This function is invoked when you flag one or more Scopes of a Quote as Approved and then click the Save Record button and/or click the Approval Wizard button. When you do so, the system will automatically steps you through the processes needed to generate (or append to) the Work Orders and Purchase Orders required to implement the work. The Wizard disallows the export of approved lines to closed Work Orders.
PO’s Generated from Quotes: The system compares the net Job History postings from the PO’s Inventory, General and Sub tabs to the Total and Committed Cost values derived from the tabs themselves. A TabHistoryMismatch' alert appears and the PO is not saved if these tests fail. The purchase order’s PO extra flag is set for non-fixed fee quotes.
The system checks to see if any Vendors in approved scopes are Inactive, or are Blocked Purchase as of today. If so, the user is alerted and the Wizard is prevented from proceeding.
Error Logging: If a WO or PO fails to be generated, the software displays a message box and writes the errors as .txt files to the directory defined by the dbreportfiles registry entry.
Accounting Periods: An Accounting Period should be flagged as Default if PO’s will be generated. The system:
1. Uses the default Accounting Period (if it exists),
2. If no default exists, it uses the 'first' active accounting period with today's date in the date range.
3. If both of the above fail, the Wizard warns the user, and the PO post fails.
Payroll Period:
Since Payroll Period validation is not applicable to WO Labor flagged as Quoted, the Approval Wizard ignores this validation when generating WO Labor lines.
If Required Resource processing is enabled, the Quote Approval process is modified so that instead of creating Purchase Orders, a Quote’s Inventory, Other and Subcontractor details write to the Required Resources tab of the Work Order being created/updated. The creation of Purchase Orders or Processing from Inventory will be determined from there by running the RR Wizard. The system uses the data available in the Quote Detail line (i.e., vendor, cost, etc.) that was selected to populate the Required Resource lines.
Credit Hold: New Work Orders generated from the Approval Wizard will be put on Credit Hold if the Site or Client is flagged as Credit Hold, or if the Days Credit Hold or Credit Limit in the Client are exceeded, If the Days Credit Hold is blank in the Client this piece of the credit checking is ignored to be in line with New Call processing.
The Service Evaluation Id defaults from the Scope's Site Equipment record when a new Work Order is created. For multiple Scopes/Equipment, the Service Evaluation associated with the Equipment on the first Scope processed will be used.
Client NTE and Sub NTE: When a Work Order is created or updated the Work Order's Sub NTE will be set from the sum of the Extended Costs on the approved Sub Scope lines. The Work Order's Client NTE will be set from the sum of the Prices and Revenue Adjustments on the approved Scope lines, Registry to Prevent Work Order NTE fields from being updated by Approval Wizard may be enabled if this behavior is not desired and SubAnywhere is not in use.
The Work Order's Date Earliest Start is set to the current date when a new Work Order is generated from the Quote or Quote Manager's Approval Wizard. The Work Order's Date Earliest Start is also set to the current date if the Approval Wizard posts to an existing Work Order whose Date Earliest Start has not yet been set.
Launch Report Quote Recap WO after the Approval Wizard Runs.
Each Wizard screen includes buttons on the lower margin.
The Cancel button should be clicked when to end the approval process.
The Next button should be clicked to continue the approval process and proceed to the next screen when you have verified that all the options in the current screen have been set correctly.
The Back button returns you to the previous screen.
The Finish button is displayed on the final Wizard screen. When you click it, the system will ask you to confirm the posting of lines to your work and purchase orders.
Approved Option Codes
The purpose of this screen is to confirm the Approved Scopes. All Option Codes are displayed in lower-case text.
OK:
This field enables you to confirm which options have been approved. By default, all Options that you flagged as approved in the Quotemaster viewer are selected. Double-click on the OK field to deselect an option.
Quote Amount: Scope of Services:
These fields are displayed for informational purposes so that you can verify which options should be approved. The Quote Amount will not be displayed for Fixed Price quotes.
Escalation Profile Id:
This field will be used by the system if a NEW work order is being generated by Quote Master (Export to New WO is selected). This field will not change the existing source work order. This field defaults from the source work order (if referenced in the Quote header) or from the equipment record associated with the last scope.
Select Work To Do
The purpose of this screen is to determine how to implement the detail for the selected Scope Option(s).
Work To Be Done:
Export to WO
Select this option to append the work to an existing work order (displayed in the field to the right).
Export to New WO
Select this option to create a new work order to record the work. New Work Orders generated by Quote Master will have their Description field set to 'Quote: #####'.
Create Job Budget:
When selected, this option will update Job History for the selected Job. Budgeted Revenues and Costs are written for T&M Quotes. The Quote's Revenue Adjustments also generate a revenue Budget Entry (+ or -) to the Job and Cost Code specified. .
When option is selected, the Quote Master data entry forms follow in this order:
Default Job Structure:
Previously, the Default Job Structure screen information defaulted from the Job Id from the Work Order record. It now uses the new Job Id from the Quote record if it has been entered.
Job Budget Defaults
Data from the Job Budget Defaults form is written to the Job Budget tab (and Job History) as budgeted cost.
Billing Defaults (when Scope has Fixed Price)
None of the Above
If you select this option, the Wizard marks the selected scopes Approved, but does not export any of the detail from your quote to a work order, purchase orders, or job history. A user might wish to use this option to produce a quote, but manually enter the invoicing information to a work order. Once an option has been approved, its status cannot be changed.
Workorder Id:
If a source work order was used to generate the quote, it will be defaulted into this field. If the Export to WO option is selected, the work to be done will be appended to this work order. The Approval Wizard writes to the Work Order Log Tab when a new Work Order is created as well as when a Work Order is updated by the Wizard.
