This chapter covers the following topics:
Quoting Security has three essential components:
Quote Access Security
Quote Function Security
New Quote 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 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 determines if users can create new standalone quotes and for which customers.
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:
Be a valid resource, set up in Resource Manager
Be set up as a sales representative
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 takes place in three levels:
Operating Unit Security
Based on the value set for the profile ASO: Enable Security Check, quote access is also restricted based on:
Quote Availability Security
Quote Data 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.
Users may be given access to one or more operating units, with one of the operating units marked as the default. The user can access quotes between operating units seamlessly and does not have to switch between responsibilities.
Users must select the operating unit at the time of creating the quote or quote template. This cannot be changed one the quote or quote template is saved.
Search results display quotes from all operating units that the user has access to.
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:
All quotes where the user is on the quote sales team
All quotes where the user’s subordinates are on the quote sales team
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.
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 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:
Override a quote status — The value of the profile option ASO: Status Override controls a user’s ability to update a quote when it is in a read-only status. This will ensure that the user can override quote data if a mistake was made prior to transitioning the quote to a read-only status.
Override the price list — The value of the profile option ASO: Price List Override controls a user’s ability to change the selected price list for a quote. This functionality ensures that a user does not inadvertently quote an inaccurate price based on an incorrect price list selection.
Create new customers — The value of the profile option ASO: Create New Customer controls a user’s ability to create new customer information. This functionality ensures that users wishing to protect the integrity of customer data can restrict the creation of new customers to a limited number of users.
Update customer information — The value of the profile option ASO: Update Customer controls a user’s ability to update existing customer information.
Update sales team information — The value of the profile option ASO: Update Sales Team controls the user’s ability to manually update sales team information, including addition or removal of members, changing access levels, and manual assignment of the primary salesperson.
View and Update sales credit information — The values of the profile options ASO: Modify Sales Credits and ASO: View Sales Credits determine if users can modify and/or view sales credit information.
For more information on the Quote Function Security profile options, see the Oracle Quoting Implementation Guide.
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:
Add or remove a valid resource to/from the sales team
Specify or change access levels for sales team members
Designate a primary salesperson
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:
Add or remove another resource to/from the sales team if the user and the resource are part of the same sales group
Change sales team details for an existing sales team member, only if both members are part of the same sales group.
Change the primary salesperson and/or primary sales group
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:
Adding or removing sales credit receivers
Entering sales credit percentages
Entering sales groups
Entering credit types
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.
If the profile ASO: View Sales Credits is set to Yes for a user, the user can view all sales credit information on the quote.
If set to Partial and the user has a manager role in the sales group, the user can view his/her own sales credit information as well as the information for their subordinates. If the user is not a manager, the user can view only his/her own sales credits.
If set to No, users can only view their own sales credit information.
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 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.
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
The profile ASO: Update Sales Team must be set to Yes or Partial at the appropriate level.
To add a resource, select Sales Team from the Actions LOV.
Field Behavior
Primary Salesperson
The Primary Salesperson is automatically populated in this form. Refer to the Primary Salesperson section for more information.
Full Access
If selected, the sales team member has the ability to update quotes for which they are on the sales team.
The profile ASO: Update Sales Team must be set to Yes or Partial at the appropriate level.
The person that you want to act as the Primary Salesperson must be set up as a valid resource and as a sales representative.
You can change the primary salesperson for a quote from the Salesperson field in the Quote Header.