Sonoma Partners Microsoft CRM and Salesforce Blog

Updating Your Quote from Your Project Plan in PSA

Today's blog post was written by Trent Bell, Principal Consultant at Sonoma Partners.

In our previous blog post related to Microsoft's Project Service Automation, we touched on how the standard Opportunity, Quote and overall sales process capabilities have been extended by PSA to accommodate “service” organizations. In this post, we want to showcase a very useful function professional service organizations and the like might want to take advantage of if they use project plans to help estimate projects for prospects.

As eluded to above, the sales process may require some detailed estimating take place that may naturally come by way of a project plan. PSA has a very nice feature that allows for taking the detailed tasks from a Project (within PSA) and importing them back into an associated Quote Line as “Quote Line Details.” This can be a great time saver for those involved in the sales process.

From the Quote record, double-click on the Quote Line that is associated with the Project you have used to do your estimates. 

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If you have not already associated your Project to your Quote, the “Project” field will be blank in your Quote Line. Double-clicking on this Quote Line will open the record and allow you to associate the Project as seen here.

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Once you have your Project entered, click on the “Import from Project Estimation” button in the top menu.

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A dialog box will pop up providing you with some options for how you want the tasks from your project plan to map to your Quote Line Details.

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These summarization options can be super helpful because they allow you to decouple the granular details of the project plan from what you want on your quote detail. In other words, you can take a very detailed project plan and roll up that detail to an appropriate summary level for your prospect.

Once your summarization options have been chosen, clicking “Next” will take the content of the project plan and produce Quote Line Detail records as appropriate (see screenshots below). Also, the “Quote Amount” automatically gets updated with the sum of these quote line details.

Project record:

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Quote Line record:

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As you might imagine, this can be a great time saver for those involved in the sales process. Just remember, in order for this to provide any value, a Project with a built-out work breakdown structure must exist…which we will cover in more detail in an upcoming PSA post. Stay tuned!

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Topics: Microsoft Dynamics CRM 2016 Microsoft Dynamics CRM Online