General Description of the Feature
The feature "Buy-Back process" deals with the development of a new process that can be included in any Retail Sales workflow and through it trigger the automatic creation of other retail sales leads for future reference.
The process starts with some new transitions placed after the Order of the VOI. These should be configured in the workflow, which will trigger the creation and approval or cancellation of the Buy-Back Agreement document. The relevant WF functions can be found in the configuration section below.
Here is an example of a workflow design:
With the initiation of this process it is mandatory to perform a set of validation that will ensure the following:
- The configuration setup keys related with the workflow are properly configured (BuybackWorkflowCode, BuybackLeadSource, BuybackLeadChannel)
- The related Business Partner is of type = Private (Buy-Back process is mainly for private customers)
- The selected Payment Method from the related Offer matches with the accepted payment methods configured in the relevant setup keys.
Buy-Back Agreement Document
The Buy-Back Agreement document can be designed and printed through a template from our supported printing providers. The Document type information can be found in the configuration section and the document can be printed based on parameters with multiple templates.
The printable can be found in the Related tab → Printable Files
To finalize the Buy-Back agreement the customer must approve it and the User must select the relevant WF transition and upload the approved version of the document. The document can only be uploaded from a scanned physical version and after being uploaded, it will replace the printed document and the status will change to approved.
On Buy-Back Agreement document cancellation, either the Approved or the Created version will get status Cancelled and the document will be completely removed from the Related tab.
Buy-Back Lead
At the end of the Sales Lead proceed and before closing the Lead, the users have the possibility to trigger the automatic creation of a Buy-back Lead from the relevant External Function. Such lead has:
- Unknown VOI with Make matching the Make from the Original Lead
- pre-assigned Trade-In Vehicle, the VOI from the Original Lead
- Initial Contact activity planned "x" time in the future based on the relevant setup key
- Workflow, Source and Channel based on the relevant Setup Keys.
After the creation of the Buy-Back Lead the connection between the Original and the Buy-Back Lead can be found in both Leads in their Related tabs. The Original Lead has a section called "Buyback Lead Relation" and includes a link with the Buy-Back lead and the Buy-Back lead has a section called "Origin Lead".
In addition, in the Lead/Opportunity grid list there is a new column called "Is Buy-Back Lead" which marks on the Leads created as Buy-Backs. Lists can be filtered with this information via the respective filter "Is Buy-Back Lead = Yes/No".
Buy-Back Workflow
It is proposed that the Workflow used for the Buy-Back Lead to be a workflow like the one used for Unknown_Vehicle Interest Type.
Buy-Back Lead - Trade-In
In the case that the Purchase process is activated and configured and the modules "PurchaseLead" & "PurchaseLeadFromTradeIn" are activated. The automatic addition of the Origin Lead's VOI as Trade-In in the Buy-Back Lead will trigger the automatic creation of a Purchase Lead.
If this VOI and thus Trade-In is based on Vehicle ID, the Purchase Lead will be created for this inventory vehicle, else it will be created for a generic Vehicle that doesn't exist as Vehicle ID.
Business Benefit
In the standard sales process, the Sales Advisor may suggest entering into an additional agreement known as a Buy Back agreement. This document outlines the terms and conditions that enable the company to repurchase the initially sold vehicle, providing customers with the opportunity to acquire a newer vehicle shortly thereafter.
Configuration
Setup Keys:
PaymentMethodCodeForCash: This key specifies the payment method codes eligible for Cash payments in the buy-back process. The buy-back process is applicable only when the initial vehicle was purchased with either cash or credit and this is controlled from the relevant WF Validation.
PaymentMethodCodeForCredit: This key designates the payment method codes eligible for Credit payments in the buy-back process. Similar to the Cash payments, the buy-back process is relevant only when the initial vehicle was acquired through cash or credit.
BuybackWorkflowCode: This key holds the workflow code that the buy-back lead should utilize. It is the responsibility of the admin users to create and configure the workflow correctly.
BuyBackLeadActivityStartDurationInMonths: This key stores the duration, in months, during which the customer should be contacted after a buy-back agreement is agreed upon.
BuybackLeadSource: This key specifies the pre-determined source to use when creating the buy-back lead.
BuybackLeadChannel: This key defines the pre-determined channel to use when creating the buy-back lead.
Workflow:
Validations
| Code | Name | Notes |
|---|---|---|
| 9FBL8E3J85AB733 | Check that the setup keys for the Buy-Back Workflow process are filled with a correct codes. | This validation ensures that the setup keys essential for the buy-back process are not empty and contain accurate values. It specifically verifies the workflow, source, and channel keys to ensure they correspond to valid codes in their respective tables. |
| 9FBE8E3B85BA823 | Make sure the business partner is Private | Verifies that the associated business partner is of type "Private" since the buy-back process is applicable only for private business partners. |
| 9FBL8E3J85AB732 | Make sure the payment method of the sales order is either Cash or Credit | Ensures that the payment method used during order creation is either Cash or Credit. This validation is crucial as the buy-back process is eligible only for these two types. It cross-checks with the payment method codes provided in the respective setup keys. |
Transition Required Views
| Code | Name | Notes |
|---|---|---|
| ODP_UploadRelatedDocuments | Upload Related Documents | Displayed a view where the user can select and upload a document. With the combination of the "Update BuyBack Agreement Document" external function. |
External Functions
| Code | Name | Notes |
|---|---|---|
| 8DBE5JJB2AKB364 | Create BuyBack Agreement Document | Initiates the creation of a Buy-Back document based on the last active Order. The document type is specified as 'Buy-Back,' and the initial status is set to 'Open.' |
| 8DBE5HHB2AKB364 | Cancel BuyBack Agreement Document | Facilitates the cancellation of an existing Buy-Back document. The document type is 'BuyB-ack,' and the status is updated to 'Canceled.' Canceled Buy-Back documents are not visible under the "Printable Files" related section. |
| 8DBE5KKB2AKB364 | Update BuyBack Agreement Document | Allows the user to update the printed file path of an already created Buy-Back document by uploading a selected file. The printed file from the Agreement creation is completely replaced with the uploaded file. Additionally, it changes the document status to 'Approved.' This function must be used in conjunction with the transition required view 'ODP_UploadRelatedDocuments - Upload Related Documents'. |
| 8DBE5CCB2AKB364 | Create BuyBack Sales Lead | Initiates the creation of a new lead with the type 'Buy-Back' and an interest type of 'Unknown Vehicle' and Make matching the Original Lead's VOI Make. The initial activity of the newly created lead is planned for Date-Time = now (the time of the transition execution) + months of the setup key "BuyBackLeadActivityStartDurationInMonths". The Buy-Back lead is assigned to the same Sales Person as the origin lead and the automatic planning of the initial activity is respecting the Employee Working Hours of the respective Sales Person. Thus it is planned for the first free timeslot. |
Printing:
- Document Type: Buy-Back Agreement
- Document Template Name: BuyBackAgreementPrintTemplateName_{property}
Existing Functionality that can be used:
- Module: PurchaseLeadFromTradeIn
- To trigger the automatic purchase lead creation after the creation of the Buy-Back lead and addition of the origin VOI as Trade-In.
Additional Information
Feature Availability
This feature is mainly developed for version 3.15.0 but it is also patched in:
- 3.12.25
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