Exercise - Sales order processing lifecycle

Dynamics 365 Sales can be used by organizations to deliver sales order processing functionality.

The purpose of this hands-on-lab is to introduce working with Dynamics 365's Sales Order Processing capabilities including, working with quotes, orders, and invoices.

Learning objectives

At the end of these exercises, you will be able to accomplish the following:

  • Generate quotes from opportunities.
  • Manage a quote lifecycle.
  • Generate an order from a quote.
  • Generate an invoice from an order.

Estimated time to complete this lab: 15 to 20 minutes

Sample data

Important

Before you begin, to achieve the maximum effect for this lab and the other labs, it is recommended that you have some sample data to work with. If the instance that you are working with does not have any sample data, you can use the following steps to add the stock sample data to your system.

  1. In your Dynamics 365 instance, go to Settings > Data Management.

  2. Click Sample Data.

  3. If the sample data is not installed, click Install Sample Data. (Note it may take a few minutes for the data to appear, but you can continue to use your application while it installs.)

  4. Click Close.

Sample data

Working product catalog

It is also recommended that you have the product catalog configured and that you have some working price lists that you can use for the purposes of these labs. The following steps walk you through setting up some basic product catalog products and price lists that you can use for the remainder of the Sales order processing labs.

Create a new product

Scenario: Your company carries several different Proseware Printer models. Each model that you sell needs to be added to Dynamics 365 so that it can be used for future sales opportunities and orders. It is necessary to update the product catalog to list this new product and make it available to others.

High-level steps

  1. Add a three new printers to the product catalog.

    • Ink Jet All in One IJ300
    • Office Jet All in One OJ4500
    • Laser Jet All in One LJ8900
  2. Create a new "Retail" price List.

  3. Add the new printers to the Retail price list.

Detailed steps

  1. Use the navigation bar to open Sales Hub from the Dynamics 365 drop-down menu.

  2. In the SiteMap, click the ellipsis (...), select App Settings.

  3. Under Product Catalog, select Families & Products, and then click the Add Product button on the command bar.

  4. In the Product Summary section, enter information for the following required fields and information for other fields as appropriate:

    • Name - SOP Ink Jet 300: 3-in-1
    • Product ID - INKJET-300
    • Unit Group - Default Unit
    • Default Unit - Primary Unit
    • Decimals Supported - 2
  5. Click Save & Close.

  6. On the Products menu, on the Families & Bundles page, click the Add Product button again.

  7. In the Product Summary section, enter information for the following required fields and information for other fields as appropriate:

    • Name - SOP Office Jet 4500: 3-in-1
    • Product ID - OFFJET-4500
    • Unit Group - Default Unit
    • Default Unit - Primary Unit
    • Decimals Supported - 2
  8. Click Save & Close.

  9. On Products menu, on the Families & Bundles page, click the Add Product button again.

  10. In the Product Summary section, enter information for the following required fields and information for other fields as appropriate:

    • Name - SOP Laser Jet 8900 3-in-1
    • Product ID - LASJET-8900
    • Unit Group - Default Unit
    • Default Unit - Primary Unit
    • Decimals Supported - 2
  11. Click Save & Close.

  12. On the Products menu, on the Families & Bundles page, select the Ink Jet 300 3-in-1 printer.

  13. Click the Publish button to publish the product.

  14. Select the Office Jet 4500 3-in1 printer.

  15. Click the Publish button to publish the product.

  16. Select the Laser Jet 8900 3-in-1 printer.

  17. Click the Publish button to publish the product.

Create a Retail price list

  1. Use the navigation bar to open Sales Hub from the Dynamics 365 drop-down menu.
  2. In the SiteMap, click the ellipsis (...), and then select App Settings.
  3. Under Product Catalog, select Price Lists, and then click the New button on the command bar.
  4. Complete the price list as follows:
    • Name - Retail
    • Start Date - Beginning of the current month
    • End Date - End of year
  5. Click Save & Close.

Add products to the Retail price list

  1. If needed, open the Retail price list.
  2. On the Price List Items sub-grid, click the Add Price List Item Record button.
  3. Enter the following the price list item:
    • Price List - Retail
    • Product - SOP Ink Jet 300: 3-in-1
    • Unit - Primary Unit
    • Pricing Method - Currency Amount
    • Amount - $250.00
  4. Click Save & Close.
  5. On the Price List Items sub-grid, click the Add Price List Item Record button.
  6. Enter the following the price list item:
    • Price List - Retail
    • Product - SOP Laser Jet 8900: 3-in-1
    • Unit - Primary Unit
    • Pricing Method - Currency Amount
    • Amount - $475.00
  7. Click Save & Close
  8. On the Price List Items sub-grid, click the Add Price List Item Record button.
  9. Enter the following the price list item:
    • Price List - Retail
    • Product - SOP Office Jet 4500: 3-in-1
    • Unit - Primary Unit
    • Pricing Method - Currency Amount
    • Amount - $350.00
  10. Click Save & Close.

