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WKS 12 - Document Generation and Templates
Workshop on to cover document generation and templates.
Participants
Name | Company | Role |
|---|---|---|
Teemu Salonen | Valio | Pricing Analyst |
Tomi Toivonen | Valio | Pricing Manager |
Omar Bendada | Ben Consulting Services | Business Analyst |
Sofia Simaria | Ben Consulting Services | Proxy Product Owner |
Goal
in this workshops we define the document templates and the documents generation rules
Workshop materials
Topic | Document | Comment |
|---|---|---|
Agreements Document Templates | ValioAimo Documents - bases of contract ValioAimo_TUKKUSOPIMUSpohja_EN.docx  | Valio walkthrough of current agreement documents |
Main results
Document Template Sections
Overall Document
The team agreed to proceed with the proposed template ValioAimo_TUKKUSOPIMUSpohja_EN.docx as an initial framework and will continue with the current approach for further discussion and refinement.
A plan is in place to present the document generation approach to sales leadership for approval.
Document generation will leverage Jasper report technology.
The system should dynamically hide sections or paragraphs without input (e.g., marketing subsidies, net-priced items, service charges).
The ultimate goal is to create a single proposal template with variants (e.g., English and Finnish).
A cover page with a "draft" watermark will be defined to prevent premature document finalization.
Document edits will be allowed for contact or company information only, avoiding modifications to line items and pricing post-approval.
A placeholder for managing document translations will be dedicated in future iterations.
1. Parties
Customer Information: The customer business ID and address was identified as critical missing customer information and will be made a mandatory field - the sales rep will manually fill this information. Quote generation will be prevented if customer information is incomplete.
Valio Aimo Information: The document template will include a fixed company business ID and address by default.
Contact Person Details: These details (email, address, phone) should refer to salesperson information and will be managed by the sales information system.
Auto-population & Editing: The system will auto-populate document fields using logged-in user information or a specified account owner, but users will be able to manually change these pre-populated fields via a selection table. Back office staff may assist sales reps with account ownership and contact details.
2. Duration
Contract Dates: The contract template must include valid contract dates: start date and end date.
Optional Extension Date: An optional extension period (with start date and end date) to be included.
Extension Agreement Date: If extension is required, this needs to be agreed by a certain date.
Mandatory Fields: The contract period is mandatory, while the optional extension period can be left blank.
3. Product, Net Prices and Price Changes
Price Update Communication: A clear paragraph explaining price update frequency, notice period (e.g., two weeks for two-year contracts, 10 days for general updates), and the date of updates will be created in the document. Prices will typically update starting from the first of a given month.
Price Management: Every contracted price must be stored in the price manager at agreement generation. Price modifications will be handled exclusively by the price manager in the CPQ system, not directly by sales representatives.
Agreement Stability: The agreement remains the same during price updates; no amendment is needed for the current contract due to price changes.
Negotiation: The price manager reviews and automatically publishes price changes, giving the sales team the option to negotiate. If prices are not accepted, sales can reject and request updates from the price manager.
4. Product Group Discounts for Wholesale Prices
Appendix 3: The document will refer to Appendix Three with a comprehensive 400-line product group discount list.
Formatting: This discount list should be formatted as a well-structured table within the document, compressed to occupy as little space as possible.
5. Focus Discount
Focus Discount section refers to Yearly Rebates
Inclusions/Exclusions: Discount rules will include customer inventory purchases from wholesale, excluding delivery fees and certain products. Sales documents will include different sales thresholds and rebates, but exclude internal target information.
All info about yearly rebates to be converted into a paragraph.
6. Marketing Subsidy
Dynamic Display: The rebates section (including focus discount and marketing subsidy) will be made dynamic, displaying fields only when values are available.
Challenges: The team acknowledged challenges with manual rebate calculations historically managed in Excel.
7. Contact Information and Service Hours
This info can be stored in the tab ‘Partners’(stakeholders that are related with the agreement)
For Cash & Carry info – it can be a static information
8. Order, Delivery & Delivery Fee
Comes from Charges tab – Delivery Charge; only shows the ones that are used.
Typically Express Delivery and Small Order Charge should always be in the contract
Have one paragraph for each type which appears/disappears depending
9. Payment Terms
Input Method: Payment terms will use a dropdown menu instead of free text input to ensure data accuracy and consistency.
10. Other Terms
Custom Text: The proposal template will include custom text and general terms/conditions. This section would serve as a placeholder for such additions.
11. Signature
E-signature: The team will consider future e-signature tool integration with the CPQ system.
12. "One-off rebates"
Inclusion: Teemu is tasked with adding this missing rebates section to the document template.
Dynamic Display: Similar to other rebate sections, this section will be made dynamic, displaying fields only when values are available.
Appendices
Appendix 1: Static document
Appendix 2: Net price products
Appendix 3: PG discounts
Appendix 4: Private label commitment – static document
Dynamic Content: Appendices like "Net-priced products" (Appendix 2) are expected to be dynamically generated and hidden if no relevant data is present.
Action list
- Need to have a call about how to manage translations – use one of the placeholders
- Omar to consult expert in agreement management.
- Valio to check if they want to have tricky exceptions about rebates in the contract, and change excel model accordingly
- Valio to decide if Contact Info/Service Hours will be dynamic or static information.
Decisions
- Proceed with the proposed template ValioAimo_TUKKUSOPIMUSpohja_EN.docx as an initial framework
List of requirements
Core Document Generation:
Support generation of customer agreement proposals.
Develop a single proposal template with support for multiple language variants (e.g., English, French).
Implement a cover page with a "draft" watermark to prevent premature document finalization.
Ensure document edits are restricted to contact or company information only, preventing modifications to line items and pricing post-approval.
Include a mechanism for managing document translations in future iterations.
Dynamic Content & Conditional Logic:
Implement dynamic hiding/displaying of document sections/paragraphs based on data availability (e.g., marketing subsidies, net-priced items, service charges, rebates).
Dynamically generate and embed product and discount lists within appendix 2 and 3, respectively.
Dynamically display rebate sections (Focus Discount, Marketing Subsidy, One-off Rebates) only when values are available.
Implement dynamic paragraphs for service charges that appear/disappear based on field settings.
Data Integration & Auto-Population:
Auto-populate document fields using logged-in user information or a specified account owner.
Allow manual modification of auto-populated fields via a selection table.
Integrate with sales information system to manage and populate salesperson contact details (email, address, phone) into the document.
Ensure fixed company business ID and address are included by default in document templates.
Contract Specifics:
Ensure contract template includes valid contract dates (start and end).
Capture and display extension dates when applicable.
Ensure the contract period is mandatory, while the optional extension period can be left blank.
Generate a clear paragraph explaining price update frequency, notice period, and date of updates within the document.
Implement payment terms selection using a dropdown menu instead of free text input.
Future Considerations (for planning/architecture):
Plan for future integration with an e-signature tool.
Consider the integration with a new rebate management tool post-project completion.
Session recording
https://tldv.io/app/meetings/683563742612c90013390a2d/