Contoso's Quote-to-Order Controls
Contoso sells configured equipment through quotes, orders, and invoices in Dynamics 365 Sales. Reps frequently override discounts beyond the 15% threshold, revise quotes without updating the opportunity, and create orders from stale quotes. The company uses product bundles and optional add-ons. When a quote is revised, child items sometimes disappear. Some orders are created without a customer PO number, and invoices are generated before delivery confirmation. Constraints: no custom code; use business rules and Power Automate approvals; the sales manager must approve discounts above 15%; orders must not be created from expired quotes; and invoice creation must require a delivery confirmation field. Contoso wants a controlled but low-friction process for 60 sellers across three regions.
1. Design the quote lifecycle controls for discount approval, revisions, and order creation.
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Reasoning: The quote lifecycle should enforce controls at the form level and through approval. Add a business rule on Quote Product that calculates the effective discount and sets a Requires Approval flag when the discount exceeds 15%. Use a Power Automate approval flow to route the quote to the sales manager; while approval is pending, lock the quote with a business rule. For revisions, use the out-of-box revision action so that a new quote is created with a revision number and the original is closed. Verify that bundle children are copied and repriced; if child items disappear, check whether the bundle configuration marks them as required and whether the revision action is copying all line items. For order creation, add a business rule that blocks conversion when the quote is expired or not approved. Test with a discount above 15%, a revision, and an expired quote.
2. Explain how to require a customer PO number on orders and a delivery confirmation before invoicing.
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Reasoning: Use a business rule on Order to make the Customer PO Number field required before the order can be confirmed. If the field is blank, show a validation error and prevent status change. For invoicing, add a Delivery Confirmed field on Order and a business rule on Invoice that checks the related order's delivery confirmation. Because invoice creation from an order is a standard action, the business rule should block the action when delivery is not confirmed. Alternatively, use a Power Automate flow that creates the invoice only when the delivery confirmation is set. Test with an order that lacks a PO number and an order that is not delivered.
3. What should happen to the opportunity when a quote is revised or an order is created, and how should stale quotes be handled?
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Reasoning: When a quote is revised, the opportunity should remain open until a quote is accepted; the revised quote becomes the active quote and the original is closed as revised. When an order is created, the opportunity should be closed as Won only after the order is confirmed. Stale quotes should be identified by their expiration date and by the quote status. Add a business rule that prevents order creation from a quote whose effective end date has passed. Use a view for expired quotes and a Power Automate reminder to the owner. Do not delete stale quotes, because they preserve negotiation history. Test the opportunity status after revision and after order creation.