Location Id:
The default parts location for the work order; this field is required if items appear on the Quote’s Inventory tab. This field defaults from the lead work order unless overridden via registry (the sys-viewer-vqte or sys-viewer-vqtemngr locationid option). Note that the Location Id in the wizard is used when generating a new work order - if you write to the lead work order, its location id is not changed or blanked. This Location will also be used for any new PO's generated by the Wizard.
Escalation Profile Id:
This field will be used by the system if a NEW work order is being generated by Quote Master (Export to New WO is selected). This field will not change the existing source work order. It defaults from the source work order (if referenced in the Quote header) or from the equipment record associated with the first approved scope.
Customer PO#:
When posting to a New WO, this field will be used to set the PO# field on the Work Order with the PO# provided by the customer. The User is required to enter the Customer PO# number if the PO Required field is flagged in the Site's Service tab.
Enter Default Job Structure
The purpose of this screen is to verify, specify or change the job costing records impacted by this quote. The Job information specified here is ALWAYS used when lines are posted to the Work Order / PO when the Wizard is run, regardless of whether or not the DefaultJobByEquipment option is set in the global registry.
Job Id: Cost Code: Bill Item:
These fields default from the source WO but should be changed by the user if needed. A Fixed Fee / Allow Extras Billing Item should be selected.
The Tax Group and Tax Status in the selected Job are when generating Work Order detail lines.
Verify Job Budget Defaults
This screen enables you to adjust the individual entries that will be made to the Job Budget Journal.
Quantity: Tab: Description: Extended Cost: Extended Price:
These display-only fields enable you to identify which detail is to be posted.
Job Id: Cost Code Id: Billing Item Id:
These fields default from the previous Wizard screen but may be adjusted by the user if needed.
Cost Category:
Defaults from quote lines.
Select Quote Documents
This screen displays a list of documents attached to the Quote. The user may select documents that should get attached to any Work Orders created/updated by the wizard process.
ok
Click the ok box to check the documents you wish to attach to the Work Order you are updating or creating.
Description: Category: File: Document Id:
These display fields default from the Document record. The File displays the Document's file type.
Verify Billing Defaults
Option Code: Scope of Services: Fixed Price:
These display-only fields enable you to identify which options are to be billed. The Fixed Price field is only completed for fixed price quotes.
Job Id: Cost Code Id: Billing Item Id:
These fields default from the Default Job Structure Wizard screen but may be adjusted by the user if needed. Remember that the Billing Item should be flagged as Fixed Fee / Allow Extras.
Cost Category:
This display-only field defaults from the quote.
Note on Duplicate Lines for Multiple Options:
If duplicate lines are entered for 2 options, they are both written to the same cost code / billing item (the first selected in the Quote Approval Wizard screen). The criteria is type (Labor, inventory, material, other, subcontractor) and description. This functionality enables the consolidation of duplicate lines on purchase orders.
Verify Tech Lines
Tech Id: Log Type: Est. Hrs. Date Scheduled: Time Scheduled:
Technician Lines appear in the Wizard according to the following rules:
1. When Export to Existing WO is selected, the existing tech lines from the source work order are shown, plus any new lines added for Subcontractor Techs generated from the Subcontractor tab; the WO Display field will display the source work order id followed by a asterisk * for these new lines.
2. When Export to New WO is selected, a 'new' WO Tech line is included in the wizard and is ALWAYS posted to the new work order, along with any lines added for Subcontractor Techs generated from the Subcontractor tab. These lines will be indicated as ‘New’ in the WO Display field.
The Wizard also displays lines from the original source work order: the Work Order Id will appear in the WO Display field. They may be edited by the user. In this release, edits to the Time Scheduled for existing lines will successfully update the source work order.
Note: If the Verify Tech Lines box is NOT displayed, the work order log type on the Tech tab will be set to Quote Approved for all lines EXCEPT as specified in the AutoUpdateWOTechStatusIgnore registry option. If this option is not enabled, the default is for the Quote Approval Wizard to not update WO Tech lines set to 'credit hold','tech declined', or 'cancelled'.
WO Display:
If the Quote is being written to a new Work Order, the designation ‘New’ will appear in the WO Id column. Lines for the original source Work Order will also appear, and may be updated by the user if needed.
Verify Purchase Order Lines
If you entered a Vendor Id on any of the Inventory, Material, Sub or Other lines, this Wizard screen will able you to verify the PO lines to be posted.
If the Date Closed is set on a Purchase Order, user is warned that "The following Purchase Orders are closed and cannot be updated". After clearing this message, the user has the option of proceeding or canceling the Wizard (so that the PO referenced in the Quote may be changed or cleared before rerunning the Wizard). Canceling the Wizard and correcting the problem is recommended. If the user elected to continue and the post to the PO failed, the user will be warned, and a text file (ErrorLogForQuote_######_date_time) specifying the problem will be written to the directory named in the dbreportfiles registry.
If lines are being written to a PO that has an inactive Accounting Period, change the period in the PO to the default Accounting Period and change the PO Date Released to the current system date.
OK:
This field enables you to confirm which lines to post. By default, all the detail for all options that you flagged as approved in the Quotemaster viewer are selected. Double-click on the OK field to deselect an option.
Vendor Name: Quantity: Description: Extended Cost: PO Id:
These informational fields are based on information that you entered in the QuoteMaster record.
StockLocation WorkSite Service Provider
These options enable you to choose where the items should be shipped. Note that if the user changes the default Shipping Location, the system always uses the Shipping Location selected on the first line.
By default, StockLocation is selected: the Vendor will ship items to the Location address selected in the first Wizard screen.
If you select WorkSite, the shipping address on the PO will be set to the Site’s shipping address.
If you select Service Provider, the items will ship to the Technician/Subcontractor noted in the first line of the Technician tab of the generated work order.