Trip Influence Admin Guide

In Enterprises Account, Contact, Lead, Opportunity (Sales), Service, and Support information are typically managed in the CRM systems and Expenses are tracked in the ERP systems. To put it in simple words, when expenses are incurred, CRM knows the purpose whereas ERP knows the cost. To get a complete picture of the cost spent for a purpose (e.g. How much sales team is spending on an opportunity) is always challenging as expenses in ERP are associated with the cost centers and ERP has no knowledge of purpose to tie the data with CRM.

With the Trip Influence app, SharSolutions is providing a solution to publish expenses information in CRM where by business is provided with a complete 360-degree view of revenue and expenses in CRM that include answers to the following key questions.

  • What is the cost of the revenue?
  • How much as an organization are we spending on a client?
  • Are our travel expenses justified?

*Along with expenses data in CRM, data is fed into ERP to ensure ERP has all the data it needs for resource planning.

Sample charts providing information at Account Level and Opportunity Level

Introduction

Currently, Salesforce does not provide out of the box expense tracking application. Trip Influence application complements Salesforce by becoming the missing piece in cost or expense tracking. This document will go through the features of this application and the steps admin must follow to bring the most out of the application.

Core Concepts

Trip influence revolves around following concepts

  • Trip
  • Trip Purpose
  • Trip User
  • Trip Expense
  • Trip Expense Sharing

Trip

The Trip object represents a trip. This entity stores the status of the trip such as ‘In Planning’ and the start and end date of the trip.

Trip Purpose

The Trip purpose is a junction object that connects the trip with the purpose. Purpose can be any record in the CRM standard or a custom object record. For example, for the Sales team visiting a client for an Opportunity, the opportunity record is the purpose; for Account management team visiting a client for relation building, the client Account record is the purpose.

A Trip can have one or more purposes. E.g. A Sales Manager visiting Arizona on multiple opportunities.

Trip User

Trip User object represents a user on a trip. One or more users can go on a trip. Once a user is added to a trip, the system automatically provides the user access to the trip record so that the user can enter his/her expenses.

Trip Expense

Trip Expense object represents the expenses incurred.

Trip Expense Sharing

For the expenses that are shared among multiple users, (e.g. A rental car shared by two users on the trip), this object holds the share information so we can accurately know the cost spent and cost contributed by each user to the trip.

Installation

Trip Influence is a Managed application hosted in the Salesforce app exchange.

https://appexchange.salesforce.com/listingDetail?listingId=a0N3A00000Ey1vYUAR

Trip influence provides all the visibility and sharing controls for the admin to control Trip records’ visibility, there by if needed the Admin can prevent expenses of one department getting exposed to other departments. To achieve complete control on the visibility, we strongly recommend that the application be installed in the organization(org) only for the Admin first, and later permissions can be enabled for other users in the org.  This document provides all the steps needed to enable the app for other users.

Post-Installation

After installation, the following configurations need to be performed by the Admin to customize the application for their needs.

Trip Purpose Category Setting

The Category Setting enables the administrator to specify how to group the expenses based on how their org is configured. For example, in an organization where Opportunity is used by Sales team and Contract object is used by Onboarding team, we can categorize the Expenses associated with a trip for Opportunity as Sales team cost and Trip cost associated with Contract record as Onboarding cost.

The Trip Influence application provides a second level of grouping on a configurable parent record. If both Opportunity and Contract are grouped under account, we can have a view under Account that shows the Sales cost and Onboarding cost for that account.

A new expense category setting can be configured by providing information for the following fields.

  1. Object – The object for which the expenses need to be tracked
  2. Account field – The field in Object using which expenses are grouped to parent record.
  3. RecordType – If the same object is used by multiple lines of business(LOB) (E.g. Opportunity object is used by both New Sales team and Renewal Sales team), with Record type differentiating the LOB records, then setup the Object with Record type to Categorize the expenses. This way New Sales team cost can be separated from the Renewal Sales team cost.
  4. Category Name – Name for the trip purpose category

The application comes with a pre-built configuration to associate Opportunity with Sales management cost, Case with Service management cost and Account with Account management cost. These pre-built configurations can be modified and new settings can be created by the Admin using Category settings Tab.

The user interface for category setting includes a listing panel showing existing configurations and a detail panel to work on a selected setting.

New Settings

Using the ‘New’ button below the detail panel create a new setting.

Edit Settings

To Edit a setting just click the setting name, it loads the setting’s detail in the detail panel. Make necessary changes to the record and save.

Delete Settings

To Delete a setting use the Delete link for the setting in the list panel.

Clone Settings

If a new setting should be created based on an existing setting, then use the clone link on the existing record. Upon clone, a new setting will be created based on the existing setting, make changes to the cloned setting and save.

Permission Sets

On installation, the following 3 Permission sets are available by default.

  1. Trip Admin – can create, view and edit all trip information and expenses.
  2. Trip Manager – can create, view and edit his/her trip information and expenses.
  3. Trip User – can enter his/her expenses

When a user is added to the Trip the user will be granted permissions internally to view the Trip record and expense for the Trip.

If any of the above permission set needs to be edited, clone the permission set and then edit the cloned copy.

