Implementation of Quote Line Level Approvals in Oracle CPQ

Implementing a quote approval process at the line level in Oracle CPQ (Configure, Price, Quote) is an essential requirement for businesses that need granular control over their quoting process. Specifically, when each quote line is associated with a part, and each part is linked to a product manager, it becomes crucial to have a system that can direct approval requests to the correct product manager based on specific validation conditions. This article will guide you through the steps to set up a quote line level approval process in Oracle CPQ, including the necessary configurations, scripting, and workflows.

Overview

The quote line level approval process involves several key components:

1. Quote Line and Part Association: Ensuring that each quote line can be identified with a specific part and, consequently, a product manager.
2. Validation Conditions: Defining specific rules or conditions that must be checked for each quote line. If these conditions are not met, the quote line requires approval.
3. Routing Approvals: Automatically routing the approval requests to the corresponding product manager based on the part associated with the quote line.
4. Notification and Approval Workflow: Notifying product managers about pending approvals and managing the approval workflow within Oracle CPQ.

Step 1: Setting Up the Data Model

First, ensure your data model supports the association between quote lines, parts, and product managers. This may involve setting up custom fields on the quote line object to store part information and the related product manager’s details (e.g., email or user ID).

Example:

• Quote Line Custom Fields: PartID, ProductManagerID

Step 2: Defining Validation Conditions

Validation conditions can be defined using Oracle CPQ’s scripting capabilities, such as BML (BigMachines Language) scripts. You’ll need to create a script that checks each quote line against your specific validation criteria.

BML Script Example:

for each quote_line in commerce.quote_lines {
    if (quote_line.quantity > 100) { // Example validation condition
        quote_line.needs_approval = true;
        // Logic to retrieve the ProductManagerID associated with the PartID
        quote_line.product_manager = getProductManager(quote_line.PartID);
    }
}

Step 3: Configuring the Approval Workflow

Once you’ve identified which quote lines require approval, the next step is to configure the approval workflow in Oracle CPQ. This involves setting up the approval matrix and rules to automatically route the approval requests to the correct product managers.

1. Approval Matrix Setup: In the Oracle CPQ Admin interface, navigate to the approval matrix setup. Here, you will define the conditions under which an approval request is routed to a specific approver (in this case, the product manager).
2. Workflow Configuration: Configure the workflow to send notifications to the approvers and to allow them to approve or reject quote lines. Oracle CPQ workflows can be customized to include email notifications, approval buttons in the UI, and automated actions based on the approval decision.

Step 4: Notification and Approval Handling

Implementing a notification system is crucial for alerting product managers about pending approvals. Oracle CPQ allows for the customization of email templates that can be sent out as part of the workflow process.

Email Template Example:

Dear <Product_Manager_Name>,

You have a pending approval request for the following quote line:

- Part ID: <PartID>
- Quantity: <Quantity>
- Quote ID: <QuoteID>

Please log in to Oracle CPQ to approve or reject this request.

Best,
The Sales Team

Additionally, ensure your Oracle CPQ system is configured to handle approvals efficiently. This includes setting up user roles and permissions correctly, so product managers have the necessary access to view and manage approval requests.

Conclusion

Implementing a quote line level approval process in Oracle CPQ requires careful planning and configuration but can significantly enhance the control and efficiency of your quoting process. By associating each quote line with a part and a product manager, defining clear validation conditions, and automating the routing of approval requests, you can create a streamlined approval workflow that ensures all quotes meet your business’s standards before being sent to customers.

Remember, the examples provided here are starting points. You may need to customize your scripts, workflows, and notifications to fit your specific business requirements and Oracle CPQ setup.