Despite its success, the company faced challenges in several operational aspects. The client used a complex and manual Excel-based quote estimation process integrated with design software. The exported Bill of Quantities (BOQ) contained hundreds of materials with preferred vendors, currencies, and inventories, causing the product management team to take many days to create a material line, increasing inefficiencies in product management.
The company had an approval system, which was necessary to proceed with the orders. However, this system was paper-based, resulting in delays and errors. Hence, a conditional quote approval system was required.
Order segregation demands specific validations and handling procedures, and the inability to segregate orders based on these business scenarios, such as retail orders, sample orders, project time and material, project fixed prices, and return orders, posed a major hurdle in the operations.
Additionally, they required a system that could navigate complex multiple finance validations for order processing and onboarding new customers. They also wanted to integrate D365 Customer Engagement (CE) and D365 Finance and Operations (F&O) to prevent duplicate entries. Furthermore, they needed a robust security framework aligned with their organizational hierarchy, considering the assigned business unit/sub-business unit.
To reduce manual intervention in product management, we integrated a legacy Excel template with the creation of the CE Quote line. Three existing BOQ templates are utilized and imported as quote lines. As part of the quote lines, the products can be created on the go, significantly reducing Product Creation Lead Time. Ensured accurate cost calculations in local currency by applying FinOps exchange rates, managed multi-currency vendor prices within a single quote, and meticulously maintained conversion history for each quote. Quote Margin Calculation Engine assigns stakeholders responsible for reviewing and contributing to specific cost components, such as Shipping Charges, Installation Estimation, Profit Margin, Custom Clearance Charges, and Other Costs.
DynaTech developed a Conditional Quote Approval Engine that determines hierarchy based on Order Type, Amount, Profit Margin, and Business Unit. The system triggers email notifications to approvers, following a configured approval hierarchy, replacing the paper-based approval process.
For various order types like variation orders, projects, retail, sample orders, maintenance, and many more, the business rules and validations were defined to segregate orders. A business process flow was designed to enforce system compliance with processes and checks for defining business rules and validations to navigate their complex multiple finance validations. The system triggers notifications for the finance team’s approval based on business rules. Additionally, for new customers, the system initiates approval for finance team scrutiny, ensuring checks on customer history, financials, and registration details.
DynaTech engineered a tailored Dual-write integration solution which included custom mapping between D365 Customer Engagement (CE) and D365 Finance and Supply Chain Management (F&SCM) through the Common Data Service (CDS) tool. Over 35 data entities, including Products, Orders, Invoices, Payments, Inventory, and essential master data tables, were facilitated through this seamless integration.
To address the client's role-based security needs, we implemented record-level security roles. The showroom sales managers were given permission to view and edit orders within their respective business units while maintaining broader access to the entire showroom. For over 200 business units with a hierarchical structure, record-level security roles are implemented with hierarchy. Similarly, country managers were granted access to view data on a country-specific basis.
DynaTech’s Finance Optimization and Sales Transformation solutions have not only minimized manual work and significantly reduced lead times but also streamlined processes, enhanced efficiency, and provided the client with greater control over their operations. The client now stands poised to navigate through its dynamic landscape with confidence and agility, ensuring continued success and growth in the global market.