This chapter covers the following topics:
There are two customer types in Oracle Quoting:
Person
Organization
Parties of type Person are individuals who are purchasing on their own behalf. Each person must have a primary address. A person can have multiple addresses and phone numbers.
Parties of type Organization may be a company, a company subsidiary or branch, an association, a non-profit, or a government branch. Each organization must have a primary address, yet can have multiple addresses and contacts associated with it. The address may belong to the organization or the contact.
A Contact represents an organization. Any individual at an organization can be your contact. Contacts within an organization are set up with roles such as contact of or employee of.
To create quotes and orders, certain standard customer information is necessary. The Bill To and Ship To information, which is optional when creating the quote, is mandatory when creating an order from the quote.
Note: The customer, referred to in Quoting as the Quote To customer, is the party for whom the quote is being created. This party becomes the Sold To customer when the quote becomes an order in Oracle Order Management.
The following table shows the mapping of Oracle Quoting terminology to the Oracle Order Management (OM) terminology.
| Location in UI | Quoting Terminology | OM Terminology |
|---|---|---|
| Quote Header tab | Quote To Customer, Account Number, Quote To Contact, Quote To Address Note: The Quote To address is not passed into OM. |
Customer, Customer Number, Contact, Address |
| Addresses section of the Quote Header tab - Ship To region | Ship To Customer, Ship To Customer Account, Ship To Contact, Ship To Address | Ship To Customer, Ship To Customer Number, Ship To Contact, Ship To Address |
| Addresses section of the Quote Header tab - Bill To region | Bill To Customer, Bill To Customer Account, Bill To Contact, Bill To Address | Bill To Customer, Bill To Customer Number, Bill To Contact, Bill To Address |
| Addresses section of the Quote Header tab - End Customer region | End Customer, End Customer Account, End Customer Contact, End Customer Address | End Customer, End Customer Number, End Customer Contact, End Customer Address |
This customer data can be grouped into the following areas:
Quote-To Customer, Account — The name and financial account of the customer. Sometimes only the name of the customer is known, as there may not be a financial account set up for them yet. The Quote To customer is financially responsible for the order; for example, credit and collections contact the Quote To customer if payment is not received.
Quote-To Contact — A person representing the Quote To customer, only when the Quote To customer is of party type Organization. You cannot enter a contact if the Quote To Customer is of type Person. Optional field.
Quote-To Address — Address for the Quote To Customer or Quote To Contact. This address is used for mailing purposes. The Quote To address is an optional address. It may be passed to the quote from an opportunity, but it is not passed into Oracle Order Management when an order is created from the quote.
Bill To Customer, Account — The name and financial account of the customer to be invoiced for the goods or services ordered.
Bill To Contact — A person representing the Bill To customer who deals with all invoice-related matters for the order, only when the billing customer is of party type Organization. Optional field.
Bill To Address — A physical location where the invoice is sent. This address can be associated with either the Bill To Customer or the Bill To Contact. If you choose an address that is not of type Bill To, then it is created as a Bill To address when the quote is submitted as an order.
Ship To Customer, Account — The name and financial account information of the customer to whom the goods or services are delivered.
Ship To Contact — A person representing the shipping customer, only when the shipping customer is of party type Organization, who deals with all shipping related issues for the order, and who typically receives the shipment. Optional field.
Ship To Address — A physical location where the products are sent. The Ship To address can be associated with either the Ship To Customer or Ship To Contact. If you select an address that is not of type Ship To, it is created as a Ship To address when the quote is saved.
End Customer, Account — The name of the customer who will be the ultimate recipient of the products. In most situations, the Quote To customer is also the end customer. However, there are exceptions to this. For example, you may create a quote for a reseller organization, ABC Corporation. ABC Corporation, in turn, sells to XYZ Corporation. In this case, ABC Corporation is the Bill To Customer and XYZ Corporation is the End Customer as well as the Ship to Customer.
End Customer Contact — A person representing the end customer, only when the end customer is of party type organization.
End Customer Address — A physical location where the products are sent. This address can be associated with either the end customer or end customer contact.
Out of the box, Oracle Quoting does not require financial accounts—for parties without any accounts—when creating a quote. Sales representatives can create quotes for either prospects or customers. A prospect does not have a financial account, while a customer has one or more financial accounts.
Note: If the customer does not have any active financial accounts, they will be treated as a prospect.
Oracle Quoting allows you to determine at which point an account is created. For more information on the following profile options, see the Oracle Quoting Implementation Guide.
Account creation is based on the ASO: Auto Account Creation profile. This profile determines when an account should be automatically created.
Depending on how you set the profile option ASO: Auto Account Creation, you can set up account restriction in the following ways:
Always create accounts—Accounts are created for customers when the quote is saved.
Create accounts as necessary—Accounts are created only when a quote is web published or when a quote becomes an order.
Create accounts only when Place Order—Accounts are created only when the quote becomes an order.
The following table shows the behavior of Oracle Quoting based on the settings of the profile options.
| Profile Option Setting | Create Sold To | Select Sold To | Create Ship To/Bill To/End Customer | Select Ship To/Bill To/End Customer | Web Publishing | Order Conversion |
|---|---|---|---|---|---|---|
| ASO: Auto Account Creation set to Always | Create account | Create account if party does not have any | Create account | Create account if party does not have any | NA | NA |
| ASO: Auto Account Creation set to As Required | Do not create account | Do not create account | Do not create account | Do not create account | Create account for all customers in quote without account | Create account for all customers in quote without account |
| ASO: Auto Account Creation set to Place Order | Do not create account | Do not create account | Do not create account | Do not create account | Throw error if any customers on quote do not have accounts | Create account for all customers on quote without an account |
If ASO: Auto Account Creation is set to Always, an account is created when the user saves a quote. In addition, each time a new party is created, as account is created as well.
ASO: Auto Account Creation is set to As Required, an account is created for each customer on the quote (that does not have an account) when the quote is:
Web published
An order is created from the quote
If ASO: Auto Account Creation is set to Place Order, an account is created for each party on the quote (that does not have an account) when the quote becomes an order.
You can create customers in the Forms UI by selecting Enter Customer from the Actions menu. This menu option calls up the Oracle Receivables form that you can use to create customers. Refer to the Oracle Receivables User’s Guide for more information.
Note: The Oracle Receivables Enter Customer form always creates accounts for new customers. Therefore, this form must be disabled if users should be able to create customers without creating financial accounts. See the Oracle Quoting Implementation Guide for more information.
To create a new customer in Oracle Quoting, select Enter Customer from the Actions LOV in the Quote Header.
Prerequisites
The profile ASO: Create New Customer must be set to Yes at the appropriate level.
Notes
Fill in the form as described in the Oracle Receivables Users Guide.
You can create prospect customers from Quoting - HTML, Oracle Telesales, or Oracle Sales.