Scan Quotes

1. After selecting the Scan button from the Pop-up window you will be taken to a blank quote form. The cursor will be in the Job Name field and the job name should be displayed. Press enter to move to the next field and start the Quote. (Due to job name length, sometimes the job name is not displayed in the box, if the job name is not displayed just press enter)

2. Select the location of the job from the type searchable list.

   1. If the location is not currently in the database, it can be added and you will be prompted to accept the addition to the database.

3. Select the Salesman assigned to this quote if desired and known from the type searchable drop down list.

   1. This information can be filled in at a later date if necessary.

4. Select the Territory of the quote from the type searchable drop down list.

   1. It is best to always fill in the Territory of the quote immediately to allow for easier quote follow up.

5. Enter the bid date for the specified job.

   1. Bid dates MUST be entered in the format of MM/DD/YYYY.

6. Select the specifying Architectural firm from the type searchable list.

   1. Firms must be entered if you wish to generate any Prior Approval letters to be sent to the Architect.

   2. If a firm is not available in the drop down list, it must be added / modified in the Company Module first before adding to the quote header information.

   3. To ensure all correct Company Types are available within the drop down list, refer to the InDepth Setup section.

7. Select the specifying Engineering firm from the type searchable list.

   1. Firms must be entered if you wish to generate any Prior Approval letters to be sent to the Engineer.

   2. If a firm is not available in the drop down list, it must be added / modified in the Company Module first before adding to the quote header information.

   3. To ensure all correct Company Types are available within the drop down list, refer to the InDepth Setup section.

8. Enter in the film or plan number for the specified job. Press enter to continue.

   1. This field can be used to enter any reference or tracking number desired.

9. Select the contractor for the quote if known from the type searchable drop down list.

   1. This information can be filled in at a later date if necessary.

   2. Filling in of this information allows for proper quote follow up.

10. The “Quoted Buy” field will auto fill based on the person signed into the system, it can be overwritten if desired. Press enter to proceed.

11. The “Price Protection” field will auto-fill based upon the default setting, it can be overwritten if desired. Press enter to proceed.

12. The “Freight Terms” field will auto-fill based upon the default setting, it can be overwritten if desired. Press enter to proceed.

13. You can assign a priority to the quote as desired here. Press enter to proceed.

    1. Priority is based on a numeric scale of 1 to 5. Each agency can decide on the high and low end of the scale as desired.

14. Purchasing Comments - Enter any comments here regarding purchasing of the items on the quote. Press enter to proceed

    1. This field is especially useful for tracking multiple PO numbers for one product line from companies that have purchased products for the job. This is especially true if more than one company is supplying products for the same product line the job.

    2. These comments do not appear on the faxed / e-mailed / printed quotes to individual recipients.

15. In House Comments - Enter any private agency comments in this field. Press enter to proceed

    1. This field is especially useful for notes regarding the quote that you wish personnel to see when reviewing the quote, but do not wish to broadcast to the individual recipients.

    2. These comments do not appear on the faxed / e-mailed / printed quotes to individual recipients. However, they do appear on the in house quotes summary that is generated if it is enabled in the Defaults Setup.

16. Comments - Enter any public comments in this field. Press enter to proceed

    1. These comments appear on the faxed / e-mailed / printed quote to individual recipients.

    2. This field is generally used to indicate information you wish all recipients to receive. Such as a re-quote because of an Addendum, or other general information.

17. Pressing enter after the Comments field will bring up the Price List find window. From this window you will be able to begin entering items into the quote.

    1. Select from the type searchable list the item to be quoted.

       1. The items in the list are cross populated from the Price List Module. Only those items that are listed in the Price List Module can be entered from this list.

       2. To enter items not in the Price List Module, you must enter each field in a free-form addition mode.

          1. Press escape to exit the Price List Find window.

          2. Enter the information, starting with model number, in the appropriate fields, as necessary.

    2. The Manufacturer of the product will be highlighted. Press enter to proceed.

    3. If the item has any options that may be added, a pop-up window will be displayed listing the options available.

       1. Only those options that have been specified in the Price List Module will be available for addition.

       2. To select an option, simply click on the checkbox to add the option. Selecting an option will automatically amend the description and pricing for each option added.

       3. All options are listed in the order in which they are selected. Thus, a part number can be properly specified based on Manufacturer criteria.

       4. After selecting any and all options desired, click the “Add” button to return to the quote with the newly amended item.

    4. Enter in the Category field the desired category for the item. (Ex: FD-1 for Floor Drain 1)

       1. If entering many items for the same category, remember that a computer will order based upon a decimal number that runs from 0 to 9. This means 10 comes after 1 and before 2.

