Customers and organizations

Every quote, requirement and customer in the app belongs to an Organization. An Organization has a Name, a Code, an Active flag, a time zone and a Currency chosen from USD, EUR, GBP, CAD, JPY and CHF. Customers belong to an Organization and carry the Name, Code, contact name, Address and an eligibility note that tells the quoting team what to check before quoting that account. Team members connect a person’s Users account to an Organization, with their role name, time zone and an Active flag.

Getting this scope right is what lets pricing refuse a request from outside the organization it names. It also decides who can own a quote and who can review one, because both Owner and Reviewer point at team members.

• Administrators maintain the scope. The App Administrator manages Organizations, Customers and team members. Quote Specialists read customer records but do not change them.
• Eligibility is written down. eligibility note is required on every customer, so a specialist sees any condition on that account before preparing a quote.
• Inactive stays on file. Setting Active to No on a customer or team member keeps their earlier quotes and decisions intact while stopping new work.

Agree which legal or operating units become Organizations and the Code each one uses. Agree the customer Code format and what belongs in eligibility note, such as an approved-supplier condition or a payment hold. Agree the role name values you record on team members so they line up with the roles in the app. Decide who in your business may ask the App Administrator to deactivate a customer or a team member and how that request is recorded.

Load two organizations, a handful of customers for each and the team members who quote and review for them. Create a quote for a customer of the first organization and try to price it under the second; confirm the request is refused. Deactivate a team member who owns an approved quote and confirm the quote and its decision history are unchanged. Add an eligibility note to a customer and confirm the Quote Specialist can read it from the customer record while preparing a draft.

Ask the App Administrator to list every active reviewer for each organization. Ask the Auditor to confirm that list matches the people who recorded review decisions last month.

• Customer accounts — active customers with code, contact, address, eligibility note and organization.
• Team membership — active team members with role name, organization, time zone and platform user.

• Draft to priced quote: Build a draft quote for an active customer, then price it within the right organization.
• Correction and reconciliation: Cancel or correct authorized scope and check what each operation receipt claims.

Check roles and permissions and the data model before loading organizations and customers.