Grant Application Access

Trip application when installed only for Admins, will be available only for Admins, so to grant application access to all the users in the org please follow the steps given below.

Create a Permission set based on Trip User

Go to Setup -> Manage Users -> Permission sets.

Create a new permission set by cloning the available Trip User Permission Sets.

Enable Trip Influence App in the permission set

Open the cloned Profile and go to ‘Assigned Apps’

Edit the App assignments

Move the Trip Influence app into Enabled Apps panel and Save.

Assign Permission Set to Users

Once the Permission set is created, assign the set to all the users using the permission set Manage assignments.

Other Permissions

After all the users of the org are enabled with Trip Influence application access,

  • Assign Trip Manager permission set to users in the org who should be able to create trips
  • Assign Trip Admin permission set to users who should have complete authority of all the trips

By default, only the Managers and Admins can enter trip expenses for users of a trip; all other users can only enter expenses for themselves. If any users other than Managers and Admins should be able to enter expenses for others, create a separate profile for them and enable the custom permission “Allow Expense for others”

Expense Category and Subcategory Configuration

Trip Influence application provides the capability to categorize every expense into two levels Category and SubCategory. E.g. Category Meals with SubCategories Breakfast, Lunch and Dinner; Category Car with SubCategories Rental, Fuel, Parking etc. Both Categories and Subcategories and their associations are configurable based on the org needs.

Category Configuration

Expense category allows the admin to configure the appropriate categories under which expenses can be recorded like food, flights, cars, gifts, miscellaneous. To do this the admin needs to configure the Category picklist field by navigating to

Setup -> Custom Object -> Expense Object -> Category Picklist field

In the Category picklist , values can be updated using the Value panel action buttons.

Subcategory Configuration

Like Category configuration, Expense subcategory can be configured by admin. To do this the admin needs to go

Setup -> Custom Object -> Expense Object -> SubCategory Picklist field and update the values.

Category – Subcategory Association

Once Categories and Subcategories are configured the admin can establish the relation between the two picklists values by visiting Category picklist and editing the field dependencies.

Setup -> Custom Object -> Expense Object -> Category Picklist -> Field Dependencies

Once in the field dependencies,  associate values using Salesforce standard dependent picklist configuration UI.

Customization

To make the information sharing and trip operations efficient and easy there are multiple components available in the application as below.

  1. ‘Add to Trip’ Button
    1. To Add current record as purpose for the Trip.
  2. Trip Information
    1. Lists past, ongoing and upcoming trips for the current record.
  3. Trip Listing
    1. List of trips with the current record as purpose.
  4. Charts
    1. Show the trip expense information on the record.

These components are available as part of the application for Account, Case and Opportunity. Since component model has been used for these components, Admins can extend these for other standard and custom objects.

For Account, Case and Opportunity, Admins can update their current page layout to add the “Add to Trip” button.

To add Trip Information and Trip Listing, Admin can add available Visualforce page “Trip information” to their page layout.

To add Trip charts to Account, Opportunity or Cases, they are available in Report Charts that can be added to the Page layout.

Once charts are added to the Layout, be sure to add filter to filter records related to that purpose.

The Trip information now blends with your records providing view like below.

Sample Opportunity:

Sample Account:

Custom object Customization

Please follow the instructions in this page to use the components mentioned in Custom object layouts or standard object layouts other than Account, Case and Opportunity. We will walk through these steps using an example custom object called Onboarding__c

‘Add to Trip’ Button

Create a new Visualforce page (Setup -> Develop -> Visualforce Page) by including the following Text

   

Once the Visualforce page is saved,  create a button by navigating to the Object page

Setup -> Create -> Objects -> [Custom object Name]

Set Display Type to “Detail Page Button” and Content Source to “Visualforce Page” and Select the Visualforce page just created in the above step.

Now the button is available to add to the layout.

Trip Information

Create a new Visualforce page by including the following text

   <SharTrip:TripInformationComponent purposeRecordId="{!Onboarding__C.id}"/>

Once the Visualforce page is created, update the page layout by adding Visualforce section.

Trip Listing

Create a new Visualforce page by including the following Text

   <SharTrip: TripListComponent purposeRecordId="{!Onboarding__C.id}"/>

Once the Visualforce page is created, update the page layout by adding Visualforce section.

Once the components are added, you can easily work with the trip information hand in hand with your record information.

Freeze Trip

The Trip Influence application creates a record for every Expense, apart from these, every expense sharing also creates a separate record. This increases data storage usage. To keep the data storage to a minimum level, the application provides functionality called Freeze trip.

Freeze trip is a checkbox on the Trip. When this is enabled, system will not do any expense calculation for that trip. Thereby even when Expense records are deleted, the core important data points like cost incurred for purpose and cost by user are still retained. The core information is retained in trip purpose and trip user records which are very minimum for the trip compared to the expense records. There by if there are storage issues Admin can freeze the trip and delete the expense records to keep the storage in check.

Next in Pipeline

Following are the few important features we envision for the future releases of the application

  1. Mobile and Tablet app for Expense input.
  2. Modules for various ERP systems integration
  3. Integration module to push and pull expenses information to and from offload data store.

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