       2. To order categories correctly, it may be necessary to preface numbers less than 10 with a zero. (Ex: FD01 through FD09 followed by FD10 and on)

    5. Enter in the Order field the desired order for items to appear on the quote.

       1. The order is to group items for the same category in the order you wish them to appear on the quote. (Ex: Lav-1 may contain a lavatory sink (1), a lavatory faucet (2), and a drain (3) in the specified order)

       2. If entering many items for the same category, remember that a computer will order based upon a decimal number that runs from 0 to 9. This means 10 comes after 1 and before 2.

       3. To order items within a category correctly, it may be necessary to preface numbers less than 10 with a zero. (Ex: 01 through 09 followed by 10 and on)

    6. Review the description in this field. Press enter to proceed.

       1. To view an expanded version of the description field, press “Shift-F2” to bring up a full view pop-up window.

       2. Making changes to the description will affect only the description of this one line item, it does not change the default description in the Price List Module.

          1. Many customers will mark special notes in the description for items, such as “Quoted as Alternate” or “Prior Approval Requested”

    7. In the Cross Reference field, you can verify cross reference information for any item. Press enter to proceed.

       1. This field can also be used to mark items as cross-referenced. Selecting the proper competitive model number from the list by clicking on the selection, or highlighting and pressing enter, will mark the item for use in creating Prior Approval Letters.

    8. In the Offsheet field, you can review any offsheet information for the manufacturer of the line item. Press enter to proceed.

       1. If an item has offsheet reports listed, clicking on the sheet will open the PDF version of the selected sheet.

    9. In the Calculation field, select from the drop down list the correct price to base cost information on. (i.e. List, Net, or Own)

       1. List pricing will base all costs on the list price entered for the item in the Price list Module.

       2. Net pricing will base all costs on the net price entered for the item in the Price List Module.

       3. Own pricing will base all costs for the item on a price the person quoting enters in the cost field.

    10. Select the desired multiplier from the drop-down list.

        1. The list of multipliers is based on information entered in the Product Line Module.

        2. If the multiplier desired is not listed in the drop-down list, it can be hand entered.

        3. Multipliers apply to both List and Net pricing. To use the true List or Net price, simply enter 1 as the multiplier.

        4. A multiplier MUST be entered, even if it is 1, in order for the program to calculate cost of the line item. If no multiplier is entered, then no cost will be calculated and no price will be displayed on the quote.

    11. The cost will be automatically generated based upon the type of pricing and multiplier selected. Press enter to proceed.

        1. Costs can be set to be displayed or not in the Reference File Setup screen.

    12. Enter the quantity for the line item.

        1. Quantities can be set to either be displayed or not be displayed in the Reference File Setup.

        2. Entering quantities will allow for more precise tracking of job quotes based on total value, and will allow the quote snapshot to display the updated quote value.

    13. Select the unit of measure in the “Price By” field from the drop-down list.

    14. Continue to enter items to the quote, following the steps outlined above.

18. When done entering line items, return to the quote header by pressing “Alt-S” to enter a list of recipients, or by clicking on the first line in the Send-To List window.

    1. To enter recipients refer to section 7.

Entering Quote recipients

1. Entering individual recipients

   1. In the name field, select the recipient from the type searchable field by entering the last name of the individual desired.

   2. Continue entering recipients as desired

2. Entering Groups of recipients.

   1. Open the People Groups Module.

   2. Select the People Group from the type searchable list.

   3. Click on the “Add to Quote” button to add the entire group to the active quote. (Or use the keyboard shortcut of “Control-Shift-Q)

   4. Continue entering People Groups as desired.

Adding Items to the quote from the Cross Reference Module

1. Open the Cross Reference Module.

2. Click on the “Find Cross Reference” button (or use the keyboard shortcut of “Alt-F”)

3. Select the competitor’s model number to be cross referenced from the type searchable list.

4. Verify that the item crossed is correct.

   1. If more than one cross referenced item is available, all available options will be displayed.

   2. Select the appropriate item from the list.

      1. Clicking on the "View Price List Detail" button will bring up the details for the cross referenced item.

      2. Clicking on the "View All Price List Items" button will return you to the list of available cross referenced items.

5. Click the “Add to Quote” button to add the item to the active quote. (Or use the keyboard shortcut of “Control-Shift-Q)

   1. If viewing all available cross referenced items, the "Add to Quote" button will display the name of the item to be added.

   2. Either "Add to Quote" button can be used to add the cross referenced item to the currently active quote.

6. Proceed with adding the quote line item as outlined above.