Use the product catalog with an opportunity

Scenario: You work as a sales person for Contoso, and you receive a phone call from Nancy Anderson at Adventure Works. She is interested in several of your printers. She is potentially looking at the following items:

  • 15 Ink Jet Printers
  • 10 Laser Jet Printers
  • 20 Office Jet Printers

High-level steps

  • Create a new opportunity for Adventure Works.
  • Assign the Retail price list to the opportunity.
  • Add the Ink Jet, Laser Jet, and Office Jet printers to the opportunity.
  • Create and activate a quote based on the Adventure Works opportunity.
  • Revise and edit product quantities and re-activate the quote.
  • Close the quote and convert it to an order.
  • Convert the order to an invoice.
  • Complete the invoice.

Detailed steps

Create an opportunity for Adventure Works

  1. In the SiteMap, click the ellipsis (...), and select Sales.
  2. Select Accounts.
  3. Open the Adventure Works account.
  4. Select the Related tab from the menu that appears, select Opportunities.
  5. Enter the opportunity as follows:
    • Topic - 45 Printers
    • Contact - Nancy Anderson (Sample)
    • Account - Adventure Works (Sample)
    • Budget Amount - $20,000.00
    • Est. Close Date - End of the current month
  6. Click Save.

Assign the Retail price list to an opportunity and add products to the opportunity

  1. Open the 45 Printers opportunity that you just created.
  2. Scroll to the Product Line Items section.
  3. Set the Price List field to Retail.
  4. Set the Revenue field to System Calculated.
  5. Click the Save icon at the bottom of the form to save your changes.
  6. On the Product Line Items sub-grid, click the Add Opportunity Product button.
  7. Select Existing Product.
  8. Click the Magnifying Glass icon, and then select SOP Ink Jet 300: 3-in-1.
  9. Click in the Quantity field, and type 15.
  10. On the Product Line Items sub-grid, click the Add Opportunity Product button
  11. Select Existing Product.
  12. Click the Magnifying Glass icon, and then select SOP Laser Jet 8900: 3-in-1.
  13. Click in the Quantity field, and type 10.
  14. On the Product Line Items sub-grid, click the Add Opportunity Product button
  15. Select Existing Product.
  16. Click the Magnifying Glass icon, and then select SOP Office Jet 4500: 3-in-1.
  17. Click in the Quantity field, and type 20.
  18. Notice that the Est. Revenue in the opportunity header is $15,500.00.
  19. Change the SOP Laser Jet 8900 3-in-1 quantity to 15.
  20. The Est. Revenue field should change to $17,875.00.

Create and activate the quote

After initially working through the opportunity process with Adventure Works, you are now ready to generate and deliver a quote to the customer.

  1. In the 45 Printers opportunity, scroll to the Quotes tab.
  2. Click the Add Quote Record button. A new quote record will be created based on the opportunity.
  3. On the Command Bar, click the Activate Quote button. This will make the quote read only and ensure that it is ready to be delivered to the customer.

Revise and re-activate the quote

You delivered the quote to Nancy, but she was concerned with the number of laser printers that had been added to the quote. She would like to reduce the number of laser printers to 10.

  1. With the 45 Printers quote open, click the Revise button. The original version of the 45 Printers Quote will be canceled. Dynamics 365 will copy the canceled quote and generate a new quote, with a revision ID of 1.
  2. In the Product sub-grid, change the quantity of laser jet printers from 15 to 10.
  3. On the command bar, click the Activate Quote button.

Close the quote and opportunity and convert to an order

After you've made the revisions and delivered the quote to Nancy, she is ready to move forward. You need to make sure that you close both the quote and the opportunity that the quote was based off of when you created the order.

  1. With the 45 Printers quote open, click the Create Order button.
  2. Enter the following on the Create Order screen:
    • Status Reason - Won
    • Date Won - Today's Date
    • Close Opportunity - Yes
    • Calculate Actual Revenue from Quotes - Yes
  3. Click OK.

Fulfill the order, generate, and then pay the invoice

After a few weeks, your organization was able to complete and fulfill the order for Adventure Works. You need to note that the order was fulfilled and generate an invoice for the order.

  1. On the 45 Printers order, click the Fulfill Order button.
  2. Enter the following on the Fulfill Order screen:
    • Status Reason - Complete
    • Date Won - Today's Date
  3. Click Fulfill.
  4. On the command bar, click the Create Invoice button.
  5. After the 45 Printers Invoice appears, click the Invoice Paid button.
  6. Set the Status Reason to Complete, and then click OK.