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PSA Contract Order Entity

  • 1.  PSA Contract Order Entity

    GOLD CONTRIBUTOR
    Posted Apr 13, 2019 10:25 PM

    I am setting up Project Service Automation (PSA). There was a suggestion to make things as simple as possible and only offer a few features until people get accustomed to PSA. We basically are coming from Word, Excel and manual processes for projects and sales.  We have Sales prepped to use sales and marketing but they are not in the system yet.  We will be starting people mostly in PSA first. We have an external quoting tool but integration will not happen right away.

    The front running idea is starting our projects with Contracts. Fill out the contract as a Statement of Work using it to work out the details if needed. We then would email the statement of work to sales and get a Quote from the other system. The statement of work then could be reworked if needed.

    My concern is contracts are orders in PSA which usually means the sale was closed. Since the sale has not closed it seems like I have the potential for a mess.  Eventually, the plan would be to use Dynamics 365 CE as expected(sales, marketing and PSA) and integrate with our quoting tool (QuoteWerks). I can see data integration and migration being a mess.

    Does anyone see problems that we might experience using the Order/Contract to work out our Statements of Work? I understand there can be areas in  PSA that require things done a certain way or you can paint yourself in a corner. Just not sure what all those things are.

    Thank You, 



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    Brant Paquette
    BA
    SynerComm
    Brookfield WI
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    CRMUG Summit - Post


  • 2.  RE: PSA Contract Order Entity

    GOLD CONTRIBUTOR
    Posted Apr 14, 2019 11:14 PM
    Hi Brant, It sounds like your Statement of work is actually a Quote(In CRM) that may need a few revisions before getting to a final outcome. However i do see that you would be using Quotes(coming from the other system) at a later stage of the process. In that case it looks like the OOB PSA may not work, and a hybrid process may be something more suited for your implementation. Let me know if i understood something wrong.

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    Sunil Raheja
    Aha Apps
    Glen Allen VA
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  • 3.  RE: PSA Contract Order Entity

    GOLD CONTRIBUTOR
    Posted Apr 15, 2019 11:00 AM

    Hello Sunil,
    Thank you for your reply.  I agree that I think out of the book PSA does not seem right for us. We have not integration with QuoteWerks now. They will still generate a quote for an SoW. The only difference is the word template language. I am leaning toward the Quote being renamed to SoW for our users. Then have them work the details out there. They could attach the other systems Quote to the D365 Quote(our SoW) form. Then have a chance to confirm everything before we make it a Confirmed Contract.

    We are trying to not renew on another time tracking system. So my boss would like to get something going now. Taking Contract and only adjusting that and Project entity seems appealing. I am worried about all the processes and complications that starting at Contract/Order would make things difficult. We might not even know there was an issue until we start looking at integration. At that point, we might have a big problem to clean up. 

    Do you have any potential issues that we might experience starting at Contract? That way I can convince him that Quote is a better place to start. If I am wrong on this then I would be happy to know that as well. It just seems that matching PSA settings would be correct in the long run and especially in the short run (considering integration or using the system in full later)

    Thank you,



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    Brant Paquette
    BA
    SynerComm
    Brookfield WI
    ------------------------------

    CRMUG Summit - Post


  • 4.  RE: PSA Contract Order Entity

    GOLD CONTRIBUTOR
    Posted Apr 15, 2019 11:07 AM
    Hi Brant, It really depends on the process that you are trying to establish. If, for the time being, the first part of the process (SOW) you are trying to achieve in the other system and only bring the second part (final contract and its following steps) taken care of in Dynamics, that should not be a problem now or going forward. However if you are going to implement an ad-hoc process now that would need to be changed later, i would not suggest you do that since it will be a struggle to clean up later on. Did i make sense?

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    Sunil Raheja
    Aha Apps
    Glen Allen VA
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    CRMUG Summit - Post


  • 5.  RE: PSA Contract Order Entity

    GOLD CONTRIBUTOR
    Posted Apr 15, 2019 11:20 AM

    Hi Sunil,

    Thank you,  that makes sense and is what I was worried about. I believe we can create SoW's on Quotes and then move the process forward. SoW and Quotes have the same info so syncing that later should not be a problem(actually the quote is more to track in the quoting system right now anyway). The ad-hoc process to me is starting on Orders with sales that are not done yet. Then it appears once a Contract/Order is confirmed it is not easy if possible to go back and edit. 

    My Reason to start at Quotes so far:

    • Quotes match SoW so should be easy to pair up later.
    • We can have multiple SoW revisions and Quotes can be used that way. We can have canceled and revisions. 
    • Order/Contract locks once Confirmed so it needs to be correct. 
    • Quotes data copies to Contract so Contract is really just a verification since it locks. 
    • Not using the system as we would later adds the Ad-Hoc challenges later.
    Thank you again for your assistance. Anything I can add to my decision log is helpful.

    Thank You,

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    Brant Paquette
    BA
    SynerComm
    Brookfield WI
    ------------------------------

    CRMUG Summit - Post


  • 6.  RE: PSA Contract Order Entity

    GOLD CONTRIBUTOR
    Posted Apr 15, 2019 11:34 AM
    You are right-on. Quote is what SOW is for you. And Order/Contract is a concrete/final version.

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    Sunil Raheja
    Aha Apps
    Glen Allen VA
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    CRMUG Summit - Post


  • 7.  RE: PSA Contract Order Entity

    Posted Apr 23, 2019 04:42 AM
    Hi
    The order/contract is the agreement between you and the customer with what the monetary value will be to deliver the professional services - This can be changed until confirmed.  Any changes and discussions should be matched to the normal CRM sales process. Opportunity > quote > order etc.

    Typically D365 wants to do the quotes but you need development/integration to push those quotes into D365 and create any associated PSA references.  Remember you can hold a summary up to Quote Line (ie, one line Professional Services £40,000) and no need to use the Quote Line Details section.


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    Michael Nunes
    SAGlobal
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    CRMUG Summit - Post


  • 8.  RE: PSA Contract Order Entity

    GOLD CONTRIBUTOR
    Posted Apr 23, 2019 03:19 PM
    Thank you both for the input.  I was able to get the other's to see the logic of starting at Opportunity and Quote.  Thanks again,

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    Brant Paquette
    BA
    SynerComm
    Brookfield WI
    ------------------------------

    CRMUG Summit - Post


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