBAN, since our clients pay by bank transfer.
Thus the bank information needs to be configured in the corporate name tab in Frisbii.
Is there a process defined starting from the client's order until the sending out the invoice ?
Our customers validate their order by sending back the signed proposition via email.
According to their account status (big client?) we create either an opportunity or one or several quotations.
This validation process was set up the moment the sales rep established a client relation and configured the account in SalesCloud. It allows to customers to validate their order in a convenient way.
Who will create/issue the invoices? What should be our future process?
The sales team is responsible for billing and sending the invoice via email to the client
Keep in mind: We could use automated processes in the future.
Sales needs to create invoices from the opportunities
For bigger clients we need to create quotations and bill them from this specific object
Thus we need to configure the two objects, opportunity and quotation accordingly
Do you have specific regulatory constraints to display on your invoice?
Once the order has been validated by the client, the quotation is converted by the sales rep into an invoice with a chronology number (mandatory, chronological, continuous), once the invoice is issued.
How do we manage the subscriptions?
When our customer subscribes, an invoice is sent out every 10th of a month. We use the quotation to issue a delivery note, before sending the invoice.
Who takes care about the payments?
The payments are received and stored by the accounting service.
The sales team is payed partly with a success-based, variable salary. They need to check on the incoming payments and send out dunning emails if necessary and to be able to negotiate discounts with loyal customers.
Concerning the products, the sneakers, the sales service needs to access the standard price book. The parts that could change are the quantities or potential discounts.