Enabling Quoting Security

This chapter covers the following topics:

Overview of Security

Quoting Security has three essential components:

Quote Access Security

Quote Access Security designates which quotes are available to the user. It also determines whether the user has update or view-only access to quotes.

Quote Function Security

Quote Function Security determines whether or not there are user restrictions on particular quote functions. For example, a user may be restricted from placing orders. This security is controlled by profile options and/or the permissions assigned to a user or responsibility.

New Quote Security

New Quote Security determines if users can create new standalone quotes and for which customers.

Primary Salesperson

The Primary Salesperson for a quote has quote ownership responsibility. This is not necessarily the same individual who creates the quote. If the quote creator meets the Primary Salesperson criteria, the quote creator will default as the Primary Salesperson.

If ASO: Automatic Sales Team Assignment is set to None and the quote creator does not meet these criteria, the sales representative selected in the system parameter Default Salesrep will default as the primary salesperson. For more information on Primary Salesperson, see the Oracle Quoting Implementation Guide.

In order to be a Primary Salesperson, the user must:

Note: You cannot save or submit a quote without a primary salesperson. If ASO: Automatic Sales Team Assignment is set to Full or Partial, a primary salesperson will be automatically selected after you save the quote.

Quote Access Security

Quote Access Security takes place in three levels:

Operating Unit Security

The Multiple Organization Access Control feature enables users to access one or more 'Operating Units' within one user responsibility. A flexible security profile MO: Security Profile controls the access of one responsibility to multiple operating units. The security profile will permit access to one, multiple or all Operating Units in the system.

Quote Availability Security

Quote availability security restricts the quotes available to each user. A user must be set up as a valid resource in order to view quotes when security is enabled. If the user is a valid resource, all quotes where the user is on the quote sales team are available. This includes all quotes created by the user and, by other users on the quote sales team.

If the user is also a manager, the following quotes are available:

Quote Data Security

Once it is determined what quotes are available to a user, Quote Data Security determines whether the user has update access to these quotes. The Full Access flag, located next to each resource on the Sales Team tab, designates the level of access. If the Flag is selected, the user has full update access to quotes. If the flag is not selected, the resource has view-only access.

If a user has update access to a quote, the user can modify any quote field and perform any function that is not restricted by other Quoting requirements. If the quote is changed to a read-only status, the user may only update the fields that are updateable in read-only statuses.

If a user has view-only access to a quote, the user cannot modify fields or perform any function on the quote. When a quote is changed to a read-only status, the user cannot update payment information or other updateable fields.

Manager Access

Whether or not managers can access quotes for the sales team that their subordinates belong to is controlled by the profile option ASO: Manager Role Access. If the profile is set to Update, the manager can update all quotes for their subordinates’ sales teams. If the profile is set to Inherit, the manager has the same access level as the subordinate. If the profile is set to Inherit and the manager has more than one subordinate on the team with different access levels, the manager should inherit the highest access level.

Quote Function Security

Quote function security determines which actions a user with update access can perform on a quote. Profile options and permissions restrict the following functionality and allow the user to:

For more information on the Quote Function Security profile options, see the Oracle Quoting Implementation Guide.

Sales Team Security

Sales team security is controlled by the profile option ASO: Update Sales Team. If you set this profile to Yes for a given user, that user is able to:

If set to No, the user cannot update the sales team in any way.

If set to Partial, the user can perform the following activities, only if the user is a manager:

Sales Credit Security

Quoting provides function security that determines which sales credits a user can view and whether the user can modify sales credit information on a quote.

The profile option ASO: Modify Sales Credits governs a user’s ability to modify sales credit information, including:

If this profile is set to Yes for a user, that user can modify sales credit information for all sales credit receivers on the quote.

If set to Partial for a user, the user can modify sales credit information for their subordinates, as well as their own information.

For users that do not have the ability to modify sales credits, there are three levels of privilege for viewing sales credit information on a quote.

For users that cannot modify sales credit information, Quoting will show the total credit percentage for each sales representative/group combination instead of showing revenue and non-revenue credits separately.

New Quote Security

New Quote Security restricts the parties for which a sales agent can create quotes. New Quote Security is governed by the profiles ASO: New Quote Security and ASN: Customer Access Privilege. If the profile ASO: New Quote Security is set to Yes, you cannot create new standalone quotes. This includes copying existing quotes to new quotes.

Note: Setting this profile to Yes does not restrict a user’s ability to create quotes from opportunities.

If this profile is set to No, the user can create quotes for all customers.

If the ASN: Customer Access Privilege profile option is set to Sales Team, the user must be on the account sales team in order to select that customer in the quote header.

Note: When Oracle Quoting is integrated with Oracle TeleSales, account sales team information is collected from Oracle TeleSales.

Adding a Resource to the Quote Sales Team

You can add resources to the quote sales team, if you have ASO: Update Sales Team set to Yes at the appropriate level.

Note: The Do Not Reassign flag is supported in this release only if automatic sales team assignment is enabled.

Prerequisites

To add a resource, select Sales Team from the Actions LOV.

Field Behavior

Changing the Primary Salesperson

Prerequisites

You can change the primary salesperson for a quote from the Salesperson field in the Quote Header.